Create Board Approvals

Possible Important concepts

• Difference between and association of a candidate record and an approval record

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Areas affected / currently used

• Exam Admin ASWBCentral Staff portal

• crcApprovals

Preconditions

• Completed initial design of Candidate record format

• Completed initial design of approval record format

• Completed initial design of exam attempt results

Background

Within the legacy system, EA staff has the ability to create new approval records if needed. This majority of time this process is done is for states who wish not to use our current legacy board portal and provide to us a spreadsheet in their own format which the staff then enters. There are also other times when the team has the need to create new approvals on behalf of the board. It is expected that with the transition to the new Board Portal and the dynamic file format of the Bulk Upload feature, some of this work will be eliminated.

The creation of the approval by Exam Admin staff can proceed via two different starting points:

1. The EA staff will upload a list of approvals via a spreadsheet which contains at minimum the required fields to create an approval

2. The EA staff will enter a single approval at a time.

Items to be considered

• Bulk upload

  • When considering the design of the bulk upload ability for EA staff, we need to consider how the staff will designate what Board the approvals are associated with this. After selecting the Bulk upload process, we have identified two approaches to address this issue; 1) the staff member first selects the Board associated with the approval file, and then uploads the file for processing, 2) the staff member adds a column with a specific header (Board) and then uploads the file. The first option was preferred as it reduced the likely hood of delays and errors.

  • After uploading the approvals, they will be processed and handled in the same manner as the Bulk approval process available via the Board portal approval entry process.

• Individual approval entry

  • A EA staff member must have the option to enter a single approval through the system. There will be two ways that the EA staff member can access the ability to create an approval; 1) the EA staff member can search for and locate the Candidate in which the approval is for and select to create a new approval¹; 2) the EA staff member can directly go to the approval entry screen where they will create the approval.

  • Entering the approval

    • The approval entry screen should begin with the selection of the Board associated to the approval. Upon the selection of the board, the approval fields/values specific to the selected board should be displayed, and the same requirements for value entry and validation that appear on the board portal approval entry screen should be enforced. Duplication of approval record should also be conducted.

      • Starting from Candidate record

        • Unique to the approval entry screen when starting from the Candidate record, the system should prepopulate the selected candidates name, DOB and SSN if available, and the staff should have the ability to change this information.

      • Starting from the approval screen

        • The approval entered by the EA staff member should be processed the same way as an approval entered via the board portal is handled.

• It would be acceptable if a warning is provided to the EA Staff member when there is an open approval for the Candidate and they are trying to add a new approval. This is meant to ensure that proper review of open approvals has been done and avoid delay when submitting the approval.

• It can be assumed that when a single approval entry is started from the approval screen without a Candidate that the EA staff member has previously completed a search for an associated record and has not found one.

Items to be documented/redesigned

• The candidate search and found record screens

• Supporting documents