BCS Template Presentation February 22, 2018

What is BCS? The Background Check System (BCS) is a web-based computer application that enables DSHS programs and authorized entities to electronically submit background check requests to the Background Check Central Unit (BCCU). BCS allows DSHS programs and authorized entities to: Submit background checks and receive results online Track the status of submitted background check requests Search, save, and print background check result letters Retrieve applicant data from the Online Applicant Form Receive results electronically and no more rejected forms Receive interim fingerprint results and fingerprint appointment forms Manage system user access and permissions Transforming Lives

Why BCS? The current system relies on numerous manual processes for completing a background check request: Data entry of applicant information Research in external databases Manual input of analysis Printing, mailing, or faxing physical results back to requesting entities The current system is built on a technical platform that is no longer supportable. The volume of background checks requested annually, 370,000+, and the impact of the manual processes and technical platform supportability, led DSHS to decide to implement BCS. BCS will improve the overall efficiency and turnaround time for background check processing. 78% or more of all background check requests will have results returned in one hour or less. Transforming Lives

When will BCS Go-Live? June 2018 Training scheduled to start in April Stakeholders and Primary Account Administrators will assist with the identification of BCS “Super Users” “Super Users” are any authorized BCS user who has volunteered to help their fellow system users with system training and questions BCS “Super Users” will participate in initial training sessions and train additional BCS users as needed This training model is being applied to all program areas across DSHS Training materials will be provided by the project team Webinars (live and recorded), User Manuals, Training Videos Transforming Lives

Who is Impacted by BCS? All BCCU Customers Anyone who submits a background check request to BCCU via fax or mail, will use BCS. Any requests received through mail, hand delivery, or fax post BCS Implementation, will be rejected by BCCU. Applicants who are required to fill out the Background Authorization form will have an electronic option with BCS The Online Applicant Tool The paper Authorization form will continue to be an option for those applicants who don’t have access to or cannot complete the online form. Transforming Lives

What is Different between BCS and the Current Processes? Electronic Applicants can fill out their Authorization Form and sign it electronically using the Online Applicant Tool Entities will submit background check requests online Entities will retrieve background check results online Process Transparency Entities will be able to track the progress of background check requests they submit to BCCU Record Retention/Retrieval Background Check Results will be accessible in BCS Record retention periods will be automatically met and adjusted to meet litigation holds, public disclosure holds, etc. Transforming Lives

What is Different between BCS and our Current Processes, Contd. Program Oversight & Auditing Oversight Role (someone in the Administration Headquarters) gives administration and division staff ability to see who is submitting background checks Oversight users can add and remove system users Internal Auditors will be able to collect information before visiting a entity System Access/Permissions System access and assigned permissions level, require program approval prior to being able to submit requests Users will have access to the account or accounts they are assigned access to and only see information associated with those accounts Permission levels are built into BCS to ensure data remains confidential Reporting Capabilities Administration/Division level reports will be available for oversight staff to pull Entity reports will be available based on background checks requested by the entity users. Transforming Lives

System Screen Shots Transforming Lives

Online Applicant Form Screen Shots Transforming Lives

If the applicant says “yes” to having an alias name, additional fields will open allowing the applicant to type in their additional first, middle, or last names. Transforming Lives

If the applicant checks “yes” to either of the Conviction, or Pending Charge, Self Disclosure questions, these fields expand so the applicant can provide the Crime Name, Date, Degree, and a description of the crime. Transforming Lives

The following Help Tool Language is provided to assist the applicant when they are self-disclosing to any one the of the following bolded crimes: Transforming Lives

Transforming Lives

The Address and Additional Information sections are required fields The Address and Additional Information sections are required fields. BCCU Staff may use this contact information to reach out to an applicant when information is needed to complete their background check, or to mail the applicant a copy of their final result letter when there is record information on file. Transforming Lives

The Parent/guardian check box only appears if the applicant’s date of birth is less than 18 years of age. After the applicant completes their form and electronically signs the information, their personal information is saved to a secure database. Transforming Lives

The system generates a confirmation code and presents the applicant with the ability to email their confirmation code to three email addresses. The applicant’s personal information is never sent via email using this feature. Applicant’s also have the option to generate a PDF of their information. They can then save or print this document. Transforming Lives

BCS Screen Shots Entity Home page Users with access to more than one account click here to switch between accounts Entity Home page Search results default to those inquiries in a “Finished” and “Needs Action” status type. Transforming Lives

Review and Submit a New Background Check Entity Account and Name Information Applicant Authorization Form Manual Entry Online Applicant Form Retrieval Fields* Transforming Lives * Online Applicant Tool allows applicants to complete their Authorization Form online and sign it electronically.

Applicant Search Table Working Grid Inquiry Processing Status Previously Submitted Inquiries* and Inquiries in work Transforming Lives * Only inquiries submitted through BCS

Entity Information Summary Applicant’s Information summary Background Check Request Summary Information Applicant Information Link Result Letter Link Transforming Lives

To view Applicant’s Information Click Here To view Applicant’s Information Transforming Lives

To View the Result letter Click Here To View the Result letter Transforming Lives

(Not visible to BCCU Staff) Entity Notes (Not visible to BCCU Staff) Transforming Lives

Where can I Learn More about BCS? Project Website: https://www.dshs.wa.gov/bcs Project Email: BCSProjectInformation@dshs.wa.gov Project Implementation Lead: Beth Elder 360-902-0776 BCCU Customer/Vendor Relations Analyst: Joyce Hallmark 360-902-7760 Transforming Lives

Thank you for your time and Any Questions? Thank you for your time and attention today. Thank you for giving us the opportunity to share this information with you today. And please reach out to the project team so that we can keep you up to date and in the know regarding system information as we get closer to go-live. Transforming Lives