Agency Administrator User Guide Georgia Applicant...

Agency Administrator User Guide

Georgia Applicant Processing Services (GAPS)

© 2020 Thales Gemalto Page ii

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© 2020 Thales Gemalto

Document # IG-EXT-UG-1923-0.00 ()

© 2020 Thales Gemalto Page iii

Table of Contents

1 Introduction .......................................................................... 1

1.1 Creating an Agency ...................................................................... 1

2 Using the Agency Administrator Portal ................................ 6

2.1 Accessing GAPS .......................................................................... 6

2.2 Logging In ..................................................................................... 6

2.2.1 Username/Password Recovery Assistance .................................................... 8

2.3 The Home Page ........................................................................... 8

3 Transaction Menu ................................................................ 9

3.1 Review Application Registration Summary ................................... 9

3.2 Review Applicant Registration Details .......................................... 9

3.3 Review Pending Applicant Registration ...................................... 10

4 View Bill and Payment ....................................................... 11

4.1 View Monthly Statement ............................................................. 11

4.2 View Unbilled Transaction .......................................................... 13

4.3 View Account Balance ................................................................ 14

5 Managing Accounts ........................................................... 15

5.1 Change Password ...................................................................... 15

5.2 Set Verification Code .................... Error! Bookmark not defined.

5.3 Print Verification Code .................. Error! Bookmark not defined.

5.4 Update Agreement ..................................................................... 16

5.5 Change Address ......................................................................... 16

5.6 Maintain User Account ............................................................... 17

5.6.1 Adding a CHRI Operator Account ................................................................. 17

5.6.2 Editing a User ................................................................................................ 18

5.6.3 Deactivating a User ....................................................................................... 19

5.6.4 Reactivating a User ....................................................................................... 19

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1 Introduction

© 2020 Thales Gemalto Page 1

1 Introduction

Georgia Applicant Processing Services (GAPS) provides a portal via the Georgia Crime Information Center (GCIC) GAPS solution for:

1. Agencies to enroll in GAPS and receive and review Criminal History Record Information (CHRI) for applicants.

2. Applicants to register and pay for a fingerprint-based employment or licensing background check.

3. Fingerprint locations, availability and contact information.

This user guide describes the features available to an Agency Administrator (A).

An Agency Administer has access to the following functions in the GBI GAPS solution:

Register their agency to the GBI GAPS solution

Search and view the transactions relative to the agency

Perform batch print

Approve and update applicant registrations

View results and rejections of applicants related to the agency

Change their own password

1.1 Become a Requesting Agency (Agencies not currently enrolled)

To create an agency:

1. Open the GAPS web page. In the upper-right corner, select AGENCIES and then select Become a Requesting Agency. The Agency Enrollment page will be displayed (Figure 1-1).

Figure 1-1 Agency Enrollment Page Question #1

2. Select a response to the question, “Are you contracted or licensed through a government agency?”

1 Introduction


Select Yes to enroll as a GAC (Government Agency Contractor). Skip to step #5.

Select No to display the next question (Figure 1-2). Continue to step #3.

Figure 1-2 Agency Enrollment Page Question #2

3. Select a response to the question, “Is the agency you are enrolling with GAPS a school or government agency?”

Select Yes to enroll as a governmental agency authorized to receive an ORI.

Select No to enroll as a private entity receiving state of Georgia criminal history record information.

The Georgia Crime Information Center Non-Criminal Justice User Agreement will be displayed (Figure 1-3). You might get a different agreement based on your agency type.

Figure 1-3 GCIC Agency User Agreement

4. Read through the terms of the agreement. If you agree, select the checkbox beside “I have read and accepted these terms” and then select Continue. The Agency Contact Verification Form will be displayed (Figure 1-4).

NOTE: If your agency is authorized to receive an ORI fill out the form and email it to [email protected].

1 Introduction


Figure 1-4 Agency Contact Verification Form

5. Enter the contact information for your agency; all fields marked with a red asterisk (*) are required.

6. If necessary, select the Create Billing Account checkbox. The Billing Address section will be displayed; enter all required billing information.

7. When you are finished, select Continue. The Agency Administrator Credentials form will be displayed (Figure 1-5).

Figure 1-5 Agency Administrator Credentials Form

1 Introduction


8. Enter a unique username for the Agency Administrator to use, as well as a password that follows the rules listed at the bottom of the form. Select Continue when you are done to finish the process. Perform one of the following:

For governmental agencies (ORI), continue to step 9.

For GAC and GAP agencies, you will receive an email confirmation with an activation link. Once confirmed, our enrollment is now complete, and your agency will be automatically approved.

Note: If you selected the option to create a billing account in step 6, you will be asked to choose your agency pay type. Choose Escrow Account to deposit money ahead or No Billing to pay the balance each month (Figure 1-6).

On the next page, you will be asked to create a billing account (Figure 1-7). Applicants will use these credentials for fingerprint registration if the payment method is Agency.

Figure 1-6 Pay Type

1 Introduction


Figure 1-7 Creating billing credentials

9. Agencies authorized to receive an ORI will be sent an email, to the email address provided in step 5, upon completion of this form. The email will contain the agency name, temporary ORI, username, and a link to the user agreement. The agency enrollment request will be sent to the GBI Administrator for approval. Approval must be completed before step 10 becomes available.

10. Once the GBI Administrator approved the request, another email will be sent containing agency and account details and an activation link. Select the activation link to complete the process. (Figure 1-8).

Figure 1-8 Activation Message and Link

2 Using the Agency Administrator Portal



2.1 Accessing GAPS Access GAPS by opening your browser and entering the web address https://www.aps.gemalto.com/ga/index.htm.

Figure 2-1 GAPS Home Page

2.2 Logging In To log in:

1. Navigate to the GAPS web page as described in Accessing GAPS and select GAPS AGENCY LOG IN. The Log In page will be displayed (Figure 2-2).



Figure 2-2 Login Page

2. Enter your Username and Password and select Log In. The Dashboard Home page will be displayed (Figure 2-3).

Figure 2-3 Agency Administrator Dashboard Home Page



2.2.1 Username/Password Recovery Assistance

To recover a username or password:

1. Navigate to the GAPS web page and select GAPS AGENCY LOG IN. The Log In page will be displayed.

2. Perform one of the following:

If you do not know your username select the button beneath the Username field, enter the email address your GAPS account is registered to, and then select Send.

If you do not know your password, select the button beneath the Password field, enter the Username and Email Address for your account, and then select Submit.

2.3 The Home Page

Figure 2-4 HomePage (Registrations Range: RED / Month Range: BLUE)

The Total Registrations chart displays the number of registrations over time. You can adjust the display by performing the following:

Adjust viewed registrations range: Select and drag the top or bottom handle of the Registrations range (highlighted RED in Figure 2-4).

Adjust displayed month range: Select and drag the left or right handle of the Month range (highlighted BLUE in Figure 2-4Error! Reference source not found.).

3 Transaction Menu


3 Transaction Menu

3.1 Review Application Registration Summary 1. Perform one of the following:

From the Home page, select Registration Summary.

Select the Transaction menu > Summary.

The Registration Summary page will be displayed (Figure 3-1).

Figure 3-1 Registration Summary Page

2. To search for a registration, enter data into the fields and select SEARCH. All results matching the criteria entered will be displayed.

3. If you want to save the data in the window for later, select the SAVE AS EXCEL button. The spreadsheet will be automatically saved to the Windows® Downloads folder. You can rename the file by right-clicking it and selecting Rename.

3.2 Review Applicant Registration Details This report allows the administrator to see applicants’ details such as their names, date of fingerprint, reason for fingerprinting, etc.

1. To access the report, perform one of the following:

From the Home page, select Registration Details.

3 Transaction Menu


Or select the Transaction menu > Detail.

The Registration Details page will be displayed (Figure 3-2).

Figure 3-2 Registration Details

3.3 Review Pending Applicant Registration The pending applications page shows when applications were submitted, the date they were paid, and the date their NIST packets were emailed.

To review pending applicant registrations:


From the menu, select Transaction > Pending Registrations.

From the Home page, select Pending Registrations.

The Pending Applications page will be displayed (Figure 3-3Figure 4-3).

4 View Bill and Payment


Figure 3-3 Pending Applications Page


4.1 View Monthly Statement The Monthly Statement displays a list of the paid transactions for a selected billing period. From this page, you can print the data as an invoice.

To view the monthly statement report:


From the Bill and Payment drop-down menu, select Monthly Statement.

From the Home page, select the icon .

The Monthly Statement page will display the Bill Date drop-down menu (Figure 4-1).



Figure 4-1 Bill Date Drop-Down

2. In the Bill Date drop-down menu, select the billing date for the monthly statement you want to view and then select SHOW REPORT. The Monthly Statement Invoice will display (Figure 4-2).

Figure 4-2 Monthly Statement Invoice

3. The Monthly Statement lists workstation and transaction details for each transaction processed, along with the fee charged for each. The number of total transactions billed, and total amount charged for the billing period are displayed above the table.

4. If desired, click PRINT INVOICE button to open a printable version of the monthly statement (Figure 4-3).



Figure 4-3 Invoice Print Preview

5. To print the invoice, press [CTRL] + [P] on the keyboard. The print settings dialog for your web browser will be displayed (Error! Reference source not found.).

4.2 View Unbilled Transaction You can view transactions that have not been billed and therefore do not appear in the monthly statement.

To view unbilled transactions:

1. From the Bill and Payment drop-down menu, select Unbilled Transaction. The Unbilled Transaction page will be displayed (Figure 4-4).



Figure 4-4 Unbilled Transaction Page

2. Perform a search for unbilled transactions by entering as many or as few search criteria as desired. The more you enter, the narrower your results will be. The fewer you enter, the wider your results will be. Select SEARCH.

3. Transactions matching your entered criteria will be displayed.

4.3 View Account Balance To view your account balance:


From the Bill and Payment drop-down menu, select Account Balance.

From the Home page, select the icon .

The Account Balance page will display a list of recent transactions and their dollar value (Figure 4-5).

5 Managing Accounts


Figure 4-5 Account Balance Page

2. If you want to view transaction information for a specific range of dates, enter it in the Trans time and To fields and select Search. Applicable transactions will be displayed.

3. You can deal with the balance by clicking DEPOSIT ONLINE BY CREDIT CARD.

5 Managing Accounts

5.1 Change Password To change your password:

1. From the Account drop-down menu, select Change Password. The Change Password page will display (Figure 5-1).

Figure 5-1 Change Password Page

5 Managing Accounts


2. Enter your old and new passwords in their respective fields. Ensure the new password matches the requirements displayed and click CHANGE when finished. If there is an error with your new password, a message will be displayed informing you of the error and how to correct it. If your new password is accepted, a confirmation message will be displayed, and your password will be updated.

5.2 Update Agreement To view and update the GCIC agency agreement:

1. From the Account drop-down menu, select Update Agreement. The GCIC Agency User Agreement page will display (Figure 5-2).

a) If your agreement is up to date, the agreement date will be displayed at the bottom of the page.

b) If your agreement had expired, you will be asked to agree again in order to continue viewing CHRI results with your CHRI Operator account (created in section 5.6 of this guide).

Figure 5-2GCIC Agency User Agreement

5.3 Change Address To change address:

1. From the Account drop-down menu, select Change Address. The Change Address page will be displayed (Error! Reference source not found.).

2. Make any necessary modifications to the address. Required fields are indicated with a red asterisk (*). When you are finished, select CHANGE

5 Managing Accounts


5.4 Maintain User Account To view applicants’ CHRI results, you need to create a CHRI Operator account. Depending on the size or your agency, you can create just one or as many accounts as needed.

In the Account drop-down menu, select Maintain User Accounts, or by selecting the icon

on the Home page.

Figure 5-3 Maintain Users Page

From the Maintain Users page, you can add, edit, deactivate, and reactivate user accounts.

5.4.1 Adding a CHRI Operator Account

To add a new CHRI Operator user:

1. From the Account drop-down menu, select Maintain User Account, or select the icon

on the Home page. The Maintain Users page will be displayed.

2. Select the ADD button.

5 Managing Accounts


Figure 5-4 Add Account Dialog

3. Enter the user account details and select Save. An activation email will be sent to the entered email address for the user to click on and complete the process.

5.4.2 Editing a User

To edit a user’s information:



2. Select the desired user account and then select EDIT. The User Modification dialog will be displayed (Figure 5-5).

Figure 5-5 User Modification Dialog

3. Modify the data as necessary and select OK when you are finished.

5 Managing Accounts


5.4.3 Deactivating a User

To deactivate a user:



2. Select the user you want to deactivate and then select the DEACTIVATE button. The Active column will now display No.

5.4.4 Reactivating a User

To reactivate a user:



2. Select a deactivated user. Deactivated users display No in the Active column.

3. Select REACTIVATE. The Active column will now display Yes.

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