MA License file automation process

Description

Under Article 87, the Massachusetts Social Work Board, along with other professions are being reorganized under the Professional Health Services group. As part of this reorganization, the MA board will be utilizing a new system for processing and storing licensing information. This project aims to alter the format and means of delivering the MA Data File containing all issued licenses to the MA Board. Due to timelines, the MA Board is asking that these changes be implemented within 2-3 weeks as there is an internal deadline to have the system in production by January 9th.

The DPH has approved the removal of the need to send paper files to the board for all licensed applicants. This will now allow for the automation of several tasks which were triggered by the generation of the paper file documents.

Timelines

Assumptions

• Project timeline adherence is possible if MA Project staff is responsive to questions, and review of sample data

• The mapping of items to common index values does not change

• The JSON does not require schema elements not included in the array of objects (records)

Requirements (Phase 1)

1. As a system, LAPMgr will no longer complete the following tasks associated with the “Send MA Data File” button

   1. create and distribute a license file

   2. change the status of the applications located on the license file created by the new system

   3. insert tracking notes

   4. update date fields associated with the processing of the license file, the completion of the application

2. As a system, PreApp will no longer complete the following tasks associated with the “Send MA Data File” button:

   1. create and distribute a license file

   2. change the status of the applications located on the license file created by the new system

   3. insert tracking notes

   4. update date fields associated with the processing of the license file, the completion of the application

3. As a system, the new service must query all relevant data from LAPMgr to create the license file

4. As a system, the new service must query all relevant data from PreApp to create the license file

5. As a system, the new service must render the MA license file as a JSON formatted file with the following characteristics

   1. The file is to contain an array of records

   2. The file does not need to contain any supplemental nodes (file creation date, number of array records, etc.)

   3. The filename must include a timestamp for uniqueness.

      1. To account for the possibility of multiple files being placed in a day, or possible delays in MA processing the previously pushed files we will use the current date and time in EPOCH format

6. As a system, the new service must distribute the MA License file

   1. The process will now PUSH the file to the MA board SFTP server, rather than the existing process of MA PULLING the file from the ASWB SFTP server

   2. The SFTP servers for production and test will now be housed on ASWBData and ASWBDevData to further accelerate the retirement of the Datapath server.

   3. The distribution of the file will be handled via a scheduled task which will occur at 1900 ET.

7. The new service must generate an file containing a single empty node if there have been no licenses generated since the last running of the new service

8. The new service must save a copy of the JSON files to a archive directory within ASWB for reference.

9. The new service will send failure alert to IT staff. These alerts will include technical information to assist in the troubleshooting of the issue.

10. The new service will update each application included in the license file by:

    1. setting the status of the applications included in the license file to “Closed-Issued”

    2. inserting a tracking note using the “Elect file sent” event

    3. setting the “Processing Complete” date field to the current date & time

11. As a system, LAPMgr will no longer complete the following tasks associated with the “Send Paper Files” button

    1. insert tracking notes with the “Paper Files Issued” event

    2. change the status of the applications located on the license file to “Closed-Issued”

    3. Update the “Processing Completed” date field

    4. update date fields associated with the processing of the license file, the completion of the application

    5. Update applications to “abandoned” or “expired” status.

12. As a system, PreApp will no longer complete the following tasks associated with the “Send paper Files” button:

    1. insert tracking notes with the “Paper Files Issued” event

    2. change the status of the applications located on the license file to “Closed-Issued”

    3. Update the “Processing Completed” date field

13. The new service will undertake the following after successfully completing the generation and distribution of the license file:

    1. Update all applications which should be Expired according to the existing “Abandon - Expiring” view logic in LapMgr

    2. Update all applications which should be Abandoned according to the existing “Abandon - Expiring” view logic in LapMgr

    3. Update all applications which should be Expired according to the existing “Abandon - Expiring” view logic in PreApp

    4. Update all applications which should be Abandoned according to the existing “Abandon - Expiring” view logic in PreApp

Requirements (Phase 2)

1. The system must send alerts to appropriate ASWB contacts when any part of the process fails. These alerts must contain but “end user” readable information on the error that occurred, as well as any technical information available regarding the issue to assist the IT team in troubleshooting the issue.

2. The system will create copies of all scanned documents for the PreApp license applications which have had licenses issued included in the created file

   1. The filenames will have a standard naming convention which will be in the pattern TBD

   2. The files will be placed onto the MA SFTP server in a defined location (TBD)

3. The system will continue to create the documents related to the mailing of the abandoned/expired documents which will continue to have hard copies mailed to them.

Design Considerations

1. LAPMgr “Send MA Data File” will need to be removed

2. LAPMgr “Send Data File” will need to be removed

Test Cases

Questions

Escalation Matrix

ASWB MA Automation Escalation Matrix.docx

Supporting Documentation