TCOLE previews MyTCO account redesign, digital records plans and phased rollout for sunset-era technology requirements

Jessica Capraro, director of information technology, briefed commissioners on a multi-month plan to modernize TCOLE’s online services and to create digital workflows required by the recent sunset legislation.

"We are, very excited to launch a new version of the My T. Cole account at the end of this month," Capraro told commissioners, saying the planned March 28 release will include a refreshed look, a new menu bar and a rewritten front end on a newer framework.

Capraro said the rewrite is necessary because several legacy applications (myTCLEDS, TCLEDS) are based on older frameworks and cannot be updated without staged redevelopment. The myTCLEDS module will be the first to be migrated; TCLEDS (a larger and more complex service) will receive new features on the new framework over time to avoid a disruptive one‑time cutover.

Key IT initiatives and timelines described in the meeting: - MyTCO redesign (target launch March 28) — new look and menu, improved checkout (shopping cart) error handling, and a more modern framework to enable further automation for payments and account features. - Digitizing L2/L3 forms and workflows — Capraro said the plan is to enable providers to upload evaluations, supporting documents and to collect digital signatures (DocuSign or similar) so the entire L2/L3 packet can be exchanged electronically between provider, agency and medical provider. Staff emphasized this will be rolled out in phases and that a gap may exist where electronic submission is not yet available. - Personnel files — IT and records teams are designing file organization templates so agencies can prepare personnel files in a consistent, uploadable format ahead of digital acceptance. Capraro urged records staff and agency records managers to attend targeted training sessions. - Target 100 and compliance communications — IT and credentialing plan staggered communications (starting March 17) and temporary extended support hours in May to handle support volumes. Capraro said the team is preparing open‑hours Teams sessions, tutorial videos, conference trainings and a subscription list for agencies willing to beta test new features.

Nut graf: The IT rollout is phased to reduce disruption: staff will publish guidance and offer beta testers, hold training at the agency conference and use staggered communications to avoid overwhelming help-desk capacity. The goal is to make electronic workflows optional for agencies at first, offering improved digital pathways for large agencies while preserving paper submission options for small agencies during the transition.

Supporting details: - Capraro said the team will provide screenshots and guidance, and that the new shopping-cart experience will provide better on-page error messages (e.g., missing street address) to reduce failed checkouts. - For L2/L3 digitization, Capraro said the envisioned workflow will allow the provider to upload documents, the applicant to sign electronically, and for the medical/behavioral provider to return a digitally signed package with the evaluation result flagged as pass/fail. - IT will work with large and small agencies to beta test personnel-file uploads and is planning to hold sessions at the annual conference to train records managers and training coordinators.

Ending: Capraro and the executive team asked agencies to prepare records staff to receive training and to update contact information in MyTCO so the Target 100 communications will reach the correct contacts. Commissioners commended the IT team’s proactive cybersecurity testing and the plan for open help‑hours.