Fifth Theory: System Generated Email Discussion
- Robert Adach
Target release | DOTB - 20230104 |
|---|---|
Epic | https://aswb.visualstudio.com/DevOpsToolbox/_workitems/edit/1851 |
Project Status | deployed |
Document owner | @Robert Adach |
Business POC | @Felicia Dennison |
Designer | @Robert Adach |
Developers | @Robert Adach |
QA | @Robert Adach |
Project launch date has been moved from 1/17 to 1/24 per Felicia.
Goals
The creation and automatic delivery of emails to candidates who have failed the ASWB examination
Increase the pass rate of candidates sitting for the ASWB examinations on their 2nd or later attempts.
Background and strategic fit
Fifth Theory (TMI) is a sponsorship program that ASWB has contracted with. We will be using this as a remediation tool for candidates who are unsuccessful on the examination. I
Requirements
User Story | Importance | Notes | Level of Effort (hours)* | |
|---|---|---|---|---|
| 1 | As a system I will identify candidates who have failed the examination based on the latest list of scores | MUST HAVE | There will be no filtering/exclusions of candidates to be contacted. | 4 |
| 2 | As a system, I will generate an email to be sent to identified candidates | MUST HAVE | Per meeting on 12/14, there is no requirement to customize content. LOE reflects this. | 4 (9.25 - 11.5 if email content will need to be customized) |
| 3 | As a system, I will send generated emails to the identified candidates | MUST have |
| 5 |
| 4 | As a system, I will update a Candidates record with a note reflecting email having been sent | SHOULD HAVE (LOW priority) |
| 1 |
| 5 | As a system, I will capture email addresses with delivery errors | SHOULD HAVE (LOW priority) |
| 3 |
| 6 | As a system, I will update the candidates record to reflect delivery errors | should have (LOW priority) |
| 1 |
| 7 | As a system, I will record campaign email statistics | should have (HIGH priority) |
| 2 (0 if we can provide read-only access to MailGun reports, or automate reports) |
| 8 | First run of the report will be for all failures since January 3rd, going forward it will sent on Tuesday afternoon for |
|
|
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| 9 | *Level of effort indicates the maximum estimated time IT will spend designing, developing, testing and implementing the requirement shown. Not listed is time associated with project management tasks (meetings, official documentation). | |||
Level of Effort summary
Project Management tasks - 20 hours
Must Have requirements - 13 hours based on requirements confirmed on 12/14/2022
Possible increase to 20.5 hours if additional customization of emails is needed.
Should Have requirements -
High priority - 2 hours
Low priority - 9 hours
User interaction and design
Emails will be sent via the Mailgun service and not the Office365 Exchange process
The process of identifying candidates, generating emails, and sending them will be handled via the DevOps Toolbox automation process.
The reports generated via requirements 6 & 7 will be displayed via Power BI reports.
Questions
Below is a list of questions to be addressed as a result of this requirements document:
Question | Outcome |
|---|---|
Does the content of the email have to change (inserting Candidate information, different versions for different levels) | No customization. |
Can we pass an identifier to Fifth Theory so we can correlate if a candidate used the process before their next attempt (is this a successful tool)? | We will not provide any identifiers. This will be up to Fifth Theory to track this |
Will IT need to regenerate the emails to candidates? | No. This will be handled by Candidate Services |
What email address do we want the emails to be sent from? (IT recommends ASWBServices@aswb.org) | We will use ASWBServices email address. EA/ED will include directions on how to contact ASWB within the content |
Do we need to update HelpDesk/LiveChat with new tags and canned responses for contacts regarding the email/service? | Candidate services will update as needed. |
Can we please get an outline of the Candidates computer requirements for using this service? | Just a website. No special browser requirements. |
Who is responsible for troubleshooting issues with accessing and using the Fifth Theory service? | Exam admin will handle initial support, escalating to Fifth Theory. No IT support will be needed. |
Will there be a need to reconcile the number of Candidates who used the Fifth Theory service (like we do for ITS) and if so, what is the frequency? | No. |
Timeline
Date | Action | Notes |
|---|---|---|
11/30/2022 | Project Launch |
|
12/14/2022 | Requirements completed |
|
1/9/2023 | Email content from EA/ED due | Received confirmation from Carl that content is to be delivered on 1/9/2023. 1/12/2023 - received 2nd version of email, additional content update is needed. |
1/9/2023 | Requirement lockdown |
|
1/13/2023 | Completion of testing |
|
1/17/2023 | 1st scheduled launch to occur in production | Launch has been delayed per Felicia |
1/20/2023 | Final version of template has been provided by Exam Development |
|
1/23/2023 | Test emails have been generated and sent to Exam Development and Exam Admin team to verify contents. |
|
1/24/2023 | Emails sent to candidates | 1,480 emails sent including those to 4 internal addresses for QA process |
