Texas Department of Family and Protective Services

Texas Department of Family and Protective Services Automated Background Check System User Guide Fiscal Year 2009 (Revised on 10/1/08)

Table of Contents Overview...3 Automated Background Check System...4 Provider Registration...7 Provider Login...12 Provider Logout...15 ABCS Background Check Request Results...18 ABCS Provider Background Check Request...19 User Reset Password... 35 ABCS User Change Password... 39 ABCS Manage Account......42 Add A New User...42 ABCS Manage Account Edit User...46 ABCS Manage Account Delete User...49 ABCS Manage Account Change Main Provider Email Address...51 Fiscal Year 2009 Page 2

Overview The (DFPS), Automated Background Check System (ABCS) is a web-based application that is designed for DFPS contractors and subcontractors to electronically submit criminal, as well as abuse and neglect history background checks for their employees and/or volunteers. Due to the confidential nature of the DFPS client information, all contracted provider employees, volunteers and subcontractors must have a completed background check with cleared results from the Texas Department of Public Safety (DPS), the Texas Department of Family and Protective Services (DFPS) and, under certain circumstances, the Federal Bureau of Investigation prior to having access to DFPS clients and their records. A background check is required of all DFPS contractor and subcontractor employees and/or volunteers every two (2) years from dates of hire if they have access to DFPS clients or client information. Specific background check forms must be completed for the initial and any subsequent background checks. Original forms, along with Background Check Request Confirmations are to be maintained by the contractor and/or subcontractor submitting the background check request. Information on those documents is entered into the ABCS web forms. The Background Check Request Forms are provided by the Purchased Client Services contract managers to contractors and/or subcontractors. For Technical Assistance Administrators and/or users can call the DFPS Background Check Support Line at 1-800-645-7549, available Monday through Friday from 8:30 a.m. to 4:30 p.m. Central Time. Examples of technical assistance problems and/or issues are: Status of employee and/or volunteer background check request Password and login difficulties How do I add a user? For all other non-technical questions, issues and/or problems, an email may be sent to pcsbc@dfps.state.tx.us. Web-based Application: The ABCS is an internet-based application and the standard internet features are available to the user. The Browser Back button should be used in the ABCS application to exit from one page to the previous page. Cancel Buttons: It is important to pay close attention to the Cancel Button text boxes in this User Guide as they do not all function the same. Minimum Computer Requirements: The minimum computer requirements needed for the ABCS are Internet Explorer 6.0 or higher, a broadband connection and an active up-to-date anti-virus program. User Guide Fictional and Redacted Information: All information used in this User Guide is fictional. In addition, confidential information contained in some of the images has been redacted. The ABCS is a real time data application and the fictional information could only be used on some of the data entry pages and not on other data entry pages. Fiscal Year 2009 Page 3

Automated Background Check System To access the Automated Background Check System: From the Desktop, double click on the Internet Explorer icon. Enter the DFPS Public Website Address of http://www.dfps.state.tx.us into the web browser s address bar and press the enter key. The DFPS Website Home Page will open. DFPS Website Home Page Click on the Contracting with DFPS link, located below the Prevention & Early Intervention link on the left hand side of the page. The Contracting with DFPS Page will open. Fiscal Year 2009 Page 4

Contracting with DFPS Page The Automated Background Check System for Providers contains three links described below. If the user has registered as an Online Provider to get background checks, click on the Login if you re registered link. The Provider Login Page will open. Refer to the section entitled Provider Login beginning on page 10 for detailed instructions on how to log into the Automated Background Check System. If the user has not registered as an Online Provider to get background checks, click on the Register as an Online Provider to get background checks link. The Provider Registration Page will open. Refer to the section entitled Provider Registration beginning on page 5 for detailed instructions on how to register as an online provider. If the user requires technical assistance or would like to review and/or print the Automated Background Check System User Guide, click on the Help link. The Help for Automated Background Check System (ABCS) for Providers Page will open. Refer to the next page for an image of the Help link page. Fiscal Year 2009 Page 5

Help for for Providers Page Click on the Automated Background Check System User Guide link to open a PDF version of the user guide. This user guide can be reviewed online and/or printed. Below the user guide link, is the Background Check Support Line of 1-800-645-7549, available Monday through Friday from 8:30 a.m. to 4:30 p.m. Central Time. Fiscal Year 2009 Page 6

Provider Registration Through the Automated Background Check System for Providers links the user can log into the ABCS, register as an online provider, and access the Background Check Support Line as well as the ABCS User Guide from the Contracting with DFPS Page. To access the Provider Registration Page, refer to the section entitled Automated Background Check System beginning on page 2 for detailed instructions on how to access the Automated Background Check System and the Contracting with DFPS Page. Contracting with DFPS Page Click on the Register as an Online Provider to get background checks link and the ABCS Provider Registration Data Entry Page will open. Fiscal Year 2009 Page 7

ABCS Provider Registration Data Entry Page Fiscal Year 2009 Page 8

ABCS Provider Registration Data Entry Page Instructions Provider Email Address or Webmail Account Address In this section the Provider Email Address or Webmail Account Address that is entered will receive the clear background check request results from DPS and DFPS, unless an individual email address or webmail account address is entered for additional users. User ID and Password There should be a different User ID for each contract for the administrator and users. The same Password can be used for all contracts by the administrator and users. DATA ENTRY FIELDS Provider Profile Section Resource ID (system required field): Enter the Resource Identification Number. Tab to the next entry field. Contract ID (system required field): Enter the Contract Identification Number. Tab to the next entry field. Provider Email Address (system required field): Enter the Provider s Email Address or Webmail Account Address that will receive the clear background check results in the required format of xxxx@xxx.xxx. (Example: john.smith@yahoo.com) Tab to the next entry field. Confirm Email Address (system required field): Re-enter the Provider s Email Address or Webmail Account Address that will receive the clear background check results in the required format of xxxx@xxx.xxx. (Example: john.smith@yahoo.com) Tab to the next entry field. Initial Administrator Profile Section First Name (system required field): Enter the Legal and Full First Name. Tab to the next entry field. Middle Name: Enter the Legal and Full Middle Name. Tab to the next entry field. Last Name (system required field): Enter the Legal and Full Last Name. Tab to the next entry field. Person ID (system required field): Enter the Person Identification Number. Tab to the next entry field. Social Security Number (system required field): Enter the nine digit Social Security Number with no dashes. Tab to the next entry field. Fiscal Year 2009 Page 9

Date of Birth (system required field): Enter the Date of Birth as MM/DD/YYYY or M/D/YYYY. The Date of Birth can also be entered with the Calendar button in the following order: Month, Year of Birth and Day of Birth; the Date of Birth will populate the field. Note: Please make sure the Year of Birth is correct. Tab to the next entry field. Administrator Email Address (system required field): Enter the Email Address or Webmail Account Address that will receive the clear background check results in the required format of xxxx@xxx.xxx. (Example: john.smith@yahoo.com) Tab to the next entry field. Confirm Email Address (system required field): Re-enter the Email Address or Webmail Account Address that will receive the clear background check results in the required format of xxxx@xxx.xxx. (Example: john.smith@yahoo.com) Tab to the next entry field. User ID (system required field): Enter the User Identification. Tab to the next entry field. User ID Format: The administrator should establish a User ID format, such as the initials of the administrator and user with a shortened name for the contract(s). The User ID must be at least six (6) and no more than fifteen (15) characters. The User ID is case-sensitive. Keep the User ID format simple. Examples: John Smith with Kids Come First jskidsfirst. Jane Johnson with Kids Come First would be jjkidsfirst. Mable Roberts with Family Services would be mrfamservices. Password (system required field): Enter the Password. Tab to the next entry field. Password Requirements: Your password must contain at least 7 characters and no spaces, using at least one character from all 4 of these categories: 1. Uppercase letters: A, B, C, Z 2. Lowercase letters: a, b, c, z 3. Numerals: 1, 2, 3, 9 4. One of the following non-alphanumeric characters (important): # - ( ),. / : ; < >? [ \ ] * _ { } ~ =! $ % ^ & + Selection of other non-alphanumeric characters may not satisfy password rules. The user should write down his/her password, and keep it in a secure place. Do not store your password on your computer monitor, top desk drawer or bulletin board. Do not share your password with other users. Confirm Password (system required field): Re-enter the Password. Tab to or click on the next entry field (Register and Cancel buttons). Fiscal Year 2009 Page 10

ABCS Provider Registration Completed Data Entry Page CANCEL BUTTON The Cancel button will clear all of the data entry fields and the user will have to re-enter all of the information. REGISTER BUTTON To save the provider registration, click on the Register button. SUCCESSFUL PROVIDER REGISTRATION After clicking on the Register button, the ABCS Provider Login Page will open with a bulleted ( ) statement in red as follows: Congratulations! You have been successfully registered. Proceed by entering your User ID and password below and clicking the Login Button.. UNSUCCESSFUL PROVIDER REGISTRATION If errors are made on the ABCS Provider Registration Page, clicking on the Register button will result in a bulleted ( ) list in red stating the specific errors as follows: Password does not satisfy password rules. Please enter a new password.. Correct the errors and click on the Register button and the ABCS Provider Login Page will open. Fiscal Year 2009 Page 11

Provider Login After the Administrator has registered as an Online Provider, the administrator can log into the Automated Background Check System and submit background check requests, reset his/her password, change his/her password, and manage the account (i.e. add users, edit users, delete users, and change the main provider email address). After the User has been added, the user can log into the Automated Background Check System and submit background check requests, reset his/her password, and change his/her password. From the Contracting with DFPS Page, the Administrator and User can log into the Automated Background Check System. To access the Provider Login Page, refer to the section entitled Automated Background Check System beginning on page 2 for detailed instructions on how to access the Automated Background Check System and the Contracting with DFPS Page. Contracting with DFPS Page Click on the Login if you re registered link and the ABCS Provider Login Data Entry Page will open. Fiscal Year 2009 Page 12

ABCS Provider Login Data Entry Page Login Information If a batch process is running, the Administrator and/or users will not be able to log in. The batch process occurs generally in the early morning hours (i.e. 3:00 a.m.). If the administrator or the user waits about an hour, he/she will be able to login. If an incorrect password is entered, you will receive an error statement, Invalid User ID/Password. If you forgot your password, click on the Click here if you forgot your password link. There are two sections in resetting a password. Refer to the section entitled User Reset Password beginning on page 33 in this user s guide for detailed instructions on how to reset your password. If you have not registered as an online provider, click on the Not yet registered as an online provider? Click here to register.. Click here to register. Link. Refer to the section entitled Provider Registration beginning on page 5 in this user s guide for detailed instructions on how to register as an online provider. DATA ENTRY FIELDS User ID: Enter the User Identification. Tab to the next entry field. Password: Enter the Password. Tab to or click on the next entry field (Login and Cancel buttons). Fiscal Year 2009 Page 13

ABCS Provider Login Completed Data Entry Page CANCEL BUTTON The Cancel button will clear all of the ABCS Provider Login Page entry fields and the user will have to re-enter all of the information. LOGIN BUTTON To complete the login process, click on the Login button. SUCCESSFUL PROVIDER LOGIN If there are no errors after clicking on the Login button, the ABCS Main Page will open. UNSUCCESSFUL PROVIDER LOGIN If errors are made on the ABCS Provider Login Page, clicking on the Login button will result in a bulleted ( ) list in red stating the specific errors as follows: Invalid User ID and/or Password. Please try again.. Correct the errors and click on the Login button and the ABCS Main Page will open. Fiscal Year 2009 Page 14

Provider Logout To logout of the Automated Background Check System, click on the X in the upper right hand corner of the Internet Explorer Browser. ABCS Main Page Fiscal Year 2009 Page 15

ABCS Main Page The ABCS Main Page is the Home Page in the Automated Background Check System. From the ABCS Main Page the administrator and users can submit a background check request and change his/her password. In addition, the administrator can add users, edit users, delete users, and change the main provider email address or webmail account address through the Manage Account link. Fiscal Year 2009 Page 16

ABCS Main Page Section Descriptions Provider Profile Section Resource Name: The contractor and/or subcontractor Resource Name. Resource ID: The contractor and/or subcontractor Resource Identification Number. Contract ID: The contractor and/or subcontractor Contract Identification Number. Email Address: The Provider Email Address or Webmail Account Address that will receive the clear background check request results from DPS and DFPS. Current User Profile Section User ID: The User Identification. User Email Address: The Provider Email Address or Webmail Account Address that will receive the clear background check results from DPS and DFPS, unless a different Email Address or Webmail Account Address has been entered for the user. Refer to the section entitled Manage Account Add A New User beginning on page 40 in this user s guide. Select An Action Section Submit a background check link opens the ABCS Provider Background Check Request Policy and Data Entry Page. Change your password link opens the ABCS User Change Password Data Entry Page. Manage Account link opens the Manage Account Page. Only the Administrator will have access to this link that allows the Administrator to Add Users, Edit Users, and Delete users that are no longer authorized to submit background check requests for the contractor and/or subcontractor, as well as change the main provider email address or the webmail account address community password. Background Check Online History Section All submitted background check requests are listed in this section with the information described below. Background Check Name: Submitted Background Check Request Name. Date Entered: Date the background check request was entered into the ABCS. Date Submitted: Date the background check request batch process was passed to the DFPS case management system. User Name: Name of the user that submitted the background check request. Fiscal Year 2009 Page 17

Background Check Online History Column Sorting and Navigation Click on the Column Heading to sort alphabetically by the Background Check Name or the User Name. Click on the Column Heading to sort by date the Date Entered or Date Submitted. The BACKGROUND CHECK ONLINE HISTORY remains listed in reverse chronological order unless sorted differently by the user. Click on the First Page, Previous Page, Next Page or Last Page links to navigate forward and backwards through the BACKGROUND CHECK ONLINE HISTORY or enter the page number in the Go To Page: Box and click on the Go button. Clear Email Results ABCS Background Check Request Results If the background check request results are clear, a clear email will be sent to the email account specified for the administrator or user who submitted the background check request. The administrator or user will receive two (2) separate emails: One email from DPS for the criminal history background check request, and One email from DFPS for the abuse and neglect history background check request If the individual lived outside the State of Texas any time during the past three years, an FBI Check is required. The administrator or user will receive a 3rd email if the results are clear. This is a manual process and not part of the web-based ABCS. The administrator or user will need to contact their DFPS Point of Contact for information on how to complete the FBI Check request process. Fiscal Year 2009 Page 18

ABCS Provider Background Check Request Background check requests are submitted through a link on the ABCS Main Page. To access the ABCS Main Page, refer to the section entitled Provider Login beginning on page 10 for detailed instructions on how to log into the Automated Background Check System. ABCS Main Page Click on the Submit a background check link and the ABCS Provider Background Check Request Policy and Data Entry Page will open. Fiscal Year 2009 Page 19

ABCS Provider Background Check Request Policy and Data Entry Page Fiscal Year 2009 Page 20

Background Check Request Policies The Department of Family and Protective Services (DFPS) and the Purchased Client Services (PCS) Background Check Request Polices should be thoroughly read and followed in the submission of background check requests. Department of Family and Protective Services Policy After reading the DFPS policy, click on the Purchased Client Services Policy link. Purchased Client Services Policy After reading the PCS Background Check Request Policy, click on the Return to Background Check Request page link to return to the ABCS Provider Background Check Request Policy and Data Entry Page. Fiscal Year 2009 Page 21

Provider Background Check Request Data Entry Page Enter Key On the Background Check Request data entry page do not use the Enter key to move forward from field to field. The Enter key can be used to Submit and Confirm the Background Check Request. Provider Profile Section Resource Name: The contractor and/or subcontractor Resource Name. Resource ID: The contractor and/or subcontractor Resource Identification Number. Contract ID: The contractor and/or subcontractor Contract Identification Number. Email Address: The Provider Email Address or Webmail Account Address that will receive the clear background check request results from DPS and DFPS. DATA ENTRY FIELDS Type of Check Data Entry Fields Instructions and Information FPS History Check DPS Criminal History Check This check ( ) box is automatically selected. This check ( ) box cannot be de-selected. Click on the check ( ) box. Tab to or click in the next entry field (First Name entry field) unless an FBI Check Request is required. The DPS Criminal History check box is Policy Required for all Purchased Client Services Contractors and/or Subcontractors. Click on the check ( ) box, if applicable. Tab to or click in the next entry field (First Name entry field). FBI Check FBI Check Request Information An FBI Check Request must be completed for anyone who has lived outside the State of Texas any time during the past three years. FBI Check Requests are recorded on the Background Check Request data entry page for documentation purposes only. The process for requesting an FBI Check Request is a manual process. Please contact your DFPS Point of Contact for information on how to complete the FBI Check Request process. Fiscal Year 2009 Page 22

Current Name DEMOGRAPHIC INFORMATION SECTION First Name (system required field): Enter the Legal and Full First Name. Tab to the next entry field. Middle Name/Initial: Enter the Middle Initial Only. Tab to the next entry field. Last Name (system required field): Enter the Legal and Full Last Name. Tab to the next entry field. Name Suffix: Use the down arrow ( ) key to highlight the Suffix from the drop down list box, if applicable. Drop down list box options: Fifth, Fourth, Junior, M.D., PhD, Second, Senior, and Third. Tab to or click on the next entry field (+ sign for Alternative Names). If the person does not have a Middle Name, Maiden Name, Alias and/or Suffix, tab to the SSN entry field. Alternate Names (if applicable) Alternate Names are entered in every possible combination. This includes with and without the suffix and with the Full Legal Name as well any Nick Name the person also goes by in every possible combination (e.g. Jacqueline, the Full Legal Name and also Jackie, the Nick Name). A short list of example combinations is listed below: First Name, Middle Name, Last Name First Name, No Middle Name, Last Name First Name, Middle Initial, Maiden Name First Name, Middle Name, Maiden Name, etc. To enter Alternate Names, click on the + sign. The cursor will jump to the top of the page; press the tab key once and the cursor will jump down to the First Name entry field. First Name: Enter Full First Name. Tab to the next entry field. Middle Name: Enter the Middle Name. Tab to the next entry field. Last Name: Enter Full Last Name. Tab to the next entry field. Suffix: Use the down arrow ( ) key to highlight the Suffix from the drop down list box, if applicable. Drop down list box options: Fifth, Fourth, Junior, M.D., PhD, Second, Senior, and Third. Tab to or click on the next entry field (Add and Cancel buttons). Click on the Add button to Save the Alternate Name. The cursor will jump to the top of the page; press the tab key once and the cursor will jump down to the First Name entry field. To Edit an Alternate Name, click on the Edit link. The cursor will jump to the top of the page; the user will need to scroll down the page and click in the entry field that needs editing. Edits are saved by clicking on the Add button. The cursor will jump to the top of the page; press the tab key once and the cursor will jump down to the First Name entry field. To Delete an Alternate Name, click on the Delete link. The cursor will jump to the top of the page; the user will need to scroll down the page to the Alternate Names section and the Alternate Name will not be listed. To Cancel an Alternate Name that is being added, click on the Cancel button. The cursor will jump to the top of the page; the user will need to scroll down the page to the Alternate Names section and the Alternate Name entry fields will be cleared. Fiscal Year 2009 Page 23

Social Security Number (system required field): Enter the nine digit Social Security Number with no dashes. Tab to the next entry field. Date of Birth (system required field): Enter the Date of Birth as MM/DD/YYYY or M/D/YYYY. The Date of Birth can also be entered with the Calendar button in the following order: Month, Year of Birth and Day of Birth; the Date of Birth will populate the field. Note: Please make sure the Year of Birth is correct. Tab to or click on the next entry field (Gender Radio (Ο) buttons). Gender (system required field): Click on the Female or the Male Radio (Ο) button. Tab to or click in the next entry field (Address 1 entry field). Current Address Physical Addresses Only (No P. O. Boxes) Address 1 (system required field): Enter the Physical Address. Tab to the next entry field. Address Line 2: Enter the Apt #, Suite, etc. Tab to the next entry field. City (system required field): Enter the City. Tab to the next entry field. State (system required field): Defaults to Texas. Use the down arrow ( ) key to highlight the State and/or Country from the drop down list box. Drop down list box options: All 50 states from Alabama to Wyoming, and most countries. Tab to or click in the next entry field. Zip Code (system required field): Enter the Zip Code. Tab to the next entry field. County (system required field): Use the down arrow ( ) key to highlight the County Name from the drop down list box. Drop down list box options: -None-, OUT OF STATE and all 254 counties in the State of Texas from ANDERSON to ZAVALA. Tab to or click on the next entry field (+ sign for Previous Addresses). If the person does not have any Previous Addresses, tab to the External User Type drop down list box. County Name Drop Down List Box In the County drop down list box, the user can advance through the list of counties by pressing the 1 st alpha character of the County Name and continue pressing the alpha character until the user reaches the County Name. The County Name List rolls alphabetically within each 1 st alpha character of the County Name. Fiscal Year 2009 Page 24

Previous Addresses (if applicable) All previous addresses for the last ten (10) years must be entered. To enter Previous Addresses, click on the + sign. The cursor will jump to the top of the page; press the tab key once and the cursor will jump down to the Address 1 entry field. Address 1: Enter the Physical Address. Tab to the next entry field. Address Line 2: Enter the Apt #, Suite, etc. Tab to the next entry field. City: Enter the City. Tab to the next entry field. State: Use the down arrow ( ) key to highlight the State and/or Country from the drop down list box. Drop down list box options: All 50 states from Alabama to Wyoming, and most countries. Tab to the next entry field. Zip Code: Enter the Zip Code. Tab to the next entry field. County: Use the down arrow ( ) key to highlight the County Name from the drop down list box. Drop down list box options: -None-, OUT OF STATE and all 254 counties in the State of Texas from ANDERSON to ZAVALA. Tab to or click on the next entry field (Add and Cancel buttons). County Name Drop Down List Box In the County drop down list box, the user can advance through the list of counties by pressing the 1 st alpha character of the County Name and continue pressing the alpha character until the user reaches the County Name. The County Name List rolls alphabetically within each 1 st alpha character of the County Name. Click on the Add button to Save the Previous Address. The cursor will jump to the top of the page; press the tab key once and the cursor will jump down to the Address 1 entry field. To Edit a Previous Address, click on the Edit link. The cursor will jump to the top of the page; the user will need to scroll down the page to the Previous Addresses section and click in the entry field that needs editing. Edits are saved by clicking on the Add button. The cursor will jump to the top of the page; press the tab key once and the cursor will jump down to the Address 1 entry field. To Delete a Previous Address, click on the Delete link. The cursor will jump to the top of the page; the user will need to scroll down the page to the Previous Addresses section and the Previous Address will not be listed. To Cancel a Previous Address that is being added, click on the Cancel button. The cursor will jump to the top of the page; the user will need to scroll down the page to the Previous Address section and the Previous Address entry fields will be cleared. Fiscal Year 2009 Page 25

External User Type (system required field): Use the down arrow ( ) key to highlight Service Provider from the drop down list box. Note: The other drop down list box options of Volunteer, Intern, Vendor, Outsourced, Other State Agency, County, and Applicant are for DFPS New Hire Only. Tab to the next entry field. Date of Hire: Enter the Date of Hire as MM/DD/YYYY or M/D/YYYY. The Date of Hire can also be entered with the Calendar button in the following order: Month, Year of Birth and Day of Hire; the Date of Hire will populate the field. Note: Please make sure the Year of Hire is correct. Tab to or click on the next entry field (Ethnicity Radio (Ο) buttons). Ethnicity (system required field): Click on the Hispanic, the Not Hispanic, or the Unable to Determine Radio (Ο) button. Click on the next entry field (Race check ( ) boxes). Race (system required field): Click on the check ( ) box(es) for the Race(s) that applies. Race options: American Indian/Alaskan Native, Asian, Native Hawaiian/Pacific Islander, Black, White, and Unable to Determine. If on Form 2971c the person is Asian/Pacific Islander, click on the Asian and Native Hawaiian/Pacific Islander check ( ) boxes. Click on to the next entry field section (Purchased Client Services Contractors and/or Subcontractors Section Only Radio (Ο) buttons). PURCHASED CLIENT SERVICES CONTRACTORS AND/OR SUBCONTRACTORS SECTION This Section is for DFPS, Purchased Client Services contractors and/or subcontractors only. All other contractors and/or subcontractors will skip to the next entry field section (Disclosure and Consent to Release Information Form Questions (Form 2970c) Radio (Ο) buttons located at the top of page 25). Question and Field Names Will this person ever transport DFPS Clients? (policy required field): ID Type: ID #: ID State: Question Responses and Entry Fields Click on the Yes or the No Radio (Ο) button. If the answer is No, skip to and click on the next entry field section (Disclosure and Consent to Release Information Form Questions (Form 2970c) Radio (Ο) buttons located at the top of page 25). If the answer is Yes, tab to the next entry field (ID Type entry field). NOTE: The 3 fields listed below are not currently required as they are not on Form 2971c. When the fields are added to Form 2971c, all 3 fields will be policy required. Use the down arrow ( ) key and highlight the Identification Type from the drop down list box. Drop down list box options: Driver s License and State Issued Identification. Tab to the next entry field. Enter either the Driver s License Number or the State Issued Identification Number. Tab to the next entry field. Use the down arrow ( ) key and highlight the Identification State and/or Country. Drop down list box options: All 50 states from Alabama to Wyoming, and most countries. Tab to or click in the next entry field section (Disclosure and Consent to Release Information Form Questions (Form 2970c) Radio (Ο) buttons located at the top of page 25). Fiscal Year 2009 Page 26

DISCLOSURE AND CONSENT TO RELEASE INFORMATION FORM QUESTIONS SECTION Record the answers as indicated on the Disclosure and Consent to Release Information Form (Form 2970c). These questions must be answered for all background check request submissions. Questions Answers 1. Have you ever been convicted of or pleaded guilty or no contest to a felony or misdemeanor as an adult or juvenile? Include deferred or probated adjudications as well as convictions that have been set aside. 2. Are you currently charged with (indictment or official criminal complaints by county or district court) a felony or misdemeanor? 3. Have you been or are you currently being investigated for allegedly abusing, neglecting, or exploiting a child, an elderly person, or a person with disabilities? Click on the Yes or the No Radio (Ο) button. Click on the next entry field (Question #2 Yes and No Radio (Ο) buttons). Click on the Yes or the No Radio (Ο) button. Click on the next entry field (Question #3 Yes and No Radio (Ο) buttons). Click on the Yes or the No Radio (Ο) button. Tab to or click on the next entry field (Submit Request and Cancel buttons). The Background Check Request is complete for Contractors and/or Subcontractors. See pages 26 29 for an image of the ABCS Provider Background Check Request Completed Data Entry Page. DFPS New Hire Only Section This section applies to DFPS Employees Only. DATA ENTRY FIELDS Department ID: Enter the Department Identification. Tab to the next entry field. Requisition Number: Enter the Requisition Number. Tab to or click on the next entry field (Submit Request and Cancel buttons) Fiscal Year 2009 Page 27

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This is the image continued from the previous page. CANCEL BUTTON To cancel the background check request, click on the Cancel button and return to the ABCS Main Page. SUBMIT REQUEST BUTTON To submit the background check request, click on the Submit Request button. SUCCESSFUL SUBMISSION If there are no errors after clicking on the Submit Request button, the Background Check Request Confirmation Page will open. UNSUCCESSFUL SUBMISSION If errors are made on the ABCS Provider Background Check Request Page, clicking on the Submit Request button will result in a bulleted ( ) list in red stating the specific errors as follows: Please correct errors for field highlighted in red. ; Social Security Number is in an incorrect format. ; Race is required.. Click on the Edit Request button to correct the errors, and then click on the Submit Request button and the Background Check Request Confirmation Page will open. Fiscal Year 2009 Page 31

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This image is continued from the previous page. Background Check Request Confirmation Page The following page must be followed step-by-step as it is critical that the Authorization Statements are selected and the Confirmation Page is printed prior to confirming the request. Fiscal Year 2009 Page 33

Confirmation Page Authorization Statements Located at the bottom of the Background Check Request Confirmation Page there are three Authorization Statements that must be selected by clicking on each check ( ) box as the Final Step prior to printing and then confirming the background check request. Print this page for your records before clicking the Confirm Request button. After each Authorization Statement has been selected, the user MUST PRINT THIS PAGE. CRITERIA FOR PRINTING THE BACKGROUND CHECK REQUEST CONFIRMATION PAGE The Background Check Request Confirmation Page cannot be printed at a later date. The Background Check Request Confirmation Page is proof that the Background Check Request was submitted in the ABCS. If there is a problem with the Background Check Request Results, the Background Check Request Confirmation Page can assist in tracing the source of the problem. The Background Check Request Confirmation Page must be available to the DFPS Contract Manager when monitoring. PRINTING INSTRUCTIONS 1. From the Main Menu drop down list, Select File and Print. 2. The Print box will open and click on the Print button. 3. Attach the Background Check Request Confirmation Page to the Background Check Request Forms (i.e. the 2970c and the 2971c). CONFIRM REQUEST BUTTON To confirm the background check request, click on the Confirm Request button. After clicking on the Confirm Request button, the ABCS Main Page will open with a bulleted ( ) statement in red as follows: Your Request has been submitted.. BACKGROUND CHECK ONLINE HISTORY The submitted and confirmed Background Check Name, Date Entered and User Name will be listed in the BACKGROUND CHECK ONLINE HISTORY on the ABCS Main Page. The Date Submitted will state Pending until the batch process is passed to the DFPS case management system. CANCEL BUTTON To cancel the background check request, click on the Cancel button and return to the ABCS Main Page. Fiscal Year 2009 Page 34

User Reset Password The user can reset his/her password through a link on the ABCS Provider Login Data Entry Page. There are two sections in resetting a password. The first section is the Provider Login Information and the second section is the User Reset Password. The Administrator and/or User can access the ABCS Provider Login Data Entry Page by clicking on the Login if you re registered link on the Contracting with DFPS Page. To access the ABCS Provider Login Data Entry Page, refer to the section entitled Automated Background Check System beginning on page 2 for detailed instructions on how to access the Automated Background Check System and the Contracting with DFPS Page. ABCS Provider Login Data Entry Page Click on the Click here if you forgot your password link and the ABCS Provider Login Information Data Entry Page will open. ABCS Provider Login Information Data Entry Page Fiscal Year 2009 Page 35

DATA ENTRY FIELDS ABCS Provider Login Information Data Entry Instructions Contract Number (system required field): Enter the Contract Identification Number. Tab to the next entry field. User ID (system required field): Enter the User ID. Tab to the next entry field. Social Security Number (system required field): Enter the nine digit Social Security Number with no dashes. Tab to the next entry field. Date of Birth (system required field): Enter the Date of Birth as MM/DD/YYYY or M/D/YYYY. The Date of Birth can also be entered with the Calendar button in the following order: Month, Year of Birth and Day of Birth; the Date of Birth will populate the field. Note: Please make sure the Year of Birth is correct. Tab to or click on the next entry field (Submit and Cancel buttons). ABCS Provider Login Information Completed Data Entry Page CANCEL BUTTON To clear the provider login information data entry fields, click on the Cancel button. SUBMIT BUTTON To submit the provider login information, click on the Submit button. SUCCESSFUL PROVIDER LOGIN If there are no errors after clicking on the Submit button, the ABCS User Reset Password Data Entry Page will open; the second section of resetting a password. UNSUCCESSFUL PROVIDER LOGIN If errors are made on the ABCS Provider Login Information Data Entry Page, clicking on the Submit button will result in a bulleted ( ) list in red stating the specific errors as follows: Social Security Number is in an incorrect format.. Correct the errors and click on the Submit button and the ABCS User Reset Password Data Entry Page will open; the second section of resetting a password. Fiscal Year 2009 Page 36

ABCS User Reset Password Data Entry Page Current User Profile Section User ID: The User Identification. DATA ENTRY FIELDS ABCS User Reset Password Data Entry Instructions New Password (system required field): Enter the Password. Tab to the next entry field. Password Requirements: Your password must contain at least 7 characters and no spaces, using at least one character from all 4 of these categories: 1. Uppercase letters: A, B, C, Z 2. Lowercase letters: a, b, c, z 3. Numerals: 1, 2, 3, 9 4. One of the following non-alphanumeric characters (important): # - ( ),. / : ; < >? [ \ ] * _ { } ~ =! $ % ^ & + Selection of other non-alphanumeric characters may not satisfy password rules. The user should write down his/her password, and keep it in a secure place. Do not store your password on your computer monitor, top desk drawer or bulletin board. Do not share your password with other users. Confirm New Password (system required field): Re-enter the New Password. Tab to or click on the next entry field (Change Password and Cancel buttons). Fiscal Year 2009 Page 37

ABCS User Reset Password Completed Data Entry Page CANCEL BUTTON To return to the ABCS Provider Login Data Entry Page, click on the Cancel button. The user will have to click on the Click here if you forgot your password link and re-enter all of the information in the Provider Login Information Data Entry fields and the User Reset Password Data Entry fields. CHANGE PASSWORD BUTTON To reset the password, click on the Change Password button. SUCCESSFUL USER RESET PASSWORD If there are no errors after clicking on the Change Password button, the ABCS Provider Login Data Entry Page will open with a bulleted ( ) statement in red as follows: Your password has been reset. Please Log in.. UNSUCCESSFUL USER RESET PASSWORD If errors are made on the ABCS User Reset Password Page, clicking on the Change Password button will result in a bulleted ( ) list in red stating the specific errors as follows: Password does not satisfy password rules. Please enter a new password. ; New Password and Confirm New Password do not match. Please re-enter.. Correct the errors and click on the Change Password button and the ABCS Provider Login Data Entry Page will open. Fiscal Year 2009 Page 38

ABCS User Change Password The user can change his/her password through a link on the ABCS Main Page. To access the ABCS Main Page, refer to the section entitled Provider Login beginning on page 10 for detailed instructions on how to log into the Automated Background Check System. On the ABCS Main Page, click on the Change your password link and the ABCS User Change Password Data Entry Page will open. ABCS User Change Password Data Entry Page Fiscal Year 2009 Page 39

Current User Profile Section User ID: The User Identification. DATA ENTRY FIELDS ABCS User Change Password Data Entry Instructions Current Password (system required field): Enter the current password. Tab to the next entry field. New Password (system required field): Enter the Password. Tab to the next entry field. Password Requirements: Your password must contain at least 7 characters and no spaces, using at least one character from all 4 of these categories: 1. Uppercase letters: A, B, C, Z 2. Lowercase letters: a, b, c, z 3. Numerals: 1, 2, 3, 9 4. One of the following non-alphanumeric characters (important): # - ( ),. / : ; < >? [ \ ] * _ { } ~ =! $ % ^ & + Selection of other non-alphanumeric characters may not satisfy password rules. The user should write down his/her password, and keep it in a secure place. Do not store your password on your computer monitor, top desk drawer or bulletin board. Do not share your password with other users. Confirm New Password (system required field): Re-enter the New Password. Tab to or click on the next entry field (Change Password and Cancel buttons). Fiscal Year 2009 Page 40

ABCS User Change Password Completed Data Entry Page CANCEL BUTTON Clicking on the Cancel button will return the user to the ABCS Main Page. The user will have to click on the Change your password link and re-enter all of the ABCS User Change Password Data Entry Page entry fields. CHANGE PASSWORD BUTTON To change your password, click on the Change Password button. SUCCESSFUL PASSWORD CHANGE If there are no errors after clicking on the Change Password button, the ABCS Main Page will open with a bulleted ( ) statement in red as follows: Your password has been changed successfully.. UNSUCCESSFUL PASSWORD CHANGE If errors are made on the ABCS Change Password Data Entry Page, clicking on the Change Password button will result in a bulleted ( ) list in red stating the specific errors as follows: Password does not satisfy password rules. Please enter a new password.. Correct the errors and click on the Change Password button and the ABCS Main Page will open. Fiscal Year 2009 Page 41

ABCS Manage Account Add A New User Only the Administrator can add a user through a link on the ABCS Main Page. To access the ABCS Main Page, refer to the section entitled Provider Login beginning on page 10 for detailed instructions on how to log into the Automated Background Check System. On the ABCS Main Page, click on the Manage Account link and the ABCS Manage Account Page will open (continued on the next page). ABCS Delete User Policies and Procedures ABCS Delete User Policies are: The user is no longer employed by the provider in any capacity (i.e. volunteer, intern, etc.). The user is no long authorized to submit Background Check Requests for the contractor and/or subcontractor. The user has a change in his/her Name and/or User ID. Refer to the section entitled ABCS Manage Account Delete User beginning on page 47 for detailed instruction on how to delete a user. ABCS Delete User Procedures are: The person is deleted immediately in the ABCS. If the person that was deleted had access to the Main Administrator Email Address, the CHANGE MAIN PROVIDER EMAIL ADDRESS section on the ABCS Manage Account Page must be changed. If the person that was deleted had access to the Main Administrator Webmail Account Address, the Community Password must be changed as well. Refer to the section entitled ABCS Manage Account Change Main Provider Email Address beginning on page 49 for detailed instructions on how to change the Main Provider Email Address. DELETED USER WARNING If a user is deleted by accident or to correct the user s name and/or user ID, the Administrator will not be able to re-add the user until 24 hours later. Fiscal Year 2009 Page 42

ABCS Manage Account Page Click on the Add a New User link and the ABCS Add a New User Data Entry Page will open. ABCS Add a New User Data Entry Page Fiscal Year 2009 Page 43

ABCS Add A New User Data Entry Page Instructions Provider Profile Section Resource Name: The contractor and/or subcontractor Resource Name. Resource ID: The contractor and/or subcontractor Resource Identification Number. Contract ID: The contractor and/or subcontractor Contract Identification Number. Email Address: The Provider Email Address or Webmail Account Address that will receive the clear background check request results from DPS and DFPS. New User Profile Section User Email Address or Webmail Account Address The Email Address or Webmail Account Address is optional for the User profiles. If no Email Address or Webmail Account Address is entered, clear background check request results from DPS and DFPS will be sent to the Provider Profile Section Email Address. DATA ENTRY FIELDS First Name (system required field): Enter the Legal and Full First Name. Tab to the next entry field. Middle Name: Enter the Legal and Full Middle Name. Tab to the next entry field. Last Name (system required field): Enter the Legal and Full Last Name. Tab to the next entry field. Social Security Number (system required field): Enter the nine digit Social Security Number with no dashes. Tab to the next entry field. Date of Birth (system required field): Enter the Date of Birth as MM/DD/YYYY or M/D/YYYY. The Date of Birth can also be entered with the Calendar button in the following order: Month, Year of Birth and Day of Birth; the Date of Birth will populate the field. Note: Please make sure the Year of Birth is correct. Tab to the next entry field. Email Address (system required field): Enter the Email Address or Webmail Account Address that will receive the clear background check results from DPS and DFPS in the required format of xxxx@xxx.xxx. (Example: john.smith@yahoo.com) Tab to the next entry field. Confirm Email Address (system required field): Re-enter the Email Address or Webmail Account Address that will receive the clear background check results from DPS and DFPS in the required format of xxxx@xxx.xxx. (Example: john.smith@yahoo.com) Tab to the next entry field. User ID (system required field): Enter the User Identification. Tab to the next entry field. Password (system required field): Enter the Password. Tab to the next entry field. Confirm Password (system required field): Re-enter the Password. Click on the next entry field (Profile Radio (Ο) buttons). Profile (system required field): Click on the User or the Administrator Radio (Ο) button. Tab to or click on the next entry field (Submit and Cancel buttons). Fiscal Year 2009 Page 44

ABCS Add a New User Completed Data Entry Page CANCEL BUTTON Clicking on the Cancel button will return the user to the ABCS Manage Account Page. The user will have to click on the Add a New User link and re-enter all of the information in the Add a New User Data Entry Page entry fields. SUBMIT BUTTON To save the user, click on the Submit button. SUCCESSFUL ADD A NEW USER If there are no errors after clicking on the Submit button, the ABCS Manage Account Page will open and the user will be listed in the CURRENT USER LIST. UNSUCCESSFUL ADD A NEW USER If errors are made on the ABCS Add a New User Page, clicking on the Submit button will result in a bulleted ( ) list in red stating the specific errors as follows: Social Security Number is in an incorrect format. ; Date of Birth must be in a valid format.. Correct the errors and click on the Submit button and the ABCS Manage Account Page will open and the user will be listed in the CURRENT USER LIST. Fiscal Year 2009 Page 45

ABCS Manage Account Edit User Only the Administrator can edit a user through a link on the ABCS Main Page. To access the ABCS Main Page, refer to the section entitled Provider Login beginning on page 10 for detailed instructions on how to log into the Automated Background Check System. On the ABCS Main Page, click on the Manage Account link and the ABCS Manage Account Page will open. ABCS Manage Account Page Click on the Edit link for the user to be edited and the ABCS Edit User Page will open. DELETED USER WARNING If there are corrections to be made for the user s name and/or user ID, the user must be deleted and entered as a New User. If a user is deleted, the Administrator will not be able to re-add the user until 24 hours later. Fiscal Year 2009 Page 46

ABCS Edit User Page ABCS Edit A User Page Instructions EDITABLE DATA ENTRY FIELDS Email Address: Enter the Email Address or Webmail Account Address in the required format of xxxx@xxx.xxx. (Example: john.smith@yahoo.com) Confirm Email Address: Re-enter the Email Address or Webmail Account Address in the required format of xxxx@xxx.xxx. (Example: john.smith@yahoo.com) New Password: Enter the New Password. Confirm Password: Re-enter the New Password. Profile: Click on the User or the Administrator Radio (Ο) button. Fiscal Year 2009 Page 47

ABCS Edit User Completed Edited Data Page CANCEL BUTTON Clicking on the Cancel button will return the user to the ABCS Manage Account Page. The user will have to click on the Edit link and re-enter all of the information in the ABCS Edit User Page entry fields. SUBMIT BUTTON To save the edited data, click on the Submit button. SUCCESSFUL EDIT USER If there are no errors after clicking on the Submit button, the ABCS Manage Account Page will open with a bulleted ( ) statement in red as follows: The user information has been changed successfully.. UNSUCCESSFUL EDIT USER If errors are made on the ABCS Edit User Page, clicking on the Submit button will result in a bulleted ( ) list in red stating the specific errors as follows: Password and Confirm Password do not match. Please re-enter.. Correct the errors and click on the Submit button and the ABCS Manage Account Page will open. Fiscal Year 2009 Page 48

ABCS Manage Account Delete User Only the Administrator can delete a user through a link on the ABCS Main Page. To access the ABCS Main Page, refer to the section entitled Provider Login beginning on page 10 for detailed instructions on how to log into the Automated Background Check System. On the ABCS Main Page, click on the Manage Account link and the ABCS Manage Account Page will open (continued on the next page). ABCS Delete User Policies and Procedures ABCS Delete User Policies are: The user is no longer employed by the provider in any capacity (i.e. volunteer, intern, etc.). The user is no long authorized to submit Background Check Requests for the contractor and/or subcontractor. The user has a change in his/her Name and/or User ID. ABCS Delete User Procedures are: The person is deleted immediately in the ABCS. If the person that was deleted had access to the Main Administrator Email Address, the CHANGE MAIN PROVIDER EMAIL ADDRESS section on the ABCS Manage Account Page must be changed. If the person that was deleted had access to the Main Administrator Webmail Account Address, the Community Password must be changed as well. Refer to the section entitled ABCS Manage Account Change Main Provider Email Address beginning on page 49 for detailed instructions on how to change the Main Provider Email Address. DELETED USER WARNING If a user is deleted by accident or to correct the user s name and/or user ID, the Administrator will not be able to re-add the user until 24 hours later. Fiscal Year 2009 Page 49

ABCS Manage Account Page Click on the Delete link for the user to be deleted and a message box will open asking, Are you sure you want to Delete this user?. Click on the OK button to delete the user. The user will be removed from the CURRENT USER LIST on the ABCS Manage Account Page. The ABCS Manage Account Page will have a bulleted ( ) statement in red as follows: smithm has been deleted. CANCEL BUTTON Click on the Cancel button in the message box and the user will not be removed and will be listed in the CURRENT USER LIST on the ABCS Manage Account Page. Fiscal Year 2009 Page 50

ABCS Manage Account Change Main Provider Email Address Only the Administrator can change the main provider email address through a link on the ABCS Main Page. To access the ABCS Main Page, refer to the section entitled Provider Login beginning on page 10 for detailed instructions on how to log into the Automated Background Check System. On the ABCS Main Page, click on the Manage Account link and the ABCS Manage Account Page will open. ABCS Manage Account Page Change Main Provider Email Address Section Data Entry Instructions DATA ENTRY FIELDS New Email Address (system required field): Enter the New Email Address or Webmail Account Address that will receive the clear background check results in the required format of xxxx@xxx.xxx. (Example: john.smith99@yahoo.com) Tab to the next entry field. Confirm New Email Address (system required field): Re-enter the New Email Address or Webmail Account Address that will receive the clear background check results in the required format of xxxx@xxx.xxx. (Example: john.smith99@yahoo.com) Tab to or click on the next entry field (Submit and Cancel buttons). Fiscal Year 2009 Page 51

Change Main Provider Email Address Section Completed Data Entry CANCEL BUTTON Clicking on the Cancel button will return the user to the ABCS Main Page. The user will have to click on the Manage Account link and re-enter all of the information in the CHANGE MAIN PROVIDER EMAIL ADDRESS Section entry fields. SUBMIT BUTTON To save the new provider email address or webmail account address, click on the Submit button. SUCCESSFUL PROVIDER EMAIL ADDRESS CHANGE If there are no errors after clicking the Submit button, the ABCS Main Page will open with a bulleted ( ) statement in red as follows: Your Email Address has been changed successfully.. UNSUCCESSFUL PROVIDER EMAIL ADDRESS CHANGE If errors are made in the Change Main Provider Email Address Section, clicking on the Submit button will result in a bulleted ( ) list in red stating the specific errors as follows: New Email Address and Confirm New Email Address do not match. Please re-enter.. Correct the errors and click on the Submit button and the ABCS Main Page will open. Fiscal Year 2009 Page 52