CAPPS Minutes- June 18, 2008

I. Welcome

Dawn Hughes-Morris, (NFC, GESD/CMB)

Administrative Announcements:

Dawn Hughes-Morris spoke about the evacuation procedures in place for attendance at the CAPPS Meeting in the Client Services Office (CSO).

II. Update Database Change

Randy Gonzales provided an update on the database change. He is requesting agencies to submit 1,000 ssn’s for testing. Dawn stated a customer notification will be sent out regarding this information. Parallel Testing for the database change will be conducted in Pay Periods 17 and 18.

He further stated that the EPIC Web Demo has 30 participants.

Q: Can we have participants by conference call?

A: Dawn Hughes-Morris stated she will confer with Alisa Wells.

Action Item: Prepare customer notification requesting SSN’s from agencies testing for the EPIC Web Demo, Dawn Hughes-Morris (CMB)

EPIC Redesign sessions are from 9:00 AM – 12:00 PM. Kim Geraci will confirm if there will be hands-on training for EPIC Web Demo. Randy Gonzales stated there will be a functional model working. He further stated they will verify if they can do a screen shot or a hands-on session. Dawn Hughes-Morris will send out a customer notification regarding this information.

Action Item: Preparecustomer notification regarding EPIC Redesign Training, Dawn Hughes-Morris (CMB)

III. Escalation Process/NFC Communication Model

Dawn Hughes-Morris stated the Escalation Process was modified to communicate critical issues. Candace Letort (NFC) stated communication is critical to the success of our organizations.

The Escalation Process on the NFC Homepage is as follows:

• Call Center/EmpowHR Help Desk – General processing questions in regarding day to day operations.

• Critical customer issues that need immediate attention at a high level in NFC that would impact a large population if the employees and would require immediate NFC management attention regarding urgent concerns, we strongly suggest agencies contact their CMB representative.

For Example:

• The EPIC application became unavailable during peak processing periods and there is no quick workaround to resolve the issues.

T & A transmission problems impacting larger volumes of T & A’s during T & A processing periods.

• Security breach issues need to be elevated – not directed to the Call Center.

Candace Letort’s area will communicate with CMB to resolve issues immediately. This will be addressed at the Customer Forum.

Dawn Hughes-Morris stated customers are going through too many individuals to get issues addressed. Plans are underway to remedy this situation.

Wendy Banks (CMB) provided copies of the current GESD Escalation Process to the CAPPS attendees.

IV. SecureALL

Dawn Hughes-Morris and Candace Letort will coordinate with various organizations at NFC to send communications via customer notifications to the customers. Communications will be sent to CAPPS and the User Groups. Shavon Butler (PSA) was concerned that communications may not be directed to the appropriate individual. Dawn stated we will be crosschecking the email listing to ensure everyone receives communications that they should receive.

Action Item: Cross-checking email listing to ensure everyone is receiving accurate communications, Dawn Hughes-Morris (CMB)

George Morris (NFC North) would like agencies to control communications regarding table changes, system function ability, etc.

Helen Young (NFC) stated the Table Management (TMGT) bulletin was issued on June 16, 2008. Agencies should review the NFC TMGT mailbox, TMGT Table 063, Contact Type 3. NFC will review Tables to see if individuals are authorized to make changes. Candace Letort confirmed that the bulletin was published on the NFC Homepage.

Helen Young (NFC) will work with Kim Geraci (CMB) to identify tables that the agencies can update (including the EmpowHR tables.)

Action Item: Identifying tables that the agencies can update, Helen Young (PPB).

NFC will accept fax changes for the next two months. Agencies need to take a snapshot of all the tables that need to be updated to ensure all information is accurate.

Mike Zeringue (NFC) will meet with 100 Agency Security Officers (ASO’s) to discuss SecureAll system soon. ASO’s will use SecureAll to receive authorization to change passwords. Currently, ASO’s cannot changed passwords or generate access. This system is implemented in the Oracle Web application. The technical aspects of this system are currently being worked. Testing will be conducted over the next several weeks. Access requests are currently being worked.

Kelynn Lewis (DHS) stated that they are having issues with testing on the SecureAll system. Mike stated that if agencies have any questions, send an email to Mike.Zerinque@nfc.usda.gov. Agencies will be able to test numbers limited to 50 participants. Mike will attend a meeting regarding sending out customer notifications for security issues. He stated he will also have a quarterly meeting beginning the month of June.

Action Item: PrepareCustomer Notification on Security Issues, Mike Zerinque (ISPCS)

Mike indicated that due to the Customer Forum scheduled for July 2008, the ASO meeting will be cancelled for that month.

Mike mentioned that the security related notifications are sent to the ASO’s. Users do not have access to TUMS and other related applications.

Kelynn Lewis (DHS) and Karen Decesaris (DHS) indicated they did not receive communications regarding security information. Mike informed them they could also send requests to the Security mailbox and identify themselves as Security Officers.

V. NFC User Group Restructuring

A customer notification regarding the NFC User Group Restructuring was sent out on June 16, 2008. This customer notification has also been updated on the NFC Homepage.

More information to come on the user groups. This issue will be addressed during the Customer Forum in July. A strategic meeting on this issue will be held with the agencies CHCO’s and higher-level management. User groups meetings will resume in August 2008.

CSO renovations will begin in July through September 2008. We will send a note soliciting sponsors to host the CAPPS and User Groups meetings.

George Morris (NFC-North) stated NFC will look into doing more video conferencing in the future. He further asked agencies to send any suggestions, ideas, and/or comments to Dawn Hughes-Morris, Penny Forbes, and Dawn McGowan.

VI. z/OS Update

Joe Weaver (NFC) provided an introduction of his presentation stating he is the project manager for the z/OS 1.9 Mainframe Operating System Upgrade project. He indicated that z/OS is like Windows for the mainframe.

Joe stated that for the past eight months we have been working on the new z/OS project. On Saturday, June 21, 2008, we will attempt to put it into production. We will start the user test at 12:00 PM, and run until 6:00 PM. At 6:00 PM we will have a “Go/No Go” meeting. During the test we ask that everyone who uses NFC's mainframe applications do their normal work, and make sure that everything does still work. Please report the results of your testing to the OSC, www.OSC-ETIX@usda.gov, 1-800-767-9641, during the test, and if problems are discovered we will attempt to get back to you with a status on the problem that day. "

He also provided an update stating that the test on June 21, 2008, uncovered a problem with the new z/OS for the EARN/EPIC/SPPS suite of applications. So we decided not to implement z/OS 1.9 on that day. We are actively pursuing solutions for this problem with the vendor, and feel that we will have a real fix presently. On July 19, 2008, we will try again. We will provide more information on this testing later.

Q: Could we send a FESI file on Friday, 6/20/08?

A: Joe Weaver (NFC) – A FESI file can be sent in on Saturday, 6/21/08, morning at 8:00 AM CT.

Q: Can we hold the file until Saturday?

A: Joe Weaver (NFC) – Yes, that would be best.

Q: Doralee Rosendorf (Treasury) – When will the file be displayed?

A: Helen Young (NFC) – Anything transmitted will go through Sunday, 6/22/08, PINE pass.

Q: Jennifer Joyner (CFTC) – On the June 7, 2008, z/OS testing she did not receive any confirmation of the corrections that were tested.

A: Joe Weaver (NFC) – We were buried into another problem to be resolved. However, all variables will be looked at regarding the z/OS processes on June 21.

Joe Weaver (NFC) asked for participants to send their requests to Sandie Mikell, (CMB) www.Sandie.Mikell@usda.gov. Sandie will then provide the information and instructions for the testing.

VII. Retirement System Modernization (RSM)

OPM put a stop on the Retire-EZ process. The deadline for OPM to reply back on the Retire-EZ process was June 9, 2008. Data cleansing cannot be done if there are performance issues. The DOC Harbor software package will be used. Agencies can get access to this package. Reconciliation can be done with e-OPF. On June 26, 2008, NFC will meet with OPM to discuss corrections, cancellations, etc. There will be a meeting at the OPM Shared Service to discuss Retire-EZ in continuing to get the issues resolved. There will be DOC Harbor meeting for clients sent from RSM contacts. Cheryl Ruf needs names to be sent to security to be sent to her email address, www.Cheryl.Ruf@usda.gov.

Action item for NFC is to provide a telephone tree. OPM wants NFC to have a work group for data cleansing. There will be a DOC Harbor demo from 9:00 AM to 12:00 PM.

Action Item: NFC to provide telephone tree for the Doc Harbor (Retiree-EZ System), Chery Ruf (NFC)

VIII. Update 47

Wendy Moore (NFC) stated that there will be adjustments from Pay Period 13, 2008. Table 29 comes from DoL every Pay Period in 2008. There are seven (7) updates that come out. Testing started the week of June 26, 2008. A customer notification was issued on June 6, 2008, for NOA 827, VPA, VPB, and VPC. Testing is scheduled for Pay Periods 13 and 14 if needed. Implementation is scheduled for Pay Period 17, 2008. The effective date for changes to be submitted is June 8, 2008. Each agency can send 20 ssn’s for IDMS 61, Dict 02, etc.

Q: Jennifer Joyner (CFTC) stated when trying to enter a HCUP package, she was getting an error during the online testing on ssn’s for the 827.

A: Wendy Moore stated she will work with Jennifer in getting the issue resolved.

Wage Grade updates will not generate actions for Pay Period 13, 2008. Randy Gonzales (NFC) stated the actions will be generated for system pay raises until the end of Pay Period 12, 2008 payroll processing. BEAR ran this weekend and will generate actions for Pay Periods 12 and 13, 2008.

Dawn Hughes-Morris stated she will sure a that a test environment is made available for EmpowHR. The test environment will include DICT 02 and should be in DICT 04.

Grindl LeGrand-Brewer (GAO) wanted to know if agencies would be allowed to reset the employees’ passwords. Dawn Hughes-Morris will keep this item as an open action item, and NFC will be looking into this process and it will be considered after the database change. This process may need point of contact at the NFC site to make the changes.

IX. Updates/Action Items

• TSP SCD
  • Dawn Hughes-Morris, (NFC) advised an agency has reported they are still having an issue even after the sweep was run. We will continue to work with our application systems development group to resolve this issue.
• Remedy Web
  • Candace Letort (NFC) stated agencies will be able to track issues through Remedy. The new versions are coming out in Year 2009. NFC will be preparing the high-level requirements for this system and requests are being considered. Many areas will be impacted within NFC. NFC will put in a SOW to bring on contactors to develop business practices.
• BUS Codes
  • George Morris (NFC-North) stated OPM is developing a master list to run updates on Bus Codes. Randy Gonzales (NFC) said that they are converting the 6 or 7 codes. A list is forthcoming and there will not be an OPM effective date. NFC will not generate SF-50’s because they will be generated in the system.
• FERCCA
  • A bulletin regarding contact information will be updated on the NFC Homepage. NFC will provide additional information and guidance from OPM. More information will be coming in July 2008. Dawn Hughes-Morris will work with Theresa Trentacoste (NFC) and Candace Letort (NFC) regarding the communications.

X. User Group Chairpersons Corner

EmpowHR User Group
Under Restructuring
Laree Edgecombe, Chairperson (FS)
Shane Griffith, Co-Chairperson (DHS)

EPIC/FESI User Group,
Under Restructuring
Kathy Orpin, Chairperson (TR)
Jeanne Hillock, Co-Chairperson (SM)
D’Juan Brady, Co-Chairperson (DHS)

Reports User Group,
Under Restructuring
Linda Reter, Co-Chairperson (DoJ)

T&A User Group,
Under Restructuring
Dora Lee Rosendorf, Chairperson (TR)
Shavon Butler, Co-Chairperson (FQ)

X. Lagniappe

• EPIC Redesign Session, 6/26/08, from 9:00 AM - 12:00 PM in the CSO Room

• Update on 1351 C Reporting Center

The 1351 C Report will be done after the database change.

• NFC Fax Server Relocation Project

Additional information will be forthcoming within the next several days.

• Special Processing System (SPPS) Training, 6/17 – 6/19, Washington, DC

The training seems to be going well.

• History Correction Update Processing (HCUP) Training, 6/17 – 6/19, Washington, DC

No update.

• Customer Forum

The Customer Forum is scheduled for July 29 through 31, 2008 in Washington, DC. The forum will run the course of 2 ½ days. An agenda is forthcoming. Dawn Hughes-Morris with meet with Theresa Trentacoste regarding the agenda. DoraLee Rosendorf (TR) requested that the agenda be put on the NFC Homepage.

• E-OPF Update

Cheryl Ruf (NFC-North) stated that the web signatures on the E-OPF and the Paper E-OPF will be destroyed. The backfilling process will back up to one year. All new employees should be going to e-OPF.

Dawn Hughes-Morris introduced Wendy Banks, Program Analyst, for the Client Management Branch (CMB). Wendy is the USDA Customer Support Representative that will be visiting with Patti More to discuss USDA issues this week.

CAPPS Attendees:

Sheila Thompson (GPO)
Lakeesha Lee (LOC)
Linda Gandara (ARC)
Jennifer Joyner (CFTC)
Karen Decesaris (DHS)
Kelynn Lewis (DHS)
D’Juan Brady (DHS)
Patty Moore (USDA)
Chris Jones (USDA)
Rande Young (USDA)
Amy Martz (DoJ)
Shavon Butler (PSA)
Gwendolyn Holmes (PSA)
David Kaplan (FMC)
Sue McMenamin (FMCS)
Shanyta Ingram (FMCS)
Phyllis Blackstone-Littles (NEA)
Adrianna Benchetti (SBA)
Barbara English (USAID)
Elwander Syrkes (USAID)
James Hoebel (DOC)
Lashonda Terrell (DOL)
Deborah Dudley (DOL)
Tom Neumeister (SI)
Jeanne Hillock (SI)
Lucy McCabe (FDIC)
NFC-North
Wendy More
Cheryl Ruf