I. Welcome

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

Announcements:

***Dawn advised of the conference call being recorded***

She also mentioned the evacuation procedures in place for attendance at the CAPPS Meeting in the Client Services Office (CSO).

II. Database Change Updates

• FESI Record Layouts scheduled for Pay Period 6
• Randy Gonzales (NFC) stated that his staff is still working on FESI record layouts. The plan is to get it out within the next 2 to 3 weeks and it will also be posted on the homepage at www.nfc.usda.gov. Dawn indicated a customer notification was sent to the CAPPS community on 3/17/08. In fact, all customer notifications are now posted on the customer support portion of the NFC homepage.

III. Employee Personal Page (EPP) – Call Center Intervention

• Dawn Hughes-Morris (NFC) introduced Deidre Charlot as the new Chief of the Personnel Processing Branch (PPB), in replacement of Louise Richard. Deidre stated she has been with NFC since 1986. She worked in Directives, Financial Management Office (FMO) where some of you may have seen her name associated with Interagency Agreements (IA), and spent time as an EmpowHR Contracting Officer Representative. She identified phone number (504) 255-4630 as one of the telephone lines customers can call with issues relating to cancellation of SPPS, obtaining W-2 forms from the Reporting Center, software problem reports (SPR), STAR web, written death claims, SF-50s, TSP, etc. She also mentioned that there are 22 people working this telephone line. Karen Brouillette is the Supervisor for the Personnel section, Susan Norwood is the Supervisor for the Payroll section, and Clara Roques is the Section Head. The other telephone line (504) 255-5230 has 6 people working in the area. On 2/25/08, there was a change to EPP log in procedures that no longer allow users to log in with their social security numbers. A bulletin was posted on NFC’s homepage on 2/18/08. When we made the change to EPP log in procedures, we also published the primary point of contact. The primary point of contact for EPP is not the 5230 line. The primary point of contact for EPP questions is the Operations and Security Center (OSC). Their phone numbers are 1-800-767-9641 or (504) 426-6435. In the Call Center alone, we were averaging 400 calls per day. With only 6 people answering 400 calls per day, a lot of calls were abandoned. Also, if customers are trying to obtain copies of W-2s or pay stubs, their personnel office can assist them. As you know, all of this information is available through EPP if you are not experiencing any problems. The 5230 line is the backup for frozen accounts. If we need to get the Web Team involved in unfreezing accounts, we would do so. The Call Center also assists the EmpowHR Help Desk. The EmpowHR Help Desk phone number is (504) 426-1640 where Lydia Turner is the Supervisor and 14 people answer the phones.
• Q. Ginny Towe (BPD) wanted to get the phone numbers for EPP questions.
• A. Deidre provided phone numbers 1-800-767-9641 or (504) 426-6435. She also said you can e-mail OSC at occ.etix@usda.gov.
• Dawn Hughes-Morris mentioned that when you call OSC for any EPP problems, you will be assigned a Remedy ticket number. She indicated that Ivan Jackson (NFC/ITSD) and his staff have been working on resolving EPP issues. Ivan reported that they have been receiving a lot of calls regarding non-receipt of EPP e-mails. It’s been going on for a while, but it wasn’t as frequent as it is now. He indicated he thinks the problem stems from the new log in procedures to EPP. If you want to change your e-mail address on file, please call OSC to make that request and your pin number will be e-mailed to that particular e-mail address. Since we have been troubleshooting this problem, there are a lot of e-mails that are not delivered due to the incorrect e-mail address. To confirm the accuracy of your e-mail address, you can check your profile under “Preferences” to see what e-mail address is listed. Each agency e-mail administrator has spam protection for that agency. They have spam blocks set up as a threshold of 50 e-mails coming from a certain source to raise a flag and block them because it could be a potential spammer . NFC can send out thousands of e-mails to a particular agency. If there was a site that had more than 300 e-mails, the agencies’ e-mail administrator have the ability to block all those e-mails from coming through due to too many coming in at one time. When we moved to the Primary Computing Facility (PCF) in Denver, CO, we had encryption going to the site and e-mail servers. In the past, our customers only had two of those e-mail servers defined. Now, five e-mail servers are defined. We will work with each individual to determine if it’s an agency problem or an isolated problem. Right now, we are currently working with Library of Congress (LOC) through our firewall team and e-mail coordinator.
• Q. Dawn asked for the timeframe to receive a call back.
• A. Ivan Jackson stated that a Tiger Team was established and they created a spreadsheet to reflect customers and their problems. Hopefully, within 24 hours we will get back to the customer.
• Q. Shavon Butler (PTSA) asked if employees try to log in too many times and it locks them out, who do they call.
• A. Deidre Charlot indicated to call (504) 255-5230 and they can unlock the account.
• Q. Grindl LeGrand-Brewer (GAO) asked if there are any future plans to make this part of the security function within the agency, especially for those agencies who are paperless so we can assign passwords and change them directly at the agency.
• A. Deidre Charlot (NFC) reported that Dawn Hughes-Morris’ staff will be provided an answer.
  Action Item - responsible organization: PPB/Deidre Charlot
• Q. Reed Waller (DOJ) mentioned he talked to Candace Letort (NFC) about upgrading software for the Call Center. He wanted to know the status.
• A. Deidre reported this is still an initiative. In fact, we have a meeting next week on this. We are looking at using Remedy to replace DOTS and the dream is to have a web based Remedy so the callers can put in their own tickets. This is one of my top priorities. There is no timetable as of yet, but this action is still active.
  Action Item - responsible organization: PPB/Deidre Charlot

IV. Client Version Functional Requirements Document (FRD)/Discussion

• Dawn Hughes-Morris mentioned that agencies should not make any changes to FRD’s. The agencies can coordinate with Client Management Branch (CMB) and they will coordinate with the developers. Randy Gonzales indicated that agencies could send in a separate attachment if any changes need to be made to FRD’s. He also stated that a FRD is basically NFC’s interpretation of what the agency is requesting. Dawn indicated if agencies have any questions to please contact their Customer Service Representative (CSR) so they can coordinate with the developers.

V. Retirement System Modernization (RSM)

• Randy Gonzales stated he is waiting to get a project status. He indicated on behalf of the customers that the files are refreshed and sent monthly. There is a meeting scheduled on 4/23/08 in the CSO at 9:30 am (EST). Jody Nyers (NFC-North) said that GSA spent the last year and a half on data cleansing and they are about 80% there. Randy indicated he doesn’t have any other information on the status of MOU’s. Reed Waller mentioned that he sent his agency’s information and he is pretty sure that he didn’t get anything back from OPM. Randy indicated that agencies were asked to send comments by the end of January. He also mentioned that any information or comments regarding MOU’s would be provided to the agencies. Reed suggested that the data elements might be useful to share with the CAPPS community. Randy mentioned he thought the sample of data cleansing was sent to the CAPPS community. Kathy Orpin (TR) stated she sent the sample to the Treasury Team. Kathy stated the report is called the Data Portal Resolution Guide. Reed reported that Linda Reter (DOJ) knows more about this. He also indicated this needs to be an action item for the Reports User Group (RUG).
• Q. Dawn Hughes-Morris asked Randy Gonzales if we can take this action on.
• A. Randy said to bring the critical ones first to data cleansing and then the other ones last.
• Reed suggested that the Data Portal Resolution Guide be demonstrated. Carol Phillips (USDA) mentioned that her staff took all the data documents and went line by line. She thought it would be a real good work group.
• Q. Randy asked if they were talking about the database change. OPM needs to see these questions so they can answer them.
• A. Randy stated if the agencies send the questions to us, we will answer as many as possible. The rest of the questions need to be directed to OPM.

VI. Undeliverable Mail Update Update

• Randy Gonzales stated that the post office reinforced their validation rule to make it as clear as possible. In the past, we did street names. The mail that doesn’t go out will be placed to the side and will be mailed first class. The system was designed to validate cities, states, and zip codes. We must have 500 employees to assign a code. We are looking into validating street addresses without using OPM codes. We are looking into addressing the problem.
• Q. Ginny Towe indicated with all the teleworking her agency does and the fact that OPM issued guidance that says if you never go into the office, your home address is your duty station----are we having any similar problems on the duty station side with getting OPM not to issue duty station codes because there are not 500 people who live in that city or work in that city?
• A. Randy indicated that was a good question and he doesn’t know if it’s really gotten that big as of yet as far as the real small communities. I haven’t seen a lot of issues coming to us.
• A. George Morris (NFC-North) stated he hasn’t seen a lot either.
• Randy also mentioned that there are people in duty stations without duty station codes. George indicated that we are looking at modernizing the process. Right now we only validate cities, states, and zip codes. We will start validating street addresses.

VII. Updates/Action Items

• FEGLI A0 and A1
• SF-50 Remarks Format – (font and field size)
• FEHB Code Flipping/Deductions
• TSP SCD
• Job Aid/Bulletin for SF-50 Remarks
• Dawn Hughes-Morris sent e-mail to Randy Gonzales regarding A0 and A1 codes. Randy reported it has been put back into production. Jennifer Johnson (TR) indicated they are currently using codes and everything is working fine.
• Randy stated the SF-50 remarks format and the font size will not change. Dawn mentioned this will be removed from the action items, but she will make sure it will happen after the database change. She also mentioned we will keep this action item on the agenda.
  Action Item – responsible organization: CMB/Dawn Hughes-Morris (ADBC)
• Q. Reed Waller asked if there is any master list that will happen first regarding the database change.
• A. Jody Nyers (NFC-North) responded and reported that there is no way to number them. Randy indicated he can’t number them because it depends on the complexity of time.
• Q. Reed repeated his question and asked what are the lists of things that will happen.
• A. Randy reported he would have to discuss internally.
• Reed stated he understands the privacy of sharing information from other agencies, but he just wants to know if a list can be created to inform users of where they stand. Randy indicated that he and Penny Forbes (NFC) can sit down and see what information can be shared and what can’t. Randy also mentioned that he wants the customers to see the volume of the work (GESD requests) we receive. Within the last three years, we received over 250 requests per year.
• Dawn stated unless someone reports an issue regarding the FEHB code flipping, this action item is closed.
• Dawn also reported we are working behind scenes to get the TSP/SCD issues resolved. The CSRS TSP/SCD’s have been zeroed out. Ginny Towe reported when they process new HCUP packages the dates are coming back. She will send examples.
  Action Item – responsible organization: CMB/Dawn Hughes-Morris (Follow up)
• Dawn reported the Job Aid/Bulletin for SF-50 Remarks is an on-going project. This will remain on the action item list.
  Action Item – responsible organization: PCB/Theresa Trentacoste

VIII. Benefits Update

• FERCCA
• Health Savings Accounts (HSAs)
• Jody Nyers mentioned that her and the NFC Representatives attended the payroll meeting with OPM last week to discuss FERCCA and want to alert you that OPM is planning to issue a Benefits Administration Letter (BAL) along with a flowchart outlining the responsibilities of the HR Office and the Payroll Office. It was discussed that the current owner agency must make the employee "whole," meaning they need to correct the retirement coverage code back to the error and provide their payroll provider with the paperwork (e.g., AD-343 detailing the changes). In addition, they should notify the employee of the change and notify the former HR and payroll office(s) of the corrections needed.

It is the other payroll providers’ responsibility to ensure their portion of the monetary correction is completed.

For example: Let's say an employee is currently with the Dept of Agriculture, was previously employed with the Dept of Defense, and also with the General Services Administration. The current HR office makes the retirement code corrections and alerts those payroll providers (i.e., DFAS and NPB-GSA) of the correction being made. In this example, both DFAS & NPB must make the monetary adjustments for the responsible periods of time they ‘'owed'’ the employee. If the other payroll providers fail to make the adjustments, the employee and OPM will need to work with them on their part.

• It is not the current owner agency's payroll office responsibility to ensure all payroll adjustments are made. It is, however, the current owner agency's payroll office responsibility to ensure their payroll adjustments are made, including all TSP monies. The current owner agency is responsible for all TSP monetary adjustments. NFC issued a bulletin in January 2007 which outlined the process for the AD-343; we also issued a November 2007 Customer Notification with additional information. I know this has been a confusing process over the years and we'd all like to see it resolved; however, OPM said last week that even though they closed out their FERCCA database in 2004, they have received over 1,700 new requests. The thought is as long as there is the ability to make the error then FERCCA will be an active process. It's important that hiring specialists place the employee into the correct retirement plan; when this doesn't happen, a FERCCA case is born. As soon as OPM issues the BAL and flowchart, I'll make sure the CAPPS community receive a copy.
• As a reminder I want to make sure that your employees are aware of the difference between a Health Savings Account (HSA) and a Flexible Spending Account (FSA). A HSA is a savings type account that is associated with a High Deductible Health Plan (HDHP). A FSA allows employees to pay for eligible out-of-pocket health care and dependent care expenses with pre-tax dollars. A HSA is not a FSA...they are two very different benefits. In order to accommodate the HSA, NFC added a feature in the Financial Allotment document whereby the employee can elect the Health Savings Account (using code "H"). This is also available on EPP/ESS. We've had a few cases where an employee elected a HSA when they in fact wanted a FSA. These have been corrected. NFC will be modifying the language on EPP/ESS to provide additional prompts so that the employee should clearly understand they are electing a HSA, and if they do not want to elect the HSA, they can logout without starting it. Please ensure employees know the difference between a HSA and a FSA.

IX. User Group Chairperson Corner

• Dawn Hughes-Morris announced that the EmpowHR User Group Meeting is scheduled for today, March 19, 2008 at 1:30 pm (EST) – 3:00 pm (EST). Laree Edgecomb (FS) is the chairperson and Shane Griffith (DHS) is the Co-Chairperson.
• EPIC/FESI User Group is Thursday, 3/20/08 at 10:00 am (EST) – 12:00 pm (EST) in the CSO, Lincoln Room. The Chairperson is Kathy Orpin (TR), the Co-Chairperson for EPIC is Jeanne Hillock (SM), and the Co-Chairperson for FESI is D’Juan Brady (DHS).
• Reports User Group (RUG) is Thursday, 3/20/08 at 1:30 pm (EST) – 3:00 pm (EST) in the CSO, Lincoln Room. The Chairperson is Kelynn Lewis (DHS) and the Co-Chairperson is Linda Reter (DOJ).
  - Agency Dispatch Reports
  - FOCUS Compensatory Time Reports
• T&A User Group (TAUG) is Tuesday, 4/8/08 at 1:30 pm (EST) – 3:00 pm (EST) in the CSO, Lincoln Room. The Chairperson is Dora Lee Rosendorf (TR) and the Co-Chairperson is Shavon Butler (PTSA).

X. Lagniappe

• New Business: Kathy Orpin mentioned that her agency is still experiencing systemic problems in EPIC. She requested Randy Speed (NFC) to do an EPIC web demonstration, which will be in May. Dawn stated we have 3 action items to vote on.
  Action Item - responsible organization: CMB/Dawn Hughes-Morris
  A customer notification will be sent out requesting agencies opinions.
• NFC Orientation: Dawn reported that the Payroll/Personnel Orientation scheduled for 3/25-3/26/08 has been cancelled due to low participation. Tara Lala (NFC) stated the minimum of participants to hold the session is 40. Dawn indicated that we are looking into other places besides New Orleans to have the orientation.
• Personal Benefits Statements: Dawn stated a customer notification will go out regarding the statements being posted on EPP.
  Action Item – responsible organization: CMB/Dawn Hughes-Morris
• NFC welcomes the Federal Law Enforcement Training Center to EmpowHR, NFC’s Human Capital Management System Offering:
• Improvements to CULPRIT 148 (Status of Lump Sum Payments): Dawn indicated Donna Speed (NFC) and her staff are working on improvements on this report.
  Action Item – responsible organization: PASB/Donna Speed
• Comments from the CAPPS Community:
  • Dawn indicated to send any comments to customer.support@usda.gov on any subjects that need clarification or if there is something you want to hear at CAPPS meetings. We will certainly consider your requests if not for current CAPPS meetings, definitely for future CAPPS meetings.
  • Randy Gonzales reported that we have a compilation of issues regarding systemic issues in EPIC. The release that’s under COOLGEN application is generating bad codes. Dawn stated she would speak to the CAPPS community on EPIC in April. She mentioned she would have spoken today, but thought it was too premature at the time.
  • Grindl LeGrand-Brewer stated that she could not get into EPIC last night around 4:30 pm (EST). Randy Gonzales stated he would follow up. Randy Speed (NFC) reported that there was system maintenance around that timeframe. It was supposed to be taken down at 5:00 pm EST). He reported EPIC is fine and up and available.
  • Carol Phillips (USDA) mentioned that there were 50 FERCCA cases
    sent and only 7 of them were completed. She reported her agency has a lot of complaints. She asked if there is a way to go in and correct it. Kathy Orpin stated she has 150 FERCCA cases and still don’t know the statuses. Dawn indicated we are going to take this to Patrick Foret’s (NFC) area. Dawn also mentioned to put this item (FERCCA Cases) on next month’s agenda.
  • Carey Turner (NFC) talked about the W-2s being undeliverable and stated the intent is to make the agencies aware of the incorrect addresses so they can be corrected. Grindl LeGrand-Brewer will send a couple of W-2 issues to Carey Turner.
    Action Item – responsible organization: TBPB/Carey Turner
  • Q. Kelynn Lewis (DHS) asked if there is a process in place to validate RNO codes.
  • A. Dawn mentioned a FOCUS report would probably retrieve the data. Kathy Orpin stated that HR Connect offers that option. Jody Nyers stated she ran a data download. Randy Gonzales reported the data is too sensitive to push out. He also indicated that he would consider adding to EPP.

CAPPS Attendees:

Patty Moore (AG)
Rande Young (AG)
Carol Phillips (AG)
Donna White (AG)
Winston Farmer (DOJ)
Reed Waller (DOJ)
LaShonda Terrell (DOL)
Douglas Alexander (DOL)
Amy Martz (FP)
Marie Waters (DOC)
Maria Wennersten (AOC)
Jingie Miller (AOC)
Grindl A. LeGrand-Brewer (GAO)
Lucy McCabe (FDIC)
Juwan Samuel (FERC)
Robin Patterson (LOC)
Belinda Harris (LOC)
Shavon Butler (PSA)
David Kaplan (FMC)
Phyllis Blackstone-Littles (NEA)
L’Tanya Sesker (NEH)
Rauland Sharp (USAID)
Paula Burton (CBO)
Dora Lee Rosendorf (TR)
Kathy Orpin (TR)
Kelynn Lewis (DHS)
Ginny Towe (BPD)
Mike Mire (DHS)
Jennifer Johnson (IRS)
Rosa Dortch (HUD)
Jeanne Hillock (SI)
Gordie Walker (NRCS)
Barbara English (USAID)

NFC North:

George Morris
Jody Nyers
Wendy Moore
Cheryl Ruf
Jo Bonner

NFC:

Randy Gonzales
Dawn Hughes-Morris
Deidre Charlot
Jeanette Richardson
Ivan Jackson
Carey Turner
Randy Speed
Tara Lala

Client Management Branch Customer Service Representatives