MEETING DATE
10/23/2014 |
BUREAU SUBMITTING THIS REPORT
Administrative Services Bureau |
RESEARCHED BY (PRINT NAME)
Donna Wootton and Bob Lapanja |
REVIEWED BY (PRINT NAME)
Darla Enger and Colin O'Keefe |
REPORT DATE
08/19/2014 |
APPROVED BY
Robert A. Stresak |
DATE APPROVED
09/30/14 |
PURPOSE
Information Only |
FINANCIAL IMPACT
No
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| ISSUE: |
| This is an informational report on the implementation of the Electronic Data Interchange (EDI) Electronic Professional Certificate Application Program to allow users to submit applications electronically. |
| BACKGROUND: |
POST awards professional certificates to peace officers and dispatchers who achieve higher levels of education, training, and experience in the pursuit of professional excellence. When the POST Professional Certificate Program was implemented in 1964, the application process was paper based. The Administrative Services Bureau's Professional Certificates Unit received applications for all certificate levels and supporting documentation in hard copy via mail. The Unit would then review and score the requested information, confirm eligibility, issue the certificate, and enter the certificate information onto the peace officer’s profile. All paper documentation was stored and microfilmed. This process remains in place today.
In November 2012, the Computer Services Bureau, in conjunction with the Certificates Unit, began to create a program to provide a paperless application process for requesting professional certificates.
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| ANALYSIS: |
The current Certificate Application Process requires the applicant and department to complete the paper certificate application and obtain signatures from both parties. This requires coordination between the department and the applicant frequently resulting in delays due to the signatory’s availability. After required signatures are obtained, the applicant or department then mails the application and all supporting documentation to POST. Once received, staff scans all documents into the system and reviews the application to determine eligibility. This is a time consuming, costly and cumbersome process.
With the online submission program, the applicant or department can initiate the application 24-hours a day, 7-days a week. The application is electronically routed for approval by the department and is then submitted to POST. The applicant is notified via an auto-generated email that indicates POST received the Certificate Application. The applicant is also notified via an auto-generated email during all phases of the process, including when the Certificate mailed. The department has access to the same information, via a Status Log, for all their employees that have a Certificate Application at POST; this log is updated in real time. When the applicant is notified of their status, the department's status log is updated.
In November 2014, staff will pilot the Electronic Certificate Application Program. This program will provide the applicant and department with the opportunity to submit certificate applications and all supporting documentation online 24-hours a day, 7-days a week. The applicant and department will establish a secure log-on, allowing either party to complete the application online. The applicant or department can scan and upload all required documentation. The information uploads to the Certificate Unit's pending queue, ready for review by staff.
This program increases the efficiency of the application process for the applicant, the department and POST staff. An applicant or department can prepare and submit an application at any time and can track its status as the request moves through the process. Mailing costs and time will be saved for all parties. Once pilot testing is complete, the program will be accessible to all agencies in the POST program.
POST will continue to accept paper applications but will encourage transition to this new paperless system. |
| RECOMMENDATION: |
| This item is presented for information only. No action is required. |
| ATTACHMENT(S): |
| Name: |
Type: |
| No Attachments Available |
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