Copy of QualityNet Mailer (Listserve Replacement)

CMS’s Information Systems Group (ISG) is in the process of replacing the existing HCQIS Lyris Listserv notification and discussion system with the new GNU Mailman system (referred to as QualityNet Mailer). QualityNet Mailer will be fully integrated within Qualitynet - QNP 2.0 (public access) and H-CMS (administrator access).

QualityNet Mailer is a list management system that is used to assist Application Development Organizations (ADOs) and contractors in communicating with large groups of end-users, program participants, and stakeholders.

The system offers two types of lists:

Notification List: Provides a means to disseminate key product, program, and/or policy news and other information via email to a large group of list subscribers or designated recipients.
Discussion List: Allows all list members to participate in open, ongoing email conversations regarding topics of interest, such as tools, best practices, idea-sharing, problem-solving.

All lists are made available via subscription from the Sign Up for Email Updates page of the QualityNet website. Public lists are offered for open subscription, while Private lists may be established for reaching a more select group of participants.

Note: Private list members must be approved by the List Administrator.

Need Help ?

For any QualityNet Mailer related questions, Please contact the Ventera Support team via email at ESS_ADO_Support@ventera.com.

QUICK START GUIDE

How to Request a Notification or Discussion List

To request a new Notification or Discussion list, follow the process outlined on the new List Request/Fulfillment Process documented below. The following provides a brief description of the process for submitting a request, fulfilling a request, and administering a list.

Submitting a Request

Step 1: Complete the HCQIS Email List Request form by providing the following minimum list criteria:

- CMS approver (COR/program lead)
  - Contact information
- List Administrator(s) (must have HARP ID)
  - Contact information
- List Name — Description
- List Type — Notification/Discussion
- List Membership — Public/Private
  - Membership restrictions (for Private list)
- Target/Need by date

Step 2: Send the completed form to ESS_ADO_Support@ventera.com for fulfillment.

Fulfilling a Request

Upon receipt of the List Request form, the ESS QualityNet Mailer team will complete the following steps:

- Verify the minimum criteria are provided and open a Jira ticket.
- Forward the request to the appropriate CMS COR/program lead for approval.
- Create the requested list.
- Advise the designated List Administrator(s) to request the role in HARP.
- Add the list to the Sign Up for Email Updates page on QualityNet.org, making the list available for subscription.

Administering a List

The List Administrator serves as the list manager, disseminating email messages and monitoring the subscriber list. Note that all designated List Administrators must have a HARP ID, which can be obtained at any time by registering at: https://harp.qualitynet.org/register.

A List Administrator User Guide is available on this Confluence page.

User Resources

Definitions

CMS approver - must be CMS COR, security official, product owner
List Administrator - authenticated user (requires HARP account), with privileges to:
- add/remove list members
- approve new list members (private lists)
- create, send email messages to list members (Notification lists)
HARP ID - established during registration for HCQIS Access Roles and Profile (HARP) account, available at: https://harp.qualitynet.org/register
List name - typically refers to program/topic; subject to editing (approximately 110-character limit)
List description - for use on list sign-up page to assist potential subscribers in selection process
Notification list - available via subscription; for distribution of CMS-approved messages to list members
Discussion list - available via subscription; any list member may create message, which is distributed to all list members
Public list - open to anyone, via subscription (available from QualityNet.org) or addition by List Administrator
Private list - open to defined (restricted) group; membership request approved by List Administrator

QualityNet Mailer Roles

This chart defines the specific roles within the QualityNet Mailer.

Note: for purposes of the MVP release, the only role presently available is the System Administrator.

QualityNet Mailer Role Name	Role (HARP)	Can take action on a list	Can create lists	Can add users	Can confirm user email	Can approve/disapprove list posting	Can approve/disapprove list subscription	Role (Mailman)
System Administrator	H_CMS_mailmanSysAdministrator	All lists	Yes	Yes	Yes	Yes	Yes	n/a
List Administrator	H_CMS_listAdministrator	All lists they are assigned	No	Yes, listModerator or Member within their assigned lists	Yes	Yes, within lists they are assigned	Yes, within lists they are assigned	owner for the assigned list
List Moderator	H_CMS_listModerator	All lists they are assigned	No	Yes, Member with their assigned lists	Yes	Yes, within lists they are assigned	Yes, within lists they are assigned	moderator
Program Administrator	H_CMS_listProgramAdministrator	All lists within their program	Yes, within their program	Yes, listAdmin, listModerator or Member within their program	Yes	Yes, within their program	Yes, within their program	owner for each list within their program

Help Desk User Stories

Item

As a

<type of user>

I want to

<perform some task>

So that I can

<achieve some goal>

Feature

Steps for Help Desk Agents

Notes

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QualityNet Mailer public site user

Select and signup for a QualityNet Mailer List on QualityNet.org public site

Become a member of that list and receive notifcations from that list.

QualityNet Mailer subscription page (QualityNet.org public site)

Navigate to the QualityNet.org public website (www.qualitynet.org) and select the "Subscribe to Email Updates" button near the top of the page.
The system will navigate you to the QualityNet Mailer subscription page (https://www.qualitynet.org/listserv-signup).
The page consists of both Public and Private Lists tabs for selection.
User selects their desired lists and enters their Name and Email Address.
User selects the "Submit" button at the bottom of the page.
If the user selected a Public list, they will automatically be added to the list notification updates. If the user selected a Private list, the List Administrator for the list will either accept/reject their subscription request before the user can receive messages.

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