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POBITS User`s Manual

1. Selection Boards 2004 2007 Essential Software Development LLC Pick Lists Part Pick Lists POBITS Pick Lists 65 8 Pick Lists 8 1 Candidates See Candidates List 10 8 2 Selection Boards See the earlier topic on Selection Boards 8 3 Job Classifications Each candidate applies for a certain position or Job Classification This is a user definable list so you can enter any position for which you will use POBITS Each Job Classification can be designated as a Sworn position box is checked or an unsworn position box is unchecked When you select a sworn position for a candidate the sworn or unsworn attribute is inherited so other than here you never need to apply this attribute directly to the candidate You can control whether or not a user has the access rights to modify the list See the topic on Access Rights 73 Job Classifications Job Classifications 8 4 Groups Each candidate can be assigned to a group Groups are user definable An example use would be to create a group for a time period or session such as 01 04 group 1 of 2004 You can be as creative as you like Remember that each candidate is assigned a job classification s so you probably don t need to create groups for that unless you find it useful for some other reason When you open a Group record for editing you can select the Candidates tab which will display all of the candidates assigned to the Group You can
2. User s Manual and Technical Reference 2004 2007 Essential Software Development LLC POBITS Peace Officer Background Investigation Tracking System User s Manual and Technical Reference by Kingsley Klosson POBITS 2004 2007 Essential Software Development LLC All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed October 2007 in the state of Virginia Our pledge to you Developing software for a specific business task such as POBITS requires insight into the business that the software developer must gain from the user c
3. Education Tab Each education item is entered or edited on the following screen 2004 2007 Essential Software Development LLC POBITS Candidate Information 29 From 120171998 ES To 1272072007 School o Facility Valey Dale Junior College City Valey Dale State CA School Type College x C Graduate Unis 36 Contact Pessorc Admissions Investigator Notes Contact Date 12 25 2006 5 Check Spelling Admissions office confirms attendance and academec record provided by applicant Education Record 3 2 6 Residence Tab The Residence tab provides a list view of each prior residence submitted by the candidate In this list you can readily view whether correspondence has been sent and or received The list also provide an at a glance chronology of the candidate s prior residences 2004 2007 Essential Software Development LLC POBITS Candidate Information 30 Review Status 7 Review Complete 11 10 2007 CS Tas _Fateron_ inve __tagat_ _Untagan Fiom To Adcess Dis State Ltr Sent Lir Received Contact T P 1701 2006 11 08 2006 2195 Somerset Drive Jelfersonton VA 10 20 2007 1 03 2007 1105 1 2006 1718 2007 1212 West Avenue Culpepe 1 25 2006 12 1 Residence Tab Each residence item is entered or edited on the following screen 2004 2007 Essential Software Development LLC POBITS Candidate Information 31 3 2 7
4. Auto Column Width You can adjust any column s width to automatically size itself to the widest element in the column by double clicking between the columns when the cursor is in re size mode Ceasar Julius 03 01 Auto size Columns Actions The Actions tab of the Candidate list provides a means to perform certain function on each tagged candidate 2004 2007 Essential Software Development LLC POBITS Candidate Information 13 3 1 1 1 Actions fore Tagged Record Reports for Tagged Records Checkiit_ Summary Nanative Relatives Employers Chandad Action tab Tagging Candidates for Actions The actions tab has functions that are applied only to tagged candidates on the candidate list To tag a candidate click on the tag box on the list or use the Tag button on the action tab CI POBITS Candidates n co Ss EN Ze Lists Fesch Tools ere Help x IT ES Candidate Status Record Status Job Classification Job Type Group Investigator z ar z a Ce AI fe ai z Al e Kingsley Kiosson Lei Investigative Areas Joumal Board Achons amp Reports Photo E Ab DE Taggng E Ag L Ag First fites your list so you can most Ss ona aao al of Na Candidales of 0 Tagged interest Then use the tagging MM Mq tere isi Se eens d pai Chat et aer k ic Tag Ai LE press the Action button that you you pack SSC First tag check
5. Criminal Records Citizenship State DOJ E Federal DOJ NGIC Fire Arms F Child Abuse Registry E Finger Prints Taken TT Finger Prints Retumed Review Complete Proof Of Ciizenship 7 US Citizen Citizenship ES pa pa pa a a pa Legal Tab 3 2 11 Motor Vehicle Tab The Motor Vehicle tab provides information regarding the candidate s current driver s license The narrative tab provides the narrative text area for the investigator to make any remarks relevant to this investigative area 2004 2007 Essential Software Development LLC POBITS Candidate Information 37 V Feview Complete 0 09 2007 CS License No 06216105 State VA License Exp 12 18 2009 GI Peng Class 0K IJ Geet Heb 3 2 12 Examinations Tab The Examinations tab provides checklists for various examinations including written physical psychological and medical For each examination type check the check box to indicate the examination is completed and enter the date that the examination was considered complete by the investigator The narrative tab provides an area for the investigator to write a narrative regarding all examinations 2004 2007 Essential Software Development LLC POBITS Candidate Information 38 Examinations History Examinations Details investigator s Narrative Review Status Review a 1 03 2007 Es Examination
6. Date Piace of Beth Photos Current Age 38 YRS Bath City State Zip ox JI Cancei_ Heb Personal Tab Date Place of Birth Sub Tab The Photos sub tab provides a place to capture photos or other images The images can be of a wide variety of file types Internally the images are stored in JPEG format You can provide a caption for each photo such as R Jones Right Profile or any other caption you choose Note that each photo is stored in a POBITS data file so once the image is captured into POBITS the original image is no longer needed for POBITS to be able to display it Tip The display fields for Pictures in POBITS are generally square If your photos have a generally square aspect ration then they will not appear distorted in the screen displays You can use any photo editor with a cropping feature to achieve this 2004 2007 Essential Software Development LLC POBITS Candidate Information 22 Personal amp Identitying Information Record Status Candidate s Journal Detads Investigator s Narrative Review Status Review Complete Name amp Description Case Handing Contact Date Ptace of Bith Photos Add Photo Change Photo Delete Photo Personal Tab Photos Sub Tab Load Photo Dialog The Narrative tab provides a text area for the investigator to summarize their findings relevant
7. each record of interest Actions for Tagged Records Mad Merge Investigator Board Je General Reports For Tagged Records Checkkst_ Summa Contact Reports for Tagged Records Relatives Employers gbo Then select an action or report for each of the tagged records na aq a 2 gt gt gt KT Add en Ea Delete Hide Quick view Access Rights _ Close 1 Hee Curent User Kingsley Klosson Bud 8 November 2007 Tagging Records 3 1 1 2 Mail Merge POBITS supports using Microsoft Word s mail merge feature for creating correspondence either to or about your candidates Mail merge is a simple process 1 Start with a record or a set of records 2004 2007 Essential Software Development LLC POBITS Candidate Information 14 2 Open a template document new or ready made 3 Change text or add field tokens as necessary 4 Merge to Printer New Document or Email as desired The main thing to understand is that you will have any number of pre formatted documents for a variety of purposes These are templates From the template you create a document for each candidate record POBITS comes with several such templates that can be easily modified for your use Creating your own template is easy and if you already have some documents that you like to re use you can set those up as mail merge documents
8. control whether or not a user has the access rights to modify the list See the topic on Access Rights 73 2004 2007 Essential Software Development LLC POBITS Pick Lists 66 8 5 v Candidate Class Group Groups Ineligibility Reasons Ineligibility reason are user definable You can create your own reasons why a candidate is deemed ineligible This list becomes important when you get reports on ineligibility Ineligibility reports are available to display ineligibility by Reason and by Ethnicity It s important to understand that ineligibility means that by your organization s rules the candidate was deemed ineligible and the background investigation was presumably halted though it may even be complete You can control whether or not a user has the access rights to modify the list See the topic on Access Rights 731 2004 2007 Essential Software Development LLC POBITS Pick Lists 67 v Reasons for Ineligibility lt Ineligibility Reasons Ethnicity The pick list for Ethnicity is user definable You can create lists of ethnicities to suit your environment and uses You can do this on the fly meaning that at the time you look up a value for selection you can alternatively add a new value and then apply it You can control whether or not a user has the access rights to modify the list See the topic on Access Rights 73 Ethnicity States The States p
9. the report The archiving function works like a snapshot the entire contents of the report are archived It s not like saving a template it is like storing the report output in a safe place You may find this function useful To archive a report generate the report of your choice On the Print Destination dialog sr select the Archive tab Enter a description and any comments you like and press the Archive button Any time you attempt to print this report again you will see a Retrieve button on the Pre destination dialog 551 Use that button to retrieve a previously archived report Candidate Summary Report The Candidate Summary report displays the primary information about the candidate including the status of all check off items It also displays all Journal entries To print the Candidate Summary filter your candidate records as necessary then tag any candidates you wish to print a summary report for then on the Actions tab press the Summary button 2004 2007 Essential Software Development LLC POBITS Reports 53 Candidates Kingsley Kloss John Smith John Smith John Smith John Smith John Smith John Smith John Smith John Smith Printing the Candidate Summary Report 2004 2007 Essential Software Development LLC POBITS Reports 6 7 NAME DESCRIPTION Gender Birth SSN Mag Citizenship INVE 11 22 93 em E Status Egoe STIGATION STATUS Compl
10. Access Rights Double click on item to change access John Smith Yes Yes Yes Yes No Yes N Wis Access Rights Candidate List Each screen s access rights will be slightly different but the options are intuitive The candidate list window shown above is probably the most complex in terms of options and as you can see it s not very complex For each option on each Operator just double click on Yes No to either allow or deny the feature 2004 2007 Essential Software Development LLC License and Registration Part License and Registration POBITS License and Registration 78 11 11 1 11 2 License and Registration License POBITS is licensed to the person or organization identified in the License and Registration form within the program The license identifies the number of authorized users you are permitted to add to the system Your license is time limited that is your license permits you to use POBITS for a certain duration usually one year unless you purchase for a longer term At the end of the license period POBITS will permit access only for renewing your license Beginning 45 days prior to license expiration POBITS will display the following screen during startup S License Expiration Notification Your kcense for POBITS expires on 2 15 04 When your license expres all functionality wil be disabled except for entering a new registration key To renew your license
11. Position 65 Pre destination 50 Pre Purchase 80 Preview 50 Print 50 Printing 50 Printing the Candidate Summary Report 52 Purchasing and Renewing 84 R Red Flag 48 Reference and Relatives 25 Registration 78 Relatives and References 25 Repair 81 Report 50 55 56 Report Destination Dialog 51 Report Destination Dialog Archive 51 Report Destination Dialog Options 51 Report Pre destination Dialog 50 Report Review Toolbar 50 Reports 16 50 59 Residence History 29 Roster 57 S Screen Lock 71 Security 73 75 Selection 59 Selection Board Roster Report 57 Selection Boards 40 58 62 Selection Report 58 Settings 75 Show Logged On Users 70 Single User 74 Sorting 10 States 67 Status Tab 24 Strategies for Access Rights 74 Summary Report 16 52 Supervisor 73 Support 84 2004 2007 Essential Software Development LLC Index 88 Te Tagged Candidate Journal Entry 16 Tagging Record Button 13 Tagging Records Mouse 13 Technical 81 Technical Information 80 Tests 37 Training 27 U User Access 75 User Defined Tab 41 User Groups 73 74 75 User List 73 Users 73 75 BA Viewing Users 73 W Welcome 5 Word 13 15 Mail Merge 47 Work Flow 24 2004 2007 Essential Software Development LLC
12. Selection Position Deputy Probation Counselor Opportunity Based on Ethnicity African American Asian Hispanic Native American White Opportunity Based on Gender Males Applied 19 Males Hired 9 Opportunity for Males 47 37 Overall Opportunity of Selection Candidates Applied Candidates Hired Overall Opportunity Females Applied Females Hired Opportunity for Females Opportunity of Selection for a Job Classification 2004 2007 Essential Software Development LLC Selection Boards POBITS Selection Boards 62 TA Selection Boards Selection Boards General Selection Boards are optional and to some extent they transcend the background investigation process Once a candidate s background investigation is COMPLETE and the candidate is ELIGIBLE you can include them on a selection board Once the selection board has made their determinations by marking the hired candidates as HIRED you can easily produce Opportunity of Selection Reports Rules about Selection Boards from the software s standpoint 1 You may create any number of selection boards 2 A selection board is deemed to exist for the purpose of selecting candidates for one particular Job Classification 65 3 You may assign any number of candidates to a selection board 4 A candidate may be assigned to any number of selection boards You can define a selection board to reflect the selection processes that occur f
13. and Examinations 3 Education History 27 Prior Residence History 2 Prior Employment History 28 Legal History 35 Local and other Record Checks 40 Motor Vehicle Operation History 38 Military History 33 Interviews 38 Each investigative area provides different items for review and a single Review Compete check box to signify that this investigative area is complete In most cases the items within the review area as well as the details will be assimilated into the final investigative package which POBITS will generate A few areas such as prior residences prior employment and relatives and references enable the generation of mail merge letters using templates provided with POBITS or created by you These letter can be generated and tracked for a response and each response can be qualified by the investigator POBITS has a feature for assigning candidates to selections boards Once the selection board s results are noted in POBITS you can ascertain interesting statistics about your overall selection processes Lastly POBITS provides useful data regarding your candidates such as rate of ineligibility for various reasons and by ethnicity and gender Other reports provide metrics such as opportunity of selection for your candidates These reports fall into the category of management and oversight information that is often needed for resource management POST Guidelines POBITS is modeled to support the California Pea
14. anyway Archiving Archiving removes the record from the main POBITS database and places it in a separate storage area You may never need or want to archive any records it s entirely optional However there may come a time when system performance is impacted by the number of records There is no theoretical limit on the number of records millions are certainly possible However because POBITS is a data file system and because it must perform its filtering duties at the work station as opposed to at the server performance issues may become noticeable at around 10 000 records or so highly dependent on computer and network hardware In this case it may be useful to archive some records Note that the archive does not need to filter records and viewing is performed on a page basis meaning that the entire dataset does not need to be sent to the workstation So there should never be any reason to delete records from the archive although it is possible to do so 2004 2007 Essential Software Development LLC POBITS Candidate Information 17 3 2 3 2 1 The business of screening and hiring personnel especially in the public sector receives considerable scrutiny so good record keeping and storing is essential that s why POBITS was made To recover a file from the archive 1 Open the Archive list from the Lists Menu 2 Select the record to restore by clicking on it 3 Press the Restore button Th
15. automatically by the program Automatic entries occur for a few activities that POBITS can monitor and record an entry for For example when you create a mail merge letter for a candidate or group of candidates POBITS optionally will enter a journal entry for this event As you scroll through the list the note text for the selected journal entry is visible in the screen below the list When you want to enter a journal entry manually you will do it from this tab Use the Add button to make a new journal entry Editing Personal Information for Smith Mary Jane ere Personal amp Identitying Information Record Status Candidate s Journal Type Date Time User a Emad 1107707 9 38 Kingsley Klosson 10 42 Kingsley Klosson O Letter 1 06 07 1041 Kingsley Kiosson E Letter 1 06 0 1037 Kingsley Klosson BS Discussion 1 01 07 8 59 Kingsley Klosson 14 44 42 be po Letter created using template document MailMerge doc D Candidate Journal Tab Journal entries are for entering anything pertinent to the background investigation or to the process for conducting it For example if the investigation is on hold pending the delivery of some documentation from the candidate a journal entry would be the appropriate place to record this fact Each journal entry can be typed as a Letter Phone Call Fax Email Discussion or Note and will be automatically attributed to the signed on user The journal entry support
16. be installed entirely in one location and accessed from any work station that can connect to that computer The database is file based and proprietary so there are no ODBC connections to make or maintain Access rights are controlled within the program itself and at least one application user must be designated as a Supervisor whose main supervisory function is to create other user accounts and control access rights for other users There are no special skills required to be a POBITS Supervisor See the topic on Access Rights 73 for further information All executables DLLs and other supporting files will be installed into the designated installation folder which is the only folder created or used by POBITS The only downside is that being a file based system POBITS will consume more network bandwidth than a similar application using a RDBMS e g SQL Server Oracle Pervasive etc back end You should have no worries that installing POBITS on any of your servers or work stations will cause a conflict with any other program Many programs install runtime libraries such as those used by Visual Basic that are shared computer resources and the developer is dependent on the target machine having the same version of the runtime library as was used to develop the product POBITS installs its own proprietary runtime libraries into the POBITS installation folder and those libraries are not shared with any other programs Nor does it install any OCX
17. controls or anything that requires registration on any computer Feel safe POBITS is developed using Clarion for Windows which makes extensive use of procedure code and extension templates and relieves the developer from coding low level housekeeping activities and provides an abundance of pre coded and pre tested functions and capabilities to the developer with very low overhead Clarion is an object oriented language so opportunities for code re use are abundant The compiler is not much different than a C compiler and the resulting compiled executable is small and efficient Note that you will purchase an annual license for each POBITS user so depending on your budget you will need to make certain decisions before you buy For example let s assume you have 4 persons investigators that intend to use the system Each investigator will require a user account and therefore a license On the other hand you may prefer to keep your investigators investigating and designate a single person to access POBITS and maintain the data It s entirely up to you but it s important to understand this as you consider your purchase Also note that within POBITS investigators are synonymous with users 2004 2007 Essential Software Development LLC POBITS Technical Reference 81 12 2 12 3 12 4 12 5 About the Data File System POBITS uses a file based database system Each data table is maintained in a logical dat
18. for POBITS This graphic illustrates the basic concept of mail merge operations You can also read all about Word s mail merge features in the Word Help system Selected Candidates Data Source Mail Merge Template Template Merge to New Document New Merged Document Note You can also merge to email using the candidate s email address It s a feature of MS Word Dear Linda Davis Having fun wish you were here Mail Merge Concept POBITS generates a new data source file each time you perform a mail merge function The data source file name is always the name of the currently logged on user with a txt extension So when John Smith is logged on the data source file is Smith txt This 2004 2007 Essential Software Development LLC POBITS Candidate Information 15 3 1 1 3 3 1 1 4 3 1 1 5 enables more than one system user to perform mail merge activities concurrently without locking files Note however that once you have performed a mail merge operation you will need to close your MS Word mail merge template document before you can perform another mail merge operation because the data source file will be locked open Mail Merge Options When performing a mail merge function you are presented with an Options screen There are two options available and you may select either or both The first option is mark the correspondence as Sent This will enter the date and the name o
19. select to make a Journal entry the a journal entry will be generated and can be viewed in the Journal log for the selected Candidate When you have completed your review of the provided relatives and references select the Narrative tab and make any relevant notes regarding your findings in this subject area If there are discrepancies or potentially disqualifying information check the Red Flag check box Education Tab The education tab provides a list view for each education record offered by the candidate As with all other primary investigative areas it also offers a narrative tab and Red Flag checkbox that feeds certain reports and other output Unlike the Residence Employment and Relatives amp References tabs the education items do not provide for the generation of communication and contact with each reference provided This is because the Education section of the Personal History Statement does not capture sufficient addressing information to enable this functionality However it is possible to track your correspondence or contact with each educational institution The screen also provides a checkbox to indicate whether or not a Basic Course has been completed by the candidate 2004 2007 Essential Software Development LLC POBITS Candidate Information 28 1 2008 1 2008 tate College San 1 01 2004 11 03 2006 San Bernardino Valley Colleg TU P 1032003 11 03 2005 Pacific High School 11 06 2006
20. use the filters to obtain a discreet list of candidates and then tag some or all of the candidates in that list Once they are tagged you can select one of the actions on the action tab which includes mail mergel131 reports and record archiving 18 discussed in other sections of the manual Photos By selecting the Photo tab you can view the first photo for each candidate as you scroll through the candidate list 2004 2007 Essential Software Development LLC POBITS Candidate Information 12 3 1 1 A POBITS Candidates d REN Security Lists Reports Tools Registration Help Last Name Candidate Status Record Status Job Classification Job Type Group Investigator Ha Ba a a E fa a Kingsley Kison E Name UU Staus Complete Job larsiicati Investigative Areas Joumal Boards Actions amp Reports Photo 7 Abernathy Kevin Matthey Ineligible Incomplete Police Officer D Abreu Andre L nesgtie Complete Polce Officer 7 Aguas Monica Joy ineligible ste IT Aguilar Gibert Elgble Complete Latent Print Exa 7 Koson Kingsley Julian Eligible Incomplete Communications IT Mckinney Elizabeth Ann Eligible Incomplete Communication I Seih Man Jane Hired On Hold Pokce Olficer apa 7 bh dI 1 AddNew Edi Desste Hide Quickview Access Rights Close 1 Hep Current User Kingsley Klosson Browsing Records Candidate Photos
21. users is replaced you simply change the user in POBITS to reflect the new user So the license is not attached to the individual It s just the number of users allowed to use the system RENEWING 45 days before your license expiration date POBITS will notify you on startup that your licence will soon expire Depending on how long your purchase cycle is you may want to begin your renewal process at this time to ensure continuous performance EXPIRATION When your license has expired you will not be able to operate any POBITS functions except for Registration to enter a new license code Once you enter a new license code and restart POBITS full operation will be restored and no data will be lost 13 2 Support Support for POBITS is provided by several means Direct User Support Please use the following contact addresses to obtain support Email support essentialsoftwaredev com Phone 703 909 9865 On Line Help Help Note that every screen in POBITS has a button labeled Help which displays a help topic about the screen Broadcast Communication from Essential Software Development Essential Software Development uses Yahoo Groups as a means to communicate directly to all POBITS users To receive such communications you need to subscribe to the POBITS Group mailing list This is easy to do simply send a blank email message to pobits subscribe yahoogroups com Within moments you will receive an automated message that you must re
22. Former Residence Residence Address 1 18 2007 3 Date From 11 01 2008 E Date To Address 1212 West Avenue City Culpeper Names of Jacob Stern State VA Zip 22724 Resson for Moving Investigator Notes Contact Date 12 18 2006 7 11 24 2006 3 By S Letter Maded Reply Received Landiced Info Name John C Landiced Address 1800 Palm Avenue Cty Culpeper Phone Emast State VA Check Speling Contact verified all information as provided by apphcari Appicant was never any problem Paid rent on time and left peemiss in good cedar Residence Update Screen Employment Tab The Employment tab provides a list view of each prior employer submitted by the candidate In this list you can readily view whether correspondence has been sent and or received The list also provide an at a glance chronology of the candidate s prior employment 2004 2007 Essential Software Development LLC POBITS Candidate Information 32 Employment Tab Each residence item is entered or edited on the following screen 2004 2007 Essential Software Development LLC POBITS Candidate Information 33 3 2 8 72006 CZ Date To 11 17 2006 CS Employer Alpha Beta Restors Address 12 Elm Street City San Boogaloo Okay to contact State CA Zip 92404 9999 Postion Info Job Title Receptiorest Status Part time e Coworkers Bob Jenkins Ra
23. ON VA 4 eget JEFFERSONTO Nand Gund Sal Last Uni Group New York New York NY Ga Ge Ci 3 2 9 Financial Tab The financial tab provides a review area for insurance and credit history verification As with other investigative areas there is a narrative tab where the financial narrative may be created 2004 2007 Essential Software Development LLC POBITS Candidate Information 35 Financial History Financial History Details investigator s Narrative Review Status Insurance Co State Farm Policy Number 3008007006 Insurance Exp 11 23 07 ES Meets Libilly Yes e Credit History 7 Review Complete 1 06 2006 Es 10k Cancel 1 Heb Financial Tab 3 2 10 Legal Tab The Legal tab provides a check of items generally considered to be part of the legal history investigative area as shown below As each items is checked or confirmed the investigator can check off the item and provide a completion date These items include various criminal background checks via databases fingerprinting and proof of citizenship As with other investigative areas there is a Narrative tab for the inclusion of narrative information relevant to this investigative area 2004 2007 Essential Software Development LLC POBITS Candidate Information 36 Legal History Detads Investigator s Narrative Review Status V Review Complete 1 17 2007 Ce
24. a file and shared as needed with other concurrent users The file system is very robust and capable of handling millions of records even in a multi user environment However the development approach required that on the candidate list view the user be able to apply filters to the list This has a negative impact on file loading and display when records get toward the ten thousand mark or so highly subjective number File archiving is supported so that you can move dormant files to a separate file to reduce the burden So you never have to fully delete a candidate record just archive it However when a file is archived it is no longer part of the consideration for reports tallies or any other global information about your candidates Network Installation POBITS can be installed in any location on your network Other computers can access POBITS by simply establishing a shortcut to the executable POBITS EXE It is recommended that any network shortcut to POBITS be established via a mapped drive as opposed to via Network Neighborhood or My Network Places As stated earlier POBITS is not a Relational Database Management System RDBMS so it is not as network efficient as it would be if it were but then again if it was it would cost thousands more So POBITS performance will benefit from having fast computers on a fast network If your network has any 10mb segments POBITS performance will benefit from an upgrade to 100mb or gigabit if possibl
25. abled whenever the user accesses this screen See Setting Access Rights 751 User Groups If you have several persons accessing the system whose access rights are essentially the same you should consider creating a user group and assigning each person to the group This way when you want to create a restriction you only need to restrict the group and all members of the group inherit the restriction To create a User Group open the User Administration screen under the Security menu and then open any user account Select the User Groups button and create User Groups Once created users can be assigned to a group if desired Note that while a Supervisor can be assigned to a User Group the 2004 2007 Essential Software Development LLC POBITS User Access Rights 75 10 4 10 5 10 6 group s restrictions will have no affect remember Supervisor access rights cannot be restricted Be careful not to completely restrict access to a screen that a user might need such as various pick lists It s better to restrict their Add Edit and Delete options as stated above User Groups User groups provide a means to establish and control access rights for a group of individuals as a collective unit If you have several operators that you will assign identical access rights to it will be easier to assign the operators to a group and then set access rights for the group as needed You can combine this strategy with in
26. andidate Information 3 1 Candidates List The below graphic describes many of the features of the Candidate list view Candidate Ste Last Name Status Complete Job Classification Job Type Group Investigator e A e A e Ai AN e Al Kingsley Kiosson Name Status Complete Job Classify Investigative Areas Jounal Boards Actions amp Reports Photo li Abemathy Kevin Matthey Ineligible T Abreu Ande L Inebgble Complete Police Office Choose for Selected Candidate TU Aguiar Monica Joy Inekgible Complete Office Assist Personal Identilying Information n Agua Gibert Eligble Complete Latent Print R O Klosson Kingsley Julian Eligible Incomplete Communicat Relatives and References PI T Mckinney Ekzabeth Ann Eligible Incomplete Communicat Education History a Smith Mam J Hied I Police Off T Smith Mary Jane DI incomplete fica Pas Hinay n Employment History nm Mikay History kal Financial History a Legal History fal Derving History a Examinations n Interven E Local Records mi User Fields 14 444 2 d db di A AddNew E Delete Hide Quickview Access Rights Close 1 Help Candidate List View The candidate list view is a focal point of POBITS This is where you will seek out candidate records for assessing progress or to find a record for updating The list itself can be sorted and filtered to obtain a very disc
27. ary Smith changes her name to Mary Jones all instances of Mary Smith as an investigator will be changed to Mary Jones Only Supervisors have access to the User Administration screen 2004 2007 Essential Software Development LLC POBITS User Access Rights 74 10 3 POBITS Users Update User First Name Kingsley Last Name Kiosson User Group User List Strategies For User Access Right Depending on your needs and your licensing you can follow several different strategies for granting access to your users Here are a few Single User Nothing to do The first and only user will be a Supervisor by default and will have full access to everything Multiple Users No Restricted Access Same as single user Simply add each user and make each a Supervisor Multiple Users Some Restricted Access Here is where you have many options Each user can have their access restricted to various features In general this includes complete access or denial to any screen and in most cases access to certain buttons on each screen As an example you may want the user to be able to pick from the Job Classification list but you may not want them to be able to add edit or delete items from the list To accomplish this open the Job Classification list and select the Access Rights button For each user or for a User Group select the screen control you wish to deny access to The selected control will be dis
28. ce Officer Standards and Training POST guidelines While other states use various forms of POST the California guidelines were chosen as the model because of the maturity of the products and the size of the supported market Note that there is nothing in POBITS that is state specific and POBITS should be usable and useful for any organization performing background investigations for Peace Officers or other positions requiring high moral character For more information visit the California POST website at http www post ca gov 2004 2007 Essential Software Development LLC POBITS Concept of Operation 8 2 2 What POBITS Isn t POBITS does not perform background investigations or assist in that effort other than by providing electronic record keeping and other automated functions POBITS contains no logic to determine whether or not a candidate is suitable for appointment to any position nor does it contain any logic to determine whether or not your investigation is complete Essentially POBITS does not do your work for you but it does provide a systematic process for tracking the work you have done and providing at a glance information on the status of your investigations If you are reviewing POBITS on the premise that it is some kind of automated background checking system it isn t 2004 2007 Essential Software Development LLC Candidate Information POBITS Candidate Information 10 3 C
29. contact Essential Software Development via emal at support essentialsoftwaredev com License Expiry Notification The email address is a hyperlink for sending email to Essential Software Development If necessary we will guide you through the simple process of license renewal Registration When you purchase one or more licenses for POBITS you will receive information to complete the registration form in the software You must enter all items EXACTLY as provided to you case sensitive Once you do your license will be activated for the period of time purchased This information includes the number of user licenses purchased seat licenses S License Registration Serial No 620151 Seat Licenses 2 License Registration 2004 2007 Essential Software Development LLC Technical Reference POBITS Technical Reference 80 12 12 1 Technical Reference Pre Purchase Technical Information POBITS is targeted primarily to public sector organizations where most computer systems are professionally managed Those system Supervisors will appreciate the fact that POBITS is very easy to install and maintain and will make a very small footprint on your server and desktops POBITS is a self contained application that has few if any dependencies on specific operating system components It will run on any 32 bit version of Microsoft Windows Total installation before data should be 7MB The application can
30. ction board process you may have for making hiring decisions The purpose of this feature is to enable a view of candidate selection rates for each selection board Of course you can also examine selection rates in total exclusive of any selection boards The use of Selection Boards in POBITS is completely optional Investigative Areas Jounal Board l Actions amp Reports Photo Board Date Job Classification FINAL SELECTION 8 23 04 Police Officer ELECTION MEETING x SELECTION BOARD 4 20 05 Police Olficer Selection Boards Tab 2004 2007 Essential Software Development LLC POBITS Candidate Information 41 3 2 16 User Defined Tab The User Defined tab contains 10 user defined fields that you can use for special items specific to your needs In the graphic below the first four have been defined using the Customize Field Prompts function V State Handgun Reg 1 02 2007 d User 3 1 02 2007 C User4 User 5 Candidate User Defined Tab The prompts for each user defined field can be changed by pressing the Customize Field Prompts button As show below just type in the name of that you wish to apply User Defined Update Screen 2004 2007 Essential Software Development LLC POBITS Candidate Information 42 3 2 17 Journal Tab The Journal tab contains a list of Journal entries for the candidate Journal entries are made manually by you and
31. d the investigator s narrative for the person facts Note that fields which are normally formatted in some manner such as SSN telephone numbers and dates are automatically formatted by POBITS and generally you only need to enter digits Fields for names and places will auto capitalize the first letter of each word Date fields can be 2004 2007 Essential Software Development LLC POBITS Candidate Information 18 entered in just about any format and POBITS will reconcile your input and display the date in a standard format E g Personal into Personal Identifying Information Record Status Candidate s Journal Deals Investigator s Narrative Review Status 7 Review Complete 2704 2006 CS Hame amp Description Case Handing Contact Date Ptace of Bith Photos SSN 123456789 Salutation Ms E Last Smith Maiden Other Names Smith Janie Smith Maskal Status Mamed E Male Height 5 03 Weight 137 bs Eye Color Blue x Har Brown kel Ethnicity White Y Female Personal Tab Name amp Description Sub Tab The Case Handling sub tab provides for the details of the record the assigned investigator the position the candidate is applying for etc 2004 2007 Essential Software Development LLC POBITS Candidate Information 19 hE ung INTOFMSTON LPM REVIN MIANN 1 Personal Identifying Information Record S
32. dividual operator access rights if needed The group can have Supervisor or Operator access rights But remember that the basic access rights rules 73 always apply User Groups Investigators Group Operator User Group User Group Details Un Gg Tess Level O Supervisor Operator O No Access User Groups Establishing User Access for the First Time The first time you run POBITS you will have to create the first user This user will be a Supervisor by default This user can then create other user profiles as necessary up to the number of users authorized by your license Note that when user profiles are created only the Login is provided and this will also be the password until it is changed by the user Setting Access Rights There is no single point or window where all user access rights are set Rather each window where access rights are applicable has its own settings The setting for each 2004 2007 Essential Software Development LLC POBITS User Access Rights 76 window vary according to the functions of the window Where access rights can be set there is always the ability to deny access to any Operator Some windows such as the candidate list have buttons for Adding Editing and Deleting records In these cases each button can be disabled individually for each Operator Below is the access rights screen for the candidate list just as an example v Candidates Set
33. e However even under the worst of circumstances POBITS performance should be acceptable If you are suffering severe delays or unacceptable performance in a network environment chances are there are other issues or that overall your network bandwidth is just inadequate Multi user considerations Multi user concurrent operation is fully supported All aspects of record locking and control are enforced by the POBITS runtime libraries Basically if two people open the same record for editing the second user will be notified that the record was changed by another station and offered the opportunity to refresh the record view No configuration of any kind is necessary to enable multi user support however your license will determine the maximum number of users for the system Regardless of how many users you may have there is no reason that all users cannot access the system concurrently Data File Management Data file management available under the tools menu is provided so that end users can perform certain maintenance functions on data files You will not need to perform any of these functions on a regular basis the tools are provided primarily as a means to repair file malfunctions that may occur due to some circumstance beyond your or our control The most likely use of this tool is to repair a damaged or corrupt data file Should a data file become corrupt it will probably manifest itself with total application failure when the fil
34. e is accessed When you then restart POBITS you will be advised of what file is corrupt and you can then run the file management utility and select the file for repair fix In most cases this will resolve everything If you are suffering from regular file corruption problems we recommend you contact 2004 2007 Essential Software Development LLC POBITS Technical Reference 82 Essential Software Development directly for a long term resolution Data File Manager D D Projects POBITS A_CAN TPS D Progects POBITS A_JOU TPS D Propects POBITS A_NOTE TPS D Pregects POBITS BOARDS TPS D Projects POBITS CANDIDATES TPS D Projects POBITS ETHNIC TPS D Propects POBITS NOTES TPS D Projects POBITS GROUP TPS D Projects POBITS JOURNAL TPS D Projects POBITS POSITION TPS D Propects POBITS PROMPTS TPS D Pregects POBITS REASON TPS D Progects POBITS SELECT TPS D Projects POBITS STATES TPS ge gone 8 pr 1 1 5 4 0 doit Data File Manager 2004 2007 Essential Software Development LLC Purchasing and Support Part Purchasing and Support POBITS Purchasing and Support 84 13 Purchasing and Support 13 1 Purchasing and Renewing PURCHASING POBITS is licensed on an annual basis You must purchase an annual license for every user also called Investigators within POBITS So if you have three users you will need three licenses If one of your
35. e record will now be accessible in the normal Candidate list Note however that when you archive a candidate they are permanently removed from any selection boards ef they were on and are not reinstated when you restore the record Group Record Status SSN Job Classification 773 88 1281 Cook s Help 551 66 7126 Deputy Probation Cc 83344 7612 Deputy Probation Cc 761 23 4185 Cashom Muddiestone Margaret e Archive Window Candidate Record The candidate records is the fundamental data area in POBITS where you will spend the preponderance of your work time Because each candidate s record contains so much information the Candidate Information screen is divided into several logical tabs each encompassing either a major investigative area or other information logically grouped for efficient access For those tabs that represent a major investigative area a sub tab exists for the investigator to provide narrative information relevant to that area The narrative information is used by POBITS when generating narrative reports Also on the sub tab is a check box for the investigator to indicate that their review of the investigative area is complete This status is indicated on the Quickview tab of the Candidate List Personal Identifying Information The personal tab of the Candidate record provides input for all of the candidate s personal and identifying information Additionally there are sub tabs for photos date place of birth an
36. ea a aaa aeaa aa aaa di aaaea daaa aani 70 3 Logging on as a Different User 70 4 Show Logged on Users rirriii ein 70 5 ScreeniLoCk hic AA 71 Part X User Access Rights 73 LL Generali Eesen EEN 73 2 Ueertiet eege AGANG 73 3 Strategies For User Access Right mmasnaaa nnaman an annn Kuan KA ANAKAN ANAK ANAKAN ANAN ANNNAK ANAKAN ANAKAN NAAN AKAKAKANANA 74 W GroUp E 75 5 Establishing User Access for the First Time a aaa 75 6 Setting ACCESS e LE 75 2004 2007 Essential Software Development LLC POBITS Contents Ill Part XI NN BITTEN 2 Part XII a P GN Part XIII License and Registration Registration iii Technical Reference Pre Purchase Technical Information About the Data File System Network Installation Multi user considerations Data File Management Purchasing and Support Purchasing and Renewing SUDPOrt O aaa ad Index 2004 2007 Essential Software Development LLC Welcome POBITS Welcome 5 1 Welcome Welcome to POBITS Peace Officer Background Investigation Tracking System Documentation as of October 2007 Peace Officer Background Investigation Tracking System POBITS is designed to a
37. ections are made you must then change each selected candidate s Status attribute to Hired When these steps are completed an Opportunity of Selection Report can be produced for the selection board 2004 2007 Essential Software Development LLC POBITS Reports 59 A POBITS Bossa 0346 Notes Boars members Sa Thamosos Sa Meyers Secretary Anta Jones Opportunity Based on Etwecity APCIN AMANCAN apan Fester Nabaramancan Opportunity Based on Gender Mates Consideres Uzes Selected Oppertuenty for Mei Overall Opporturety of Setec Bor Canoas Considered Canoe Zeene Over an Cpportunty Jonesboro County Sherriff Opgeterety of Selecta Deputy Prabasen Counsetor Famalas Congicerea Fermaies Selected Osporana tor Females MEC SuperSongt 870 an USB008 Opportunity of Selection Report 6 12 Opportunity of Selection For a Job Classification This Opportunity of Selection Report is a similar to the previous report except that the previous report focuses on the outcome of a particular selection board whereas this reports focuses on the overall opportunity for all candidates applying for a certain position When selecting this report you will select a singles job classification as the focus of the report 2004 2007 Essential Software Development LLC POBITS Reports 60 Preview Opportunity of Selectior Sg PPS Mds Cedar Hill Police Department Opportunity of
38. ellaneous Functions 47 5 Miscellaneous Functions Enter topic text here 5 1 Creating Correspondence There are three subject areas within the candidate information that enable you to generate and track correspondence to individuals or entities that can provide relevant information for you investigation The process for creating correspondence is the same for each of them The diagram below shows this process Relation N P E Father re Tag any or all records you wish to create 7 Friend coworker or scquiarten Barbat correspondence for Press the Create Correspondence button Select the options you want to for logging this event Mark as Correspondence Sent Make Journal Entry for Corwespondence B INQUIRY LETTER FOR SELECTIVE SERVICE SYSTEM doc My Recent B LANOLORD 10 ENVELOPE doc Documents i LANDLORD QUESTIONNAIRE doc meaverge coc W Notice to Candidate doc Desktop PAST EMPLOYER QUESTIONNAIRE doc AB PERSONAL REFERENCE 10 ENVELOPE doc ta Document W Records Check Request Jonesbror County doc WB RELEASE AUTHORIZATION FOR EMPLOYMENT doc KI w gt Fle name PERSONAL REFERENCE QUESTIONNAIRE wl ose o Fles oftype MS Word Di L Geet Create Correspondence Process 2004 2007 Essential Software Development LLC POBITS Miscellaneous Functions 48 5 2 Red Flag Check Boxes Throughout POBITS there are a number of areas where pot
39. entially disqualifying information or some other discrepancy in the information can be flagged using the Red Flag check box Each investigative area 7 has a narrative section and a Red Flag check box for this purpose This is a useful visual indicator when viewing the record and will also appear on the Narrative Reports generated by POBITS Details Financial Narative V Red Flag P sally Gsquallying mfoematon Credit reports indicati F FINANCIAL Potentially disqualifying information Credit reports indicates MOTOR VEHICLE OPERATION Red Flag on Screen and Reports 2004 2007 Essential Software Development LLC Reports POBITS Reports 50 6 2 6 3 Reports General There are two location in POBITS from which you can select to run a report One location is the Reports menu on the Main POBITS menu bar The second is the Action Lab on the Candidate list 101 The reports on the Reports menu are global in scope meaning they report on all data in your candidate database The reports on the Action tab are centric to whichever candidates are tagged in the list Report menu Actions fo Tagged Record Reports for Tagged Records Summary Action Tab Predestination Dialog Before each report runs you have the option select the destination Preview or Print You can also select the default printer at this point and in fact if you will want to print to anything other than the default p
40. esting user access rights and is easier than closing POBITS and logging on again Show Logged on Users The Show Logon On Users menu under the Security menu displays a list of all persons logged on to POBITS 2004 2007 Essential Software Development LLC POBITS Application Security 71 System Monitor Window Refresh Window every 15 seconds Show Logged On Users 9 5 Screen Lock The Screen Lock option under the Security menu is provided as a means to lock the program so that no other person may access it in case you care to step away from your work station for a moment To unlock the screen simply enter your password 2004 2007 Essential Software Development LLC User Access Rights Part User Access POBITS User Access Rights 73 10 10 1 10 2 User Access Rights General POBITS has a robust user access system that controls access to the program itself as well as to some individual screens within the program Here are the empirical rules about POBITS access rights e Only authorized users can access the program all users must log in to the program e Your license authorizes a fixed number of users that can be added There are two types of users Supervisors and Operators The key difference is that Supervisors cannot be denied access to any features even if they are assigned to User Groups who are denied So if you intend to limit a user s access in any wa
41. ete DUDAODO0NAONODO Persona informanos Review Relanves References Revew Financial History Review Tests and examinatoni tevita Education History Review Price Residences Review Employment History Review Legal History Review Loca Reccnss Reves Motor Vehicle Operavon Review Miltary History Review Interv ews Review Checklist Report Unregistered User Candidate Summary Report Aguilar Gilbert Height Weight Eyes Mair GO 28s Green Steck Home Phone Work Phone Ext 601 534 5787 Cell Phone Disqualified Reason Created Updated Hire Date Board 217085 119097 Candidate Summary Report 54 The checklist report displays a simple checklist grid of with all of the checklist items for each candidate tagged in the candidate list To print the report nA Open the candidate list Select the Action tab on the Quickview tab Tag all the candidates you want to see in the report Press the Checklist button on the Action tab The report appears as shown below 2004 2007 Essential Software Development LLC POBITS Reports 55 6 8 Preview sort IDa 0 ii ADE ash Jonesboro County Sherriff Group A investigatori Kingsiey osson 10101214 DRNOA l 1910009 many aay Agta asbay paw spe VOR POS pa mag maning 1910994 AMO Use Bhog ON Voge reddy mug Dojo jgjo 00 090 0 o0 0 o o qa ooo ooo ooo D SD ooo 000 ooo ooo ooo ooo ooo ooo oo
42. f the logged on user in the correspondence sent field of the item The second option is to log the even in the candidate s journal This will create an automated journal entry indicating the date the logged on user and a description of the event which is generally that a certain letter was mailed on this date i Options Mark as Comespondence Sent C Make Joumal Entry for Correspondence Mail Merge Options Mail Merge in MS Word Whenever you have a word document open with a connection to a data source Word s Mail Merge Tool Bar will be visible Placing your mouse pointer over each item will describe its use in the tool tip Note the button labeled ABC and highlighted below changes from viewing field tokens such as lt lt Last_Name gt gt to viewing actual data such as Jones Word s mail merge tool bar is shown below though there may be differences in appearance in different versions of MS Word MS Word Mail Merge Tool Bar Word 2007 Changing Investigators for Multiple Candidates You can change the investigator for a group of candidates easily Open the candidate list select and tag your candidates then press the Investigator button and select the investigator to be applied to all tagged candidates This can be particularly useful when an investigator leaves your unit and is replaced by someone else In this case you can reassign the investigator for a group of records very easily 2004 2007 Essentia
43. g Correspondence 47 Credit History 34 D Data File Manager 81 Data File System 81 Discrepancy 48 Disqualifying Information 48 73 75 E Education History 27 Eligible 24 Email 7 13 Employment History 31 Establishing Access Rights 75 Ethnicity 67 Examinations 37 Fe File Corruption 81 Filtering 10 Financial History 34 Financial Tab 34 First Time Access 75 Groups 65 Hired 16 24 58 Hiring 16 Ineligibility 55 56 66 Ineligibility Reason 66 Ineligibility Report by Ethnicity 56 Ineligibility Report by Reason 55 Ineligible 24 Interviews Tab 38 Investigator 15 Investigator s Notes 42 J Job Classification 65 Journal Entry 16 Journal Tab 42 2004 2007 Essential Software Development LLC 87 POBITS L Legal History 35 License 78 License Registration 78 Lists 65 66 67 Local Records Check 40 Login 73 Logon 70 Logging on as a Different User 70 Login 70 Mail Merge 15 Mail Merge Concept 13 Mail Merge Options 15 47 Merge 13 15 Military History 33 Motor Vehicle Operation History 36 MS Wod 13 MS Word 15 47 MS Word Mail Merge Tool Bar 15 Multi User 74 Multi User Considerations 81 N Network Installation 81 Da Operator 73 75 Operators 75 Opportunity of Selection 59 Opportunity of Selection Report 58 Options 15 51 p Password 70 Performance 16 Personal Information 17 PersonalTab 17 Photos 10 POBITS Login 70
44. ick list is simply a list of all 50 states and territories The list is user definable in case change is ever necessary You can control whether or not a user has the access rights to modify the list See the topic on Access Rights 731 2004 2007 Essential Software Development LLC POBITS Pick Lists 68 2004 2007 Essential Software Development LLC Application Security POBITS Application Security 70 9 1 9 2 9 3 9 4 Application Security General To use POBITS you must log on via the log on screen by entering your login and password Both items are case sensitive and require an exact match After three failed attempts the program will close w POBITS Login Eee POBITS Login Changing Your Password To change your password select the Change Password option under the Security menu Enter your old current password then enter your new password then enter your new password again to verity it Remember that Supervisors do not have access to your password if you forget it your user profile will have to be deleted and a new one created POBITS Change Passw E MR eeng NewPasswodf oU Vey Passwd IT Change Password Logging on as a Different User You may log on as a different user anytime by selecting this option under the Security menu When selected a normal login screen will be displayed This may be convenient for setting and t
45. l Software Development LLC POBITS Candidate Information 16 3 1 1 6 3 1 1 7 3 1 1 8 3 1 1 9 3 1 1 10 3 1 1 11 Select New Investigator ES Al of the tagged candidates wil have thes mvestigator reassigned to the investigator you select below Press Cancel to abort this operation ae Kingsley Klosson ay Stevens Action New Investigator Hiring Use the Hire button to set the Status of each tagged candidate to Hired When you do so you must also select the Selection Board which selected the candidate for hiring Making a Journal Entry Use the Journal button to add a Journal Entry to each tagged candidate This must be the same entry for each candidate record Summary Report This action will print a Candidate Summary Report s including each tagged candidate For details see the Reports Chapter Checklist Report This action will create a Candidate Checklist Report a including each tagged candidate For details see the Reports Chapter Adding To Selection Board You can add all tagged candidates to a selection board ei by tagging them and pressing the action button labeled Board After selecting a Board from your Board list the tagged candidates will all be added Note that if you tag a candidate for a position other than the position for which the board is created POBITS will advise you during the process You will then be able to either skip that candidate or add them
46. lph Jones Amanda Warwighi Investigator Notes Contact Date 11 28 2005 7 c Letter Mailed 12 09 2006 TF By Kingsley Kiosson w Reply Received 11 15 2006 73 By w Supervisor Info Supervisor Bd Jones Phone 800 555 1212 Ems IkikikiDewewer com Duties Answer telephone open and distribute mail geet walk in chents make photo copies Reason Departed Sought employment in law enforcement Check Speling Employes indicates Ms Smith was an outstanding employee She was dependable had good phone manners and was a quick leamer Employment Update Screen Military History Tab The Military tab provides for two general subjects related to military service 1 proof of Selective Service Registration and 2 proof of active or reserve military service It is possible that neither or both may apply to a candidate 2004 2007 Essential Software Development LLC POBITS Candidate Information 34 Miary Histosy Details Investigator s Narrative Review Status Review Complete 1 01 2007 ER Proof of Service Provided m V Registered with Selective Service 7 Served on Active Duty Selective Service Registration Active Service Date of Registration 11 13 2005 TF Service From 11403 2002 7 To 11 09 2004 CF Registration Number 55106 06 4321 Service Branch Coast Guard ia Pei Mig Officer Enksted Enisted 5 Status Reserves e pstratione NT
47. n select _0k_ conce Hep Candidate Status Tab Optionally you can create selection boards that reflect the actual selection boards in your organization You can assign candidates to these board and those that are selected can have their status changed to Hired Once you complete this process for any number of candidates you can gather useful metrics on hiring by ethnicity and gender Relatives and References Tab The relatives and reference tab contains a list of all relatives and references provided by the candidate Individual records can be added edited or deleted in the normal manner 2004 2007 Essential Software Development LLC POBITS Candidate Information 26 Relatives amp References History Detads Investigator s Narrative Review Status dl Been Complete 0 01 2007 Es Tag Fiter On Invest Tog All UnTag Al Lir Sent Lt Received Contact Date Note Father Jim Smath 10 27 2007 Friend coworker or acqui Michael Johnson 10 27 2007 10 27 2007 10 27 2007 0000000000 1444 4 db dI Create Correspondence Relatives and Records Tab Once the information is added correspondence can be generated 471 and tracked for each reference provided Additionally for each reference provided the investigator can make notes regarding any information received The notes will appear in CONTACT WITH RELATIVES AND REFERENCES section of the final inves
48. o ooo coso ooo Oiotoipipotioiotototoioipoipiotototoiptoloig oiotoipioioipotoiokoioioioiototoioioiloipig 0 0 0 0 0 0 0 0 0 0 0 0 0 o 0 0 olo o o e O 010 0 10 0 0 0 010 0 0 0 0 010 0 010 o E 0 0j0ojo on jo ojo0jojojo jonjo o jojo jo ojo jojo oiotoipipoioiotoiotoioioipoiototoioioioipip oiotoipioioipotoiotoioioipoiototoioipoilpoip1g Printed By Kingsley osson 10904 2221 Candidate Checklist Report Ineligibility Report by Reason The Ineligibility Report by Reason provides a breakdown of the percentages of candidates who are deemed ineligible by each reason defined in your POBITS system If further shows a breakdown of Male and Female for each reason The pie graph displays a simple graphic to easily see the proportions according to each reason On the right of the graph are some metrics that can be used to compare to the data above For example if there is a high percentage of females ineligible for some particular reason it will be significant to know the total percentages of females in the database 2004 2007 Essential Software Development LLC POBITS Reports 56 6 9 pd KAC ABA EH TA Jonesboro County Sherriff imagery Report by Reason Reason Doesnt leet Hesght Requremest F ated Potygragn Examinabon Fated Paycological Examinaton Fated writen Eramena sa Fetony Arrest Record Parcarkagas are Dated ce all Kabali anades Printed By Keeser osson 11504 13 19 Ineligibility Rep
49. ommunity You are encouraged to offer any suggestions for POBITS that may make it more useful or suitable to your purpose Further though we strive for perfection at all times no software is perfect If you happen to run into the only software bug that put into this application on purpose please let me know at support essentialsoftwaredev com We will strive to make POBITS as good as we possibly can POBITS Contents I Foreword 0 Part Welcome 5 Part Il Concept of Operation 7 1 POST Guidelines saa aaa ei lion aaa a a aa 7 2 What Gel CERN a aaa a a 8 Part III Candidate Information 10 1 Candidates Last E 10 Actions gliela iii Tagging Candidates for Actions Mail Merg Seinra ar ARIEL iaia ILL iaia Mail Merge Cpttone isien GRAN NN Ka i a Mail Merge imMS Word ama na iii iaia alari Changing Investigators for Multiple CandidateS iii 15 a 16 Making a Journal Ent ynang BUNGA NG NG GNUNG A i ii iaia 16 Summary Report ipirapire RA NAN aanib 16 Checklist Reporte naaa ana mann seveeseutaaeee topes ncasageeens a Niagra Naia aN aasi NGA 16 Adding Ta Selection Board alal aaa 16 RU TTT 16 2 Gandidate Record a ADAN TANA JA DAA Za 17 Personal Identifying Information Xa AWA aa 17 Photos Status Tab Relatives and References TaD NANANA NAA 25 Education Tab Residence Tab Employment CT ME Military History Tab Financial Tab Legal Tab Motor Vehicle Tab Examinations Tab lee CT WE Local Reco
50. or selecting candidates for hire Each selection board has a few primary details and then a roster of candidates to be selected by the board It is easy to add candidates to any selection board from the candidate list see the topic Adding To Selection Board 1 for the Actions Tab You can also add candidates to a board opening a selection board record and pressing the Add button Then select a candidate to add and press OK The Selection Board subject area enables you to maintain historical data about board selections Additionally once candidates are hired and their records are updated to indicate such POBITS can produce reports that detail the opportunity of selection 5 based on ethnicity and gender Note that the intent within POBITS is that each selection board is assembled to select candidates for a specific position If your board assembles to select candidates for a variety of positions you will need to create a separate board within POBITS for each selection process Fortunately creating a selection board and adding candidates to it is very simple to do You can remove candidates from selection boards individually or you can remove all candidates at once by using either the Remove or Remove All buttons Note that this only removes a candidate from a selection board you are not deleting or changing the candidate record in any way 2004 2007 Essential Software Development LLC POBITS Selection Boards 63
51. ort by Reason Ineligibility Report by Ethnicity This reports is very similar to the Ineligibility Report by Reason except that the breakdown is by Ethnicity 2004 2007 Essential Software Development LLC POBITS Reports 57 Preview Inelipdeaty By Ethnicity OD six dior OO HOH ash Jonesboro County Sherriff Inebgitaity Report by Leer Graph parcantapes are bases on all mebpidie cansisates f Carcditates n Database Va Cansitatas Fernaie Carsuiates Nebptie Cancddates While 75 E AtcanAmercan 125 E Hise 12 Printed By Krier osson 11504 1336 Ineligibility Report by Ethnicity 6 10 Selection Board Roster The selection board roster displays the details about the selection board and a list of all candidates assigned to the board A check box is provided by each name as a tool to record their selection and then bring back to POBITS to mark the selected candidates as hired 2004 2007 Essential Software Development LLC POBITS Reports 58 OD Ae AE PAO EDS ash ji p D i HDH IER ERR Selection Board Roster Report 6 11 Opportunity of Selection The Opportunity of Selection Report is a reporting of how candidates were selected for hire on the basis of ethnicity and gender To produce this report you must properly define selection boards and add to those boards each candidate considered by the board When sel
52. rds Tab Boards Tab _ User Defined Tab Te aT 1 CT EE Part IV Narratives and Comments 45 Part V Miscellaneous Functions 47 1 Creating Correspondence 1 1 2 nnasan nanana anuna AKEN ANAKAN NAAN iii 47 2 Red Flag Check E 48 2004 2007 Essential Software Development LLC POBITS Contents Il Part VI Reports 50 UR TT CIE 50 2 Predestination Dialog AA 50 3 Previewing AA AA AA ao 50 4 Print Destination Dialog eee eee eee 51 5 Archiving iRePors ssassn a AG a Aa 52 6 Candidate Summary Report 11 1 a nanana naan aa naan AN NAAN ANNA ANAN AA 52 7 Checklist Report aNG inte 54 8 Ineligibility Report by Reason a a 55 9 Ineligibility Report by Ethnicity maa 56 10 Selection Board Roster 1 rirreieeiii iii 57 11 Opportunity of Selection iiin 58 12 Opportunity of Selection For a Job Classification ii 59 Part VII Selection Boards 62 1 Selection Boards General rin 62 Part VIII Pick Lists 65 T e EE 65 2 Selection Boards ege 65 3 Job Classifications j iii iii 65 4 GIOUps E 65 5 Ineligibility Reasons maa 66 6 Ethmteip EAR AG 67 7 States ees 67 Part IX Application Security 70 I General Lula lion 70 2 Changing Your Password ii is eea eea eea aeaa Sa
53. reet list conforming to your needs On the right the Quickview tab displays associated record details for each candidate as you scroll through the list In many cases this will be easier than opening the record just to view a simple fact For a more comprehensive view open the record by double clicking on it or selecting the record and pressing the Edit button Sorting Sort the list by clicking on the column header of your choice Click again to reverse the sort order The header will display or as appropriate 2004 2007 Essential Software Development LLC POBITS Candidate Information 11 Filtering Filter the list by selecting a criteria for each filter Each filter is cumulative Each filter also has an entry for All which essentially negates that particular filter Type Status Complete Job Classification Group Investigator AI v Al v Al v Al si 2003 wl Kingsley Klosson v Filters on the Candidate List Screen Quickview Tab As explained above the Quickview tab can display associated detail from the record selected in the list Note that there is a split bar control with which you can move the Quickview left or right The intent is to enable you to move the Quickview tab next to candidate names in the list for easier viewing Actions The Action tab located on the Quickview tab provides access to actions that can be performed on a candidate or a selected group of candidates The intent is that you can
54. rinter you will need to select it at this point Report Candidate Summary Report Report Pre destination Dialog Previewing All reports can be previewed prior to printing and the report previewer has extensive function for viewing finding removing pages printing etc The best way to discover these features is to use them Placing your mouse pointer over each button will reveal the functionality in the tool tip 2004 2007 Essential Software Development LLC POBITS Reports 51 6 4 GG I Abrd 2 he AE BO aa oe Report Review Toolbar Print Destination Dialog Once you decide to print either from the predestination dialog or from the report previewer the Report Destination dialog will be displayed Several options are available on this dialog for printing printing to file collating and archiving Report Destination General Options Archive PRINT 51 PAGES Report Destination Dialog General Report Destination General Options aschive PRINT 51 PAGES CJ Reverse order C Print both sides Report Destination Dialog Options 2004 2007 Essential Software Development LLC POBITS Reports 52 6 5 6 6 Report Destination General Options Aschive Description fi Comments Report Destination Dialog Archive Archiving Reports When you elect to print a report from the print preview you have the option to archive
55. s Tab 3 2 13 Interview Tab The Interview tab provides a list of each interview conducted with the candidate The list therefore provides a chronology of interviews 2004 2007 Essential Software Development LLC POBITS Candidate Information 39 Interview Status Interviews Complete 1 01 2007 3 Interview Tab Each interview item is entered or edited on the following screen 2004 2007 Essential Software Development LLC POBITS Candidate Information 40 Details Date 2 07 2008 ES Investigator 27717 Purpose Discrepancy Interview T F Red Flag Investigators Comments Beeb Gat xp 43 ra Spell Check F7 Ae el 12 3 wegen le 57 u Full Screen Editor Discrepance interview conducted this date to review two discrepancies in Personal History a Statement 1 Gap in prior residence history 2 Residence listed in Culpeper VA did not appear to be valid infact the address had been provided incorrectly 3 Nothing else Interview Update Screen 3 2 14 Local Records Tab This tab provides details of local record checks generally limited to the surrounding geographical area for your facility Detail for this tab is currently under development and user input in this investigative area is encouraged 3 2 15 Boards Tab Candidates can be added to selection boards A selection board in POBITS is analogous to any type of sele
56. s rich text so you can embellish your journal entry with font and paragraph attributes if you desire or copy and paste from other applications such as an email message or electronic document and retain formatting attributes The journal entry screen is below 2004 2007 Essential Software Development LLC POBITS Candidate Information 43 maid fal sale zle A e slalel 5 12 5 Western E 8 u Letter created using document MailMerge doc Journal Window 2004 2007 Essential Software Development LLC Narratives and Comments Part Narratives and Comments POBITS Narratives and Comments 45 4 Narratives and Comments Throughout POBITS the investigator has the ability to enter Narratives and Comments These two types of entries are distinct For example on the subject of past employment each past employment record provides the ability to enter a comment You can also apply a red flag to any comment These comments serve as the investigator s notes about this one term of employment On the Employment History investigative Area there is a tab section for the investigator to enter their Narrative as it relates to entire subject of the Candidate s past employment history This working paradigm exists in many investigative areas throughout POBITS 2004 2007 Essential Software Development LLC Miscellaneous Functions Part Miscellaneou POBITS Misc
57. spond to Once 2004 2007 Essential Software Development LLC POBITS Purchasing and Support 85 you respond you are subscribed Only the list owner can send messages via this list and your email address and name is not used for any purpose other than supporting this service To unsubscribe send a blank message to pobits unsubscribe yahoogroups com User Forums Essential Software Development operates a forum for user to user and user to developer interaction The web site address is http essentialsoftwaredev com cfcforum index php c 3 You may visit and read posts all you like but if you want to post a message you must register with the forum Again your email information is not used for any purpose other than the administration of the forum 2004 2007 Essential Software Development LLC Index 86 Index A Access 73 Access Rights Actiontab 16 Actions 10 Adding Candidates to a Selection Board 16 Application Security 70 Archive Window 16 Archiving Reports 52 Auto size Columns 10 B Basic Course 27 Batch Investigator Change 15 Board 16 Boards 40 57 58 62 Ci Candidate Checklist Report 54 Candidate Groups 65 Candidate Status 24 Candidate Summary Report 52 Candidates 16 Candidates List 10 Change Password 70 Changing Investigators for Multiple Candidates 15 Checklist Report 16 54 Check off items 7 Concept of Operation 7 Contact with references 25 Creatin
58. ssist public and private sector agencies and industries to track the progress of background investigations being performed on candidates for employment positions which require higher standards of personal character and integrity POBITS is particularly well suited for agencies that hire sworn peace officers but can be useful to any organization or agency where numerous candidates are simultaneously processed through background investigations or hiring processes that involve the accumulation of background investigative data POBITS has been designed to support the California Commission on Peace Officer Standards and Training POST guidelines as closely as possible though its design does not limit it to use by California agencies The California POST guidelines and other useful information can be found at the CA POST website at http www post ca gov 2004 2007 Essential Software Development LLC Concept of Operation POBITS Concept of Operation 7 2 1 Concept of Operation POBITS is designed to support the process of managing multiple background investigations as part of a pre hire process for peace officers and other workers though you may find it useful for any background investigative process where multiple background checks are being performed simultaneously InvestigativeAreaPOBITS focuses on several areas of investigation which include Personal and Identifying Information A Financial History 34 Tests
59. tatus Candidate s Journal Notes Details Investigator s Narrative Review Status V Review Complete 0 02 2007 3 Name amp Description Case Handing Contact Date Piace of Bith Photos Classification ESTE Type Peace Offices Application H Investigator Kingsley Klosson a Class Group 2003 T Personal Tab Case Handling Sub Tab The Address sub tab contains the details of the candidate s current physical address email address and phone numbers 2004 2007 Essential Software Development LLC POBITS Candidate Information 20 Personal Identifying Information Record Status Candidate s Journal Notes Details Investigator s Narrative Review Status F Review Complete 0 02 2007 5 Name amp Description Case Handing Contact Date Place of Bith Photos Address EMZNEFRE Cay Hamel Home Phx 618 633 6404 Cell Ph Work Phe Ext Emait Personal Tab Address Sub Tab The Date Place of Birth sub tab contains the details for the candidate s date and place of birth 2004 2007 Essential Software Development LLC POBITS Candidate Information 21 Personal amp Identifying Information Record Status Candidate s Journal Notes Detads Investigator s Narrative Review Status F Review Complete 0 02 2007 FF Name amp Description Case Handing Contact
60. this aspect ratio Generally speaking if you simply take a decent full face portrait of the candidate using any digital camera the image should scale and appear normally within POBITS Status Tab POBITS assumes a simple work flow for processing a candidate When the candidate s record is created they are deemed ELIGIBLE and remain eligible until either deemed INELIGIBLE or HIRED This is captured in the Eligibility Status section on the Status tab of the record If deemed ineligible a resason eg is required If hired the date of hire or hire decision is required and the selection boards that selected the candidate are entered Once the background check is complete check the COMPLETE check box on the Status tab It is assumed the candidate must be ELIGIBLE and COMPLETE to be considered for hiring POBITS contains no logic that determines when the background check is complete You may mark the record complete at your discretion 2004 2007 Essential Software Development LLC POBITS Candidate Information 25 3 2 4 Personal amp Identitying Information Record Status Candidate s Journal Investigation Status Record Status Check this box when all items are complete for this R 3 02 2005 candidate or the investigation is terminated EI Age 2YRS On Hold 5 Date G Last Update 10 26 2007 Ebgibilty Status Ebgbie Inebgbie on z Hired Selection Board FINAL SELECTION Y Start Date 3731 2007 CS No
61. tigative report The details of each individual record are viewed on the record s screen as shown below 2004 2007 Essential Software Development LLC POBITS Candidate Information 27 3 2 5 i Reference for Smith Mary J Relations and References Relation Father NG Communications Name Jim Sm h Letter Maded 11 24 2005 By Kingsley Klosson x H 2 s ove long 26 year Reply Received 12 30 2008 TF By Kingsley Kiosson x Nature a Relative Relationship V Current of price restraining order Home Address amp Info Work Address amp Info Addess 2195 Someset Drive Addtess 22 Elm Street City Jedfessonton State VA Zip 22724 City Jackson State MI Zip 22222 Phone 540 937 4536 Phone 999 939 0000 Cel Phone 703 909 3865 Emait kklosson here com Investigator Notes Contact Date 11 13 2006 7 Contact verifies that he is the father of the applicant Contact enjoys a happy normal relationship with the applicant and endorser her application as a law enforcement officer No negative ndostions mentine Reference Detail Window When creating correspondence you have the option to automatically mark the record as Correspondence Sent and or make a journal entry that the correspondence was created Selecting both items is recommended If you select to Mark Correspondence as Sent then the Letter Mailed and By fields will be automatically updated If you
62. to all personal information provided As with all narrative sections checking the 2004 2007 Essential Software Development LLC Candidate Information 23 POBITS Red Flag box provides an indicator that a discrepancy or potentially disqualifying information was discovered Personal Identifying Information Record Status Candidate s Journal Notes Detads Investigator s Narrative Red Flag BSE Atac AF FEW EG Spell Dech 7 aa E i E le ue fiscmide a m Personal Narrative 3 2 2 Photos You can add any number of photos to the Candidate s record Photos can be accessed from the candidate list using the Phot tab of the Quickview Panel or by accessing the Candidate s personal identifying information and select the Phot tab from there When you elect to add or change a Photo you will see the screen below 2004 2007 Essential Software Development LLC POBITS Candidate Information 24 3 2 3 Add change photo screen Select a photo by pressing the Load File button Use the file dialog to select the photo file The file can be in just about any common graphics file format Note that POBITS stores the photo image internally in its file system Once the file has been added to the record it is no longer needed by POBITS Internally POBITS will reduce the size of the image to approximately 133 x 166 pixels It will crop as necessary to achieve
63. y you must make them an Operator Supervisors always have access rights to user administration and Operators never do e Many screens have a button labeled Access Rights Use this to assign each Operator s access to this screen By default they will have access unless they belong to a User Group that does not have access Use of User Groups is optional e Users can be assigned to User Groups and access to screens can be enabled or disabled for Groups This is preferable if you have many users like 5 or more where it is easier to set the access rights for a group and then simply assign individuals to a group e Users and User Groups can also have their access denied completely without removing each user profile e Supervisors do not have access to passwords A default password same as login is assigned when the user profile is created It is assumed the user will change their password right away Having a password that is the same as the login is a bad practice from a security standpoint If a user forgets their password their user profile must be deleted and recreated in order to regain access User List To view all users select User Administration from the Security menu From here you can add new users edit existing users and delete users Note that you can change the first or last name of a user synonymous with investigator and this change will cascade throughout your candidate database for the investigator field So if M

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