A complete Software Tool for ...
...Internal and External Vetting Applications
… and Review Management with PNC Integration
System Summary:
CycVetting is a Software Tool from Geoff Smith Associates providing internal and external Security Check Vetting Recording, Tracking & Management for the Police Service. The system provides a complete Vetting Management facility enabling the trackng of any Vetting Request Type, the ability to manage internal activities and checking processes with automated Renewal Generation and Notifications, Nominal Tracking and Management and an Integrated PNC Tool if required. In addition to a Cyclops InfoBase for Records Management, the solution includes an integrated document management facility for viewing and storage of Certificates, forms and related Vetting correspondence.
System Details:
The solution from Geoff Smith Associates enables the management and recording of the complete Vetting Process; enabling tracking from receipt to finalisation. It enables the recording of all key actions and activities, all available information and final disclosures for a range of Vetting Request Types with the option of definable time deadlines. Time and cost saving benefits are gained from efficiencies achieved through the use of the system. In fact this Cyclops system is installed in many Police Forces and year on year, our customers tell us that although their workload is increasing, the benefits of the system enable them to cope with the increasing workload with existing staff levels.
Track any Vetting Request Types
The system is configured to enable the management and recording of different Vetting Request Types including handling for Vetting Checks, Foreign Force Checks and PSD Checks. The appropriate Levels of Vetting are then configured such as Recruitment Vetting, Management Vetting and Developed Vetting. All individuals who require checking may be recorded within the system. Each individual has their own checklist to ensure that all the necessary activities have been completed. This is then combined with the required level of National Security Vetting. It also enables the management tracking of local Vetting requests which can be configured by a Super User with definable timescales and selectable fields to suit the requirement.
Nominal Management
Integrated within the system is a nominal management element which undertakes automatic checks for duplication. The system enables management of Vetting from a Nominal Level or from a Vetting Level to suit the user or the received enquiry. The solution offers comprehensive Record handling functionality and includes integrated associated functions including full Nominal Management, Document Management, Checks Management and Tasking. The system provides functionality to manage linked Vetting Records for the same nominal and functionality to cater for Records which result in further checks. The solution enables all related information and key actions to be recorded, all related documents, files and emails to be retained and all disclosures recorded.
PNC Integration
The system can be provided with PNC Integration via an integrated PNC Software Tool. Cyclops Systems offer existing integration options to many standard Police systems and flexible facilities to enable interfacing to other systems as required. Integrations with other systems are being developed.
Renewal and Review
Automated notifications are generated when vetting records require either review or renewal. Time clocks ensure prompt attention. The appropriate documentation may be automatically sent to the applicant via email for completion.
Compliance
The Software is compliant with the requirements of HMG Vetting Standards, Manual of Protective Security, the ACPO National Police Vetting Policy, the ACPO National Policy for vetting in the Police Community and Independent Safeguarding Authority.
Integrated with the system is a Document Management enabling the storage of all Vetting associated documents, Vetting template documents, files and emails which are accessible from the Vetting Record and subject to version control. All electronic File formats can be scanned or saved in Cyclops including tif, jpg, bmp, gif, pdf, sound or video, Microsoft Office Documents such as Word, Emails, all Email Attachments, CAD Drawings, or Text files. All documents can be viewed, searched for, collated, copied, emailed, printed, exported and redacted as required.
The solution is MoPI compliant solution enabling lifecycle management of Documents and Records. It includes comprehensive Record and Document Meta Data and Free Text search facilities that enable word-searching within all system data, scanned images and type-written document text. All search results can be filtered, exported, emailed, and document-filter searched. As standard, system access is permission enabled down to user, record and document level. |
