Criminal Background Check RFP and Implementation

Problem Statement

Recent legislation necessitates the implementation of a new background check system: 

• California legislation restricts the Department of Justice (DOJ) from sharing information with the Federal Bureau of Investigation (FBI) in certain cases. 

• Priority is given to minimizing unnecessary biometric data collection.

• Applicants only need to answer questions about past sexual harassment after they've been deemed qualified for the position based on other criteria.

Objectives

• Develop a comprehensive RFP: We will collaboratively create a detailed RFP document outlining the functionalities and features we require in a background check scanning system. This includes implementation specifics, desired features,  and integration needs.

• Evaluate Vendor Solutions: We will assess proposed solutions from potential vendors against the criteria outlined in the RFP, (incl. Wide screening capabilities – national and state criminal databases, Continuous applicant background monitoring, and automated notification system)

• Vendor Selection and Contract Award: We'll conduct a thorough evaluation process to select the most qualified vendor with a system that meets our needs. 

• Deployment and Change Management: We'll collaborate with the selected vendor to ensure a smooth implementation of the new background check system. This includes training, data migration (if applicable) and effective change management to ensure user adoption.

Success Metrics

• On-Time Completion
• Budget Adherence
• System Functionality (meets requirements) 
• CA and federal regulation adherence 

Project Leaders

Sponsor: Eugene Whitlock

Project Manager: Mary Michael

Project Team Members: Joel Engin, Janet Speer, Colette Arreguin, Beth Pearce (Student Affairs), Jeremy Engleman (BEARS Onboarding) Ana Chavez (SHARE Onboarding), Stephanie Tang, Latara Harris (PROS Onboarding), Jan Crosbie-Taylor (People & Culture)