Presentation on theme: "Electronic Questionnaire for Investigation Processing (e-QIP)"— Presentation transcript:
1 Electronic Questionnaire for Investigation Processing (e-QIP) This presentation was written using PowerPoint 2003You may need to save this to your current PowerPoint version for it to function correctlyElectronic Questionnaire for Investigation Processing (e-QIP)Instructions using JPAS 2.3.0View Presentation using “Slide Show” (Shift + F5)Developed by the JPAS Industry TeamVersion 10
2 What is e-QIP?e-QIP is a secure website designed to process and store all personnel investigative forms for DoDDoD 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
3 e-QIP Functionalitye-QIP can be done from anywhere with any computer that can access the Internete-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
4 JPAS and e-QIPAir ForceJPASNavyDISCOe-QIPIndustryArmy
5 e-QIP Process for Industry InitiateGenerateReviewApproveReleaseDISCOApproves completed PSQOPMLoads PSQ into PIPS system – Request is terminatedDISCOReviews completed PSQApplicantCompletes their Personal Security Questionnaire (PSQ)Requesting SMOInitiates the Personal Security Investigation (PSI) Request
6 Version 2.3.0 DISCO does both Review & Approve e-QIP FlowchartsVersion DISCO does both Review & ApproveInitiateGenerateReviewApproveReleaseDetailed FlowchartDetailed FlowchartDetailed FlowchartDetailed Flowchart
7 Granting “e-QIP” Authorization Existing JCAVS UserAccount Managers will “grant” existing JCAVS Users the authorization to initiate Investigation RequestAccount Manager authorizes the JCAVS User authorization via the “Add/Modify/ Remove JCAVS User” screenOnce the “Initiate PSI” button has been clicked and saved, the person can immediately start processing investigation requests
9 JPAS/e-QIP Requirements After a JPAS User has been granted authorization, the “Investigation Request” hyperlink will become activatedBefore a JPAS User can initiate a request, they must have an Owning or Servicing relationship with the ApplicantOnce 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
10 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 requestPerson must be owned/serviced by SMOIf 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.”
11 Initiate Request Process To initiate request, click on “Investigation Request” hyperlink - located below the “In/Out Process” hyperlinkIf the “Investigation Request” link is NOT there:Ensure the “Correct” Person Category is being displayedEnsure you have a relationship with the personCheck “Investigation Summary” section for an active investigation requestEnsure the person has “DoD Contractor Companies” displayed in the “Service/Agency” of the Add/Modify screen
13 Determine Investigation Scope Completing the Investigation Request formYou must then complete the “Determine Investigation Scope” ScreenSelect the appropriate eligibility:SCI - DCID 6/4Top SecretEnter Prime Contract NumberSecretConfidential
15 Determine Investigation Type Completing the Investigation Request form - continuedClick “Determine Investigation Type” ButtonDetermine 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”:ContractorKMPDetermine if “Override Justification” of Service Code is required (the override function is NOT available for Industry at this time)
17 Additional Scope Information Completing the Investigation Request form - continuedDetermine “Form Type” (SF86 only this version)Position Title – Industry enter “Contractor”Date of Birth – Pre-populatedAccess Codes:SSBI or SBPR = Top SecretNLC = Secret or ConfidentialSensitivity ADP = Leave BlankEnter the date “Local Agency Check” was conductedService Agency = “DoD Contractor Companies”
19 Requesting Official Information Completing the Investigation Request form - continued“Requesting Official” sectionRequester’s NameRequester’s Job TitleRequester’s PhoneRequester’s ExtensionEach facility should determine if the Requesting Official” is the FSO or the actual person submitting the requestPerson who will be contacted by DISCO or OPM
20 Scroll Down Enter the Name of the Requesting Official Enter the Title of the Requesting OfficialMichael H. WoolweaverEnter the Telephone Number of the Requesting OfficialInvestigator(703)Enter the Extension of the Requesting OfficialScroll Down
21 Security Folder Section Completing the Investigation Request form - continued“Security Folder” section (location of Applicant’s Security folder)Location Options (Defaults to “Other” for IndustryNoneSOI (Submitting Office Identifier)NPI (No Pertinent Information)Other (must enter location name, address, city, state and zip)The Organization’s information is automatically loaded
22 Defaults to Company Name Defaults to “Other”Defaults to Company NameDefaults to Company AddressDefaults to Company CityDefaults to Company StateDefaults to Company Zip
23 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)NoneNPRC (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
24 Boeing Overtypes Address Defaults to Company Name Defaults to “Other”Boeing Overtypes AddressDefaults to Company NameBoeing Overtypes with Ken’s NameBoeing Overtypes CityBoeing Overtypes State2201 Seal Beach BlvdDefaults to Company AddressKen EngelhardDefaults to Company CitySeal BeachCalifornia90740Defaults to Company StateBoeing Overtypes ZipDefaults to Company Zip
25 Initiate/Pending Request Completing the Investigation Request form - continuedIf you’re NOT ready to submit the request, click the “Pending PSI” buttonThe request will be savedYou’ll have to return and click “Initiate PSI” to submit requestIf you’re ready to submit the request, click the “Initiate PSI” buttonThe request will be submitted to DISCONotify Applicant to complete PSQProvide Applicant with “e-QIP Applicant Instruction” sheet
26 Click “Pending PSI” to hold off submitting request Click “Initiate PSI” to submit requestClick “Save”
27 Time LimitsApplicant has 30 days from the date when the Investigation Request was initiated to “start” the PSQ or the Investigation Request is terminatedApplicant has 90 days from the date when the Investigation Request was initiated to “submit” the PSQ or the Investigation Request is terminatedIf the Requesting SMO places the investigation request in “Pending PSI” status, the time limits do not start until the “Initiate PSI” button is activated
28 Draft/Review PSQ (Optional) Inform Applicant that PRIOR to “certifying” their PSQ, that they should provide you with a “working” copy of their PSQYou should review the working copy of the PSQ for completeness and accuracyNotify Applicant of any required changes or additionsOnce changes and/or additions have been made, advise Applicant to certify their PSQ
29 The instructions for printing the “working” copy are listed here The Applicant would print a “working” copy of their PSQ from this screen
30 Validate, Review and Certify Initiation Process - continuedOnce the review is completed, have applicant certify their PSQHave Applicant:Print copy of the Archived PSQPrint out the three (3) releases and sign (make sure to use system generated releases)Certify and transmit PSQFile a copy of Archived PSQ in the Applicant’s Security folder until investigation is completed
31 Farewell 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 themFarewellClick Hyperlink to print Release formsClick the “Continue” buttonClick Hyperlink to Release & Transmit PSQClick Hyperlink to print copy of Archival PSQNow once the Applicant is ready to “Certify” their PSQ they will click on the “Continue” buttonClick “Certify Investigation Request”The Investigation Request along with the Applicant’s PSQ have now been forwarded to DISCO for Review and ApprovalIMPORTANTAfter the Applicant clicks “Certify Investigation Request” the Applicant can NO longer access their PSQ
32 Releases & Fingerprint Cards Initiation Process - continuedSend signed releases and any fingerprint cards to:e-QIP Rapid Response TeamOPM-FIPCPO Box 618Boyers, PA 16018IMPORTANT NOTE #1If 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 #2If 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 TeamOPM-FIPC1137 Branchton RoadBoyers, PA 16018FedEx:(724)Attention: Jody GanoorBecky FoxFax
33 Checking StatusInitiation Process - continuedThere are two ways to get to the “Investigation Request Status History” for each request:Notifications – Investigation Request StatusPerson Summary Screen – Investigation HistoryMust be an authorized e-QIP requestor within the Requesting SMOMust have a relationship with the Applicant
34 Checking status via the Person Summary Screen Investigation Request Status HyperlinksChecking status via the Person Summary ScreenClicking on a hyperlink will take you to the request form
35 Ready for Review Process Once the Applicant certifies and transmits the PSQ, the Investigation Request goes to DISCO for review and approvalRequesting SMO receives a “Ready-for-Review” via JPAS notificationDISCO assigns the Investigation Request to an AdjudicatorThe DISCO Adjudicator reviews the request and the completed PSQ for accuracy and completenessThe DISCO Adjudicator can either “Stop” or “Approve” the Investigation RequestIMPORTANT NOTECurrently 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.
36 Scroll Down Initiate PSI Date Request was Initiated Ready-for-Review PSQDate Request Arrived at DISCOScroll Down
37 DISCO Stop ProcessIf discrepancies are noted during the “Ready-for-Review” process, the DISCO Adjudicator “stops” the Investigation RequestRequesting SMO receives a “Ready-for-Review (Stopped)” notificationDISCO notifies requesting SMO of discrepancies via “Message from CAF” notificationOnce the discrepancies are corrected, DISCO will “Resume” the review processRequesting SMO will receive a “Ready-for-Review (Resumed)” notification
38 Scroll Down Ready for Review PSQ (Stopped) Date Request was Stopped Ready-for-Review PSQ (Resumed)Date DISCO Resumed Review ProcessScroll Down
39 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 notificationThe Adjudicator can “stop” investigation request if additional information is requiredRequesting SMO receives a “Ready for Approval (Stopped)” via JPAS notificationDISCO notifies requesting SMO of discrepancies via “Message from CAF” notification
40 DISCO Approval Process Approval Process - continuedOnce the additional information is corrected in the PSQ, DISCO will resume the approval processRequesting SMO receives a “Ready for Approval (Resumed)” via JPAS notificationThe Adjudicator will then “approve” requestRequesting SMO receives an “Approved PSQ” via JPAS notificationInvestigation Request then sent to OPM
41 Scroll Down Created By Reviewed By Approved By Approver’s Phone Number Date Request became Ready for ApprovalReady for ApprovalDate Request was StoppedReady-for-Approval PSQ (Stopped)Date Request was ResumedReady-for-Approval PSQ (Resumed)Date Request was ApprovedApproved PSQScroll Down
42 Released ProcessOnce the Investigation Request arrives at OPM, their internal system “PIPS” notifies e-QIP that the request was successfully receivedOnce the request is successfully loaded into PIPS, the Investigation Request is “terminated”e-QIP notifies JPAS that the Investigation Request was “released” into PIPSThe requesting SMO receives a “Released” notification via JPASRequesting SMO then waits for investigation to be opened by OPM
43 Browser Configuration Before the Applicant can access e-QIP, they must ensure that their computer browser (Internet Explorer, Netscape, Mozilla, etc…) is properly configuredIf 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.
44 Enabling TLS 1.0Applicant 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.
45 SEE www.dss.mil FOR MORE DETAILS Problem ChecklistReleases 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 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 FOR MORE DETAILS
46 FAQ1. 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.
47 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.
48 FAQContinued10. 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.
49 FAQContinued16. 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.
50 FAQContinued23. 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.
51 FAQContinued28. Can I see if I am qualified for a security clearance even if I am not a Federal employee?No. It is not possible to "pre-apply" for a security clearance. Not all Federal employees/contractors have security clearances. Individuals who are tentatively selected for government jobs (or as Federal contractors) will be investigated as appropriate. If access to National Security Information is required, you will need to complete a security questionnaire and an investigation will be conducted. If the investigation results are favorable, a security clearance will be granted if appropriate.
53 Click Here to Return to Flowchart “Initiate” FlowchartYesNoRequestor accesses Applicant’s Person Summary screenRequestor determines investigation is requiredRequestor clicks the “Investigation Request” linkRequestor completes the “Investigation Request”Requestor clicks the “Pending PSI” buttonRequestor clicks the “Save” buttonInvestigation Request is registered with the e-QIP databaseRequestor clicks the “Initiate PSI” buttonRequestor completes the “Additional Scope Information” sectionRequestor completes the “Additional Request Information” sectionIs theRequestorready to initiate the Investigation Request?Requestor completes the “Investigation Scope” sectionRequestor checks “Investigation Request Status History”“Initiate PSI” annotated in Investigation Request Status History sectionRequestor sends Applicant the “eQIP Information Sheet”Click Here to Return to Flowchart
54 Click Here to Return to Flowchart “Generate” FlowchartApplicant receives the “eQIP Information Sheet”Applicant answers the “default” Golden QuestionsApplicant can change the “default” Golden Questions if so desiredApplicant logs into the eQIP websiteApplicant enters their SSNApplicant completes their Personal Security QuestionnaireApplicant completes their Personal Security QuestionnaireApplicant Prints “working” copy of PSQApplicant provides “working” copy of PSQ to RequestorApplicant provides updated copy of PSQ to RequestorApplicant corrects discrepancies in PSQRequestor notifies Applicant of discrepanciesWere any discrepancies identified?YesNoRequestor Reviews updated copy of PSQWere any discrepancies identified?Requestor notifies Applicant to Certify and Transmit PSQApplicant Prints “Archived” copy of PSQYesNoRequest check History Status for “Ready for Review” notificationApplicant clicks “Release Request/Transmit to Agency”Requestor sends/faxes Signature Forms to OPMApplicant signs “Signature Forms”Applicant Prints “Signature Forms”Click Here to Return to Flowchart
55 Click Here to Return to Flowchart “Review & Approve” FlowchartDISCO receives Investigation RequestRequesting SMO receives “Ready for Review” notificationDISCO assigns Investigation Request to AdjudicatorRequesting SMO receives “Ready for Approval” notificationAdjudicator reviews Investigation RequestAdjudicator reviews PSQfor accuracy andcompletenessIs additional information required?YesAdjudicator “Stops” Review/Approval processRequesting SMO receives a “Ready for Review (Stopped)” notificationYesNoAdjudicator makes Interim determination if applicableAdjudicator forwards PSQ to OPMAdjudicator approves requestNoIs additional information required?Adjudicator notifies Requesting SMO why review was stoppedRequesting SMO receives “Ready for Review (Resumed) notificationAdjudicator reviews updated PSQRequesting SMO receives “Message from CAF”Adjudicator Resumes the Review processApplicant clicks “Release Request/Transmit to Agency”Applicant prints out copy of new Achieved PSQApplicant logs into eQIP and corrects discrepanciesRequestor initiates a NEW Investigation Request for ApplicantRequestor notifies Applicant of the discrepanciesClick Here to Return to Flowchart
56 Click Here to Return to Flowchart “Release” FlowchartRequesting SMO receives “Approved PSQ” notificationOPM locates signed Signature Forms for ApplicantOPM receives Investigation RequestOPM review Investigation RequestIs the investigationfor a Periodic Reinvestigation?OPM determines if fingerprint cards are requiredOPM loads the PSQ and Request information into PIPSYesInvestigation Request is TerminatedNoOPM locates fingerprint cards for ApplicantRequesting SMO receives “Released” notificationRequesting SMO waits for investigation to be opened by OPMClick Here to Return to Flowchart