...MA applicant's are submitting phone & email inquiries to the MA board instead of MSERV. We are working with the MA board to solve this problem. ASWB contact info is properly posted on ASWB's landing page, the online apps, etc., but applicants still contact MA, and then us, with inquiries that possibly could be resolved with informational direction.,,
Scope
As stated in LMR-6012
MSERV is working with MARCOM to develop an informational postcard that we intend to mail (and then email) to MA licensure applicants with brief application process instructions as well as our contact info. We would like to request IT create a monthly rolling spreadsheet (attached) (automated or manual) with each MA applicant's name/address/email information to be submitted to MARCOM's printer vendor for creation and mailing of a marketing postcard to all MA LAP applicants on a certain date every month...
Terminology
LapMgr - The LAP Manager application used by Member Services to process Massachusetts applications submitted online.
Requirements
#
Title
Description
Notes
1
Report Layout
The system will generate an excel file with the fields detailed in the "File Format and Details" section of this document
Must generate as a valid XSLX formatted file
2
Report Content
The system will include the distinct information details outlined in the "Report Definition" below for any application imported into the LapMgr system during the previous month regardless of the applications current status. Applications handled in the PreApp (paper apps/updates) will not be included.
3
Report Content
The system is not expected to exclude applications from the list by any means other than the Import Date
4
Report Content
Any field which does not contain a value in the LapMgr database will be listed as an empty field in the output file
5
Report Delivery
The system will deliver the generated file via email using an email as defined in the Email Definition section of this document.
6
Report Recipients
The system will be able to deliver the report to one or more recipients. Changes to the recipients must not require code changes
Initial recipient list is: Kim Philips, Keeley Cook, Jami Soedler, Dave Ryzcko
7
Report Generation
The system will generate the report on a monthly basis via a scheduled task.
8
Report Generation
The system is not expected to retain a copy of the generated report once it has been sent.
9
Error Handling
The system will be expected to provide a detailed log of any errors encountered during the creation of the report, email or its delivery
*Delivery issues up to and including the handoff to the ASWB mail system. This will not include reporting/logging of bounce back or other delivery failures that result from the recipients mailbox
10
Monitoring
The system will immediately notify IT staff (to the extent it is possible) of any failures or errors encountered with the the report creation and email process.
File Format and details
Anchor
FileFormatsAndDetails
FileFormatsAndDetails
Report definition
Anchor
ReportDefinition
ReportDefinition
File type: XLSX
Column Name
Data Format Type
Source
1
First Name
Text
LapMgr.tblLapApplication
2
Last Name
Text
LapMgr.tblLapApplication
3
Address 1
Text
LapMgr.tblLapApplication
4
Address 2
Text
LapMgr.tblLapMAApplication
5
City
Text
LapMgr.tblLapMAApplication
6
State
Text
LapMgr.tblLapMAApplication
7
Zip
Text
LapMgr.tblLapMAApplication
8
Email
Text
LapMgr.tblLapMAApplication
Email Definition
Anchor
EmailDefinition
EmailDefinition
Field
Value
Notes
From
ASWBServices@aswb.org
To
Report users
Defined as a configuration setting so it may be updated via a database change w/o any coding changes or deployment needed
Subject
Massachusetts Application list for <<Reporting Period>>
The <<Reporting Period>> will be the full month and year value such as July 2021.
Body
The attached document includes all Massachusetts emails imported into LapMgr during <<Reporting Period>>
The <<Reporting Period>> will be the full month and year value such as July 2021.
Not applicable as this will be run via an automated process managed by IT
Questions
Below is a list of questions to be addressed as a result of this requirements document:
Question
Outcome
Specific exclusions from score
The system will not support sending the report to non-ASWB members. Additional effort will be needed to ensure email is sent via encrypted mail to external sources.
The system will not support generating the report with a custom date range. Requests for reports with a timeline other than the previous month will be handled by IT via a Jira ticket.
Applications listed in PreApp are not included in the report.
The system will not keep a copy of the generated report once the email has been generated and handed to the mail provider.
The system will not exclude applicant information from the report except based on the import date of the associated applications.
The system will attempt to sanitize any data used in the report.
The system will not attempt to validate the address listed by the applicant against the USPS address verification services
The system will not attempt to validate the format of the email address of an applicant
The system will not be expected to remove or distinguish email addresses listed on any DNC list administered by ASWB.