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Table of Contents
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Background and Overview
As stated in LMR-6012,
...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.
Business POC - The business lines point of contact who will be responsible for all communication with the Project owner for the business lines involvement in this project.
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Requirements
Title | Description | Notes | |
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| 1 | Report Layout | The system will generate an excel file with the fields detailed in the "File Format and Details" section of this document |
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| 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
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Report definition
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File type: XLSX
Column Name | Data Format Type | Source | Notes | |
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| 1 | First Name | Text | LapMgr | |
| 2 | Last Name | Text | LapMgr | |
| 3 | Address 1 | Text | LapMgr | |
| 4 | Address 2 | Text | LapMgr | |
| 5 | City | Text | LapMgr | |
| 6 | State | Text | LapMgr | |
| 7 | Zip | Text | LapMgr | |
| 8 | Text | LapMgr |
Email Definition
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Field | Value | Notes |
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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. |
Attachment(s) | XLSX file generated as part of process | File is defined in the File Format and details section of this document |
User interaction and design
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 |
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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.
Timeline
# | Title | Start Date | Promised Completion Date | Actual Completion Date | Status | Notes | ||||||
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1 | Project Kick-off |
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2 | Requirements Gathering |
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3 | Dev Design |
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4 | Mock ups delivered | N/A | N/A | N/A |
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5 | Requirements Sign-off |
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| Received approval via ticket update in LMR-6012 | ||
6 | Development |
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7 | IT Testing |
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8 | Stakeholder testing |
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9 | Production release |
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10 | Project post mortem |
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Potential impacts to timeline
A change in IT development project calendar due to new and higher priority development requests may force the delay in one or more deliverables.
The development and IT testing efforts may not require as much effort as anticipated, and may result in Stakeholder testing being available at an earlier date.
The development timeline (7/26/2021 - 7/29/2021), IT testing (7/30/2021) and Stakeholder testing (8/2/2021) timelines, are based on approval by Member Services Management to begin the project work being received by no later than 7/23/2021.
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Technical Review (IT)
Areas Affected
DevOps Toolbox
Implementation
Add item to DevOps toolbox
Set monthly job to print report
Effort
Based on the requirements listed, IT expects that Development of the requested item and complete testing will consume approximately 4-8 hours of effort.
This request does not impact any other planned or projected work effort of the IT development team
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