Fingerprinting & Background Checks LEAN Event November 4-7, 2013

1. Fingerprinting & Background Checks LEAN Event November 4-7, 2013

2. THE TEAM Tricia Patten (Lakes Region Provider) Colleen (YMCA – Southern District) Terri Peck – DHHS Pam Selvitetta - DOS Mychelle Brown – DHHS Donna Boudreau - DOS Sharyn Goddard – DHHS Kate Cilley - DOS Pat Fish – DHHS Angele Rivers – DYCF – (unlicensed) Child care rep Facilitators: Chris Wagner & Roberta Bourque – SP; Wanda Bowers E911 • DHHS Sponsors: Mary Castelli, John Martin and John MacPhee • SP Sponsors: John Barthelmes, Kevin O’Brien, Chris Aucoin, Bill Haynes, Mark Liebl, Jeff Kellett

3. State Police: Criminal Records (CR) processed in 2012: N= 133,374 • 64,862 paid NH background checks • 37,271unpaid NH background checks (law enforcement, county attorney’s, courts, etc.) • 31,241 paid Background and Fingerprints Child Care Licensing Unit (CCLU) = fingerprint and NH state background checks

4. 133,374 (processed in 2012) • 11,115 per month • 2567 per week • 513 per day • 80 per hour • CR personnel can process: • 60 processed (ink and Livescan) per day • 80 processed Livescan only per day

5. CR processed 7,435 or 6% of the total For CCLU in 2012 CCLU $ Spent

6. The good, the bad and the ugly! …Processes aren’t always pretty

7. Each person in CR processes on average 60 background/ fingerprint cases per day • Backlog in CR now: 800 fingerprints which equates to roughly 14 days

8. Since Criminal cases take priority over applicant processing, on average the CCLU/provider is receiving this paperwork 45-120 days after request. Typically the provider hires the employee within 7 days thus: • safety risk not knowing if the employee is a perpetrator • established emotional connection psychologically with the children • training cost incurred by the provider All of the above happens regardless if the record comes back clear! This is a risk we should NOT take

9. Problems with current process 1. Incomplete “packages” upon request (i.e. forms not filled out, wrong check/$ amount etc.) • Staffing concerns – DHHS and DOS – “many hats” syndrome 3. Miscommunication/access to standardized protocols (“Answer depends on who you ask….”) • Very manual process with databases that do not “talk” to each other – no transparency 5. Applicant priority is “at the bottom” after Criminal

10. Problems with current process • Scheduling – current computer Tri-State constraints – processing regularly is at or just under capacity – constant juggling to keep the system “up” and not shut down. Tri State set up: Maine has 22 Livescans, Vermont has 58 and NH 41 (36 process applicants) Tri State can only process 400 cases per day in peak hours. * working with vendor to determine optimum schedule • Lack of “bench” limited people who have been tested and/or are skilled to do fingerprinting. Slow hiring process for new/replacements

11. Problems with current process • High “ink card” rejection rate – poor quality • Logistic concerns – not enough Livescans and/or not available for hours to meet the customers needs in terms of time and location. • Fee structure not standardized – same output – not the same compensation/$ 11. Follow up/clean up of “arrest” record vs. Convicted/No Record – when is “enough ENOUGH?”

12. Future Process –where are we headed? 1. Electronic process will prevent form from being submitted without mandatory fields being filled in • “Cheat Sheet” and Training put in place to educate providers on package completion • Fee structure standardized – paid for by the applicant NOT the Department or Provider • No longer notarize form RSA 294-E:11 294-E:11 Notarization and Acknowledgment. – If a law requires a signature or record to be notarized, acknowledged, verified, or made under oath, the requirement is satisfied if the electronic signature of the person authorized to perform those acts, together with all other information required to be included by other applicable law, is attached to or logically associated with the signature or record.

13. 2. From a DOS perspective, track output per person, stop juggling and have the correct amount of personnel processing per dictates. Know what our threshold is to not have a background and meet it! • CR personnel can process 60 records per day per person – thus we would need to add at least another part time person as this puts us behind the 8 ball by 100 records a week.

14. 3. Published “Cheat sheet” for training – define who the “go to person” is by email and/or telephone if questions arise. • Applicants/provider questions will be answered by DHHS personnel • Share DOS spreadsheet for visibility – transparency – all will know where each package is and when it will be processed. 4. Tracking in place – backlog will be null within 1 quarter (Feb 2014) if part time person added and/or bench increase.

15. 5. Prototype schedule – for 1 quarter put personnel in place from 10pm-6am – measure output and affect on system capacity. • Meet with T. Pifer (SP Lab) criminal/partial print backlog is taking up capacity – affects CR capacity constraints

16. 6. Test other State Police personnel on “finger print” test – who else can be “on call” / bench when needed. Share/rotate personnel as needed.

17. 7 and 8. No longer allow ink fingerprints – Livescan only. Ink rejection rate in excess of 67% • Require applicants to have Livescan only at State Police locations

18. 9. Propose standardized fee schedule • All applicants pay $51.50 per package; should DHHS want to subsidize programs they will do so at their discretion.

19. Where we want to drive the bus! These are the BIG WINS Processing going forward This is how we plan to get there …

20. BIG WINS! 1. Electronic system that tracks packages (no independent database) share data via FTP file. Pre-populate fields – no redundant key strokes (use bar code scanners to scan name address etc…) have CR system “talk” to SPOTS/FBI codes to populate by conviction name. 2. Pay for background check and/or fingerprints on line (similar to on-line license renewal, gas or electrical licensing, on-line ticket pay etc…

21. BIG WINS! 3. IRAP – software system that allows all to request their NH background check on line. Estimated cost of $200K (windfall of 187K by standardizing fees) OR – will pay for itself if an additional processing fee of $5.00 is charged …or decrease the existing $10.00 fee as labor/personnel are no longer needed. • Dispensation to DHHS: Convicted (note conviction via letter) see attached – (circulate letter)No Record or Pend (Arrest=Pend after due diligence at DOS as proposed) DOS will seek arrest answer and make either 1 phone call, fax, email etc.. to necessary party(s) not to exceed 2 man hours and/or 2 weeks post computer check. Currently spending in excess of 36 hours per month in “follow up” when less than .008% of the records have a “hit”/arrest.

22. BIG WINS! • Providers will receive “license” (carry like drivers license etc…) to show they have already been processed via background check and/or fingerprinting. This enables a “revocation” of license if payment is not in place and/or performance/legal action. • Purchase and place mobile Livscan unit(s) in the field. Propose purchase roughly 1 unit per year for 5 years from the savings by passing the cost on to the applicant and not DHHS budget. Roughly 50K saving – unit cost 35-40K

23. Who will we need to collectively make this happen? Stakeholders from: • State Agencies such as DHHS, Admn Services, Treasury, DOIT/Web Services • Business Office/Financial • Lawyers • Courts/Law Enforcement

24. Who will we need to collectively make this happen? We have 3 options – we’ll put a “child’s face on it”…1. Best Option, 2. Okay Option and 3. Working/Current option …you pick… 2 1 3

25. What can we live with –pre and post electronic and legislative changes • NH Criminal Records AND Fingerprinting will be sent to CCLU in 1 package. Prior “ink” prints (prior to being discontinued) will be completed and returned to CCLU within 40 days (to begin no later than Dec 1, 2013) • Full Electronic processing in place – estimated 18-24 months – CR will be complete within 72 hours