Electronic Submission of Signature Pages

1
JPAS Release 2.3.3.2
Electronic Submission of Signature Pages Release
Date 4 March 07 Developed by the JPAS
Industry Team
2
Agenda

• Overview
• PSI Automation Signature Pages
• Fax (Fax number 1 866-804-0686)
• Upload
• Screen Shot Review
• Additional Notes
• Frequently Asked Questions

3
Overview

• PSI Automation Signature Pages
• The PSQ Signature Pages must be received in JPAS
  in order to process an Investigation Request.
• Two methods to provide the Signature pages to
  JPAS
• Fax
• Upload

Note Upon implementation, all PSIs initiated
and/or revised must follow this process
4
PSI Automation Signature Pages

• PSQ Signature Pages
• Certification of SF86
• Authorization for Release of Information
• Release of Medical Information
• Required if subject answers Yes to Question 21
• The documents must be associated with the
  Investigation Request before
• Industry can submit Investigation Requests to
  DISCO
• DISCO can approve and submit Investigation
  Requests to OPM

5
PSI Automation Signature Pages - Fax

• FAX
• Any person can fax a signature page. Using
  Optical Character Recognition (OCR), JPAS
  optically reads the investigation request number
  from the bottom of the signature pages to
  associate each fax to the correct Investigation
  Request and document type.
• The Security Manager can print signature pages
  from JPAS, or the person can print the signature
  pages from e-QIP once they have certified the SF
  86.
• Faxed documents are stored in the JPAS repository
  until the Investigation Request is approved. The
  documents are sent to e-QIP upon DISCO Approval.
• Upon approval, documents are no longer accessible
• Fax phone number 1 866-804-0686
• Documents to be faxed are
• SF 86 Certification
• General Release
• Medical Release (if required)

6
PSI Automation Signature Pages Fax

• Possible Fax OCR errors
• Identifying information on fax cannot be
  associated to Investigation Request in JPAS
• Identified by JPAS
• Resolution System Administrator (Developer)
  corrects if possible
• Fax associated with wrong Investigation Request
  or Document Type
• Identified by User
• Resolution User contacts DSS Help Desk.
• Identified by OPM
• Resolution OPM contacts DSS Help Desk.

7
PSI Automation Signature Pages Upload

• Upload
• The JCAVS User can browse and select a document
  from a local or network drive to upload.
  Document must be scanned and saved prior to
  upload.
• The User identifies the type of document and the
  appropriate Investigation Request through
  selections in JPAS.
• Documents are uploaded directly to e-QIP in
  real-time and are not stored in the JPAS document
  repository.
• Note All uploaded documents must be in .pdf
  format and cannot be larger than 1 mg

8
PSI Automation Signature Pages Upload

• Possible Upload errors
• e-QIP Unavailable
• Identified by JPAS and displayed to JPAS User
• Resolution Check portal for planned outage and
  try again later
• e-QIP Validation Error
• Identified by eQIP and displayed to JPAS User
• Resolution Contact DSS Help Desk for resolution
• Incorrect Document Uploaded
• Identified by User
• Resolution View Document to verify, then replace
  with new Upload or Fax
• Must be replaced prior to DISCO submission

9
PSI Automation Signature Pages

• Signature pages can be viewed and replaced in
  JPAS
• Investigation Request Status Notification
• Redisplayed when a signature page is received
• Displays receipt of currently associated
  signature pages
• JPAS displays Status History of signature
  documents for an Investigation Request
• Method (Fax or Upload)
• Result (Success or Failure)
• Only documents that could be associated with the
  Investigation Request are displayed in the status
  history
• Date and Time
• Deployment Transition
• Signature pages for Investigation Requests (prior
  to implementation) must be delivered directly to
  OPM
• A message is displayed on the screen in JPAS when
  paper has to be sent to OPM instead of JPAS

10
Add/Modify Invest. Request Ready for Review,
No Documents
11
Invest. Request Documents Ready for Review, No
Documents
12
Add/Modify Investigation Request Documents
attached
13
Invest. Request Documents Ready for DISCO
(JAMS and JCAVS)
14
Investigation Request Status Notification Error
Message
15
Investigation Request Documents Transition
Paper Message
16
Appendix

• FAX OCR Hints and Tips
• Adobe Print Settings
• Page Scaling select None
• Auto-Rotate Center select checkbox
• Advanced tab Ensure Print as Image is deselected

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Additional Notes

• If you have to revise an SF-86 after the new
  release date, you will have to submit signature
  pages electronically.
• DSS will have 24 lines available to accept faxes.
  
• You will not receive any type of notification if
  a fax does not go through.
• Not certain how long it will take for the Release
  Pages to populate.
• If you feel your fax has not gone through it is
  okay to fax it again.
• The .pdf files cant be larger than 1 mg and can
  only be one page per release.
• Signature Pages can be faxed by JPAS user or
  applicant.
• Signature Pages can only be uploaded by a JPAS
  User.
• Currently it is unknown how to indicate if the
  e-QIP submittal is for a PR or an initial. If
  for a PR, suggest writing on the SF 86 cert page
  PRNo fingerprint cards required .
• Only the required documents can be submitted
  electronically (no cover sheets).
• Attachments not submitted within 60 days of an
  eQIP submission will cause the eQIP to terminate.
• Paper copies of attachments will no longer be
  accepted once this release is operational.

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Frequently Asked Questions

• 1. What is the current expected release date?
• 4 March 2007
• 2. Are there any changes to the procedure we
  currently use to send the SF86 (PSQ) to DISCO?
• No, these changes only effect how you send the
  release forms to DISCO.
• 3. How are we going to send the release forms
  electronically to DISCO?
• Release forms can be faxd directly to the JPAS
  Repository, or they can be scanned into .pdf
  format and uploaded directly into JPAS.
• 4. What is the fax number?
• 1-866-804-0686.
• 5. Do I need to put a cover sheet on the release
  forms like we did for OPM?
• No cover sheets required.
• 6. Can I fax more than one set of release forms
  at a time?
• Yes, you can fax release forms for multiple
  subjects at the same time. The fax server will
  use Optical Character Recognition (OCR) software
  that will automatically read and recognize the
  investigation request number at the bottom of
  each release form.
• 7. Do the release forms have to be in any
  particular order?
• No.
• 8. Can the subject fax his/her own release forms
  to DISCO?
• Yes, have them send you a file copy.

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Frequently Asked Questions

• 9. How do I upload the release forms into
  JPAS?
• First you must scan and save each release form
  into a separate .pdf file. Then go to JPAS and
  select the Documents link so you can search for
  the page you wish to upload. Select save and
  return after each upload. Select file names that
  will help you easily identify which file you need
  to attach.
• Examples SF86 Release - MacD
  Rel030407.pdf
• SF86 Certification - MacD Cert030407.pdf
• Medical Release - MacD Med030407.pdf
• 10. We know we have to send the SF86 Release and
  Certification forms, but do we really have to
  send the Medical Release form?
• Only if the subject answered yes to Question
  21 on the SF86. Military personnel are required
  to submit this form regardless of the answer to
  Question 21.
• 11. How long can I view the subjects release
  forms using the Documents link in JPAS?
• Documents are available for review until DISCO
  approves the PSQ. You will not be able to view
  the PSQ or the release forms after that.
• 12. What happens if I upload a .pdf of a Pizza
  Hut menu instead of an SF86 release form in JPAS?
• If DISCO has not yet approved the PSQ, you can
  refax the forms and overwrite the previous
  version the previous version becomes history.
  If you, or DISCO, do not catch the error and it
  is approved and sent to OPM, OPM will reject it
  and terminate the request. You will then have to
  reinitiate the request.

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Frequently Asked Questions

• 13. Is there a size limit on the release form
  pdf?
• Yes, the file cannot be larger than 1 megabyte.
• 14. What happens if the subject has to revise
  their SF86 and the release forms have already
  been sent to DISCO?
• If the subject has to revise their SF86 after
  implementation, you will need to submit a new set
  of release forms via fax or upload.
• 15. How will I know if my release forms have been
  received by the system?
• You will receive notification via JPAS that the
  release forms have been submitted. Go to the
  Add/Modify Investigation Request screen and
  look for a check mark in the required boxes
• 16. How long does it take for the fax server to
  notify JPAS that the forms have been received?
• This will vary depending upon how many faxes are
  being sent at the time you are sending.
• 17. How long does it take to get a notification
  in JPAS if we upload the forms in JPAS?
• Uploads are done in real time, as soon as you
  upload, you can look for the checked box in JPAS.
• 18. What happens to the investigation request if
  I do not get PSQ and release forms in to DISCO
  within 60 days of receiving them from the
  subject?
• The investigation request is cancelled and you
  will have to reinitiate the request. The FSO and
  DISCO share the 60-day timeline. If you wait 58
  days to send everything to DISCO, that only gives
  them two days to process the package and send it
  to OPM. You should view your notifications daily
  and submit in timely manner.

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Frequently Asked Questions

• 19. I sent a PSQ to DISCO for approval prior to
  this new release, but I have not sent the release
  forms yet what do I do?
• Wait for your Approved/Released notification,
  then submit to OPM via fax or mail. If the PSQ
  is revised after implementation, you will follow
  the new process and submit electronically.
• 20. Will this new process change how fast it
  takes DISCO to approve the PSQ?
• No approval timelines will not change.
• 21. How do we notify DISCO/OPM that no
  fingerprint cards are required?
• On the SF86 Certification form, write PR No
  Fingerprint Cards Required.
• 22. If we do need to send fingerprint cards, do
  we still send them to OPM?
• Yes, that procedure has not changed.
• 23. We keep hearing about fingerprint scanning
  availability, should we purchase that equipment
  so we can be ready for the next phase of this
  process?
• Do not recommend that you purchase electronic
  fingerprint scanning equipment until all
  equipment approvals are in place.
• Does the system check to see if the subject
  answered yes to Question 21, and does it tell
  you know when the Medical form is required? 
• The system does not check to see how Qs. 21 is
  answered.  Once the security rep has determined
  the answer to Qs. 21 is "Yes" it is up to them
  to fax or scan/upload the page into the system. 
  If fax'd, it will automatically populate JPAS, if
  scanned you will have to upload it. In both
  instances you will see Medical on the document
  line and the box will be checked.

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End of Presentation
Questions ??

• If you have any questions regarding this
  presentation please contact one of the following
  JPAS Industry Team Members
• Joe Jessop joseph.j.jessop_at_lmco.com
• Quinton Wilkes quinton.wilkes_at_L-3Com.com
• Toni MacDonald renita.macdonald_at_boeing.com
• Tanya Elliott Tanyae_at_dragondc.com