1. BCS Template Presentation February 22, 2018

2. 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
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3. 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.
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4. 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
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5. 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.
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6. 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.
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7. 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.
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8. System Screen Shots
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9. Online Applicant Form Screen Shots
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10. 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.
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11. 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.
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12. 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:
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13. Transforming Lives

14. 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.
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15. 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.
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16. The system generates a confirmation code and presents the applicant with the ability to their confirmation code to three addresses.
The applicant’s personal information is never sent via using this feature.
Applicant’s also have the option to generate a PDF of their information. They can then save or print this document.
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17. 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.
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18. Review and Submit a New Background Check
Entity Account and Name Information
Applicant Authorization Form Manual Entry
Online Applicant Form Retrieval Fields*
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* Online Applicant Tool allows applicants to complete their Authorization Form online and sign it electronically.

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

20. Entity Information Summary
Applicant’s Information summary
Background Check Request Summary
Information
Applicant Information Link
Result Letter Link
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21. To view Applicant’s Information
Click Here
To view Applicant’s Information
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22. To View the Result letter
Click Here
To View the Result letter
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23. (Not visible to BCCU Staff)
Entity Notes
(Not visible to BCCU Staff)
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24. Where can I Learn More about BCS?
Project Website:
Project
Project Implementation Lead:
Beth Elder
BCCU Customer/Vendor Relations Analyst:
Joyce Hallmark
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25. 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.
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