electronic submission of signature pages - jsac-dfw.org update.pdf · jpas release 2.3.3.2 jan 07...

JPAS Release 2.3.3.2

JAN 07 –

Electronic Submission of Signature Pages

Developed by the JPAS Industry Team


JAN 07 –

Agenda

• Overview

• PSI Automation Signature Pages

Fax (Fax number TBD)

Upload

• Screen Shot Review

• JPAS Questions & Answers


JAN 07 –

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


JAN 07 –

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


JAN 07 –

PSI Automation Signature Pages - Fax

• FAX

Any person can fax a signature page. JPAS optically reads, using Optical Character Recognition (OCR), information on the fax to associate the fax to the correct Investigation Request and document type.

The Security Manager can print blank 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: [TBD]

Documents to be faxed are:

SF 86 Certification

General Release

Medical Release (if required)


JAN 07 –

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.


JAN 07 –

PSI Automation Signature Pages – Upload

• Upload

The JCAVS User can browse and select a document from a local or network drive 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


JAN 07 –

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


JAN 07 –

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


JAN 07 –

Add/Modify Invest. Request –

Ready for Review, No Documents

Note: When you FAX a document the system will read the Investigation Request Number and automatically populate the appropriate document box.


JAN 07 –

Invest. Request Documents –

Ready for Review, No Documents

Note: When you scan a document, you must select document type and locate document from your computer. Ensure you have a naming scheme which will clearly identify the appropriate document to be uploaded.


JAN 07 –

Add/Modify Investigation Request –

Documents attached

Note: “Submit to DISCO” button will only be available when required documents are received.


JAN 07 –

Invest. Request Documents –

Ready for DISCO (JAMS and JCAVS)

Note: Documents are available for review until approved by DISCO.


JAN 07 –

Investigation Request Status Notification –

Error Message


JAN 07 –

Investigation Request Documents –

Transition Paper Message

Note: This is the message you will receive if you try to fax documents for a request that was initiated prior to implementation


JAN 07 –

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


JAN 07 –

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 can’t 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: “PR – No fingerprint card 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.