Support University payment of exam registrations
- Robert Adach
Target release | December 1, 2022 |
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Epic | https://aswb.visualstudio.com/Exam Registration Project/_workitems/edit/1785 |
Document status | gathering requirements |
Document owner | @Robert Adach |
Business POC | @Felicia Dennison |
Designer | @Robert Adach |
Developers | @Robert Adach |
QA | Exam Admin TBD |
Background and strategic fit
ASWB Exam Development has been in discussions with Howard University to allow the university to pay the ASWB Exam and registration fees for graduates of its Masters of Social Work program. The requirements and documentation below are the results of conversations with Exam Administration and IT regarding the implementation of a solution which allows ASWB the flexibility to provide similar opportunities for university's, colleges or other organizations interested in paying for specific individuals examination and registration fees.
Assumptions
While this is being considered for Howard university, it can be assumed other schools may want to to establish similar arrangements.
Requirements
Title | Importance | Notes | |
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| 1 | Legacy system will allow staff to process registration with $0 cost | Must Have | The system allows for any jurisdiction to have a registration as $0 |
| 2 | Legacy system will accurately report the number of registrations for the university with $0 cost registration | Must Have |
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| 3 | Legacy system or other facility will report approvals with vouchers segregated by organization guaranteeing payment | Must have |
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| 4 | Legacy system or other facility will report registrations with vouchers segregated by organization guaranteeing payment | Must have |
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| 5 | Legacy system or other facility will report completed exams with state vouchers segregated by organization guaranteeing payment | Must have |
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| 6 | The exam registration online system will allow Candidates to register at no charge if deemed eligible for the voucher payment | Must Have |
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| 7 | The exam registration online system will display a pop-up message for eligible candidates advising them of the $0 cost registration | Should Have |
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| 8 | The online system will keep track of the amount of pre-payment remaining and disable “free registrations” at a specific threshold | Must Have | When funds available <= threshold by > 0, popup will direct Candidates to contact Exam Admin directly |
| 9 | The system will allow ASWB staff to assign a Voucher number to the approval upon receipt of information from Howard university | Must Have | If the system is able to support multi-jurisdiction state vouchers. |
| 10 | Based on the eligibility requirements agreed to by the organization guaranteeing payment, the system will automatically assign vouchers if possible. | Must Have |
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Questions
Question | Owner | Outcome |
|---|---|---|
Is this a prepayment process or post-payment | @Felicia Dennison | Pre-payment for exam registration fee and Exam fee. |
What, if any, restrictions are there on the Candidate’s eligibility to receive the free registration? | @Felicia Dennison | 1 free attempt of Masters for graduates of Howard who were approved by the university. All masters levels;
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Are Candidates currently approved, but not registered eligible for the free registration when the program starts? | @Felicia Dennison | No. Only specific candidates will be eligible |
What is the target release to production date? | @Felicia Dennison | Estimate December 1 |
What should the pop-up message say (Header, text) if we require the candidate to contact Exam Administration | @Felicia Dennison | Yes, if possible |
What should the pop-up message say (Header, text) if we allow the candidate to register online | @Felicia Dennison | Yes, if possible |
Who is responsible for monitoring the usage of the payment | @Felicia Dennison | Exam Administration |
Is there a time limit to how long the graduate has to take the exam before the “free” attempt is rescinded? | @Felicia Dennison | (Added 10/31/2022) |
Is ASWB required to return prepaid fees if graduate does not take exam within initial approval period? | @Felicia Dennison | (Added 10/31/2022) |
Who will create the content for the pop-up messages | @Felicia Dennison | (added 10/31/2022 post meeting) |
Does ASWB need to review the communications sent to Howard University to ensure verbiage and terms are clear? | @Felicia Dennison | (added 10/31/2022 post meeting) - for example, they should only use the term “voucher” when discussing this arrangement and not “credit”; All references to ASWB and the examination comply with our usage standards, etc. |
Does Legal need to review the agreement between ASWB and Howard University? | @Felicia Dennison | (Added 10/31/2022 post meeting) |
IT LOE estimates.
Task | Estimated Duration | Notes |
|---|---|---|
Requirements meeting and documentation | 4 hours |
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Code Review | 2-4 hours |
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Required changes to legacy system for must have requirements | 2-10 hours | Dependent on Code review and final design |
Required changes to Exam Registration site for must have requirements | 2-4 hours | Dependent on Code review and final design |
Required changes to legacy system for should have / nice to have requirements | 2-10 hours | Dependent on Code review and final design |
Required changes to Exam Registration site for should have / nice to have requirements | 2-4 hours | Dependent on Code review and final design |
Make sure existing voucher reports will capture the usage of the OR voucher | 2-4 hours | Dependent on Code review and final design |
Implement system monitoring and proactive disablement based on fees available | 3-6 hours | Dependent on Code review and final design |
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Durations listed for changes to systems include development, internal code reviews, and full QA testing by IT. It does not include time for the documentation of test cases if requested by the business line, or the time needed by the business line to complete testing
Proposed process
The following describes the proposed process for the administration and usage of the “free” attempt for Howard University graduates. This process may change during implementation based on additional information from discussions with the University or changes to the ASWB systems.
Howard university will provide the ASWB Exam Admin with a list of eligible candidates.
The list is to include First Name, Last Name, DOB, SSN and email address.
SSN is optional but ensures accuracy.
Email address is optional but allows the possibility to send notification to graduate that ASWB has processed voucher.
Howard University is expected to verify the first and last name matches the name the candidate would be applying under
ASWB Exam Admin team will calculate funds needed to cover the list of provided graduates and provide to ASWB Finance
ASWB Finance department will provide Howard University with necessary paperwork needed for the remittance of payment
Howard University will remit payment to ASWB.
ASWB Finance will process payment and provide Exam Administration with details
Exam Admin staff will add voucher approval to system following stand process in use for MA state vouchers.
Graduate/Candidate will register for the examination through the exam registration website (examregistration.aswb.org) or by contacting ASWB Exam Admin
Exam Admin staff will review usage through available reporting and provide updates to Howard University as needed.
Out of scope
TBD
Project Notes
Date | Entered By | Note |
|---|---|---|
Aug 22, 2022 | @Robert Adach | Per teams message from Felicia “..Hi Robert. I just wanted to let you know that we did speak to the folks over at Oregon Health Authority. Our expected "launch" for these candidates will be January 1(ish) 2023” |
Oct 24, 2022 | @Robert Adach | Discussed the project requirements with @Dan Sheehan , @Felicia Dennison and @Subrena Breeden . Outstanding questions from IT have been addressed and work on design documents/requirements/LOE will begin. |
Nov 9, 2022 | @Robert Adach | Targeted date to deliver final requirements and LOE to the team including if work will need to be done in EREG and EAP2 codebases. |
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Supporting Documents
https://aswborg.atlassian.net/l/cp/ZuHyuZXJ
Technical Review (IT)
System / Area Affected
System | Area | Impact |
|---|---|---|
crcManagement | Registration (NEW) | The system allows for any jurisdiction to be flagged to allow state vouchers |
crcRegistration | Registration (NEW) | The system allows for any jurisdiction to be flagged to allow state vouchers |
crcManagement | Reporting | All reports on Vouchers will pick up any registration with state voucher listed. The titles and line items for voucher reports are hardcoded to include Massachusetts or MA in the item. This can be easily updated. No report content currently breaks or lists state vouchers by Jurisdiction |
crcRegistration | Reporting | All reports on Vouchers will pick up any registration with state voucher listed. The titles and line items for voucher reports are hardcoded to include Massachusetts or MA in the item. This can be easily updated. No report content currently breaks or lists state vouchers by Jurisdiction |
crcApproval | Approval Entry | Need to automatically add State Voucher to approvals as they are imported/created in the system |
ASWBCentral | Exam Registration | Will be integrated into Phase 2 project. No immediate need to address |
Exam Registration | Basic Information Page | Add a popup to page to notify Oregon Candidate of registration process |
Exam Registration | Payment | Need to remove specific reference to State Voucher being MA only |
| Add vouchers through legacy |
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