CJIS Online Administrator Manual

CJIS Online Administrator Manual CJIS Online is used for Security Awareness Training and Certification. All personnel, having access to Criminal Justice Information (CJI), are required to have Security Awareness Training and Certification within six months of hire, and every 2 years thereafter. Personnel who are not CJDN Operators are required to use CJIS Online for Security Awareness Training and Certification. This includes, but is not limited to, all Local Agency Security Officers (LASO s), Vendors, IT personnel, and any other personnel at agencies receiving or having access to CJI from a CJDN Terminal Agency. Accessing CJIS Online Page 1 Agency Administrators creating User Profiles Page 3 Creating Accounts and User Profiles for IT and Custodial Employees that Service Multiple Agencies Page 10 Creating Outside Contractor/Vendor Accounts and User Profile Page 11 Security Awareness Training and Certification Exam Page 12 Agency Administrators creating Certification Expiration Reports Page 19 Vendor Administrators creating Certification Expiration Reports Page 24

CJIS ONLINE How to access CJIS Online: Go to the Launch Pad Home Page https://bcanextest.x.state.mn.us/launchpad/index.pl Select the CJIS Online Application. CJIS Online Administrator Manual February 2015 Page 1

Select the CJIS Online link. CJIS Online Administrator Manual February 2015 Page 2

CJIS Online Agency Administrator creating User Profiles for personnel having access to CJI. How to access CJIS Online: Go to the Launch Pad Home Page https://bcanextest.x.state.mn.us/launchpad/index.pl Select the CJIS Online Application. CJIS Online Administrator Manual February 2015 Page 3

Select the CJIS Online link. Select the Local Agency Admin button. CJIS Online Administrator Manual February 2015 Page 4

Select Minnesota from the drop down box then enter your name, your agency ORI, and your password. Click the Submit button. CJIS Online Administrator Manual February 2015 Page 5

Select the IT & Agency User Admin icon. CJIS Online Administrator Manual February 2015 Page 6

Select the Add New IT or Agency Employee button. CJIS Online Administrator Manual February 2015 Page 7

Complete all fields and select Level Assignment. At the bottom of the screen: - Select Support for all agency personnel not responsible for IT functions. -Select the appropriate IT function(s) for individuals holding Information Technology Roles. Click the Submit button. Follow the same process to add additional IT staff or agency employees when necessary. CJIS Online Administrator Manual February 2015 Page 8

CJIS Online Administrator Manual February 2015 Page 9

The List All IT & Agency Employees button should be selected if/when you want to see a list of all ACTIVE users. The Show All IT/Agency Employees button should be selected if/when you want to see a list of all ACTIVE and INACTIVE users. CJIS Online Administrator Manual February 2015 Page 10

Creating Accounts and User Profiles for IT and Custodial Employees that Service Multiple Agencies If you have IT or custodial staff, who are city or county employees, who provide services for multiple agencies that have access to CJI, a Vendor Agency Account will need to be created by the BCA. This will allow CJIS Online Administrators at all of the agencies they provide services for, access to their certification records. The BCA will create vendor accounts and add user profiles for these IT or custodial staff having access to CJI at the contracted agency. The BCA will not maintain the records for these users. CJIS Online Administrator Manual February 2015 Page 11

Creating Outside Contractor/Vendor Accounts and User Profiles The Agency CJIS Online Administrator first checks CJIS Online to see if the contractor or vendor has an account. If none exists, contact the BCA to create an account. The BCA is the central repository for all Vendor accounts. Vendors/Contractors must appoint a CJIS Online Administrator for viewing purposes only. The BCA will add and maintain user profiles for persons having access to CJI at the contracted agency. CJIS Online Administrator Manual February 2015 Page 12

Taking Security Awareness Training How to access CJIS Online: Go to the Launch Pad Home Page https://bcanextest.x.state.mn.us/launchpad/index.pl Select the CJIS Online Application. Select the CJIS Online link. CJIS Online Administrator Manual February 2015 Page 13

IT & Agency Users Select the IT & Agency Users button. CJIS Online Administrator Manual February 2015 Page 14

IT & Agency Personnel User s will see this login screen: Enter your email address and password then select Submit. Select the Training icon. CJIS Online Administrator Manual February 2015 Page 15

This announcement will appear on your screen if your User Profile has been set to Level 1 CJIS Security Training. To continue with the training, select the Begin Training button. This announcement will appear on your screen if your User Profile has been set to Level 3 CJIS Security Training. To continue with the training, select the Begin Training button. CJIS Online Administrator Manual February 2015 Page 16

This is what the online training looks like when first accessed. CJIS Online Administrator Manual February 2015 Page 17

Once you have completed the Security Awareness Training you will see this page. Select the Exit Course button to close the training module. CJIS Online Administrator Manual February 2015 Page 18

Once the Training Module is closed you will be brought back to this screen. At this time you will select the Testing module to take the exam. CJIS Online Administrator Manual February 2015 Page 19

You will be required to confirm that you have taken the Security Awareness Training by checking the box on this page before you can begin your exam. After checking the box, click Submit. If a user fails the test, there is a mandatory 3 hour waiting period before they can re-test. Neither the BCA or your agency can alter the 3 hour waiting period. CJIS Online Administrator Manual February 2015 Page 20

Agency Administrators Creating SAT Certification Expiration Reports CJIS Online Administrators have the ability to create Certification Expiration Reports on their CJIS Online Users as well as Vendor Users. These reports show all of the active CJIS Online Users, their SAT Certification Expiration Dates, and Training Levels. Agencies who receive CJI, from a CJDN Terminal Agency, must provide documentation to the Terminal Agency Coordinator (TAC) at the agency providing the CJI. The Certification Expiration Report is one option for documentation. Step 1 Go to Launch Pad Home Page - https://bcanextest.x.state.mn.us/launchpad/index.pl Step 2 Select the CJIS Online Application Step 3 Select CJIS Online CJIS Online Administrator Manual February 2015 Page 21

Step 4 Select Local Agency Admin Step 5 Log into CJIS Online, as the Agency Administrator CJIS Online Administrator Manual February 2015 Page 22

Step 6 Select REPORTS Step 7 Select Certification Expiration Report CJIS Online Administrator Manual February 2015 Page 23

Retrieving IT/Agency Employee Certification Expiration Lists Step 8 Choose Employee type IT/Agency Employees to retrieve a report on your Agency s Employees Step 9 Select All Dates in Data Base Step 10 Select Submit to retrieve your report. CJIS Online Administrator Manual February 2015 Page 24

Agency Administrator Retrieving Vendor Employee Certification Expiration Lists Step 8A Choose Employee type Vendor Employees to retrieve a report on Vendor Agency Employees Step 9A Choose the Vendor Agency Step 10A Select All Dates in Data Base Step 11A - Select Submit to retrieve your report. CJIS Online Administrator Manual February 2015 Page 25

Vendor Administrators Creating SAT Certification Expiration Reports CJIS Online Vendor Administrators have the ability to create Certification Expiration Reports on their CJIS Online Users. These reports show all of the active CJIS Online Users, their SAT Certification Expiration Dates, and Training Levels. Step 1 Go to Launch Pad Home Page - https://bcanextest.x.state.mn.us/launchpad/index.pl Step 2 Select the CJIS Online Application Step 3 Select CJIS Online CJIS Online Administrator Manual February 2015 Page 26

Step 4 Select Vendor Access Step 5 Log into CJIS Online, as the Vendor Administrator CJIS Online Administrator Manual February 2015 Page 27

Step 6 Select VENDOR ADMIN Step 6 Select REPORTS CJIS Online Administrator Manual February 2015 Page 28

Step 7 Select Certification Expiration Report Step 8 Select All Dates in Data Base Step 9 Select Submit to retrieve your report. CJIS Online Administrator Manual February 2015 Page 29