Centralized SPAM Reporting Portal Overview

Portal / Users

  1. We can utilize the Salesforce platform already used by SPAM to track membership
    • We would build a custom portal where members log in using their MSPID and password set by them.
    • They would also be able to manage the information on their accounts that SPAM track(s) in Salesforce. 
  2. We can utilize the WordPress platform that is used by SPAM for their website.
    • We would create users based on Salesforce data and send mass email for members to change their PW to log in.
    • We can also integrate WordPress to Salesforce for certain data points and have the applications (WP and SF) talk to each other. 

Forms

  1. Custom form(s) would have to be created to capture the appropriate information needed to create and submit each complaint.

  1. Would the association be capturing the data, creating the final file to submit and then submitting on behalf of the member?
  2. How would the forms be formatted? I noticed some can be form submitted, some can be mailed, others emailed, etc.
  3. Would the association be tracking the process of the submission once it is submitted?
    1. who will be tracking?
    2. where will we be tracking?
    3. who will have access to see the submissions? (will all members be able to see? only the ones attached to a submission? etc?)

Motion #1:

To allocate finances from the Association’s general fund for the creation, maintenance, and continued development of a centralized reporting portal to include the following requirements:

This shall include the initial development and implementation, its design and/or software development, and platform integration.

This funding shall include ensuring it adapts to evolving needs and incorporates the latest technological advancements and best practices in data security and user experience as well as maintaining its continuous operation.

  • Until we know where we are building, and how it will be built, it is hard to even give an estimate. 

Motion #2:

Authorize the portal to be accessed by only SPAM Members and to create a SPAM owned email for the specific purpose of forwarding/submitting claims on behalf of authorized Members.

Portal / Users

    1. We can utilize the Salesforce platform already used by SPAM to track membership
      • We would build a custom portal where members log in using their MSPID and password set by them.
      • They would also be able to manage the information on their accounts that SPAM track(s) in Salesforce. 
    2. We can utilize the WordPress platform that is used by SPAM for their website.
      • We would create users based on Salesforce data and send mass email for members to change their PW to log in.
      • We can also integrate WordPress to Salesforce for certain data points and have the applications (WP and SF) talk to each other. 

  1. This is likely the easiest part of the project. The only concern is how many will have access to the email and whether we should make it a shared inbox (it will require users to have a MSP trooper.org email to send and receive on behalf of the inbox)
  • No matter how we approach it, making it a private portal is not complicated; time consuming to make sure everything syncs smoothly.
  • Maintenance of membership is where things get complicated, if someone joins or leaves, or an email changes, we need to make sure we are on top of it.

Motion #3:

The creation of the portal shall include, but not limited to, the following guidelines for the Association and its Members:

  • Easy!

  • Easy!
  • Since we are the ones creating the final complaint to be sent out, we can monitor what data goes into the complaint document being sent out.

  • Easy!
  • With automation, we can have letters created and printed so all the committee members have to do is mail them (if we go full mail option for everything).

  • We will establish this as we learn more about the difficulties and the actual process for the submissions. 

  • SPAM can establish and internal process for this, we can even use the form submission and the status as part of this.
    • Stages:
      • Submitted by Member (Pending)
        • we email member of receipt along with the “case number”
      • Approved by Committee (Pending) or Denied by Committee (Closed)
        • email member that the committee has looked into and has approved or denied the complaint.
      • Submitted by Committee (Submitted)
        • email member with details about the complaint submission (date submitted, committee member involved, etc.)
      • Response Received (Closed)
        • email member with updates.

  • Gathering of required questions and fields for each form will be taxing.
  • Like membership data, we will need to make sure the forms are always up-to-date.
  • Committee or staff assigned to management and submission will need to be held accountable. 

Forms

These are the forms that we will be using to submit complaints.

  • https://www.mass.gov/contact-the-attorney-generals-office

  • https://www.mass.gov/how-to/how-to-report-suspected-fraud-waste-or-abuse-to-the-oig

  • Gathering of required questions and fields for each form will be taxing.
  • Like membership data, we will need to make sure the forms are always up-to-date.
  • Committee or staff assigned to management and submission will need to be held accountable. 
  • FORMS 
    • State Ethic
    • Inspector General
      • Criminal conduct (e.g., bribery, extortion or kickbacks) involving a public employee, contractor or vendor
      • Other/Unsure