is an information system to support statistical analyses of Federal personnel management
programs. It is not intended to be a Governmentwide personnel accounting system.
is composed of two primary data files.
- Status File
characteristics of employees at a specific point in time.
- Dynamics File
actions (e.g., accessions, separations, promotions,
etc.) over a period
The EHRI-SDM covers most of the non-Postal Federal
Executive Branch. Coverage is limited to Federal civilian employees with
the following inclusions or exclusions:
Executive Branch coverage includes all
agencies except the following:
- Board of Governors of the Federal Reserve
- Central Intelligence Agency
- Defense Intelligence Agency
- Foreign Service personnel at the State Department (included until
- National Geospatial-Intelligence Agency
- National Security Agency
- Office of the Director of National Intelligence
- Office of the Vice President
- Postal Regulatory Commission
- Tennessee Valley Authority
- U.S. Postal Service
- White House Office
Other exclusions include:
- Foreign Nationals Overseas
Health Services Commissioned Officer Corps
- Non-appropriated fund employees
Legislative Branch inclusions:
- Dwight D. Eisenhower Memorial Commission
- Financial Crisis Inquiry Commission
- Government Printing Office
- Medicare Payment Advisory Commission
- Ronald Reagan Centennial Commission
- U.S. - China Economic and Security Review Commission
- U.S. Commission on International Religious Freedom
Judicial Branch inclusions:
The above represents current coverage and is subject to change over time.
Recent significant changes include:
- Prior to September 2013, the U.S. Tax Court was reflected as a Legislative
agency (agency code LT).
- The Bureau of Consumer Financial Protection, a component of the
Federal Reserve, began reporting in March 2011.
- The Federal Bureau of Investigation (FBI) did not report data on personnel
actions (dynamics data) until Fiscal Year 2007.
- The State Department stopped providing data on Foreign Service
Personnel in March 2006.
coverage can differ from that of other Office
of Personnel Management
(OPM) data sources.
Editing, & Production of Status and Dynamics Data
With the exception of
"generated" data elements, all status and dynamics data are submitted by the
agencies from their own separate personnel systems. Generated data elements are
created from one or more submitted data elements (e.g., Metropolitan
Statistical Area is generated from Duty Location, a submitted data element).
Agency submissions are subjected to validity and
relationship edits to ensure codes are valid and consistent with other related data
elements (e.g., if pay plan is GS then grade must be 01-15). These
edits can detect invalid data but not miscoded data (e.g., record shows
grade of 11 but employee is actually grade 12).
- Submissions that fail minimum acceptability
requirements are rejected and must be resubmitted.
- Values of individual data elements that fail the
edits are replaced with asterisks to prevent invalid data from entering
- Agencies are kept informed of their edit failures
and may submit corrections.
- The Office
of Personnel Management
(OPM) may change data element values that
are missing or invalid by matching to older files or making the values consistent with
statistical assumptions. Alteration of agency submitted values is limited to
situations where agency correction is not possible or feasible and failure to act would
seriously undermine the usability of the data.
Submissions and their corrections are processed to
produce quarterly (i.e., March, June, September and
December) status and dynamics files.
- Status files
Reflects employment at the end of a quarter but, for many agencies, may
actually reflect employment at the end of the pay period just prior to the end of the
- Dynamics files
Reflects all personnel actions occurring within a quarter but may be missing
actions which appear in subsequent quarters because of late submission by the agencies.
Once a quarterly EHRI-SDM
status or dynamics file is released for use it is no longer subject to correction.
Data Element Information
Changes in organizations and
personnel classifications over time require corresponding changes in the
EHRI-SDM codes. These changes, which involve
additions, deletions and/or redefinitions, can make tracking a consistent set of
information over time difficult.
Some EHRI-SDM data are collected at the time of appointment and not
routinely updated (e.g., education level may reflect a bachelors
degree at the time of the employees appointment but not the masters degree the
employee subsequently earned.)
- All pay fields, except those for fee basis and piece
work, reflect annualized rates of pay. They do not reflect earnings
which may include other forms of pay (e.g., overtime, shift
differentials) or may be less than the annualized rate because of the employees work
schedule (i.e., less than full time non-seasonal) or individual
circumstances (e.g., leave without pay).
- Adjusted basic pay may be "capped" to
reflect payable rather than scheduled rate of pay.
- Basic pay and total pay are not "capped"
and may exceed amount actually paid.
While most EHRI-SDM
data elements have specific formatting requirements, some do not. This is
particularly true for data elements in the auxiliary files which frequently reflect
uncoded or agency defined values (e.g., although most names conform to a
last name, first name format, there is no mandatory format).