Introduction - BGCheckinfo.org · Web viewSetting: Each table in this document has a “Setting” column that asks a question that needs to be answered or a setting that needs a

Configuration SettingsBackground Check System

IT Configuration GuideVersion 01

4/21/2015

Protecting Patients through Background Checks

Table of Contents

1 Introduction......................................................................................................................................... 5

2 General BCS Settings......................................................................................................................... 5

2.1 Department Data.......................................................................................................................... 5

2.2 BCS User Account (Authentication) Settings...............................................................................6

2.3 End User License Agreement (EULA)..........................................................................................8

3 New Applicant Workflow (NAW)........................................................................................................9

3.1 NAW – Search............................................................................................................................. 9

3.2 NAW – Profile (Required Fields)..................................................................................................9

3.3 NAW – Profile (Functionality).....................................................................................................10

3.4 NAW – Verify Identity................................................................................................................. 11

3.5 NAW – Pre-Employment / License Search.................................................................................11

3.6 NAW – Confirm Applicant Consent............................................................................................12

3.7 NAW – Payments....................................................................................................................... 12

3.8 NAW – Registries....................................................................................................................... 12

3.9 NAW – Fingerprints....................................................................................................................13

3.10 NAW – Confirmation...................................................................................................................14

4 Multiple Applications for One Person.............................................................................................15

5 Additional Registry Settings/Registry Details for Federal Registries...........................................16

5.1 Office of Inspector General (OIG) List of Excluded Individuals/Entities......................................16

5.2 National Sex Offender Public Website.......................................................................................17

5.3 System for Award Management (SAM)......................................................................................18

5.4 Expanded Registry Research.....................................................................................................19

6 Employment Management................................................................................................................21

7 Background Checks in Process / Determination Management.....................................................22

7.1 Determination Settings...............................................................................................................22

7.2 Determination – Add Offense - Required Fields.........................................................................26

7.3 Determination – Add/Edit Offense – Labels...............................................................................27

Configuration Settings Page 2 of 60Version 01 | 4/21/2015 | IT Configuration Guide | Audience: State IT Staff


7.4 Determination – Offenses Grid – Labels....................................................................................28

7.5 Determination Letters................................................................................................................. 28

8 Rap Back............................................................................................................................................ 30

9 Appeals.............................................................................................................................................. 30

9.1 Appeals...................................................................................................................................... 30

9.2 Appeal Events............................................................................................................................ 32

9.3 Add/Edit Appeal Event – Required Fields..................................................................................32

9.4 Appeal Types............................................................................................................................. 32

9.5 Appeal Letters............................................................................................................................ 33

10 Search / Person Summary................................................................................................................33

11 Payments........................................................................................................................................... 34

11.1 Payment Overview..................................................................................................................... 34

11.2 Background Check Payments....................................................................................................34

11.3 Cost of Background Check.........................................................................................................35

12 Logo Specifications.......................................................................................................................... 35

13 Providers............................................................................................................................................ 36

13.1 Provider Data Source................................................................................................................. 36

13.2 Provider Grid – Column Headings..............................................................................................37

13.3 Provider Add / Edit – Field Labels..............................................................................................37

13.4 Provider Import Specifications....................................................................................................38

13.5 Provider Type Mapping..............................................................................................................39

13.6 Provider Type Add / Edit – Field Labels.....................................................................................39

13.7 Provider Type Grid – Column Headings.....................................................................................40

14 Live Scan........................................................................................................................................... 40

14.1 Live Scan Locations...................................................................................................................40

14.2 Live Scan Provider Import Specifications...................................................................................41

15 Lookup Values................................................................................................................................... 42



15.1 Position Categories.................................................................................................................... 42

15.2 Positions..................................................................................................................................... 42

15.3 Profile Data Dropdowns.............................................................................................................44

16 Permissions by User Type...............................................................................................................45

17 System Configuration Settings – Vary by Environment................................................................52

18 State Specific Configuration Settings.............................................................................................54

19 Seldom Used Configuration Settings (With Defaults)....................................................................55

20 Configuration Settings No Longer Used.........................................................................................60



1 IntroductionThis guide will assist CNA and implementation team members in streamlining the requirements gathering process to ensure a complete set of settings are gathered for launching your state-specific version of the Background Check System (BCS).

Setting: Each table in this document has a “Setting” column that asks a question that needs to be answered or a setting that needs a value in order for your state’s BCS to be implemented correctly.

State-Specific Response: For each setting, review the “Description” or “Database Attribute” column and complete the “State-Specific Response” column.

o Some attributes required a number for the setting; others require True (for Yes) or False (for No).

o In cases where a value for the setting does not have to be entered, the system will not enforce any restriction for the item.

o For many settings, the default BCS setting is indicated in the “State-Specific Response” column. Please update the default setting if your state’s implementation requires a different setting.

Database Attributes: Attributes listed in the “Database Attributes” column can be accessed after implementation in the BCS at: Admin > Settings. However, care should be taken in changing these settings after implementation.

2 General BCS Settings

2.1 Department DataDepartment data is used in the generation of forms, letters, and electronic notifications. The following information will be setup upon initial implementation of your BCS, but can also be maintained after system go-live on the Department page by clicking: Admin > Site Data > Departments.

Setting Description State-Specific Response

Department Name Full name of the state department implementing the BCS.(Ex. Oklahoma State Department of Health)




Department URL URL for the state department website.(Ex. http://www.ok.gov/health)

Department Code/Acronym Acronym associated with the state department name.(Ex. OSDH)

Address 1, 2, City, State, ZIP Mailing address of the state department; will be used on forms and reports.

System Name Full name of the BCS.(Ex. Oklahoma Screening and Registry Employee Evaluation Network)

System Abbreviation Abbreviation used for the BCS name.(OK-Screen)

System URL URL for accessing the BCS website.(Ex. http://nbcp.innovativearchitects.com/BcsDev/)

System Contact Name Name of the person or organization who will provide help desk support for the BCS.

System Contact Phone Phone number for system contact.

System Contact Email Email address for system contact.

System Contact FAX FAX for system contact.

Program Name Acronym (or Name) of the program requiring the background check.

NBCP

ORI Originating Agency Identifier (ORI) to be used on fingerprint authorization forms; the code used by the State Police and FBI to identify which state agency is requesting the background check.(Ex. OK1234567)

Reason for Fingerprinting The code used by the State Police and FBI to identify why the background check is required.

CMS NBCP 6201

IsDefault Indicates that this ORI is used by default in the BCS when an ORI needs to be assigned; when another ORI is used in the system, it is also setup in this table, but is selected for use in the system when an ORI needs to be assigned. The most commonly used ORI should be set as the default. Many states will only have one ORI.

Yes


http://www.ok.gov/health


2.2 BCS User Account (Authentication) SettingsThe following settings determine how user accounts are setup and managed in the BCS, as well as rules for security settings such as passwords and security questions.

Setting Database Attribute State-Specific Response

Which method will your state use to manage BCS user accounts?

A. BCS User AdministrationB. Single Sign-On (SSO)C. A combination of both

If both, please describe your state’s infrastructure and platform at a high level (Windows, AD, Novell, etc.).

If SSO is used, should the Reset Password button be hidden?

HasFeature(HideResetPassword)

When a user account is setup in the BCS, should the user get an email notification that contains a temporary password?

HasFeature(NewUserNotification)

True (if using BCS User Administration)False (if using SSO)

Number of failed login attempts that cause the user account to be locked?

AuthMaxFailedLogins 3

Number of days before the user must change their password?

AuthPasswordExpiresDays 90

Minimum length accepted for a password?

AuthPasswordLengthMin 8

Maximum length accepted for a password?

AuthPasswordLengthMax 16

Are both uppercase and lowercase letters required in a password?

AuthPasswordMixedCaseRequired True

Is a number required in a password?

AuthPasswordNumberRequired True

Is a symbol required in a password?

AuthPasswordSymbolRequired True

How many days can a user be inactive before being disabled?

Policy(DaysUntilDisableInactiveUser)

How many security questions does a user need to set up? *

Policy(NumberOfSecurityQuestions)

Should provider users be able to self-register as a new user?

HasFeature(ProviderUserRegistration)



*Security Questions – The system will be primed with the following three security questions (and additional security questions can be created at: Admin > Site Data > Lookups page.)

What is your mother's maiden name?

What school did you attend in first grade?

What was the name of your first pet?

2.3 End User License Agreement (EULA)


Do users have to agree to an End User License Agreement (EULA) to use the BCS?

HasFeature(EULA)

If True, how often? First time a user logs inEvery time a user logs in

If First Login, number of days before user must agree to the EULA again?

Policy(DaysUntilShowEula) 90

Provide the text of the EULA to which users will agree when they log into the BCS for the first time.

Attach at end of document for implementation during development.



3 New Applicant Workflow (NAW)

3.1 NAW – Search


SSN is required to search for and save an applicant.

HasFeature(NawSsnRequired)

3.2 NAW – Profile (Required Fields)The following fields are always required on the Profile page of the NAW: First Name, Last Name, SSN, and Date of Birth. The following fields are always optional on the Profile page of the NAW: Middle Name, Suffix, and Address Line 2.

The fields in the following table are also on the Profile page of the NAW, but can be required or optional, based on your state’s BCS settings.


User must confirm the SSN by typing the SSN a second time on the NAW Profile page.

HasFeature(NawConfirmSSN)

Permanent Address - Line1 IsRequired(Profile.Streetline1)

Permanent Address - City IsRequired(Profile.City)

Permanent Address - State IsRequired(Profile.State)

Permanent Address - ZIP IsRequired(Profile.Zipcode)

County IsRequired(Profile.County)

Race IsRequired(Profile.Race)

Gender IsRequired(Profile.Gender)

Hair Color IsRequired(Profile.Haircolor)

Eye Color IsRequired(Profile.Eyecolor)

Height IsRequired(Profile.Height)




Weight IsRequired(Profile.Weight)

Place of Birth IsRequired(Profile.PlaceOfBirth)

Email IsRequired(Profile.Email)

Phone IsRequired(Profile.Phone)

Phone Type IsRequired(Profile.PhoneType)

Citizenship IsRequired(Profile.Citizenship)

3.3 NAW – Profile (Functionality)


What is the number of years for which prior addresses need to be entered?

Policy(YearsForPriorAddress)

Should the system prevent the user from entering prior addresses that are further back than the time period specified above?

HasFeature(EnforceDateLimitOnPriorAddress)

Should changes to the City or State of the applicant’s address be automatically saved as a Prior Address?

HasFeature(DefaultSaveChangeAsPriorAddress)

Should changes to the applicant’s Name, Date of Birth, or SSN be automatically saved as an Alias?

HasFeature(DefaultSaveChangeAsAlias)

What is the minimum age of an applicant that can be entered into the system?

Policy(MinimumAgeOfApplicant)

What is the maximum age of an applicant that can be entered into the system?

Policy(MaximumAgeOfApplicant)

Does an applicant who is a minor need a name-based search (instead of a fingerprint-based search)?

HasFeature(NawNameBasedUnder18)



3.4 NAW – Verify Identity


Is the provider required to enter identification information that the applicant will present at the time of live scan fingerprinting, such as a driver’s license?

HasFeature(NawVerifyIdentity)

Is the document type required? IsRequired(VerifyIdentity.Document)

Is the document number required?

IsRequired(VerifyIdentity.DocumentNumber)

Is the issuing state / authority required?

IsRequired(VerifyIdentity.IssueingAuthority)

Is the expiration date required? IsRequired(VerifyIdentity.ExpirationDate)

3.5 NAW – Pre-Employment / License Search


Does the workflow include a step to automatically check licensing information?

HasFeature(NawLicensing)

If yes, list all licensing databases that will be checked (Name and URL).

Is the provider allowed to manually enter a license or certification on the Pre-Employment page?

HasFeature(NawAddUserLicense)

Should the user be able to change the provider on the Pre-Employment page at any time up until the application has been submitted?

HasFeature(NawPreventChangingProvider)

Should the manual licensing search page be displayed in the new applicant workflow?

HasFeature(NawLicensingSearch)



3.6 NAW – Confirm Applicant Consent


Is the provider required to certify that they have received certain information from the applicant or followed certain procedures on the Confirm Applicant Consent page?

HasFeature(NawReleaseOfInformation)

What is the text that the user must agree to on the Confirm Applicant Consent page?

Defined in database table: ReleaseOfInformation

Can release of information documents be uploaded by the provider user?

HasFeature(NawUploadRoiDocument)

3.7 NAW – Payments


Does the workflow contain a Payment page and must payment be made before continuing?

HasFeature(NawPayment)

Should the user have to pay before conducting a registry search?

HasFeature(NawPaymentBeforeRegistryCheck)

Should the user have to pay before seeing the search results for the applicant?

HasFeature(InitiateStudy)

3.8 NAW – Registries


Is the Research Registries page displayed in the New Applicant Workflow?

HasFeature(NawResearchRegistries)

Are any registries checked by state users outside of the New Applicant Workflow? (See section Expanded Registries for more details.)

HasFeature(ExpandedResearch)




Are registries that are associated with prior addresses required to be checked by the user? If this option is not chosen, the registries will still be listed on the Research Registries page, but the user will be able to continue without selecting a Registry Result.

HasFeature(NawPriorStateRegistriesRequired)

What choices are available to a provider user for a Registry Result?

Defined in database table: DepartmentRegistryDeterminationStatus

ClearedNot ClearedFlagged for ReviewInformation-Not Disqualifying

Does the user have to click on the URL for a manual registry check before activating the drop down and choosing a registry result in the NAW?

HasFeature(NawRegistryClickRequired)

Are comments required if a registry is not cleared?

HasFeature(CommentsRequiredIfRegistryNotCleared)

If one registry is marked as Not Cleared, can the user continue to the Not Cleared Confirmation page without checking the other registries?

HasFeature(NawNextWhenOneRegistryIsNotCleared)

3.9 NAW – Fingerprints


Should all language about fingerprints be suppressed?

HasFeature(NawSkipFingerprints)

Does the workflow contain a fingerprinting location/appointment step?

HasFeature(NawFingerprinting)

Does the user have the ability to search for a fingerprint location?

HasFeature(NawFingerprinting.Search)




Does the fingerprint step show a link to an external URL rather than an internal list of fingerprint locations? If so, what is the URL that should be shown?

Is the user required to make a fingerprinting appointment before completing the workflow?

HasFeature(NawRequiresFingerprintAppointment)

Fingerprint appointments have locations?

HasFeature(NawFingerprinting.Location)

Fingerprint appointments have time?

HasFeature(NawFingerprinting.Time)

Appointment date is required? IsRequired(FingerprintAppointment.Date)

Appointment time is required? IsRequired(FingerprintAppointment.Time)

Appointment vendor is required? IsRequired(FingerprintAppointment.ProviderId)

3.10 NAW – Confirmation


Can the provider user upload documents related to the application from the confirmation page?

HasFeature(NawUploadApplicationDocuments)

Can the provider hire the applicant provisionally from the confirmation page? Or do they have to wait until fingerprints have been taken?

HasFeature(NawConfirmationEmployment)

Should the Determination ID be shown on the confirmation page along with the Application ID?

HasFeature(NawDeterminationIdOnConfirmationPage)

Display Final Registry Results Report

Display Fingerprint Authorization Form

Display Self-Disclosure Form




Display Consent Form

Display Other – Please list Provide sample template, including text, formatting, and data input fields.

4 Multiple Applications for One PersonSetting Database Attribute State-Specific Response

Can a provider “connect” to an in-process background check that was initiated by a different provider? (And get notification when the determination has been made?)

HasFeature(NawAllowConnectingApplications)

At what point can a provider connect to an in-process background check?

ReadyToConnect

ImmediateAfter FingerprintsAfter Fingerprints And Payment

If there is an in-process application to connect to, should the system default to a connecting application? (If not, then the user has the choice to connect or start a new fingerprint background check.)

HasFeature(DefaultToConnect)

Can a provider hire an applicant by associating the application with an Eligible determination that was made previously (possibly for a different provider)?

HasFeature(RecheckRegistries)

If there is a current Eligible determination, should the system default to a Recheck Registries application? (If not, then the user has the choice to connect or start a new fingerprint background check.)

HasFeature(DefaultToRecheckRegistries)

Can a provider enter a new application for a person if the person's current eligibility status is Not Eligible?

HasFeature(AllowNewApplicationWhenNotEligible)




Can a second application connect to an in-process determination if payment is pending on the initial application?

HasFeature(CanConnectIfPaymentPending)

Can a second application connect to a determination that was Eligible due to a rehabilitation appeal?

HasFeature(CannotConnectIfRehabilitationAppeal)

5 Additional Registry Settings/Registry Details for Federal Registries

5.1 Office of Inspector General (OIG) List of Excluded Individuals/EntitiesThis federal database is available as an auto-matched, imported registry in the new applicant workflow. The OIG database must be re-imported into the BCS by the state each time a new database is released by the OIG.


Registry Source Local database – OIG file imported monthly http://exclusions.oig.hhs.gov

Purpose Registry to be checked for disqualifying events

N/A

Auto-Match Will the registry contents be automatically searched for a match when entering an applicant in the new applicant workflow?

Yes

What rules should be implemented to determine if the auto-match results in a “hit” for a person? Note that different combinations of these options will result in different match results.

Examples are:

Last Name matches

Date of Birth matches (or is missing)

Exclusion Date is <= current date

Reinstatement Date is null or >= current date


http://exclusions.oig.hhs.gov/



Is Registry Check Required Required or Optional

If required, the user must make a selection to continue.

If optional, the user can continue without making a selection.

In both instances, a selection of Not Cleared for the Registry Result will cause the application to be Closed.

What data fields are viewable by the user:

Options Include:

First Name, Last NameDate of BirthAddress, City, State, ZIPOffense Exclusion DateReinstatement Date

5.2 National Sex Offender Public WebsiteThis federal registry is available as a manual registry search in the new applicant workflow. The National Sex Offender registry cannot be imported into the BCS for an auto-match in the new applicant workflow.


Registry Source Manual URL check http://www.nsopw.gov/Core/Conditions.aspx

Purpose Registry to be checked for disqualifying events

N/A


No






http://www.nsopw.gov/Core/Conditions.aspx

http://www.nsopw.gov/Core/Conditions.aspx


5.3 System for Award Management (SAM)This federal database is available as an auto-matched registry accessed via web service in the new applicant workflow.


Registry Source Web Service https://www.sam.gov/portal/SAM/

Purpose Registry to be checked for federal disqualifying events other than events on the OIG - LEIE

N/A


Yes

What rules should be implemented to determine if the auto-match results in a “hit” for a person? Note that different combinations of these options will result in different match results.

Examples are:

SSN matches

Last Name matches

Date of Birth matches (or is missing)

Exclusion Date is <= current date

Reinstatement Date is null or >= current date






https://www.sam.gov/portal/SAM/

https://www.sam.gov/portal/SAM/



What data fields are viewable by the user?

Options Include:

SSNFirst Name, Last NameDate of BirthAddress, City, State, ZIPOffense Exclusion DateReinstatement Date

5.4 Expanded Registry Research


Is Expanded Registry Research required before a Provisional Hire?

HasFeature(ExpandedRegistryResearchRequiredBeforeProvisionalHire)

If all registries in Expanded Registry Research are auto-matched and no matches are found, should the registry results be automatically marked as Cleared?

HasFeature(AutomatedExpandedRegistry)

Does the user have to click on the URL for a manual registry check before activating the drop down and choosing a result in the NAW?

HasFeature(ExpandedRegistryClickRequired)

When is an application ready for the state user to complete expanded registry research?

ReadyForResearch

Not ApplicableImmediatePaymentFingerprintsPaymentAndFingerprints

What are the statuses that an application can have in the expanded research process?

Defined in database table: DepartmentRegistryResearchStatus

Examples are:In ProcessReady for ResearchExpeditedNeeds Approval

Should out of state registries associated with prior addresses show on the Expanded Registry Research page?

HasFeature(ShowOutOfStateRegistriesOnExpandedRegistryResearch)



6 Employment ManagementSetting Database Attribute State-Specific Response

How often are providers required to verify their list of employees?

Policy(MonthsUntilEmploymentVerification)

How long can a person go between jobs before they are dropped from rap back?

Policy(DaysForTerminationGracePeriod)

Should providers be able to use the “Select All” function for employment verification?

HasFeature(ShowSelectAll)

Are fingerprints required to be taken before an applicant can be provisionally hired?

HasFeature(FingerprintsRequiredBeforeProvisionalHire)

Does the provisional time period start when the applicant is hired?

HasFeature(ProvisionalEmploymentExpirationSetWhenHiring)

Or does the provisional time period start when the applicant is eligible for provisional hire?

How long until a new background check is needed if the applicant stays with the same employer?

Policy(MonthsBeforeNewBackgroundCheckRequired)

How long until a new background check is needed if the applicant changes employers?

Policy(MonthsBeforeDeterminationRecheck)

What employment types can the provider user choose from in the New Applicant Workflow?

Defined in database table: DepartmentEmployeeType

EmployeeEmployee of Temporary Employment AgencyIndependent ContractorVolunteerStudent

If the user has access to another facility with an Eligible determination for the applicant, can the user add employment without payment?

HasFeature(AddEmploymentIfRelatedProvider)

If there is a previous Not Eligible determination and a new application for that person is entered, should the provider be able to provisionally hire the applicant?

HasFeature(CanProvisionallyHireWhenPreviousDeterminationWasNotEligible)



7 Background Checks in Process / Determination Management

7.1 Determination Settings


How many days does an applicant have to get fingerprinted before the fingerprint authorization expires? This value is used to set the expiration date on the fingerprinting form and possibly on the interface to the state law enforcement agency or fingerprint vendor.

Policy(DaysToGetFingerprinted)

If fingerprints are rejected, how may days does the applicant have to get reprinted? This value is used to set the expiration date on the fingerprinting form and possibly on the interface to the state law enforcement agency or fingerprint vendor.

Policy(DaysToGetReprinted)

How many days before fingerprints are due should the fingerprints due warning be sent to the provider?

Policy(DaysBeforeFingerprintsDueWarning)

Should the first TCN be shown on the Determination page? (If not, then the most recent TCN will be shown.)

HasFeature(ShowFirstTcn)

How many days can an applicant be employed in provisional status?

Policy(DaysForProvisionalEmployment)

How many days before provisional employment expires should the email notification to the provider be sent?

Policy(DaysForProvisionalEmploymentWarning)

If connecting applications are allowed, how many days should elapse between when the initiating provider is notified of an available Eligible determination and when the connecting provider is notified.

Policy(DaysForOriginatingProviderHeadStart)

Are rap sheets stored in the system?




Are State rap sheets viewable to providers?

HasFeature(ProviderCanViewStateRapSheet)

If State rap sheets are viewable to providers, how many days are they available?

Policy(DaysRapSheetIsViewable)

Will information on disqualifying offenses be entered into the system?

HasFeature(AddDeterminationOffense)

Will rap sheets be stored and viewed on an external system?

HasFeature(ExternalRapsheet)

When should an application be moved from Not Ready for Determination to Ready for Determination? When hit/no-hit indicators are received, or do rap sheets have to be received as well?

Ready for DeterminationChoices are:

ImmediateAnyHitBothIndicatorsStateIndicatorOnlyBothIndicatorsAndRegistryResearchFingerprintsOnly

If both State and FBI criminal history responses are no-hits, should an Eligible determination be made automatically?

HasFeature(AutoDetermination)

If an Eligible determination is made (either automatically or manually), should any provisional employment be converted automatically to permanent employment?

HasFeature(AutomaticPermanentEmployment)

How many days after a determination is available does a provider have to make a hiring decision before a reminder email is sent out?

Policy(DaysForHiringDecision)

Should the billing number be on the Determination page?

HasFeature(ShowBillingNumberOnDetermination)

Can a state user upload documents on the Enter Determination page?

HasFeature(UploadDeterminationDocuments)

How many days should pass after fingerprints have been submitted before a background check shows up on the Missing Criminal History Report?

Policy(DaysToReceiveCriminalHistoryResults)




How many days does the applicant have to provide requested information on missing dispositions?

Policy(DaysToProvideDisposition)

Does the determination get automatically closed if requested information on missing dispositions is not returned in this timeframe?

Should the Ready for Determination page indicate if criminal history hits exist for a determination?

HasFeature(ShowHitsOnReadyForDetermination)

How many months should a Not Eligible determination show at the top of the Person Summary page? (After this time period, the eligibility would show as “New Application Must Be Submitted.”)

Policy(MonthsToShowNotEligible)

Should the results from the Expanded Registry Research be included in the Eligibility calculation on the Enter Determination page?

HasFeature(IncludeRegistryCheckInDetermination)

What are the reasons that an application might be closed by a determination analyst (instead of making an eligible/ineligible determination)?

Defined in database table: DepartmentDeterminationStatusReason

Fingerprints Not TakenMissing DispositionPending Charge

Is an application automatically closed after a certain number of days if fingerprints aren’t taken?

HasFeature(CloseApplicationForFingerprintsPastDue)

How many days grace period is given after the fingerprints are due before the application is closed automatically?

Policy(DaysForGracePeriodBeforeCloseForFingerprints)

Is an application automatically closed after a certain number of days if payment hasn’t been made?

HasFeature(CloseApplicationForPayment)

How many days can pass after an application has been submitted before the application is automatically closed for non-payment?

Policy(DaysBeforeCloseForPayment)




Does an application get automatically closed after a certain number of days in the Not Yet Submitted list?

HasFeature(CloseApplicationForNotYetSubmitted)

How many days can an application stay in the Not Yet Submitted list before being automatically closed?

Policy(DaysBeforeCloseForNotYetSubmitted)

Does an application get automatically closed after a certain number of days if requested disposition information has not been provided?

HasFeature(CloseApplicationForMissingDisposition)

Should the user be required to enter a Disqualified Until date when the determination is Not Eligible?

HasFeature(DisqualifiedUntilDateRequiredWhenNotEligible)

Can a final determination be submitted if there are mandatory registry checks that are still pending?

HasFeature(AllowDeterminationWithPendingRegistryResearch)

If the last application is withdrawn after the fingerprints have already been taken, should the background check be automatically closed? If Yes, then the criminal history results will be logged against the closed background check, but the state will not make an eligibility determination. If No, the background check will not be closed and the state will continue with the determination process and make a determination when the criminal history results arrive. (Note: If fingerprints have not already been taken and the last application is withdrawn, this setting does not apply. The background check will always be automatically closed.)

HasFeature(CloseDeterminationIfApplicationWithdrawn)

Can a final determination be submitted without a Federal determination result?

HasFeature(FederalDeterminationOptional)




Should the Name Based Determination page be shown in the navigation? If True, then name based determinations will NOT be shown on the Not Ready for Determination page, but will only be shown on the Name Based Determination page.

HasFeature(NameBasedDeterminations)

Should only Federal fingerprint rejections count whendetermining whether an FBI Name Based check is required?

HasFeature(OnlyFederalRejectsCountTowardsNameBased)

Should the Not Ready for Determination page only show those background checks where fingerprints have been taken? If yes, then background checks that have not had fingerprints taken will be shown only under Applications > Determinations in Process.

HasFeature(OnlyShowNotReadyForDeterminationIfFingerprintsTaken)

Should the Enter Determination page have a field for the Federal determination?

HasFeature(StateDeterminationOnly)

For the CMS quarterly data report, who has the responsibility to make fitness determinations?

ResponsibilityForDetermination

01 - provider02 - state

Should the Ready for Determination grid show the column for IsPendingApproval? If no, then set to :hidden. Otherwise set to the desired column heading.

GridColumnDisplay(ReadyForDetermination.IsPendingApproval)

Should the Ready for Determination grid show the column for OffenseSeverity? If no, then set to :hidden. Otherwise set to the desired column heading.

GridColumnDisplay(ReadyForDetermination.OffenseSeverity)

For the CMS quarterly data report, what should be the default fingerprint type (if no value is received through integration)?

DefaultFingerprintType

01-Card (Hard)02-Scanned (Electronic)03-Card (Scanned)



7.2 Determination – Add Offense - Required Fields


Code IsRequired(Offense.Code)

Name IsRequired(Offense.Name)

Description IsRequired(Offense.Description)

Disposition IsRequired(Offense.Disposition)

Jurisdiction IsRequired(Offense.Jurisdiction)

Offense Date IsRequired(Offense.OffenseDate

Level IsRequired(Offense.Level)

Comment IsRequired(Offense.Comment)

Status IsRequired(Offense.Status)

Case Number IsRequired(Offense.CaseNumber)

7.3 Determination – Add/Edit Offense – LabelsSpecify :hidden if field should be hidden; Specify the exact field name if field should be visible.


Case Number PropertyDisplay(DeterminationOffense.CaseNumber)

Charge Number PropertyDisplay (DeterminationOffense.ChargeNumber)

Disposition Date PropertyDisplay (DeterminationOffense.DispositionDate)

Disposition Provided Date PropertyDisplay (DeterminationOffense.DispositionProvidedDate)

External ID PropertyDisplay (DeterminationOffense.ExternalId)

Offense Date PropertyDisplay (DeterminationOffense.OffenseDate

Offense Level PropertyDisplay (DeterminationOffense.OffenseLevel)




Offense Status PropertyDisplay (DeterminationOffense.OffenseStatus)

7.4 Determination – Offenses Grid – LabelsSpecify :hidden if column should be hidden; Specify the exact column name if column should be visible.


Case Number GridColumnDisplay(DeterminationOffense.CaseNumber)

Charge Number GridColumnDisplay(DeterminationOffense.ChargeNumber)

Used in Disqualification GridColumnDisplay(DeterminationOffense.UsedInDisqualification)

Disposition Requested Date GridColumnDisplay(DeterminationOffense.DispositionRequestedDate)

External ID GridColumnDisplay(DeterminationOffense.ExternalId)

Modified By GridColumnDisplay(DeterminationOffense.ModifiedBy

Modified On GridColumnDisplay(DeterminationOffense.ModifiedOn)

Offense Status GridColumnDisplay(DeterminationOffense.OffenseStatus)

Offense Date GridColumnDisplay(DeterminationOffense.OffenseDate)

7.5 Determination LettersIndicate the letters that should be available after a determination has been made. For all letters, provide a sample template, including text, formatting, and data input fields.

Setting State-Specific Response Sample Obtained

Eligible / Clearance Letter

Not Eligible Letter




More Information Requested

Other – List with Name

8 Rap BackSetting Database Attribute State-Specific Response

When is an applicant considered to be enrolled in rap back?

Defined in database table: EnrollmentInRapback

NoneCriminalHistoryReceivedDeterminationSubmitted

Is enrollment in rap back required in order to connect to an existing eligible determination?

HasFeature(RapbackEnrollmentRequiredForConnect)

Should an email be sent to the provider to verify employment after a rap back is received?

HasFeature(VerifyEmploymentOnRapback)

9 Appeals

9.1 Appeals


How many days does an applicant have to appeal after notification of a Not Eligible determination?

Policy(DaysToAppeal)

Can an applicant appeal an Undetermined determination?

How many days does an applicant have to appeal after notification of an Undetermined determination?

Policy(DaysToAppealUndetermined)

How many days does the state have to review an appeal?

Policy(DaysForReviewOfAppeal)




Can Registry Results be appealed in the BCS application?

HasFeature(AppealRegistryResults)

How many days does an applicant have to appeal after notification of a Not Cleared registry result?

Policy(DaysToAppealRegistry)

Should eligibility status reflect that an appeal / waiver was granted? For example, if a rehabilitation waiver was granted, should the provider user see “Eligible” or “Not Eligible – Waiver Granted”.

HasFeature(DiscloseAppeal)

What are the options in making an appeal decision?

DepartmentAppealStatusReason

GrantedDenied

Should the provider user see that an appeal is in process?

Can a provider user upload a document in support of the appeal process?

HasFeature(UploadAppealDocuments)

Can the amount of time to complete an appeal once it has started be extended? If so, how many days can it be extended?

Policy(NumberOfDaysToExtendAppeal)

Can an applicant have multiple appeals for one determination?

HasFeature(MultipleAppeals)

Are there events that need to be tracked after an appeal has been granted?

HasFeature(AppealFollowUp)

Are there automated actions that happen during the appeal process?

HasFeature(AutomatedAppealManagement)



9.2 Appeal EventsAppeals tracking within the system is designed as a checklist of events that may occur for an appeal. (AppealEventType) For each “event” that happens, the user can record the date it happened, who the event is assigned to, an outcome, and a comment. Sample events might include “Appeal Request Received”, “Hearing Scheduled”, and “Clearance Letter Sent”. Please list the events that should be tracked through the appeals process.

TBD by state

9.3 Add/Edit Appeal Event – Required Fields


Date IsRequired(AppealEvent.Date)

Outcome IsRequired(AppealEvent.Outcome)

Responsible Party IsRequired(AppealEvent.ResponsibleParty)

Comment IsRequired(AppealEvent.Comment)

9.4 Appeal Types

Setting State-Specific Response

Include “Correction”

Include “Rehabilitation”

Include Others – Please list by Name.



9.5 Appeal LettersIndicate the letters that should be available during the appeals process. For all letters, provide a sample template, including text, formatting, and data input fields.


Appeal Received

More Information Requested

Appeal Granted

Appeal Denied

Other – please specify and provide sample

10 Search / Person SummarySetting Database Attribute State-Specific

Response

How many search results should be on a page?

SearchResults(PageSize)

What is the maximum number of search results that can be returned from one search?

SearchResults(MaxResults)

Should a provider be able to see that there are other applications / employments for an applicant? (The name of the other provider would not be shown.)

HasFeature(ShowOtherProviders)



11 Payments

11.1 Payment OverviewProvide description of the payment process used within your department.

TBD by state

11.2 Background Check Payments


Will payments for background checks be made through the live scan vendor website?

Will providers be billed on a periodic basis or background check fees? (The Fee Reconciliation Report can be used to generate amounts to be billed.)

Will background check payments be made through a web service interface to an electronic payment system?

Will background check payments be made in the BCS via check or cash?

In the new applicant workflow, can the provider choose for an applicant to self-pay for the background check at a later time?

HasFeature(NawFingerprintingSelfPay)

Is the payment for the background check required before the fingerprint form can be generated?

HasFeature(FingerprintsBeforePayment)




Will all providers pay the same fee amount for background checks? Or, does the fee amount vary by provider type?

Will the same fee amount be charged for the background check for all employee types? Or, do Volunteers, for example, pay a different amount?

Are minors charged a different amount for the background check than adults?

11.3 Cost of Background Check The following information is used for the Fee Reconciliation report.

Setting Fee Amount Notes

State Check

FBI Check

Vendor Fee

Agency Fee

Total Fee

Portion of the fee paid through the NBCP grant during the grant period

Net Cost

12 Logo SpecificationsThe following specifications should be followed for the logo provided for use in your BCS.



Setting Description

File Type Portable Network Graphics (png) file

Height Up to 70 pixels

Width Up to 300 pixels

Background Transparent

13 Providers

13.1 Provider Data Source The assumption is that the bulk of the provider data can be exported from ASPEN and imported into the BCS. Note: Provider information must include the Provider Number in order to distinguish multiple facilities with the same name.


Will provider data be imported from ASPEN?

Will non-ASPEN provider data be imported using a comma separated value (csv) file?

Should either import accommodate changes to existing data, as well as creating new providers?

HasFeature(ProviderImportProcessUpdates)

Should the Provider Number be appended to the Provider Name during import?

HasFeature(ProviderImportAppendProviderNumber)

Will provider data be manually entered into the system?

Will the State provider identifier be included in the import or manual update?

IsRequired(Provider.ProviderNumber)

If provider data is manually entered, is the License Number required?

IsRequired(Provider.LicenseNumber)




If provider data is manually entered, is the Status Description required?

IsRequired(Provider.StatusDescription)

If provider data is manually entered, is the Contact Name required?

IsRequired(Provider.ContactFirstName)IsRequired(Provider.ContactLastName)

If provider data is manually entered, is the Phone required?

IsRequired(Provider.Phone)

If provider data is manually entered, is the Email required?

IsRequired(Provider.Email)

If provider data is manually entered, is the Address required?

IsRequired(Provider.AddressLine1)IsRequired(Provider.City)IsRequired(Provider.State)IsRequired(Provider.Zip)

If provider data is manually entered, is the County required?

IsRequired(Provider.County)

13.2 Provider Grid – Column HeadingsSpecify :hidden if column should be hidden; Specify the exact column name if column should be visible.


Serves Children GridColumnDisplay(Provider.ServesChildren)

13.3 Provider Add / Edit – Field Labels Specify :hidden if field should be hidden; Specify the exact field name if field should be visible.


Billing Number PropertyDisplay(Provider.BillingNumber)

Fee Level PropertyDisplay(Provider.FeeLevel)




Reimbursable Services Agreement (RSA)

PropertyDisplay(Provider.Rsa)

RSA Pays Application Fee PropertyDisplay(Provider.RsaPaysApplicationFee)

RSA Pays Fingerprint Fee PropertyDisplay(Provider.RsaPaysFingerprintFee)

Serves Children PropertyDisplay(Provider.ServesChildren)



13.4 Provider Import SpecificationsThe file must be in comma separated value (csv) format and the columns must be in the order shown below. Column names can be different, but the order cannot.

Field Optional or Required

Facility ID Required

Facility Type Required

Name Required

County Optional

Address1 Optional

Address2 Optional

City Optional

State Optional

Zip Optional

Phone Optional

Administrator First Name Optional

Administrator Last Name Optional

Email Optional

Status Description (Not Code) Optional

License Optional



13.5 Provider Type MappingProvider Type Mapping: The system will use the following Provider Types as requested by CMS for the Quarterly Report. Please indicate which Provider or Facility types in the ASPEN input file will match to each of the CMS Provider Types.

CMS Provider Types ASPEN Provider Types

Skilled Nursing Facility

Nursing Facility

Home Health Agency

Hospice

Long Term Care Hospital

Personal Care Services

Adult Day Care

Residential Care

Intermediate Care Facility (ICF/IID)

Other Long Term Care Provider

Will other provider types be needed? Are these provider types reportable to CMS?

13.6 Provider Type Add / Edit – Field Labels Specify :hidden if field should be hidden; Specify the exact field name if field should be visible.


Item Key PropertyDisplay(DepartmentProviderType.ItemKey)

ORI PropertyDisplay(DepartmentProviderType.Ori)



13.7 Provider Type Grid – Column Headings Specify :hidden if column should be hidden; Specify the exact column name if column should be visible.


Item Key GridColumnDisplay(DepartmentProviderType.ItemKey)

ORI GridColumnDisplay(DepartmentProviderType.Ori)

14 Live Scan Live scan locations can be pre-loaded into the system, or the data entry screen within the BCS can be used to set up the initial data. If a live scan vendor website is used and locations are not on the fingerprint form, then live scan locations do not need to be loaded into the BCS.

14.1 Live Scan Locations

Setting State-Specific Response

Notes

Will live scan locations be loaded in to the system (for searching or making appointments)?



14.2 Live Scan Provider Import Specifications In order to load live scan locations, the following data needs to be provided in a comma separated value (csv) file:

Field Optional or Required

Name Required

Address Line 1 Optional

Address Line 2 Optional

City Optional

State Optional

ZIP Optional

County Optional

Contact Name Optional

Phone Optional

Email Optional

Hours Optional

URL for live scan vendor Optional

URL to make appointments Optional

Appointment Type ((Walk-in, Phone, Online, or any combination of the above)

Optional



15 Lookup Values

15.1 Position CategoriesPosition Categories - The following CMS-defined Position Categories are used by default. Any additions to these Position Categories can be made through the Admin > Site Data > Lookups page.

Position Categories

Executive, Administrative, Managerial

Professional, Licensed Health Care

Technical, Unlicensed Health Care

Laboratory and Radiology Services

Food and Dietary Services

Housekeeping and Engineer Services

Any other direct access employee

15.2 PositionsPositions – The following is the default list of positions by category. Any changes to these positions can be made through the Admin > Site Data > Lookups page.

Position Category Position

Executive, Administrative, Managerial Nursing Home Administrator

Executive, Administrative, Managerial Nursing Home Director / Business Manager

Executive, Administrative, Managerial Other

Professional, Licensed Health Care Dietitian

Professional, Licensed Health Care Dentist

Professional, Licensed Health Care Licensed Practical Nurse

Professional, Licensed Health Care Licensed Professional Counselor

Professional, Licensed Health Care Nurse Practitioner




Professional, Licensed Health Care Nutritionist

Professional, Licensed Health Care Occupational Therapist

Professional, Licensed Health Care Occupational Therapy Assistant

Professional, Licensed Health Care Pharmacist

Professional, Licensed Health Care Physical Therapist

Professional, Licensed Health Care Physical Therapist Assistant

Professional, Licensed Health Care Physician

Professional, Licensed Health Care Physician Assistant

Professional, Licensed Health Care Podiatrist

Professional, Licensed Health Care Registered Nurse

Professional, Licensed Health Care Respiratory Care Practitioner

Professional, Licensed Health Care Social Worker (Associate)

Professional, Licensed Health Care Social Worker (Graduate)

Professional, Licensed Health Care Social Worker (Independent)

Professional, Licensed Health Care Social Worker (Independent Clinical)

Professional, Licensed Health Care Speech / Language Pathologist

Professional, Licensed Health Care Supervised Practice Psychologist

Professional, Licensed Health Care Trained Medication Employee

Professional, Licensed Health Care Other

Technical, Unlicensed Health Care Feeding Assistant

Technical, Unlicensed Health Care Medication Aide / Technician

Technical, Unlicensed Health Care Mental Health Counselor

Technical, Unlicensed Health Care Nurse Aide

Technical, Unlicensed Health Care Nurse Aide in Training

Technical, Unlicensed Health Care Occupational / Vocational Therapy Assistant

Technical, Unlicensed Health Care Orderly, attendant

Technical, Unlicensed Health Care Personal Care Worker

Technical, Unlicensed Health Care Rehabilitation Therapy Aide




Technical, Unlicensed Health Care Other Activities Staff

Technical, Unlicensed Health Care Other Social Services Staff

Technical, Unlicensed Health Care Other

Laboratory and Radiology Services Laboratory Technician

Laboratory and Radiology Services Radiology Technician

Laboratory and Radiology Services Other

Food and Dietary Services Cook, chef

Food and Dietary Services Kitchen Worker

Food and Dietary Services Waiter, waitress

Food and Dietary Services Other

Housekeeping and Engineer Services Housekeeper/Maid

Housekeeping and Engineer Services Janitor

Housekeeping and Engineer Services Laundry

Housekeeping and Engineer Services Maintenance Worker

Housekeeping and Engineer Services Other

Any other direct access employee Other

15.3 Profile Data DropdownsThe values for the following dropdowns on the Profile page can be maintained through the Admin > Site Data > Lookups page.

Lookup Type

Suffix Standard set of values

Gender Standard set of values

Race Standard set of values

Hair Color Standard set of values

Eye Color Standard set of values

Height Standard set of values



Lookup Type

Place of Birth Standard set of values

16 Permissions by User TypePermission Available to Provider Users Available to State Users

Home

At A Glance

My Account

View My Account Info

View My Email Notifications

Edit My Account Info

Manage Notification Subscriptions

View My Email Notifications

View My Provider

Edit My Provider Contact Info

Edit My Provider

Applicant Management

Applicant Profile Exact Search

Applicant Profile Wildcard Search

Search By Application ID

View Applicant Profile

View Profile Audit Data

Edit Applicant Profile

View Unmasked SSN

Edit Applicant Profile - Read Only Fields

Enter Volunteer Applicant

Edit Registry Determination



Permission Available to Provider Users Available to State Users

Set Registry Determination Not Clear

Approve Application

Credit Card / eCheck Payments

Cash Payments

Check Payments

Batch Payments

Deactivate Person

Delete Alias

Delete Prior Address

Applicant – Not Yet Submitted

Applicant – Flagged for Review

Applicant – Determinations In Process

Applicant – Determinations Available

Applicant – Criminal History Appeals

Initiate Criminal History Appeal

Request Criminal History Appeal Extension

Upload Criminal History Appeal Documents

Delete Criminal History Appeal Docs

Applicant – Registry Conflicts

Applicant – Registry Appeals

Initiate Registry Appeal

Request Registry Appeal Extension

Upload Registry Appeal Documents

Delete Registry Appeal Documents




View Fitness Determination

View New Background Check

Case Notes

View Application Case Notes

Edit Application Case Notes

View Determination Case Notes

Edit Determination Case Notes

Receive ROI

Receive Payment

Person Summary Documents

View Application Documents

Upload Application Documents

Delete Application Documents

View Determination Documents

Upload Determination Documents

Delete Determination Documents

View Integration Documents

View Uploaded Determination Document

View Rap Back Notification

Application Forms

Import Applicant Profile Data

View Registry Rap Back

Edit Registry Rap Back

Employment Management

Edit Employment

Delete Employment




Provisional Employment

Permanent Employment

Terminated Employment

Employment Verification

New Background Check Needed

Add New Employee

Import Employee Profile Data

View Employment

View History Of Changes

View Roster

Determination

View Criminal History Determination

Edit Criminal History Determination

Submit Determination

Submit Not Eligible Determination

Registry Research

Approve Registry Research

View State Rap Sheet

View Federal Rap Sheet

View Registry Appeal

Edit Registry Appeal

View Criminal History Appeal

Edit Criminal History Appeal

Extend Days to Appeal

Review Appeal Extension Request

View Rap Back

Edit Rap Back




Report Queue

View Criminal History Rap Back

Edit Criminal History Rap Back

View Name Based Determination

Edit Name Based Determination

View Not Ready for Determination

Edit Not Ready for Determination

Enter Fingerprint Rejects

Extend Fingerprint Deadline

View Registry Conflicts

Edit Registry Conflicts

Reference

Live Scan Location

Registry Contacts

Reports

Provider Reports

Department Reports

System Reports

Admin

Role Management

User Accounts

View Provider Users

Edit Provider Users

Delete Provider Users

View State Users

Edit State Users

Delete State Users




View Division Users

Edit Division Users

Delete Division Users

View Service Account Users

Edit Service Account Users

Delete Service Users

View Applicant Users

Delete Applicant Users

Edit Applicant Users

View DPS [Department of Public Safety] Users

Edit DPS Users

Site Data

Edit Lookup

Import Registries

Import Providers

Edit Bulletin

Provider Management

View Provider

Disable Provider

Edit Provider

Edit Provider Contact Info

View Registry Contacts

Edit Registry Contacts

Edit Department Data

Edit Live Scan Locations

Upload Help Document




Edit Appeal Event Types

Upload Application Forms

Log Viewer

Receive Log Notifications

View Sent Notifications

Processing Exceptions

Mass Emails

View Configuration Settings

Edit Configuration Settings

View Applicant Roles

Edit Applicant Roles

Delete Applicant Roles

View Division Roles

Edit Division Roles

Delete Division Roles

View DPS Roles

Edit DPS Roles

Delete DPS Roles

Delete DPS Users

View Provider Roles

Edit Provider Roles

Delete Provider Roles

View Service Roles

Edit Service Roles

Delete Service Roles

View State Roles

Edit State Roles




Delete State Roles

Service Method

Applicant Info

Fingerprints Taken

Fingerprints Rejected

Criminal History Available

Criminal History Rap Back

Appointment Save

17 System Configuration Settings – Vary by EnvironmentThe following configuration settings will be set to the default BCS value for each setting. These can be changed after implementation at: Admin > Settings.

Setting Value

EmailFrom BcsDev default value

Environment BcsDev default value

Policy(TaskItemMaxRetries) BcsDev default value

Policy(TaskItemRetryDelayMinutes) BcsDev default value

PurgeLog(DataLog) BcsDev default value

PurgeLog(EmailAttachments) BcsDev default value

PurgeLog(FileImport) BcsDev default value

PurgeLog(IntegrationRejection) BcsDev default value

PurgeLog(Log) BcsDev default value

PurgeLog(Log.Authenticate) BcsDev default value

PurgeLog(Log.ChangePassword) BcsDev default value

PurgeLog(Log.ChangePasswordAndSecurityQuestion)

BcsDev default value

PurgeLog(Log.ExecuteTask) BcsDev default value



Setting Value

PurgeLog(Log.PasswordReset) BcsDev default value

PurgeLog(Log.PersonSearch) BcsDev default value

PurgeLog(Log.ReportsGet) BcsDev default value

PurgeLog(Log.SystemError) BcsDev default value

PurgeLog(Log.Unauthorized) BcsDev default value

PurgeLog(Log.UserSecurityQuestionCheck) BcsDev default value

PurgeLog(OutboundMessage) BcsDev default value

PurgeLog(PriorPassword) BcsDev default value

RecordLockMinutes BcsDev default value

Sftp(Password) BcsDev default value

Sftp(UserName) BcsDev default value

SmtpEnableSsl BcsDev default value

SmtpMaxRetries BcsDev default value

SmtpPassword BcsDev default value

SmtpPort BcsDev default value

SmtpServer BcsDev default value

Smtpusername BcsDev default value

SsisDataPath BcsDev default value

SSISRapbackExportArchive BcsDev default value

SSISRapbackFTPExport BcsDev default value

SSISRapbackFTPExportPW BcsDev default value

SSISRapbackFTPExportUN BcsDev default value

SSISRapbackFTPImport BcsDev default value

SSISRapbackFTPImportPW BcsDev default value

SSISRapbackFTPImportUN BcsDev default value

SSISRapbackImportArchive BcsDev default value

SsrsUploadPath BcsDev default value



Setting Value

SsrsAuthDomain BcsDev default value

SsrsAuthPassword BcsDev default value

SsrisAuthUsername BcsDev default value

SsrsLoggingDatabase BcsDev default value

SsrsReportServerUrl BcsDev default value

SsrsReportsPath BcsDev default value

Version BcsDev default value

AuthPasswordResetHash BcsDev default value

18 State Specific Configuration SettingsEach of the configuration settings in the following table were utilized for one state’s implementation. Your state will not utilize any of these configuration settings; they are included here in order for this document to reference the complete set of configurations in the BCS.




Setting Value

ApplicantInitiated(ProviderName) N/A

BcsClient(Password) N/A

BcsClient(UserName) N/A

Elavon(GatewayId) N/A

Elavon(MerchantCode) N/A

Elavon(ProductCode.Application) N/A

Elavon(ProductCode.Fingerprint) N/A

Elavon(Url) N/A

GovPay(ApiKey) N/A

GovPay(ItemCode) N/A

GovPay(ItemDesc) N/A

GovPay(ItemName) N/A

GovPay(Url) N/A

KyCcps(Password) N/A

KyCcps(UserName) N/A

MorphoTrust(Url) N/A

UtNar(License.Url) N/A

UtNar(Registry.Url) N/A

HsaFeature(NawFingerprintingMorphoIntegration) N/A

OhNar(ServiceUserId) N/A

DeterminationsSubmitted(RequestPath) N/A

OhAgo(pwd) N/A

OhAgo(uid) N/A

UsBank(ProductCode) N/A

UsBank(BillerPayorId) N/A

UsBank(Url) N/A

UsBank(BillerGroupId) N/A

UsBank(BillerId) N/A

WvEPay(AgencyId) N/A

WvEPay(Type) N/A


19 Seldom Used Configuration Settings (With Defaults)Setting Database Attribute State-Specific

Response

Can an application be entered with a permanent address that is in Canada?

HasFeature(CanadianAddresses) No

Must the provider review the applicant information before submission?

HasFeature(NawDataReview) No

If an applicant has a previously existing Eligible determination, should the Fingerprinting step in the NAW be skipped? If yes, a checkbox will be displayed on the Pre-Employment page of the NAW.

HasFeature(AllowPriorBackgroundCheck) No

Can a rap back be manually added from the Person Summary page?

HasFeature(AddRapback) Yes

Can the user enter a hire date for a previously employed person that is prior to the determination date?

HasFeature(EnterHireDateIfPreviouslyEmployed) No

Can a user add an employment record for an applicant with an existing Eligible determination without first rechecking the registries?

HasFeature(AddEmploymentWithoutRegistryRecheck)

No

Should Undetermined be allowed as a final determination status?

HasFeature(Undetermined) No

Can an applicant with an Undetermined determination be hired?

HasFeature(CanHireUndetermined) N/A

Will applicants be imported in a batch fashion?

No




If applicants will be imported, does a person in the import file that already exists in the BCS get updated with the information from the import file? Updates will update the person record in the database, which displays on the Person Summary > Profile page.

HasFeature(ApplicantImportUpdatePerson) N/A

Should payment status show on the Determination In- Process grid page?

HasFeature(ShowPaymentStatus) No

Does the applicant have to return an affidavit before a name-based check can be started?

HasFeature(AffidavitRequiredBeforeNameBasedCheck)

No

Should the live scan vendor search be available from the Admin menu?

HasFeature(LivescanSearch) No

Does the application support State Division users who can only see information regarding applications for providers within their division?

HasFeature(Divisions) No

Can a user’s User Type be changed – for example from a Division user to a State user?

HasFeature(ChangeUserType) No

Can the provider user enter the TCN after fingerprinting?

HasFeature(EnterFingreprintIdentifiers) No

Can the provider indicate that they intend to ask for an appeal prior to the applicant actually requesting the appeal?

HasFeature(IntentToAppeal) No




Does the new user account notification need to be sent manually by the Admin user after completing additional setup steps (rather than being sent automatically by the BCS when the user account is created)?

HasFeature(ManualUserAccountNotification) No

Should the BCS allow applications to be entered without an SSN? (If yes, even if there is a name and/or date of birth match, the system will create a new person for an application entered without an SSN.)

HasFeature(NoSsnCreateNewPerson) N/A

Do provider users get notification when a rap back is received and before a determination is made?

HasFeature(ProviderRapbackNotification) No

Can an internal account (RSA) be associated with a provider so that they can make payment through that account?

HasFeature(ProviderRsa) No

Is there any special logic for providers who serve children?

HasFeature(ServesChildren) No

Is State a required field when entering a Prior Address?

IsRequired(PriorAddress.State) Yes

Is Phone a required field when creating a User Account?

IsRequired(User.Phone) No

How many days does the provider have to indicate that the applicant intends to appeal?

Policy(DaysToIndicateIntentToAppeal) N/A

How many days does an applicant have to return the affidavit?

Policy(DaysToReturnAffidavit) N/A




Is there a grandfathered date such that employees who were employed before this date do not need to be background checked as long as they stay in the same job?

Policy(GrandfatheredDate) N/A

Can background checks done for licensing be used for employment determinations? If so, how old can the criminal history information received for the licensing check be?

Policy(MonthsSinceLIcensingCheck) N/A

How many items must be checked on the Acceptances page?

Policy(ReleaseOfInformationAcceptances) 1

If provider data is manually entered, is the Billing Number required?

IsRequired(Provider.BillingNumber) No

If provider data is manually entered, is the License Number required?

IsRequired(Provider.Rsa) No

Does a connecting provider need to share the same billing number with the originating provider in order to connect?

HasFeature(NeedsSameBillingNumberToConnect) No

Does the state make the fitness determination?

HasFeature(StateDoesNotMakeDetermination) No

Is Country required on the prior address page?

IsRequired(PriorAddress.Country) No

Can an applicant have multiple criminal history matches?

HasFeature(CriminalHistoryMultipleMatches) No

Is there an interface to an address validation service?

HasFeature(AddressValidation) No

How many months can go by before an address needs to be re-validated?

Policy(MonthsUntilAddressValidation) N/A




Should the user be able to resubmit applicant information to the fingerprint interface from the Not Ready for Determination page?

HasFeature(ResubmitApplicantInfo)

How many days does the applicant have to return employment information?

Policy(DaysToReturnEmploymentInfo)

Should an auto determination of Eligible be recorded if there are only non-disqualifying offenses attached to the determination?

HasFeature(AutoDeterminationWithNonDisqualifyingOffenses)



20 Configuration Settings No Longer Used HasFeature(AutomatedDeterminationDisqualifiedUntil)

HasFeature(SetProvisionalEmploymentExpirationDate)
