Migrate from IPMP to Microsoft Project

IPMP individual member records (name, email, phone, professional tier, registration status against Companies Code Act 179) map to Planner Premium Resource records or Project Online Resource records. The member's IPMP tier (Graduate, Member, Fellow) maps to a Resource custom field ipmp_tier__c. Email becomes the primary lookup key. If a member has an active Microsoft 365 account matching the email, they become a Bookable Resource; otherwise they are mapped as a Generic Resource. We resolve the mapping during the discovery call with the IPMP admin export.

IPMP certification records (AAPM-issued and COTVET-issued) have no native Microsoft Project equivalent. We create custom fields on the Resource record: ipmp_certification_body__c (AAPM or COTVET), ipmp_cert_issue_date__c, ipmp_cert_expiry_date__c, ipmp_competency_area__c, and ipmp_cert_reference__c to preserve the issuing body code. If the customer uses Planner Premium, certification fields live on the Resource; if Project Online with PWA, they live as enterprise custom fields on the Resource entity. We maintain the dual-framework mapping table so that each credential retains its full provenance.

Examination results (scores, attempt dates, pass/fail status, competency area) are mapped as records in a dedicated Planner project called 'IPMP Certification Records' or as custom fields on each Resource. If the source data lives in a separate assessment platform integrated via API, we identify the external source, extract records by member email, and re-associate each result with the corresponding Resource in the destination. Pass/fail status becomes a boolean custom field ipmp_exam_passed__c with the score stored as ipmp_exam_score__c.

CPD hours are logged in varying formats across IPMP members (spreadsheets, email attestations). We apply a normalisation step extracting date, hours claimed, competency area, and evidence reference before loading into Microsoft Project. Each CPD entry becomes a Task in a dedicated 'CPD Tracking' Planner plan or Project Online project, linked to the member's Resource record via the Assignee field. The task name captures the competency area; hours claimed map to a custom numeric field cpd_hours__c. We validate normalised entries against COTVET CPD requirements (minimum hours per renewal period) and flag any gaps in the reconciliation report.

Course completion records sourced from IPMP's third-party TVET-registered centre map to Task records in a 'IPMP Training History' Planner project. Each course becomes a Task with start and end dates, completion status, and the delivering institution stored as a custom field. We identify the external LMS source during discovery and extract relevant records before associating them with the corresponding member Resource. If the TVET centre uses a separate system with no export capability, we flag the gap and note the manual-entry requirement.

Corporate or organisational memberships tracked separately from individual practitioner records have no direct Planner or Project Online equivalent. We map organisational members as a custom text field org_member_name__c on each individual member Resource, or as a Planner Group with the organisational name. Tier entitlements, seat limits, and billing cycles from the membership agreement are captured in a separate lookup table provided to the customer's admin for manual configuration in Planner governance settings. This mapping requires the IPMP membership agreement during discovery.

Certificates, ID documents, and academic credentials stored as PDFs or scanned images in IPMP's document system are referenced by file name and path in the migration export. We extract available file references, preserve the original issuing body and certificate number embedded in filenames, and document them in a SharePoint document library within the customer's Microsoft 365 environment. Full file migration requires a separate file-transfer step coordinated with IPMP's technical team; document URLs in the destination point to the new SharePoint location.

Billing records and payment histories are managed through a separate finance system in IPMP and are not migrated to Microsoft Project. We confirm the finance system during discovery and note its existence in the migration handoff document. The membership tier and current standing (Active, Lapsed, Suspended) are the only financial-adjacent fields transferred to the destination, mapped as a Resource custom field ipmp_membership_status__c.

IPMP membership tiers (Graduate, Member, Fellow, Corporate) map to a Planner Premium Resource custom picklist field ipmp_membership_tier__c. The tier assignment determines which Planner plans or project folders the member can access, managed through Microsoft 365 group membership post-migration. We probe the membership agreement during discovery to confirm the full tier hierarchy and any tier-gated access rules that need to be replicated in Planner governance.

The COTVET continuing professional development renewal cycle (renewal date, CPD hours required, hours completed to date) is a time-sensitive record that maps to two custom fields on each Resource: cpd_renewal_due_date__c and cpd_hours_required__c. These fields are used by the customer's admin to set Power Automate reminders for renewal deadlines. We compute the renewal date from the original certification issue date and COTVET's renewal period policy, and validate that the CPD hours claimed in the normalised CPD tasks satisfy the requirement.