This presentation was written using PowerPoint 2003 You may need to save this to your current PowerPoint version for it to function correctly Electronic Questionnaire for Investigation Processing (e-QIP) Instructions using JPAS 2.3.0 View Presentation using “Slide Show” (Shift + F5) Developed by the JPAS Industry Team Version 10
What is e-QIP? • e-QIP is a secure website designed to process and store all personnel investigative forms for DoD • DoD is currently only using e-QIP for processing the SF-86,“Questionnaire for National Security Positions” • The e-QIP system has been utilized and maintained by the Office of Personnel Management (OPM) for several years. • e-QIP will replace the EPSQ system on or about July 7, 2005
e-QIP Functionality • e-QIP can be done from anywhere with any computer that can access the Internet • e-QIP electronically allows Applicants to enter, update, and release their personal investigative data over a secure Internet connection to their sponsoring agency for review, approval, and submission to investigation provider
Air Force Navy DISCO JPAS Industry Army JPAS and e-QIP e-QIP
e-QIP Process for Industry Initiate Generate Review Approve Release Applicant Completes their Personal Security Questionnaire (PSQ) Requesting SMO Initiates the Personal Security Investigation (PSI) Request DISCO Reviews completed PSQ DISCO Approves completed PSQ OPM Loads PSQ into PIPS system – Request is terminated
e-QIP Flowcharts Version 2.3.0 DISCO does both Review & Approve Initiate Generate Review Approve Release Detailed Flowchart Detailed Flowchart Detailed Flowchart Detailed Flowchart
Granting “e-QIP” Authorization Existing JCAVS User • Account Managers will “grant” existing JCAVS Users the authorization to initiate Investigation Request • Account Manager authorizes the JCAVS User authorization via the “Add/Modify/ Remove JCAVS User” screen • Once the “Initiate PSI” button has been clicked and saved, the person can immediately start processing investigation requests
Click “Initiate PSI” Scroll Down Click “Save”
JPAS/e-QIP Requirements • After a JPAS User has been granted authorization, the “Investigation Request” hyperlink will become activated • Before a JPAS User can initiate a request, they must have an Owning or Servicing relationship with the Applicant • Once an Investigation Request has been initiated, the Requesting SMO will continuously receive notifications (via JPAS) as to the status of the request throughout the entire e-QIP process
Applicant’s Requirements • Person Category must be “active” • Person Category must NOT have “access suspended” • Person must NOT be in “Due Process” • Person must NOT already have an “active” PSI request • Person must be owned/serviced by SMO If the person has “Denied” or “Revoked” eligibility, it must be older than 12 months. The date of the denial/revocation will be on the person summary, on the “Eligibility” line, as well as on the “Adjudication Summary.”
Initiate Request Process • To initiate request, click on “Investigation Request” hyperlink - located below the “In/Out Process” hyperlink • If the “Investigation Request” link is NOT there: • Ensure the “Correct” Person Category is being displayed • Ensure you have a relationship with the person • Check “Investigation Summary” section for an active investigation request • Ensure the person has “DoD Contractor Companies” displayed in the “Service/Agency” of the Add/Modify screen
Determine Investigation Scope Completing the Investigation Request form • You must then complete the “Determine Investigation Scope” Screen • Select the appropriate eligibility: • SCI - DCID 6/4 • Top Secret • Enter Prime Contract Number • Secret • Confidential
Determine Investigation Type Completing the Investigation Request form - continued • Click “Determine Investigation Type” Button • Determine if “Override Justification” of Investigation Type is necessary (the override function is NOT available for Industry at this time) • Ensure Sensitivity Level Code displays “Industry” • Select the “Duty Position Code”: • Contractor • KMP • Determine if “Override Justification” of Service Code is required (the override function is NOT available for Industry at this time)
Leave blank for Industry Leave blank for Industry
Additional Scope Information Completing the Investigation Request form - continued • Determine “Form Type” (SF86 only this version) • Position Title – Industry enter “Contractor” • Date of Birth – Pre-populated • Access Codes: • SSBI or SBPR = Top Secret • NLC = Secret or Confidential • Sensitivity ADP = Leave Blank • Enter the date “Local Agency Check” was conducted • Service Agency = “DoD Contractor Companies”
Contractor 2005 06 01
Requesting Official Information Completing the Investigation Request form - continued • “Requesting Official” section • Requester’s Name • Requester’s Job Title • Requester’s Phone • Requester’s Extension • Each facility should determine if the Requesting Official” is the FSO or the actual person submitting the request • Person who will be contacted by DISCO or OPM
Enter the Name of the Requesting Official Michael H. Woolweaver Enter the Title of the Requesting Official Investigator Enter the Telephone Number of the Requesting Official (703) 465-2558 Enter the Extension of the Requesting Official Scroll Down
Security Folder Section Completing the Investigation Request form - continued • “Security Folder” section (location of Applicant’s Security folder) • Location Options (Defaults to “Other” for Industry • None • SOI (Submitting Office Identifier) • NPI (No Pertinent Information) • Other (must enter location name, address, city, state and zip) • The Organization’s information is automatically loaded
Defaults to “Other” Defaults to Company Name Defaults to Company Address Defaults to Company City Defaults to Company State Defaults to Company Zip
Official Personnel Folder Completing the Investigation Request form - continued • “Official Personnel Folder” (location of Applicant’s Personnel folder) • Location Options (Defaults to “Other” for Industry) • None • NPRC (National Personnel Records Center) • SON (Submitting Office Number) • Other (must enter location name, address, city, state and zip) • The Organization’s information is automatically loaded
Defaults to “Other” Boeing Overtypes Address Defaults to Company Name Boeing Overtypes with Ken’s Name Boeing Overtypes City 2201 Seal Beach Blvd Boeing Overtypes State Ken Engelhard Defaults to Company Address Seal Beach Defaults to Company City 90740 California Defaults to Company State Boeing Overtypes Zip Defaults to Company Zip
Initiate/Pending Request Completing the Investigation Request form - continued • If you’re NOT ready to submit the request, click the “Pending PSI” button • The request will be saved • You’ll have to return and click “Initiate PSI” to submit request • If you’re ready to submit the request, click the “Initiate PSI” button • The request will be submitted to DISCO • Notify Applicant to complete PSQ • Provide Applicant with “e-QIP Applicant Instruction” sheet
Click “Initiate PSI” to submit request Click “Pending PSI” to hold off submitting request Click “Save”
Time Limits • Applicant has 30 days from the date when the Investigation Request was initiated to “start” the PSQ or the Investigation Request is terminated • Applicant has 90 days from the date when the Investigation Request was initiated to “submit” the PSQ or the Investigation Request is terminated • If the Requesting SMO places the investigation request in “Pending PSI” status, the time limits do not start until the “Initiate PSI” button is activated
Draft/Review PSQ (Optional) • Inform Applicant that PRIOR to “certifying” their PSQ, that they should provide you with a “working” copy of their PSQ • You should review the working copy of the PSQ for completeness and accuracy • Notify Applicant of any required changes or additions • Once changes and/or additions have been made, advise Applicant to certify their PSQ
The instructions for printing the “working” copy are listed here The Applicant would print a “working” copy of their PSQ from this screen
Validate, Review and Certify Initiation Process - continued • Once the review is completed, have applicant certify their PSQ • Have Applicant: • Print copy of the Archived PSQ • Print out the three (3) releases and sign (make sure to use system generated releases) • Certify and transmit PSQ • File a copy of Archived PSQ in the Applicant’s Security folder until investigation is completed
Printing Problem If you are unable to print the Archived PSQ or the Releases – Right mouse click on the hyperlinks and save them to either the hard drive, floppy disk or CD. Once you’ve save them you should be able to print them Farewell Click Hyperlink to print Release forms Click the “Continue” button Click Hyperlink to Release & Transmit PSQ Click Hyperlink to print copy of Archival PSQ Now once the Applicant is ready to “Certify” their PSQ they will click on the “Continue” button Click “Certify Investigation Request” The Investigation Request along with the Applicant’s PSQ have now been forwarded to DISCO for Review and Approval IMPORTANT After the Applicant clicks “Certify Investigation Request” the Applicant can NO longer access their PSQ
Releases & Fingerprint Cards Initiation Process - continued • Send signed releases and any fingerprint cards to: e-QIP Rapid Response Team OPM-FIPC PO Box 618 Boyers, PA 16018 IMPORTANT NOTE #1 If the Investigation Request is for an initial clearance. It is recommended that you Mail, Express Mail or FedEX both the releases and the fingerprint card together to OPM. OPM will NOT initiate the investigation until BOTH the fingerprint card and releases are received. If you send them together, it will be easier for OPM to marry them up with the PSQ. IMPORTANT NOTE #2 If the Investigation Request is for a PR. It is recommended that you FAX the releases to OPM, along with a coversheet informing them that the releases are for a PR and that fingerprint cards are not needed. This should expedite the process as OPM will not being waiting for the fingerprint cards to arrive. Mail: e-QIP Rapid Response Team OPM-FIPC 1137 Branchton Road Boyers, PA 16018 FedEx: (724) 794-1412 Attention: Jody Gano or Becky Fox Fax
Checking Status Initiation Process - continued • There are two ways to get to the “Investigation Request Status History” for each request: • Notifications – Investigation Request Status • Person Summary Screen – Investigation History • Must be an authorized e-QIP requestor within the Requesting SMO • Must have a relationship with the Applicant
Checking status via the Person Summary Screen Investigation Request Status Hyperlinks Clicking on a hyperlink will take you to the request form
Ready for Review Process • Once the Applicant certifies and transmits the PSQ, the Investigation Request goes to DISCO for review and approval • Requesting SMO receives a “Ready-for-Review” via JPAS notification • DISCO assigns the Investigation Request to an Adjudicator • The DISCO Adjudicator reviews the request and the completed PSQ for accuracy and completeness • The DISCO Adjudicator can either “Stop” or “Approve” the Investigation Request IMPORTANT NOTE Currently for Industry, DISCO conducts both the “Review” and the “Approval” of the Applicant’s PSQ. In either step, DISCO can stop the process if additional information is required.
Initiate PSI Date Request was Initiated Date Request Arrived at DISCO Ready-for-Review PSQ Scroll Down
DISCO Stop Process • If discrepancies are noted during the “Ready-for-Review” process, the DISCO Adjudicator “stops” the Investigation Request • Requesting SMO receives a “Ready-for-Review (Stopped)” notification • DISCO notifies requesting SMO of discrepancies via “Message from CAF” notification • Once the discrepancies are corrected, DISCO will “Resume” the review process • Requesting SMO will receive a “Ready-for-Review (Resumed)” notification
Ready for Review PSQ (Stopped) Date Request was Stopped Date DISCO Resumed Review Process Ready-for-Review PSQ (Resumed) Scroll Down
DISCO Approval Process • If NO discrepancies are noted during the “review” process, the request is then submitted for approval. • Requesting SMO receives a “Ready for Approval” via JPAS notification • The Adjudicator can “stop” investigation request if additional information is required • Requesting SMO receives a “Ready for Approval (Stopped)” via JPAS notification • DISCO notifies requesting SMO of discrepancies via “Message from CAF” notification
DISCO Approval Process Approval Process - continued • Once the additional information is corrected in the PSQ, DISCO will resume the approval process • Requesting SMO receives a “Ready for Approval (Resumed)” via JPAS notification • The Adjudicator will then “approve” request • Requesting SMO receives an “Approved PSQ” via JPAS notification • Investigation Request then sent to OPM
Created By Reviewed By Approved By Approver’s Phone Number Date Request became Ready for Approval Ready for Approval Date Request was Stopped Ready-for-Approval PSQ (Stopped) Date Request was Resumed Ready-for-Approval PSQ (Resumed) Date Request was Approved Approved PSQ Scroll Down
Released Process • Once the Investigation Request arrives at OPM, their internal system “PIPS” notifies e-QIP that the request was successfully received • Once the request is successfully loaded into PIPS, the Investigation Request is “terminated” • e-QIP notifies JPAS that the Investigation Request was “released” into PIPS • The requesting SMO receives a “Released” notification via JPAS • Requesting SMO then waits for investigation to be opened by OPM
Browser Configuration • Before the Applicant can access e-QIP, they must ensure that their computer browser (Internet Explorer, Netscape, Mozilla, etc…) is properly configured • If using Microsoft Internet Explorer, applicants must have version 5.5 or newer, with Service Pack 2. • If using Mozilla, applicants must have version 1.0 or newer. • If using Netscape Navigator, applicants must use version 6.1 or newer. Probably the most common e-QIP problem for applicants who are accessing the system for the first time is that “TLS” is not a standard default on IE and must be enabled manually. Once applicants have enabled TLS on the initial log-in it will stay in active for each subsequent log-in.
Enabling TLS 1.0 • Applicant must enable Transport Layer Security 1.0 to use e-QIP. • First, verify that your browser supports 128-bit "strong encryption" by selecting "Help" > "About Internet Explorer" from the web browser's menu. If "Cipher Strength: 128-bit" does not appear in the "About Internet Explorer" window then you will need to install the Internet Explorer High Encryption Pack. • Next, check the TLS 1.0 setting by selecting "Tools" > "Internet Options" on the web browser's menu. • Select the tab labeled "Advanced." • Locate the section labeled "Security." • Locate the item in that section labeled "Use TLS 1.0." In Internet Explorer, this option is disabled by default. Check the box to enable TLS 1.0. • Click the "OK" button to save these changes.
Problem Checklist • Releases not dated, signed or legible. Modifications must be initialed by Subject. • DOB or POB discrepancy between FPC and SF86/SF85P. • Missing middle name on FPC (Must match SF86/SF85P). Indicate “NMN”, if there is no middle name. Indicate “IO” if Initial only. • Missing City, State and Zip. This is required for ALL residence and employment addresses. • The lack of SSNs and POBs for cohabitants on SSBI requests. • Employment and residence gaps (see instructions at www.dss.mil for specifics). • Lack of separation date and residence of spouse in case of separation or divorce. • Missing marital status of previous spouse. If unknown, indicate. • Missing debt clarification; indicate if still outstanding. Provide comments in remarks section if needed. SEE www.dss.mil FOR MORE DETAILS
FAQ 1. Can I access e-QIP with my personal computer at home? If so, do I need a special internet browser? Yes, you can use your personal computer - at home or at the office! e-QIP is designed to be accessible from any computer, anywhere in the world. The only requirement is that you use an internet browser capable of 128-bit encryption. 2. What is the process for completing my SF-86 using e-QIP? Once you have been notified that you have access, login by entering your social security number and answering the three Golden questions. After logging in the first time, you will be prompted to change your golden questions to ensure the security of your data. After changing your Golden questions, e-QIP presents you with the Main Menu. Select the link entitle, “Enter Your Data” from the main menu screen. After reading all instructions, you can now begin entering your personal data. In order to ensure the completeness of your data, a validation routine will run after each page is submitted. The validation routine will point out any errors and provided detailed instructions on how to satisfy each incorrect or missing item. When you are satisfied that your form is complete, select the “Display Your Data” link from the main menu. After a final review of your date, select the “Certify/Submit” button to finish your form. On the last screen make sure to print a copy for your records and print and sign each form that has a blank for your signature. Only after you have printed and signed the appropriate signature pages, should you click on the final link entitled, “Release Request/Transmit to Agency.” 3. Do I have to change my golden questions? To protect your personal data from unauthorized disclosure it is highly recommended that you change your golden questions/answers to items that are unique and personally specific to you, but could not easily be guessed by others.
FAQ Continued 4. I cannot login to e-QIP. What should I do? After verifying all system requirements listed in the e-QIP brochure, contact your sponsoring agency to verify that you currently have an active request in the e-QIP system. 5. When I try to login, e-QIP displays golden questions that I have never created, or that I don’t know the answer to. What should I do? If you are getting “bogus” Golden Questions that you do not recognize or do not know the answer to, please contact your sponsoring agency to verify that you currently have an active request in the system or to request that your Golden questions be re-set to the default values. 6. I have just logged in and haven’t entered any data. I don’t know where to start from the Main Menu. What do I do? Click on the link entitled “Enter Your Data” to begin entering your personal data. 7. What does the “Submit” button do? The “Submit” button saves any data that you have entered on the current screen. 8. What does the Reset button do? The Reset button clears (removes) any new data recently entered on a screen that has not been previously saved. 9. Do I have to go through the form question by question, in numerical order? No. You may skip ahead or go back to any question number by selecting the desired question from the Navigation Bar located at the top right-hand side of the screen. This opens a drop down menu that contains all the sections of the form. Simply select the desired question and press the “Go” button to proceed to selected section.
FAQ Continued 10. Is there a way to tell which questions I have finished? Yes. At any time you can go to the Navigation Bar at the top of the screen an select the “Validate, Certify, and Release” link. The system will then display all remaining errors that must be satisfied before you can submit the form. 11. Where do I get help for completing a specific question? Click the “Help” link located upper left hand corner of each page for additional instructions on completing specific questions. 12. What’s the difference between an “Error” and a “Warning” when validating my data? A “Warning” message alerts you to a potential problem with your data which may require additional explanation. An “Error” must be corrected prior to certifying your completed form. 13. When should I validate my data? You can validate your data at any time while you are entering/editing data; however every applicant is required to validate their data on the final screen before they are able to certify their form. 14. Can I certify my form with errors? No, all “Error” and “Warning” messages must be sufficiently satisfied before you can certify and release your e-QIP request. 15. Should I do anything before I certify my data? After your data has passed validation you should click on the “Display” link in the upper left hand corner of the screen to verify your data and to ensure that your answers are complete and accurate to the best of your knowledge. Then select “Validate, Certify, and Release” from the Navigation Bar in the top right-hand side of the screen and follow the additional instructions. After certifying your data, you will not be able to edit your form.
FAQ Continued 16. I have completed this form in the past. Why doesn’t this system have that data? e-QIP can only retrieve data previously entered into the e-QIP system. Data from previously completed paper forms or data from other automated systems has not been loaded into this system. 17. I’ve only entered a little data, but I have to go to a meeting. What should I do? Click the “SAVE” button at the bottom of the page to save your data. Then click the “Log-out” button at the top of the screen to exit the system. 18. I don’t have a suffix on my name. What do I do? Leave the suffix field blank. 19. I don’t have a first or middle name. What do I do? Check the NFN (no first name) or NMN (no middle name) box. 20. I’m not sure of a date. What do I do? Estimate the date (month and year) to the best of your ability and check the “EST” checkbox, indicating that this is an estimated date. 21. I have a validation error that says that a date has to be after another date. What does this mean? Many questions involving dates are validated against the birth date entered in question 2.Most date fields pertaining to the applicant (not relatives) must be after the applicant’s birth date. 22. I am 6 feet tall. I entered 6 feet, but I got an error message telling me to enter inches. What do I do? Select 0 (zero) for inches and submit.
FAQ Continued 23. I’ve entered as much information as I think I can for questions 9 and 11, but I still get errors. Why? To correctly complete an e-QIP request you cannot have gaps between your dates. Validation is based on data entered and any time lapse between the end date of one record and the start date of the next record will prompt and error message. You must indicate all period of self-employment, unemployment, or vacation as appropriate. Please provide as complete a set of data as possible. Depending on the type of investigation you will receive, you may be required to provide 10 years of data for some questions. An error message will indicate if this is the case. 24. On question 9, I get an error message about needing a record with “Present”. What does this mean? Question 9 requires one record to have an end date for which you have checked the Present box, indicating your current residence. 25. I have to enter a foreign address. What do I do for zip code? If there is a postal code associated with the foreign address, enter it in the comment field. 26. I hit the Back button and something strange happened. What’s wrong? As a general rule, do not use your browser’s Back button for navigation within the applicant section of e-QIP. Use the question navigation buttons or the buttons at the bottom of the screen instead. 27. I have more than 3 degrees to enter in question 10. What do I do? Enter three, click Submit. The system will then display additional lines for you to add additional degrees.