Electronic Submission of Signature Pages Developed by the JPAS Industry Team

1. JPAS Release 2.3.3.2 Electronic Submission of Signature Pages Developed by the JPAS Industry Team

2. Agenda • Overview • PSI Automation Signature Pages • Fax (Fax number TBD) • Upload • Screen Shot Review • JPAS Questions & Answers

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. 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 nolonger accessible • Fax phone number: [TBD] • 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. • 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. Note: When you FAX a document the system will read the Investigation Request Number and automatically populate the appropriate document box. Add/Modify Invest. Request – Ready for Review, No Documents

11. 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. Invest. Request Documents – Ready for Review, No Documents

12. Note: “Submit to DISCO” button will only be available when required documents are received. Add/Modify Investigation Request – Documents attached

13. Note: Documents are available for review until approved by DISCO. Invest. Request Documents – Ready for DISCO (JAMS and JCAVS)

14. Investigation Request Status Notification – Error Message

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

17. 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 writingon 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.