Recommended Strategies for Managing Employee Moves in USAP

An Interagency Transfer occurs when an employee moves from one Agency to an entirely different, unrelated Agency (e.g., VA to IRS), or when an employee moves to another Organization within the same Agency that is managed in a separate instance of USA Performance (e.g., VA Organization to VA OIG).

Scenario 1: An employee moves from one Agency to an unrelated Agency

This scenario occurs when an employee moves to an entirely new Agency. There is no conflict creating a new profile, as the employee's SSN can be used in more than one Agency simultaneously.

Recommended actions:

1. Losing Organization Admin deactivates the employee's profile when the employee departs.
2. Losing Organization Admin works with the employee's officials to close out existing performance actions and submits required records to eOPF. This can occur while the employee's profile is Active or Deactivated.
3. Gaining Organization Admin creates the employee's new profile. No conflict should exist as long as the employee's profile does not include an email that is currently in the system.

Scenario 2: An employee moves to another Organization within the same Agency, managed in a different instance of USA Performance

This scenario occurs when an employee is required to keep the same email address they used at their losing Organization. USA Performance does not allow more than one user profile to contain the same email address. In this case, the only workaround is for the losing Agency to assign the employee's profile a dummy email address.

Recommended actions:

1. Gaining Organization Admin identifies that a new employee profile cannot be created because the email already exists in the system.
2. Gaining Organization Admin notifies the Losing Organization Admin, requesting they assign a dummy email address to the losing profile.
   1. The customer should develop their own logic for the dummy email formula. We recommend the following:

   FNAME.LNAME.<NOAC><AgencyAcronym>@<MailServer>

Example: If an employee is moving from EPA to EPA OIG, the dummy email would be: FNAME.LNAME.721OIG@EPA.GOV

This formula uses NOAC 721 (Reassignment) to indicate where the employee was moved to.

3. Losing Organization Admin works with the employee's officials to close out existing performance actions, submits required records to eOPF, and changes the email address in the employee's old profile.
4. Gaining Organization Admin creates the employee's new profile. No conflict should exist now that the profile does not include an email currently in use.
5. If the Gaining Organization Admin doesn't know who to contact, we recommend they reach out to their USA Performance Account Manager for help connecting with the Losing Organization Admin.

An Intra-agency Transfer occurs when an employee moves from one Organization to another Organization or sub-Agency within a common Parent Agency in USA Performance (e.g., OPM Employee Services to OPM Office of Communications).

Scenario 1: An employee's profile is reassigned to another Organization within the same Agency

This scenario is chosen if the Agency does not require complete historical records (including the user profile) to be maintained at the organizational level. Performance plans remain accessible according to their original associated Organizations regardless.

Recommended actions:

1. Gaining Organization Admin submits a request to a Top-Level Agency Admin to move the employee's profile.
2. Top-Level Agency Admin requests that the Losing Organization Admin close out any performance actions in progress and submit records to eOPF, if required.
3. Once actions are complete, the Top-Level Agency Admin moves the profile to the new Organization.

Scenario 2: An employee's profile is archived at the losing Organization, and a new profile is created at the gaining Organization

This scenario occurs if the Agency requires complete historical records (including the user profile) to be maintained at the organizational level. USA Performance does not allow more than one user profile to contain the same email address system-wide, or the same SSN or Agency Identifier within the same Agency. All three values must be unique to avoid conflict.

Recommended actions:

1. Gaining Organization Admin identifies that a new employee profile cannot be created because the email already exists in the system, and the SSN and Agency Identifier already exist within the Agency.
2. Gaining Organization Admin notifies the Losing Organization Admin, requesting they assign a dummy email address and SSN, and clear the Agency Identifier on the losing profile.

1. The customer should develop their own logic for the dummy email. We recommend the same formula used above:

FNAME.LNAME.<NOAC><AgencyAcronym>@<MailServer>

Example: FNAME.LNAME.721OIG@EPA.GOV (moving from EPA to EPA OIG, using NOAC 721 for Reassignment).

2. The customer should also develop their own logic for the dummy SSN. Since this only needs to be unique within the Agency, it does not need to be overly complex.
   1. If a placeholder SSN isn't acceptable and the field must be cleared entirely, a ticket may be opened for developers to manually delete the SSN value. This is resource-intensive and should not be used as a regular practice.
   2. API 2.0 will allow for clearing of SSN values and is slated for release in Release 38.
3. The Agency Identifier is not a required field and may be cleared entirely.

3. Losing Organization Admin works with the employee's officials to close out existing performance actions, submit required records to eOPF, and update the email address, SSN, and Agency Identifier in the employee's old profile. . The eOPF submissions must take place while the old profile still contains an accurate SSN. Until the eOPF submissions are completed, they can omit an SSN entirely in the new profile.
   
4. Gaining Organization Admin creates the employee's new profile. No conflict should exist now that the profile does not include an email, SSN, or Agency Identifier currently in use elsewhere in the system.
5. If the Gaining Organization Admin doesn't know who to contact, we recommend they reach out to their USA Performance Account Manager for help connecting with the Losing Organization Admin.