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Big League PerSec Tools for Small Federal Agencies

Reclaim Days or Even Weeks per Candidate in the Vetting Process

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By: Gary Walker

April 13, 2018 | Justice and Law EnforcementCase Management/BPM

Personnel security (PerSec) and background investigation (BI) backlogs can leave federal agencies vulnerable to exploitation. In trying to reduce their backlogs, agencies of all sizes face the same challenges: how to manage heavy caseloads and adhere to federal regulations in order to conduct thorough investigations and issue fair determinations for all candidates. As a classic case management challenge, PerSec programs are a perfect fit for entellitrak, which automates processes from intake to investigation to adjudication and reinvestigation.

Indeed, entellitrak is used by agencies throughout the federal government to manage more than 50,000 BI and security clearance requests a month, including active cases for the Department of Justice. Purpose built to streamline federal PerSec programs, the entellitrak Personnel Security and Suitability System application accelerator enables agencies of any size to leverage the same automated workflows, Office of Personnel Management (OPM) interfaces, and reporting tools— so they can reclaim days or even weeks per candidate in the vetting process.

Traceability and Accountability

A routine PerSec case may capture attention at any moment, whether through an inspector general inquiry, FOIA request, legal challenge, or OPM audit. For every case, agencies must be able to demonstrate compliance with federal and agency-specific guidelines and be ready to reproduce the rationale for their actions and decisions.

The accelerator’s automated workflows are mapped to federal standards for suitability reviews (5 CFR 731.202B) and national security reviews (SEAD 4 National Security Directive). As a case progresses, tasks are auto-assigned for completion or review, and information is routed as necessary. Worksheets tied to the workflows verify at a glance that all steps have been completed and include space for adjudicators to document why and how they reached a determination. Using the worksheets can add another layer of accountability to your PerSec program, especially if set to require attestation.

A third workflow, for intake/waiver determination, can be configured to match agency-specific processes for evaluating employees prior to investigation. For example, it can incorporate HSPD-12 factors, checklists for reviewing credit reports and OF 306 forms, and internal reviews of hiring documents.

Always-current OPM Interfaces

Manually exchanging reports with OPM consumes valuable days in the vetting cycle. Agencies can reclaim that time by leveraging entellitrak interfaces to key OPM systems:

  • eDelivery — Transmits reports of investigation from OPM to the adjudicating agency. For agencies that previously relied on couriers to deliver completed packages, eDelivery can reduce transmittal from 10 days to 1–3 business days. That’s up to a third of the typical 30-day period allowed by OPM for adjudication.
  • 79a Agency Adjudication Report — Exports the 79a report of determination status changes to OPM’s PIPS portal and allows an agency to bulk upload adjudicated investigations. Agencies can report on several hundred adjudications in one easy upload, saving minutes or hours per week.
  • Clearance Verify Service (CVS) Daily Report and Monthly Recertification — Allows an agency to digitally report on clearance changes and produce a monthly recertification report per OPM’s requirements. 

Reliable Tracking and Reporting

Without the ability to mine a central repository and generate reports, agencies may need the help of a database analyst or vendor just to meet standard reporting requirements and respond to ad hoc inquiries. The entellitrak Personnel Security and Suitability solution includes standard reports that are automatically generated based on event statuses and other filters. For example, to initiate re-investigations in bulk, the system can generate a list of due or nearly due re-investigations that can be uploaded to the e-QIP ingestion portal. Ad hoc queries can be used to generate reports based on any field or object of interest.

Continuous Configurability

The national spotlight on PerSec breeches and vulnerabilities isn’t likely to dim anytime soon. Meanwhile, expect additional regulations and oversight. To keep current, agencies must be able to add or edit suitability factors, investigation types, adjudication codes, and other data points that are automatically cascaded throughout the application, without requiring code changes.

Large, small, or somewhere in between, contact us if your agency’s PerSec program could use a boost with entellitrak.

About the Author

Gary Walker was a member of the MicroPact Justice and Law Enforcement team from 2013-2019. 

Tyler Technologies is the largest and most established provider of integrated software and technology services focused on the public sector

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