Migrate from IPMP to Asana

Individual member records map to Asana User profiles with name, email, and membership tier stored as custom fields (e.g., membership_tier__c, registration_status__c, companies_code_reference__c). IPMP member IDs become the gid field or an external_id custom field for dedupe on re-import. Member tier (individual practitioner) is distinguished from Organisational Member during scoping by cross-referencing the membership agreement obtained during discovery.

Certification records attach as tasks under a Certifications project in Asana. Each task carries issue_date__c, expiry_date__c, competency_category__c, issuing_body__c (AAPM or COTVET-Ghana), and credential_reference__c as custom fields. The issuing_body__c field preserves dual-accreditation provenance and prevents cross-contamination between AAPM and COTVET reference numbering conventions. Certification renewal deadlines are stored as due dates on the task.

Examination results attach as subtasks under the parent Certification task. Fields include attempt_date__c, score__c, pass_fail__c, and exam_reference__c. If examination records live in a separate assessment platform integrated via API, we identify the external source, extract relevant records, and re-associate each result with the corresponding member certification task via the member_id external reference.

CPD hours are migrated as tasks under a CPD Tracking project, with each task representing one CPD entry. Because CPD submissions arrive in varying formats (spreadsheets, email attestations), we apply a normalisation step extracting date, hours_claimed__c, competency_area__c, and evidence_reference__c before loading. We validate hours against COTVET CPD requirements to flag under- or over-claimed entries. Recurring CPD obligations are modelled as repeating tasks in Asana with the due date set to the renewal period.

Courses delivered through the third-party TVET-registered centre are modelled as projects or sections within a Training project. Each course completion is a task with completion_date__c, outcome__c (passed, pending, not completed), and course_reference__c. If course records live outside the primary IPMP membership system, we identify the external source, extract records, and map them to the corresponding member profile via member_id lookup.

Corporate or organisational memberships are modelled as Asana Portfolios or Projects with organisational-level metadata (company_name__c, membership_tier__c, seat_count__c, billing_cycle__c) stored as custom fields on the project. Individual practitioners belonging to the organisational member are added as project members. Tier entitlements, seat limits, and billing cycles are sourced from the membership agreement during discovery since they are not publicly documented.

Certificates, ID documents, and academic credentials stored as PDFs or scanned images in IPMP are migrated as attachments on the relevant Certification or Member tasks. We extract available file references from the CSV export and preserve URLs where accessible. Full file migration requires a separate file transfer coordination with the institute's technical team if the files are hosted in a system outside the CSV export scope.

Member contact details (name, email, phone, professional address) map to Asana User profile fields and custom fields (e.g., professional_body_registration__c). The Companies Code Act 179 registry reference is stored as a custom field for regulatory audit purposes. We preserve the full contact history by attaching any correspondence records as notes or attachments to the member task.

Multiple examination attempts for the same certification are modelled as subtasks under the parent Certification task. Each subtask captures attempt_number__c, attempt_date__c, score__c, and pass_fail__c. This structure allows the institute to see the full examination history without duplicating the certification record.

CPD competency areas aligned to NABPTEX-Ghana and COTVET frameworks are configured as single-select custom fields in the CPD Tracking project. We pre-create the picklist values during schema setup based on the competency framework documentation obtained during discovery. New competency areas added post-migration are added to the picklist by the institute's admin.

The dual accreditation framework is preserved by creating a issuing_body__c single-select custom field on Certification tasks. The two options are AAPM and COTVET-Ghana, matching the two issuing bodies IPMP aligns with. Credential reference numbers are stored separately in credential_reference__c to avoid mixing AAPM's US-format numbering with COTVET's Ghana-format numbering.

Individual membership tiers (if applicable) and organisational membership tiers are modelled as membership_tier__c single-select custom fields on User profiles and Portfolio/Project metadata respectively. Tier options are defined during discovery based on the membership agreement. Seat limits and entitlements are stored in separate custom fields on the organisational membership project.