Goals
Allow candidates approved by Oregon to register and not incur any registration fees.
Background and strategic fit
Oregon Health Authority has a $182,000 that it wishes to use to help Social Workers pay for their ASWB exam registrations. This is similar arrangement to the existing arrangement with Massachusetts DCF. except the Oregon arrangement has a set maximum amount of money allotted.
Assumptions
While this is being launched for Oregon, it is expected that other jurisdictions may wish to establish similar arrangements.
As of 8/15, the payment will apply to any Candidate with an approval for Oregon with no restrictions
Requirements
Title | Importance | Notes | |
|---|---|---|---|
| 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 jurisdiction with $0 cost registration | Must Have | |
| 3 | Legacy system or other facility will report approvals with state vouchers segregated by Jurisdiction | Should Have | |
| 4 | Legacy system or other facility will report registrations with state vouchers segregated by Jurisdiction | Should Have | |
| 5 | Legacy system or other facility will report completed exams with state vouchers segregated by Jurisdiction | Should Have | |
| 6 | The exam registration online system will allow Candidates to register at no charge | Should Have | |
| 7 | The exam registration online system will display a pop-up message for jurisdiction candidates advising them of the $0 cost registration | Must Have | |
| 8 | The online system will keep track of the amount of pre-payment remaining and disable “free registrations” at a specific threshold | Should Have | When funds available <= threshold by > 0, popup will direct Candidates to contact Exam Admin directly |
| 9 | The system will automatically assign a State Voucher number to the approval upon import | Should Have | If the system is able to support multi-jurisdiction state vouchers. |
User interaction and design
There are 2 design options we have discussed. The selection of a option will be based on the level of effort to implement, and the responses to the questions below.
Questions
Question | Owner | Outcome |
|---|---|---|
Is this a prepayment process or post-payment | Pre-payment | |
What, if any, restrictions are there on the Candidate’s eligibility to receive the free registration? | Any individual with an “OR” approval, No limit on how many times they register | |
Are Candidates currently, but not approved eligible for the free registration? | We are not refunding registrations that were completed prior to the go-live | |
What is the target release to production date? | December 1st, 2022 (activation into production) | |
What should the pop-up message say (Header, text) if we require the candidate to contact Exam Administration | None needed | |
What should the pop-up message say (Header, text) if we allow the candidate to register online | Use pop-up when OR has been identified. Similar to the IL popup today. | |
Who is responsible for monitoring the usage of the payment | Exam Admin will monitor monthly and then more frequently as funds diminish. |
Task | Estimated Duration | Notes |
|---|---|---|
Requirements meeting and documentation | 4 hours | |
Code Review | 2-4 hours | |
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 |
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
Out of scope
TBD
Project Notes
Date | Entered By | Note |
|---|---|---|
| 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” | |
11/9/2022 | Robert will deliver final requirements and LOE to the team including if work will need to be done in EREG and EAP2 codebases. |
Supporting Documents
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 |