FEATURED HIGHLIGHTS
FULLY CUSTOMIZABLE TO REDUCE LIABILITY AND ADDRESS THE SPECIFIC NEEDS OF YOUR AGENCY
PHS QUESTIONNAIRES
Personal History Questionnaires are not a “one size fits all”. State laws and agency HR policies often dictate sensitive questions. eSOPH allows you full control in creating and easily editing an unlimited number of questionnaires you can also version per position. Create questions based on your agency’s needs, or use our standard questionnaires mirrored after the California POST 2-251 that can also be edited.
TASK LISTS
Agency user (investigator, supervisors, etc.) task lists are fully customizable per position to help ensure all applicant background investigations are done in a uniform and complete manner. Applicant task lists can also be customized per position, helping to ensure applicants submit all necessary information on their first submission.
REFERENCE PACKETS
Fourteen (14) reference types (coworker, employer, supervisor, relative, personal reference, etc.) are supported. For each reference type, a template cover letter, applicant’s release/waivers and a questionniare can be customized. The reference packets can also be unique per position. To print, email or fax a reference packet, simply click a button. eSOPH auto populates all information to include dates, recipient names, addresses, agency names, position names and much more without any manual data entry by the Investigator.
EXAMS
Need to track different phases the applicant has completed? eSOPH allows you to customize tracking tables to check off and enter other information on “Exams” the applicant has completed. Exams are customizable per position with advanced reporting capabilities.
POSITIONS
Have multiple sworn and non-sworn positions to background? eSOPH supports an unlimited number of positions. Customized versions of questionnaires, agreements, tasks lists, exams, reference packets and other configurations can be setup unique, per position.
OTHER DOCUMENTS
Instructions, advisements, waivers/releases and other documents you want applicants to view and acknowledge are all customizable with eSOPH. Create different versions for different positions and word those documents the way your agency sees appropriate and as approved by your agency’s HR and legal counsel. Each document may have unique settings: hard copy submission, electronics signature, etc.
INTEGRATIONS TO GIVE YOUR INVESTIGATORS MULTIPLE TOOLS IN A SINGLE PLATFORM
ON DEMAND CREDIT REPORT
With a click of a button, retrieve an Employment Insights consumer credit report on the applicant from our partner Experian. No additional data entry necessary! The report will appear within the applicant’s file within seconds. Brochure: Experian Employment Insights Service & Example Report.
SOCIAL MEDIA SCREENING
With a click of a button, request a basic or advanced social media and online activity screening report from our partner Fama Technologies. All results are screened by a trained professional before the report is released to the applicant’s file within eSOPH. Brochure: Social Media Background Screening for Law Enforcement.
TWO-WAY FAXING
With eSOPH’s global database of agency fax numbers, simply click a button and the system will send your agency’s configured packets to police agencies for “local” record checks and application record checks. Checks can also be sent to courts. Received faxes are automatically routed back into the correct applicant file.
EMAIL MESSAGING
The email messaging system allows your agency users to communicate with applicants and other agency users while maintaining a record of all communication in your agency's eSOPH system.
SMS Texting
With eSOPH’s integrated SMS texting feature, background investigators can connect with applicants and references directly on their preferred device—their phone.
MICROSOFT WORD®
Use Microsoft Word to create, edit and save reference documents, letters to applicants reports, and narrative reports. All documents save directly back into the applicant’s file within eSOPH.
ADDRESS VALIDATION
Addresses entered by your agency users and applicants are validated in real-time against the USPS database to ensure accurate addresses are provided for both applicants and references.
EMAIL ADDRESS VALIDATION
Email addresses entered by your agency users and applicants are validated in real-time using a robust and proven third party validation tool. Receive date and time stamps for when emails are opened.
CONNECT WITH OTHER PUBLIC SAFETY AGENCIES REGARDING APPLICANTS
CONNECT WITH OTHER PUBLIC SAFETY AGENCIES REGARDING APPLICANTS
Search and locate courts and law enforcement (LE) agencies. Investigators can search by name or use the search by radius feature that locates courts and LE agencies within a specified distance around the applicant’s current and past residences, as well as references’ addresses. The selected courts and LE agencies can then be added to the applicant’s reference folder with a click of a button. The system auto fills the correct name, address and all other necessary information to complete the check by mail, email or fax.
NATIONWIDE DIGITAL NETWORK
Over 90,000 applicants have been entered into the eSOPH system by various public safety agencies throughout the U.S. eSOPH gives you the ability to immediately see what agencies have also entered the same applicant into eSOPH and contact information to obtain additional information from the other agencies who have entered the same applicant.
DIGITALLY SHARE INFORMATION
Electronically share specific information from within an applicant’s file with other agencies, polygraph examiners, medical provides, psychologists and other third parties.
CUSTOMIZABLE ACCESS CONTROL AND USER MANAGEMENT
AGENCY USER MANAGEMENT
Add, edit and manage an unlimited number of agency users.
PERMISSION GROUPS
eSOPH supports and unlimited number of Permission Groups that are managed at the agency admin user level. With over 50 selectable permissions, Permission Groups can be configured to define access levels of individual users across your eSOPH system.
SINGLE SIGN ON
eSOPH supports Single Sign On through a variety of technologies (i.e., ADFS & OKTA).
MULTI-FACTOR AUTHENTICATION
Agency users can opt to use Google Two-Factor Authentication. 2FA can be enforced agency-wide through a security policy. Applicants may also opt to enable 2FA on their account.
LOGIN LOCKDOWN
Restrict login access by IP Address.
LOGIN ALERTS
Agency users and applicants can receive an email notification when their eSOPH account is logged into.
ENTERPRISE LEVEL ANALYTICS & REPORTS
POWERFUL INSIGHTS
eSOPH includes a powerful ad-hoc and canned report system that gives your supervisors and administrators the data the need for daily operations and reports to decision makers.
Dozens of pre-configured reports are available. Custom reports can be created for questions asked within PHS questionnaires to track unique data important to your agency.
Dozens of pre-configured reports are available. Custom reports can be created for questions asked within PHS questionnaires to track unique data important to your agency.
API
Have unique reporting needs? Using the eSOPH Insights API, your agency can connect its own endpoint software to access your agency’s data on the eSOPH system.
OTHER FEATURES
TRIAGE REPORT
eSOPH allows you to flag specific responses to specific questions in the PHS to create a “triage” report. This allows your investigators to quickly prescreen an applicant to ensure there are no auto disqualifiers or problem areas that need to be addressed sooner than later.
UNLIMITED STORAGE
There are no limits to the size of files/amount of storage consumed per applicant file.
POST
In consultation with the State of California Commission on Peace Officer Standards and Training, Miller Mendel has developed an interface for POST Law Enforcement Consultants to review Peace Officer and Dispatcher background investigation files online. When using eSOPH, there is no longer a need to print and binder the background file.
PDF EXPORT
The entire applicant file can be exported to a PDF file and saved locally on your agency’s internal network. No proprietary viewing software is necessary.
AUTOMATED ARCHIVING AND PURGING
Configurable by position, setup automated archive and purging policies to help your agency comply with records retention policies and save on data storage.
CONFIGURABLE ROLES
The eSOPH Roles feature allows you to create roles such as Investigator, Sergeant, Lieutenant, polygraph examiner, etc. Any of your agency users can be assigned to these roles at any time to allow multiple users to be assigned to a single applicant at the same time.
CUSTOMIZABLE STATUSES
Match the statuses in eSOPH to your business process. As the investigation progresses, investigators update the status of the investigation to help unit supervisors track the progress of individual and groups of applicants to gain insights into bottlenecks and other important data.
REPORT TEMPLATES
eSOPH supports multiple report templates you can create using the Microsoft Word integration or a regular built in editor. Investigators simply select the report template they want to use and eSOPH auto populates numerous report fields/sections automatically, saving your investigators valuable time.
ANSWER TRACKING
eSOPH tracks all answer versions the applicant provides on their PHS questionnaires. Each answer version is flagged with the date and time the answer was provided.
THE LARGEST PUBLIC SAFETY BACKGROUND NETWORK IN THE NATION
WoRKFLOW
The below illustration is an example workflow for a sworn position.
Workflows are configurable and versatile to ensure compatibility with your agency’s existing business processes and unique workflows for different positions your agency “backgrounds.”
Applicant Entry
(three options: manual single entry, manual bulk entry, or applicant self-entry)
Applicant Creates their Secure Account on the eSOPH system
Applicant Completes Agreements, Questionnaires, Other Documents, and a Task List
Applicant Submits their Applicant Profile
Applicant Profile is Triaged (“Prescreened”) by an Agency User
(Review flagged answers/concern summary report for potential disqualification/problem areas)
Assign for Non-Select/Disqualification Processing
Generate Non-Select/Disqualification Letter
Assign Investigator or Other User for Processing/Investigation
Applicant Background Interview
Start Background Narrative Report
Polygraph/CVSA
Generate Non-Select/Disqualification Letter
Supervisor Review
Conditional Offer of Employment
Psychological Examination
Medical Examination
Complete Background Investigation Narrative Report
Supervisor Review
Hiring Authority Interview/Decision
Employment Offer Letter
MILLER MENDEL IS A PUBLIC SECTOR PARTNER WITH AWS
SECURE & COMPLIANT
The implementation of eSOPH requires no local IT resources other than a computer with internet. Assistance from your agency’s Information Technology personnel is not necessary.
eSOPH is hosted on the industry leading AWS GovCloud platform. As a cloud platform, AWS GovCloud meets or exceeds regulatory requirements relevant to CJIS, HIPAA, FedRAMP and many others.
Miller Mendel and eSOPH have successfully completed a rigorous, independent audit process covering security, availability, processing integrity, confidentiality, and privacy and has received a clean System and Organization Controls (SOC) 2 Type II attestation report. SOC 2 compliance certification is essential for any company that handles sensitive customer data, but it is especially critical for service providers within the public safety space. Achieving certification confirms eSOPH has robust controls in place to protect its systems and data. With its SOC 2 compliance certification, eSOPH provides customers with confidence that their data is continually protected by the eSOPH platform and using industry accepted methods and practices.
For technical and security information regarding our network configuration, application, and general company policies, please request our eight-page eSOPH technical/security overview brochure.
AWS GovCloud gives government customers and their service providers (e.g., Miller Mendel) the flexibility to architect secure cloud solutions that comply with the FedRAMP; the DOJ’s Criminal Justice Information Services (CJIS) Security Policy; U.S. International Traffic in Arms Regulations (ITAR); Export Administration Regulations (EAR); Department of Defense (DoD) Cloud Computing Security Requirements Guide (SRG) for Impact Levels 2, 4 and 5; FIPS 140-2; IRS-1075; and other compliance regimes.
AWS GovCloud regions are operated by AWS employees who are U.S. citizens on U.S. soil. AWS GovCloud (US) is only accessible to U.S. entities and root account holders who pass a screening process.
From Controlled Unclassified Information (CUI), Personally Identifiable Information (PII), sensitive patient medical records, and financial data to law enforcement data, export controlled data and other forms of CUI, AWS GovCloud (US) Regions can help customers address compliance at every stage of their cloud journey.
Through its Criminal Justice Information Services (CJIS) Security Policy, the Federal Bureau of Investigation (FBI) establishes the rules governing access to and storage of Criminal Justice Information or “CJI”. Investigations into applicants often includes information uploaded to the eSOPH system that falls within the FBI CJIS Security Policy’s rules. Miller Mendel is diligent in ensuring compliance with the CJIS policy. For additional information, please request our eight-page eSOPH technical/security overview brochure.
SOC 2 is a component of the American Institute of CPAs' (AICPA)'s Service Organization Control reporting platform. SOC 2 reports assess and attest to an organization's controls per AICPA's 5 Trust Service Criteria: security, availability, processing integrity, confidentiality, and privacy. SOC 2 includes a technical audit and confirmation that comprehensive information security policies and procedures are documented and followed.
CONTRACT VEHICLES
Miller Mendel is committed to making the procurement of eSOPH as efficient as possible for your government agency. With many local and state laws governing public entity procurement procedures, we understand how tedious and complicated the purchasing process can be. Fortunately, Miller Mendel has options for your agency to efficiently procure eSOPH.
Many of our existing licensing agreements with cities, counties and state agencies contain a “Cooperative Term” that allows other government entities within the same state to “piggyback” on an existing agreement. A list of client agencies whose agreements include cooperative terms are below. For a copy of a specific agreement, please contact us.
State of Arizona Cooperative
State of Louisiana, Cooperative
State of Nevada Cooperative
State of Oregon Cooperative
Hood River County, Oregon Cooperative
King County, Washington Cooperative
Maricopa County, Arizona Cooperative
Orange County, California Cooperative
Pierce Country, Washington Cooperative
Riverside County, California Cooperative
Santa Barbara County, California Cooperative
San Joaquin County, California Cooperative
Washoe County, Nevada Cooperative
City of Columbus, Georgia Cooperative
City of Corona, California Cooperative
City of Forest Grove, Oregon Cooperative
City of Fort Collins, Colorado Cooperative
City of Santa Ana, California Cooperative
City of Scottsdale, Arizona Cooperative
City of Sparks, Nevada Cooperative
City of Springfield, Missouri Cooperative