| DHS Background and Criminal Records Checks CRIMS | ||||||||||||||||||||||||
 HomeCriminal Records Information Management SystemCRIMS is now live. If you have not received your CRIMS user name or need your password reset, please contact BCU at 503-378-5470 or 888-272-5545 and ask for CRIMS technical assistanceTraining materials are available online right now. For training, click on the "CRIMS Training" tab above. Project Updates We are currently on schedule and completing our development cycle. See the full project schedule... 10/24/2011: CRIMS Demo As we draw closer to CRIMS' implementation, we are excited about how the system is developing. This week the BCU staff are receiving training in preparation for implementation. The rollout plan looks like: October 31- BCU begins using CRIMS to store and process all background check requests. Staff will literally key in each 301 received as of that date and will be refining the system that will eventually be available to all QEs. November 14- The Pilot User Group will begin using CRIMS to submit background check requests online. This is a group of 100 users. January 9 through February 6, 2012- Full implementation for the rest of our QEs. On-line training modules will be available in advance, and the 'rollout' will be in small groups with BCU assistance at every step of the process. The demo below will give users a taste of what it will look like to request a background check in CRIMS. This submission process will replace the current, paper-driven process we use today with the 301 AD/CP forms. You will notice that the required fields are marked with an asterisk (*). Many fields--such as dates, phone numbers and Social Security numbers--autoformat as well, easing the process of data entry. Fields also have "help" windows that pop up when clicked on. To navigate the demo, use the controls at the bottom of the demo screen. To increase the size to full screen, click on the four-arrow icon to the left of the word Vimeo that looks like this:  . Please note: this demo is video-only and does not include sound.9/2/2011: CRIMS Screen Shot Samples Take a sneak peek! We know you are curious and anxious to see the new system. The following images should give you an idea of what some of the screens will look like. click on images to enlarge 8/15/2011: System Testing The CRIMS system test began in late July. During this test, the CRIMS Development Team has been testing compatibility with DHS workstations and networks as well as basic web functionality. At the conclusion of system testing we will begin user acceptance testing. This is a lengthy and detailed test of the system where multiple users test its entire functionality. OverviewWhy is CRIMS happening?CRIMS will replace the existing combination of individual databases and desktop applications currently being used. All DHS and OHA program offices and more than 3,500 service providers rely on these older systems to track, manage and store confidential information for more than 10,000 background checks processed each month.Background checks have become more complex and volume has increased so much that these systems are no longer a practical resource. CRIMS will address this problem and provide for future growth. What will the CRIMS system do?The new system will provide a single database for submitting, tracking and processing background checks. Users will literally be able to track their requests from start to finish.The CRIMS Project will address the risks and vulnerabilities of the current systems and create efficiencies in the background check process including:
FAQs1. What is CRIMS? The Criminal Records Information Management System (CRIMS) is the new system to serve the needs of DHS, OHA and DHS and both organizations' partners in providing a single system for tracking and processing criminal background checks from start to finish. It will be used to process fitness determination for DHS and OHA employees, volunteers, contractors, and providers of care. 2. Who will use CRIMS? DHS, OHA and qualified entity staff will use CRIMS to complete background checks. Staff include appointing authorities, authorized designees and contact persons throughout the state. 3. Why are we implementing CRIMS? DHS and OHA were directed by Oregon statute (ORS 181.537) to develop a system that maintains information regarding criminal records checks in order to minimize the administrative burden imposed by the criminal records check requirements. DHS and OHA have never had a comprehensive system that manages criminal records information. The Background Check Unit is using a loose combination of stand-alone databases and spreadsheets to maintain and track criminal records information obtained for checking individuals who are applying to work, volunteer or provide services for DHS or OHA. Since criminal record checks have become more complex and volume has increased so much, the old systems are no longer a practical resource. The Criminal Records Information Management System (CRIMS) is being designed to address this problem and provide for future growth. 4. When will CRIMS be implemented? The Background Check Unit and a group of SPD field offices will go live this Fall on CRIMS. The remaining 4000+ users will be phased in starting in early 2012 5. How will CRIMS make processing criminal history checks better? CRIMS will provide:
6. I have questions about how CRIMS will work for me. Who can I talk to about my concerns? Email us your specific questions at crims.project@state.or.us. 7. How will I know how to use CRIMS? You will be assigned a system login before we implement, and BCU will provide online training modules. The system itself is intuitive and will provide prompting to move through the process of entering and processing requests. After you have been trained, if you need assistance with an individual issue, help will be provided via phone or e-mail. 8. Will the new system be faster? Like today, the Background Check Unit and ADs and CPs will continue to process requests according to statute and rule. However, providers will be able to submit requests directly into CRIMS via a Web portal. Web portal applications bypass the steps required for paper request handling, which allows for faster processing. . Another timesaver is that ADs and CPs will no longer need to wait to see if BCU received a paper request. Once the request is entered and saved into CRIMS, ADs and CPs can track its status online. In addition, once the fitness determination has been completed, ADs and CPs will receive an e-mail notice and will be able to check it online. SIs will be notified by mail or e-mail. 9. Will forms be changing? Since the system is an online process, it will be different than the look of the current forms, but the information provided will be the same. 10. How does this change affect me? Requests will be submitted electronically instead of on paper. Responses will be provided via e-mail. SIs will receive official notices via e-mail or postal service delivery. Since the system is an online process, it will be different than the look of the current forms, but the information provided will be the same. 11. How will I provide my facility information to BCU? In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS. 12. As a provider, will I need to change how I submit information updates such as an address change? Many providers will be able to update contact information, address information, and more via Web portal in CRIMS. In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS. 13. How is BCU helping providers get ready for CRIMS BCU will gather input from providers and potential users. BCU will develop a Provider Implementation Workgroup to make sure appropriate communication and training allow providers to learn what they need to get ready for CRIMS. In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS. 14. What are the system requirements to use CRIMS? You will need a compatible browser and an internet connection. If you have ADs or CPs who do not have internet access, make sure they obtain appropriate access in order to use CRIMS. In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS. 15. What will providers be able to do using the Web portal? There are many benefits to using the Web portal. One significant benefit is that entities will be able to submit requests and check the request status - including fitness determination - online. In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS. 16. Is the Web portal secure? Yes, it is secure. The provider Web portal is available only to DHS, OHA and QE staff that BCU has authorized to use the portal. In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS. 17. How will providers get access to the Web portal? Users must have a secure username and password. The process for giving access to providers already being served will be determined during the CRIMS business transition. In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS. 18. How far back will providers be able to access historical requests in CRIMS? Initially, all requests submitted from the implementation date forward will be in CRIMS and will be available to ADs and CPs. After that, CRIMS will maintain history for retention periods mandated by statute, generally three years. In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS. 19. What kind of training will be available? BCU and Tailored Solutions Corporation are working together to develop an online curriculum. Some of the training will include an overview of the CRIMS benefits and changes. 20. Will there be training in rural areas? The plan is to provide training primarily via the internet through online training modules. Training will begin prior to implementation. 21. Who will train new users on the CRIMS process? Once CRIMS goes live, BCU will teach users how to use the new system. This will be through current resources and materials and continued guidance from current BCU contacts. More details will be available as the implementation date approaches. HistoryDHS and OHA were directed by Oregon statute to develop a system that maintains information regarding criminal records checks. ORS 181.537 gives DHS and OHA authority to use criminal information for regulatory purposes; the statute directs the department to develop a system that maintains information regarding background checks in order to minimize the administrative burden imposed by the requirement to perform checks.DHS began an effort to reduce the burden on service providers, program offices and subject individuals by establishing a centralized background check unit to serve all program areas. When the unit was created in 2001, it brought together several independent data systems and auxiliary tracking systems which were not designed to interface with each other. Steering CommitteeThe CRIMS Steering Committee is monitoring the direction and progress of the project. It is comprised of key stakeholders of the DHS and OHA divisions affected. As DHS and OHA move forward, the steering committee is committed to partnering with service providers throughout the planning, development and implementation process for CRIMS.Members of CRIMS Steering Committee are:
CRIMS TrainingThe CRIMS Manual provides basic instruction in the use of CRIMS, from getting your initial e-mail with temporary password to making a final fitness determination.In addition, the following training modules round out the training system provided for CRIMS users. You are encouraged to familiarize yourself with the information they contain. Initial Login (This module has no audio.) Pending Screen and Statuses (This module has audio as well.) The Search Function (This module has audio as well.) Create New Request (This module has audio.) Subject Individual Entry (This module has audio.) |
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