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TCOLE IT team plans redesigned MyTCole, digitized personnel-file process and online L2/L3 workflows
Summary
Agency IT staff previewed a March 28 launch of a redesigned MyTCole account, outlined plans to digitize L2/L3 medical/psych evaluations and personnel-file submissions, and said the work will roll out in pieces through the remainder of the year.
TCOLE’s information-technology team told the commission it plans to launch a redesigned MyTCole account at the end of March and is building digital workflows for several elements of the sunset implementation, including L2/L3 evaluations, personnel files and model-policy submissions.
Jessica Capraro, who led the presentation for IT, said the MyTCole account update is scheduled for March 28 and moves the application to a newer web framework with an updated appearance, a new menu bar, cleaner internal pages and improved error handling in shopping-cart and payment flows. The goal is to reduce user confusion and modernize the site’s architecture so subsequent features can be deployed more quickly.
On digitization, Capraro described a planned electronic workflow for the L2/L3 medical and psychological evaluations that will allow providers to complete evaluations, upload attachments and apply a digital signature before returning documents to the hiring agency. The system will also capture structured outcomes (including failures) so reporting is auditable and consistent.
IT staff said a more complex rewrite for TCLEDS will occur in stages; myTCLEDS will be modernized first, with the larger tCLEDS codebase migrated more slowly to avoid a jarring user experience. Capraro acknowledged there will be an interim period when some personnel-file uploads cannot be submitted digitally; to reduce friction, records staff are designing a folder structure and guidance that agencies can use now so that, when digital upload opens later, files will already be organized for easy transfer.
Capraro and other staff said TCOLE plans active outreach — training sessions at the agency conference, tutorial videos, ‘‘open hours’’ via Teams and targeted communications — and that IT will stagger message batches to manage help-desk volume. IT will also add temporary help-desk staff and extend support hours in May when the next large communication round is expected.
Commissioners raised implementation questions about how applicant signatures and workflows will function for agencies with high hiring volumes; IT staff said they are working with large and small agencies as beta partners and that digital-signature flows (DocuSign or equivalent) are part of the design. Staff emphasized they will offer optional digital models that agencies may adopt to reduce audit burden, rather than imposing a single mandatory format immediately.
