MappCPD is web software for managing memberships and CPD. It is comprised of an admin application, a member application, and a central database.
Main features of MappCPD Admin:
- Membership Applications
- Member Profile
- CPD Program
- Online Learning
MappCPD provides a simple workflow for managing membership applications -
that is, applications for new membership or a change of membership title,
as it is called in MappCPD.
Each application can have historical notes, and can be linked with one or more meetings at which the application is to be considered.
Applications outcomes can be processed in bulk using built-in macros. For example, 20 new applications may all be accepted, given an appropriate pro-rata subscription, and have invoices sent out, in a single action.
MappCPD manages general member information as a core feature, similar to a CRM. This includes personal and contact details as well as professional qualifications, accreditation, committee / council appointments and so on.
See: Member Profiles
Membership and subscription types can be configured for automatic renewal. A member can only have one Membership subscription, however any number of other subscription types can be allocated to a member. For example, subscriptions to professional publications or additional services provided by the organisation.
Subscriptions can vary in length and are specified in months. The renewal of subscriptions, and the generation of invoices, is handled automatically by the Housekeeping feature. An arbitrary offset (in days) can be specified so that invoices go out X days before or after the official renewal date of the subscription.
Pro-rata invoices will also be automatically generated if a pro-rata start date is specified. Pro-rata threshold days can be specified so that a pro-rata invoice will only be created if, for example, there are at least 90 days left in the current subscription term.
Finally ad-hoc invoices can also be created using line items from the basic inventory system.
Credit card payments can be integrated for standard payment gateways. This allows both members and administrators to process an online payment and record it against the invoice in a single step.
Other forms of manual payment can also be recorded, including part-payments.
MappCPD is not an accounting package, however it does implement a simple workflow to assist with receivables.
- New invoices are flagged as unpaid, and an issue raised
- After a set period unpaid invoice issues are elevated to overdue, and a notification email is sent to the member
- After a second set period these are further elevated to a final notice issue, and another notification is sent
The communications module attempst to determine wwhether or not the notification emails were delivered successfully, and opened by the member. While the notifications are automatically sent, any final action is left for the administrators.
The built-in communication tool allows administrators to quickly and easily broadcast emails to any set of members. Wherever there is a list of members on-screen, that list can be recipients of an email broadcast.
It is also possible to create re-usable email templates and there are system variables available for personalisation.
The email system uses a third-party mail service which allows tracking of email delivery and bounces. Emails that cannot be delivered are subsequently raised as issues by the Housekeeping component.
Management of a CPD Program is a central theme of the application. The scope of a CPD Program depends on the organisation and may vary from the provision of a recording system through to complex rules for evaluation and compliance, as well as online learning material.
MappCPD implements a basic LMS (Learning Management System) comprised of two components: a resource library, and online modules.
The resource library is analogous to a library card file as it simply provides an index of pointers to resources of various types - documents, audio, video and web sites. Resources may be considered in-house when they are stored on your own web server, or cloud file service; and external if they are hosted by someone else. Technically all library resources are stored separately from the application itself.
The online modules are created as slide shows, may contain one or more resources from the library and may also contain multiple choice, self-assessment questions. Online modules present information along with self-assessment questions. On completion of an online module a CPD activity record is automatically recorded in the Member’s CPD Diary.
See Online Learning
Some of the most useful functions of MappCPD are run behind the scenes and are designed to make working with the database more efficient and intuitive.
Housekeeping is the generic term used to describe any routine task that is
performed automaticaly by the system. These jobs that run periodically on the server, and in some cases can raise, update and resolve issue without human intervention.
For example, housekeeping can perform the following workflow automatically:
- Raise an invoice for a membership subscription
- Email the invoice to the member
- Raise an unpaid invoice issue in the workflow_
- Elevate the unpaid invoice issue to an overdue invoice
- Send an ovderdue invoice email reminder to the member
- Elevate the overdue invoice to a final notice issue in the workflow
- Send a final notice email to the member
- Acknowledge payment of the invoice and resolve the final notice issue
Housekeeping jobs can be created and customised to suit particular deployments.
Workflow or issue management is tied closely to housekeeping.
An issue is simply something that needs to be resolved. The resolution may be an action taken by the member, such as paying an invoice, or may require direct intervention by an administrator. For some issues a change in relevant data is unambiguous and the issue can be resolved automatically by the system. This is a fully-automated workflow.
There is also the provision for administrators to define their own issue types. These are completely open so require end-to-end management by real people. They can be assigned to other admin users, notes can be recorded and files attached.