 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
 |
|
|
||||||||||||
|
|
The following questions and answers are based on the many phone calls we have received concerning access to the on-line Official Personnel Folders (OPF). We hope that most of your questions are answered. If something is missing, please let us know so we can add it. Send your questions to cchelpdesk@psc.gov Q: When I click on the option to view my entire OPF, I see either no linked pages, or only my COER? Q: When I view my COER, I don't see any attachments? Q: How do I get my UserID and Password? Q: What version of an Internet Browser do I need to see my file/access the secure area? Q: I sometimes get an ASP script timed out error. What's that all about? Q: Sometimes I get a Java Script compilation error. What's that all about? Q: When I click on the link to view a page, I get a "can't download the file" error. Q: How come I can only view one page at a time......what a pain. Q: What type of documents can I submit? Q: What about viewing on an Apple computer? Q: In reviewing my file I have found several errors. How do I get those corrected?
Q: How do I get to my OPF?A: Access to the login part of
the website is reached by clicking on the Officer & Liaison Activities
Link located in the left part of the main screen. You may have to scroll
down to see the link depending on your monitor size. A: Files for officers under consideration by the Promotion Year 2000 boards, and new calls to active duty are being scanned into the system first. We are using a priority schema that gets those files scanned that will be used by boards through the year to make sure the optical files are available for the boards. Or goal is to have all files converted by the end of 2001. We are also working to reduce "redundent" scanning efforts. COERS have been electronically scanned for data extraction for the last two years. Using the current system, we can put those COERs right into the optical system, therefore saving a repeat scanning later. Q: When I view my COER, I don't see any attachments? A: The scanning of the COERS was divided into two parts: the first 4 pages and the probation form (if appropriate) were scanned using a program to extract the data values. The attachments are being scanned separately. Q: When I try to view my OPF contents (clicking on a link from the "click here to view document" page), my browser tries to use Adobe Acrobat or some other viewing program? A: In some cases, the computer (Windows) has already assigned a program like Acrobat to be used for viewing files that end in ".img". In other cases, during the setup for this application another application was chosen instead of selecting the viewer appropriate for your Operating System (Specifics are contained in the instructions). Regardless, to fix this problem requires an edit of the Windows registry. This is not something lightly done, and in most cases, your system administrator will have a fit if you try. Have that person contact cchelpdesk@psc.gov or call 301-594-0961 Q: How do I get my UserID and Password? A: Officers can look on their June, 1999 pay stub for their User ID's and passwords if they were on active duty at that time. Officers called to active duty since then are provided the information in a separate mailing. Otherwise, please contact our helpdesk at 301-594-0961. Q: Who else can see my file? A: At the present time, only you, authorized staff in the Commissioned Corps Management Organizations (OCCO, OCCFM), your Agency Liaison, and your Chief Professional Officer (the last two groups only see a subset of the entire file). In addition, people you specifically authorize (for a period of 10 days associated with possible new employment) will be able to view a subset of the file that you determine. Q: What version of an Internet Browser do I need to see my file/access the secure area? A: Netscape, version 4.5 or later or Internet Explorer version 3.2 or later. The secure version of the website uses Java script technology and requires a browser that can support it. Q: I sometimes get an ASP script timed out error. What's that all about? A: We are having a problem with something on the Internet Server. There is nothing you can do about this, unfortunately, but try back later. A workaround has been implemented that should reduce the frequency of this problem to a very small number while we work on the complete fix. Sorry, but we are trying. Q: Sometimes I get a Java Script compilation error. What's that all about? A: Upgrade to a more recent version of your internet browser that meets the minimum requirements listed above. Q: When I click on the link to view a page, I get a can't download the file error. A: We think some locations have implemented strong security that prevents file downloads at work. Check with your system administrator. Q: How come I can only view one page at a time......what a pain. A: The documents are stored as single page images. We are working on a way to combine the images and provide an option for downloading the multipage images. Remember, however, that multiple pages mean larger files to download, not a problem with a high speed line, but a pain on slower links if you only want to look at a few pages. Q: What type of documents can I submit? A: Documents FAXed in directly to the OPF should only be CVs and similar text documents that originate outside of OCCO (training summaries, letters of appreciation, etc.) . DO NOT SUBMIT COPIES OF COERS, OISs, PIRs, PUBLISHED ARTICLES, PHS AWARDS, OR PHOTOGRAPHS FOR INCLUSION IN YOUR OPF. THEY WILL BE DISCARDED UPON RECEIPT! Licenses, or other documents with specific expiration dates, should not be sent directly to the electronic OPF, as they are not entered into the data tracking system at this time. (This differs from the information in the letter sent to promotion eligible officers, but we learn by experience sometimes.) Please FAX license type documents to: 240-453-6142 and all other documents to: 301-480-1436 or 301-480-1407. Q: What about viewing on an Apple computer? A: OPFs may be viewed on any computer that has an appropriate viewing package. Some information is available on the instruction page. Q: In reviewing my file I have found several errors. How do I get those corrected? A: If you find errors, please send us an email with the information so we can investigate and, if appropriate, make the changes. A special email account has been set up for this activity: phsopffix@hhs.gov . MAKE SURE YOU INCLUDE YOUR FULL NAME AND PHS NUMBER (5 DIGITS) IN THE EMAIL SO WE KNOW WHO YOU ARE. Q: I have submitted documents via FAX. How will I know that these have been received and when will they be in my electronic OPF? A: Documents submitted either way must still be reviewed and indexed before they can be placed in the electronic OPF. At the present time, this process could take several weeks. The way to confirm if the materials have been received is to check back on-line after a couple of weeks and see if the materials are in your electronic OPF. If they are not there, send an email to us at phsopffix@hhs.gov . Q: I have several documents to be added to my OPF. When I FAX the documents, do I need to identify to which section of the OPF these documents are be added, if so, how should I do this? A: No. There are established guidelines for how documents are placed in the OPF that are used by folks doing the indexing. You just need to make sure that what kind of document you are providing is clearly identified. Based on that, the folks will put it in the correct place. Q: Is it acceptable to submit my documents for inclusion in my OPF via the USPS instead of / or in addition to Faxing the documents? A: We really would like folks to send documents via FAX, but if you must use the post office, use only that method of submitting materials. If you use one of these preferred methods, we don't have to rescan them to get them into the OPF system. Also, if you send the document electronically, then via the mail, there is a strong possiblity that you will get duplicate entries in the on-line system.
|
|
Commissioned Corps Management Information System | 5600 Fishers Lane | Rockville, MD 20857 Please send questions and comments about our Web site to: helpdesk |
| HHS Home | Accessibility | Privacy Notice | Freedom of Information Act | Disclaimers | USA.gov | The White House |
|
|
Last updated: June 20, 2005