e-Forms are available over the RLI (MOD restricted network), GSi (Government restricted network) and internet. They provide both flexibility and help prompts for completing the vetting application online, thus improving the ease and speed of completion. The completed forms are then uploaded directly into the Cerberus case management system (CMS).
e-Form applications are instigated by a Sponsor on an agreed network (RLI, GSi or internet). Upon account creation by the Sponsor the subject is automatically emailed a unique link to the relevant e-Form portal to complete the application.
A few of the many advantages of e-Forms are listed below:
- The e-Form portal is extremely user friendly, both for the sponsor and vetting subject
- Fully approved and tested protocols are in place for both RLI/GSI and internet use
- e-Forms feature help prompts and in-built business rules to minimise or eliminate errors. This means that the number of rejected forms using this method will be minimal
- Requests for further information will be minimal
- Vetting subjects are directed to complete only the questions that are relevant to them so the form condenses
- Where additional entries are required the e-Form expands so that separate fields rather than continuation pages are used
- e-Forms are flexible and allow the application to be saved at any stage during completion
- Once completed, the e-Form is submitted directly into Cerberus via the RLI, GSI or internet
- Given the additional in-built security measures, no 'wet signatures' are required
- Submission mail costs and delays are eliminated. There is also no likelihood of the application forms being lost in the post so security is improved
- Sponsors will be able to track their applications from their portal 'Home Page'
- Sponsors will only have access to the part of the form they need to complete. Personal data is therefore more secure than on the hard copy form.
The whole technical solution for the Cerberus IT vetting system has been fully security accredited, which includes the assessment of security risks and how these are managed. This is from the completion of the Security Questionnaires online, through the RLI/GSi and Internet e-Form portals, to the back end case management system and database, which manage the workflow of the vetting process and record the vetting information.
For people with no secure access, completion of an online SQ will be done on the e-Form portal accessed through a secure https site on the internet. This is the same type of set up that is used when you access your online banking. You will notice that the web address line turns green in the web browser and displays a padlock which shows that the e-Form is operating through a secure site albeit on the internet. Initial access to the e-Form portal is achieved only through a unique link which is sent to your chosen email address either automatically through your Sponsor or through our Helpdesk’s account creation process. This link is unique to your application and directs you to the e-Form portal where access is controlled by a thorough personal authentication process to verify identity, from which you are mandated to create your own login details that remain known only to you to enable subsequent access.
The system was successfully accredited by a MOD, an RLI and a GSI security accreditor. This was a fundamental prerequisite for the Cerberus system going live.