Customer Board Meeting March 20, 2014 United States Department of Agriculture Office of the Chief Financial Officer National Finance Center

Customer Board Meeting March 20, 2014

United States Department of AgricultureOffice of the Chief Financial Officer

National Finance Center

Old Business Updates

USDA, National Finance Center Customer Board Meeting

March 20, 2014

High-level Timeline Recent Accomplishments

Current State Issues/Risk

3

Contact Center/Help Desk Consolidation

• February 2014 - Completed “Opt Out” option to voicemail and NCC rep will return customer call within 24 hours

• March 31, 2014 - Process Improvement

• June 2014 - Phase 3 Implementation of

W-2 Help Desk Support

• Conducting internal Process Improvement to increase customer service satisfaction

• None



4

• March 31, 2014 - Unit testing of Position Management System Operations (PMSO)

• March 31, 2014 - Unit testing of Time Inquiry Leave Update System (TINQ)

• April 15, 2014 - Pre-Delivery testing of batch programs

Risk Mitigation for Legacy Payroll/Personnel Systems

• Received converted TINQ, PINQ, IRIS, PMSO, and SPPS (mainframe version) applications from vendor

• Installed TINQ, PINQ, IRIS, PMSO, SPPS on Web server

• Completed unit testing on IRIS and PINQ

• Working with vendor to resolve conversion issues with batch programs

• Determine the disk space requirements necessary for the converted applications

• Testing .net applications data access in a multi-server environment

• Furlough delayed testing of converted applications



5

• September 2013 - Payroll and Accounting System (PACS) data model redesign

• February 2014 - Customer User Acceptance Testing (CUAT) for Build 2

• April 2014 - Deploy Build 2

• March/July 2014 - Stabilization

Insight Enterprise Reporting Solution

• February 6, 2014 - Insight Forum Office Hours• February 24-27, 2014 - Insight Build 2 CUAT held

in Washington, DC• February 2014 - Developed and enhanced user

conversion tools for FOCUS to Insight• March 6-7, 2014 - Insight Build 2 CUAT virtual

sessions• As of March 2014 - 503 users were trained on

Insight. Users included: USDA (201), DOJ (105) DOC (19), Treasury (20), DHS (72), and 86 others

• Build 2

- Preparing Go-Live

• O&M Stabilization

- Assessing proficiencies of data loads and daily

processes

- Monitoring and tuning system performance

- Conducting data validation audits

- Working on system change requests and

enhancements to reports and dashboards

- Internal training

• None



6

• webTA 4.2- December 2013/April 2014 - Install, configure, and test software

• STAR Web - TBD - Will not occur until all customers are migrated to an application

• Paycheck8 - December 2013/March 2014 - Install, configure, and test

software

T&A Solutions

• Paycheck8

- March 2014 - Completed Installation of

software and QA testing software

• webTA 4.2 - Installation and configuration activities in progress - Planning strategy for rollout of software to NFC’s customers

• Paycheck8 - Developing requirements for migration of pilot NFC organizations to Paycheck8 software - Planning rollout strategy for NFC’s customers

• None



7

• PP 17, 2014

- Modify delinquency routine by decreasing total

due process from 150 days to 60 days

- Submit delinquent debts of on-the-roll employees

to Treasury Offset Program (TOP) and FedDebt

(cross servicing)

- Consolidate salary overpayment and debt notices

- Create new missed payment and FEHB notices

Debt Management Implementation Plan

• PP 22, 2013 - Implemented Treasury specific forms NFC 937 and 937B FEHB letters

• March 6, 2014 - Conducted fourth Debt Management Work Group Session

• Ongoing Initiatives

- Bill and collect salary overpayments while employees are in non-pay status

- New debt notice for FEHB bills- Various debt improvements including delinquency

computations, new salary overpayment bills, new payment agreements, and new reports to conform to the modified ABCO data base

- Create new inquiry screens to allow customers to view claims information

- Finalize FRD to add Employee Debt Summary information to EPP

- Continue workgroup participation

• Some of the initiatives will require review from legal counsel



8

• March 2014 - Complete Systems Requirements for all phases

• June 2014 - Complete Systems Development and begin End-to-End Testing

• October 2014 - Treasury Mandated Compliance

Central Accounting Reporting System (CARS)

• Remaining Phases (IPAC/Collections Processing)

- December 2013 - Implemented IPAC

Bulk File Changes

•Conducting Monthly CARS Accounting Workgroup (AWG) meetings

•Accounting Processing Phase−Identifying discrepancies between Treasury’s list of valid TAS codes and NFC’s TAS codes in the MASC system. Conducting outreach with NFC customers to review and cleanup invalid TAS codes in the MASC system−Expanding systems and accounting files to add new component TAS and BETC fields−Analyzing requirements for inclusion of the TAS and BETC in accounting files and Reports

•Payment Processing Phase−Testing Secure Payment System (SPS) 440 bulk file formats for all payment processes with the exception of Daily Manual Payments−Working with Treasury on a strategy for Daily Manual net disbursements

•IPAC/Collection Processing Phases−Analyzing requirements for becoming an IPAC and Collections CARS Reporter

• None



9

• Annual Payroll Provider Assessment

- January 2014 - OPM provided final report to NFC

• April 8-9, 2014 - SSCAC meeting scheduled in New Orleans

HRLOB Provider Activities

• December 2013 - NFC Provider Assessment comments returned to OPM

• Planning SSCAC meeting in New Orleans• Developing Plan of Action for recommendations

from the Provider Assessment. Some are listed below:- Initiate review of NFC’s governance structure - Conduct survey to identify customers with specific needs- Initiate a change management improvement project to evaluate NFC’s

organizational processes and procedures

• None



10

• October/December 2013 - Provide IAs and SLAs to customers

FY14 Service Level Agreements & Interagency Agreements

• As of March 5, 2014 - Provided 181 IAs to customers

• As of March 5, 2014 - Received 145 signed IAs from customers

• Signed IAs are due 2 weeks upon receipt • None



11

• PP 06, 2014 - New Nature of Action Code 354 Death in Line of Duty (Project# 634702)

• PP 22, 2013 - Telework Reporting (Project# 212712)

• TBD - FERS/RAE Reporting Phase 2 (Project# 529027)

OPM’s Initiatives

• None

• New Nature of Action Code 354 Death in Line of Duty - Agencies are testing in

CUAT

• Telework Reporting - Awaiting webTA changes to allow agencies to enter data

• FERS/RAE Reporting Phase 2 - NFC is currently testing with OPM

Telework Reporting

• Agencies are required to complete their system modifications before submitting data

• OPM has not published final timeline for

EHRI reporting of telework data



12

• April 2014 - USDA/OCIO Wave 1 (HQ Unit)

• June/July 2014 - NOAA/NWS • FY 15 - Wave 2 (USDA/OCIO/ITS)

Human Resources Operational Services

• Met with customers to discuss Pay Processing Services, Full HR Operations Service, and Surge Hiring Support

• Providing service to nearly 20 customer agencies reaching over 30K employees with support ranging from processing to full service HR support

• NFC is staffing up and able to provide the following HR services:

- Classification

- Staff Acquisition

- Benefits Management

- Personnel Security

- Personnel Action Request (PAR) Processing

- Pay and Leave Administration

- Employee and Labor Relations

- Worker’s Compensation

- HR Reporting

• None



13

• December 15, 2013 - Final day for agencies to request HOLD

• December 31, 2013 - Execute programs for W-2 processing

• Week of January 13, 2014 - Distribution of W-2s• January 17, 2014 - Upload of W-2 data to EPP, Reporting

Center, and Turbo Tax• January 31, 2014 - Complete clearing suspense• February 3, 2014 - Began issuing 2013 W-2Cs as

requested • March 2014 - Complete transfer of 2013 W-2 information

to taxing authorities by the end of March

2013 W-2s

• December 31, 2013 - Executed programs for W-2 processing

• January 17, 2014 - Completed upload of W-2 data to EPP, Reporting Center, and Turbo Tax

• January 27, 2014 - Completed clearing of 2013 W-2 suspense

• January 28, 2014 - Completed mailing process of 706,642 W-2s

• March 6, 2014 - Received requests and issued 742 W-2Cs

• Issuing W-2Cs for 2013 and other years as requested

• Submitted SCR to make program changes which will allow NFC to process 2014

W-2s paperless

• None



14

• PP 06, 2014 - Statements will be available in EPP and the Reporting Center

2014 Personal Benefits Statements

• March 14, 2014 - Completed agency testing

• Currently reviewing agency test results • None



15

• PP 01, 2014 - Generate pay raise actions

• PP 04-05, 2014 - Generate special pay raise actions

2014 Annual Pay Raise

• PP 01, 2014 - Generated 569,466 pay raise actions

• Completed lessons learned process

- Identified a need to modify the Agency

Requirements form to clarify agency

instructions

• Initiated a numbering system to track agency requirements and agency issues

• Processing special pay raise actions for individual agencies

• None

Payroll/Personnel System (PPS) & webTA Statistics

USDA, National Finance Center Customer Board Meeting

March 20, 2014

Schedule Release Summaryas of 02/28/14

• GESD Projects Scheduled– 68 Projects Scheduled

• GESD Projects Unscheduled Breakdown– 37 Pending (HOLD/RESP)– 244 FRDs Assigned– 103 TBD

17

Schedule Release Summary as of 02/28/14

Unscheduled Project Breakdown By Line of Business (LOB)

Line of Business Total by LOB

PPS 241

EmpowHR 35

HRLOB (PPS/EmpowHR) 14

webTA 20

Other 74

18

Schedule Release Statusas of 02/28/14

• CY 2014 Pay Period 06 Projects− 31 Projects Scheduled



• Off Release Projects− 21 Projects Scheduled

19

Software Change Request (SCR)as of 02/28/14

• Completed SCR Totals for Calendar Year – 2012 - 459 – 2013 - 512 – 2014 - 104

20

PPS Incident Report (IR) Statisticsas of 02/28/14

Number of IRs December January February

Beginning Balance 16 20 18

Received 77 88 102

Closed 73 90 89

Ending Balance 20 18 31

21

PPS IR - Average Days at Closureas of 02/28/14

Priority Category

December January February

Critical 0 0 3

Non Critical 12 9 10

22

PPS IR Summary as of 02/28/14

• Completed PPS IR Totals for Calendar Year– 2012 - 1067 – 2013 - 918 – 2014 - 179

23

webTA IR Statisticsas of 02/28/14



Received 11 17 15

Closed 11 4 21


24

webTA IR - Average Days at Closureas of 02/28/14

Priority Category

December January February

Critical 0 0 0


25

webTA IR Summary as of 02/28/14

• Completed webTA IR Totals for Calendar Year– 2013 - 47– 2014 - 25

26

FY14 Service Level AgreementPerformance Missed Metrics

27

Line of Business

Metrics Per SLA

Percentage of Metrics Passed

QTR 1 QTR 2 QTR 3 QTR 4

PPS 24 92%(22 of 24)

webTA Hosting Plus

13 85%(11 of 13)

EmpowHR 16 88%(14 of 16 )

TOTAL 5389%

(47 of 53)

FY14 Service Level AgreementPerformance Missed Metrics (cont’d)

28

SLA Performance Measure 1st Quarter Metrics Met

Status

PPS 80 percent of calls answered within 60 seconds

No 78%14,679 of 18,780


29

SLA Performance Measure 1st Quarter

Metrics Met Status

PPS 95 percent of the time for a complete, accurate request received by NFC, Information Technology Security.

Simple Requests*10 or less user identifications (ID) within 5 business days.11-30 user IDs within 10 business days.31-50 user IDs within 15 business days.

Moderate Requests*10 or less user IDs within 10 business days.11-30 user IDs within 15 business days.31-50 user IDs within 20 business days.

Complex Requests*10 or less user IDs within 15 business days.11-30 user IDs within 20 business days.31-50 user IDs within 25 business days.

All Requests Greater than 50 User IDsGreater than 50 user IDs are considered a project and the timeframe will be negotiated between NFC and the Agency.

* See Security in the main body of the Service Level Agreement for discussion of Security Access Request Types.

No70%

Simple:Received 595Completed 468Percentage 79%

Moderate:Received 483Completed 309Percentage 64%

Complex:Received 222Completed 128Percentage 58%


30

SLAPerformance

Measure 1st Quarter

Metrics Met Status

webTAHosting Plus

80 percent of calls answered within 60 seconds

No 70%418 of 593


31


Metrics Met Status

webTA Hosting Plus

95 percent of the time for a complete, accurate request received by NFC, Information Technology Security:






No0%





32

SLAPerformance

Measure 1st Quarter

Metrics Met Status

EmpowHR 80 percent of calls answered within 60 seconds

No67%812 of 1,214


33


Metrics Met Status

EmpowHR 95 percent of the time for a complete, accurate request received by NFC, Information Technology Security.






No44%




New Business

USDA, National Finance CenterCustomer Board Meeting

March 20, 2014



35

• FY 2014 - Implement access management process improvements and conduct customer outreach activities

• March 2014 - Implemented policy to cancel requests with errors or missing information to prevent negatively skewing performance metrics

Security Access Improvements

• January 2014 - Introduced security access forms• February 2014 - Hosted Agency Security Officer

(ASO) User Group Meeting for 119 participants• February 2014 - Consolidated Remedy Requester

Console and Security Reports Training• February 2014 - Implemented automated training

registration for ASO training courses

• Fine-tuning Role Based Access implementation process

• Implementing all customers to Remedy Requester Console for submission of requests

• Researching possibility of hosting ASO User Group Meetings and Training sessions in New Orleans

• None



36

• April 21-25, 2014 - NFC will conduct COOP exercise at the NFC Alternate Work Site (AWS) in Bossier City, LA

Continuity of Operations Plan (COOP)

• AWS is government owned and managed by OCFO Staff

• Planning COOP exercise

• AWS facility in ready state

- Command Center

- Building Security

- Conferencing Capability

• Can accommodate NFC workforce

• None



37

• Annually - POC updates are required in the event of an emergency

Annual Emergency T&A Letters

• T&A emergency procedures were assessed during and following Furlough

• March 14, 2014 - Distributed CAPPS Notice

• Two options are available:-Option 1: NFC will generate 80 hours of regular time for full time employees. Part-timeemployees will be paid based on their normal tour of Duty-Option 2: An authorized representative can contact NFC and elect to have employees paid the same as the previous pay period or paid according to the employees’ normal work schedule

• Risk of employees not being paid in an emergency situation

• Points of Contact may have moved to other positions, retired, or moved to other agencies

EmpowHR

USDA, National Finance CenterCustomer Board Meeting

March 19, 2014



39

• December 2013 - NGA e-Recruit (Recruiting and Staffing) Integration with EmpowHR and OPM USAStaffing (Recruiting and Staffing) Integration with EmpowHR

• HRWorX/EOD Online (On boarding documents processing)

- March 2014 (Planned) - Implementation

Non-Core HR Integration

• HRWorX/EOD Online

- Completed QA Testing

• HRWorX/EOD Online- Proceeding with CUAT testing - Working with One USDA/vendor on requirements for non-competitive appointments

• Non-Core HR Solutions- RFQ in final approval stage

• USA Staffing - March 10, 2014 - Resumed testing with vendor

• None



40

• PP 03, 2014 - PeopleTools and Infrastructure Upgrade

• PP 03, 2014 - Implement new version of STAT

• PP 13, 2014 - Manager Recruit Request

EmpowHR Upgrades

• January 27, 2014 - Distributed bulletin on PeopleTools and Infrastructure Upgrade

• February 10, 2014 - Completed PeopleTools and Infrastructure Upgrade

• February 10, 2014 - Implemented new version of STAT for all environments

• Manager Recruit Request in development • None



41

EmpowHR Implementations

• PP 22, 2013 - 22 USDA agencies

implemented

• PP 22, 2013 - One USDA Phase II

• PP 15, 2014 - HHS Phase I

• One USDA is being supported

• Providing implementation support to new users of EmpowHR and working through any issues that may arise

• None

EmpowHR IR Statisticsas of 02/28/14

42



Received 34 31 30

Closed 31 30 32


EmpowHR IR Average Days at Closure

as of 02/28/14

43

Priority Category December January February

Critical 0 0 21


EmpowHR IR Summaryas of 02/28/14

• Completed EmpowHR IR Totals for Calendar Year– 2012 - 222 – 2013 - 246 – 2014 - 62

44

Documents

Customer Board Meeting March 20, 2014 United States Department of Agriculture Office of the Chief Financial Officer National Finance Center