Your agency HR office is required to establish official personnel files (OPFs) for all employees. Read Management Directive 505.18 for policy information.
The Office of Administration has developed a process where paper OPFs for active employees can be converted to electronic files. The electronic official personnel file (e-OPF) is then maintained and managed through SAP and employee self service. This e-OPF conversion initiative will allow the commonwealth meet its goals for improved employee customer service and decreased administrative costs.
Each document is defined with individual security settings, allowing access for appropriate supervisors and HR staff only. Once your agency transitions to the e-OPF, HR professionals, supervisors and employees will have the ability to access e-OPF documents online via SAP and ESS/SSS.
Agencies have been asked to schedule their own conversion timeline. The conversion process consists of three requirements: preparation of paper documents for delivery to the Department of Revenue where they will be scanned into electronic format; role mapping to assign e-OPF visibility for your managers and HR personnel; and the uploading of all new OPF documents to the electronic filing system.
Agencies who have not yet converted to electronic OPFs will use the system in certain situations. All agencies have been asked to acquire one AbleDoc license through the software procurement process. Installation instructions are also available for your agency’s IT help desk. This single license will be needed so your agency can upload files and maintain an electronic OPF in these scenarios:
- New hire or rehire (online onboarding)
- Transfers from e-OPF agencies