Migrate from IPMP to monday Work Management

IPMP member records (name, contact details, membership tier, registration status against Companies Code Act 179) map to monday.com items on a Members board. Each item carries a Name column, Email column, Tier column (single-select: Individual Practitioner, Corporate, Student), and Status column (Active, Suspended, Expired). The membership_number from IPMP becomes the item's Credential Reference custom field. Tier boundaries, seat limits, and billing cycles are extracted during scoping from the membership agreement.

IPMP certifications issued under AAPM (USA) and COTVET (Ghana) frameworks map to a Certification sub-board or custom fields within the Member item. Each credential maps as a separate group or tag: certification_name, issuing_body (AAPM or COTVET), issue_date, expiry_date, credential_reference_number, and competency_category. We maintain a mapping table between AAPM and COTVET issuing body codes so that each record retains its full provenance without cross-contamination between frameworks. On monday.com Enterprise, certifications can live as subitems on the Member item with their own status and renewal columns.

Examination results (scores, attempt dates, pass/fail status, competency area) map to items on an Examinations board. The member_reference column links each exam item to the corresponding Member item on the Members board. Exam attempts are modelled as separate items under a parent Exam Template item, enabling monday.com's subitem structure to show attempt history per exam type. Status column tracks Pending, Passed, Failed, and Under Appeal states.

CPD hours submitted in varying formats (spreadsheets, email attestations, PDF logs) require a normalisation step before loading. We extract date, hours claimed, competency area, evidence reference, and submission source into a standard schema aligned to COTVET CPD requirements. The normalised CPD entries load as items on a CPD board with columns: Member Reference (links to Members board), Activity Date, Hours Claimed, Competency Area, Evidence Type, and Verification Status. The Verification Status column drives a monday.com automation to flag entries pending audit review.

Training courses delivered through the IPMP TVET-registered centre map to items on a Training board. Each course item carries course_name, delivery_mode, competency_area, duration_hours, and completion_status. Course completion records are linked to the relevant Member item via the member_reference column. If course completion data lives in a separate external platform, we identify the source, extract relevant records, and re-associate them with the corresponding Member items during migration.

Corporate or organisational memberships are tracked separately from individual practitioner records and map to a distinct Corporate Members board. Each organisational member item carries organisation_name, tier, seat_allocation, billing_contact, and membership_start_date. Individual practitioner members under a corporate membership link to the parent Corporate Member item via a dependency or connect column, enabling corporate admins to view their team's certification and CPD status in aggregate.

Billing records and payment histories are managed through a separate finance system and do not migrate. Only the membership tier and current standing (Active, Suspended, Lapsed) transfer as reference data attached to each Member item. We extract the last payment date and membership expiry from available IPMP records to populate the membership_renewal_due column on the Members board.

Certificates, ID documents, and academic credentials stored as PDFs or scanned images in IPMP do not migrate as files. We extract available file references and preserve links in a credential_document_url column on the relevant Certification item. Full file migration requires a separate document management migration and is scoped as an add-on engagement.

IPMP address and contact fields (postal address, email, phone) map to monday.com Contact columns. monday.com's Contact column type stores structured contact information that integrates with the account's connected email provider. Address is stored as a text column. On monday.com Enterprise with Work Management, additional contact fields are available for extended profile data.

Membership tier (Individual, Corporate, Student) and standing status (Active, Suspended, Expired, Under Review) map to monday.com single-select columns. These columns drive membership_renewal_due automations: when Status changes to Active, a renewal date automation sets the next review date based on the membership tier's annual cycle. We probe tier-specific cycle lengths during scoping to configure accurate date offsets.

IPMP operates under Companies Code 1963, Ministry of Education approval, and COTVET registration. We capture these regulatory references as text fields on the Membership board and as a governance context item that can be linked to the board's main workspace. AAPM alignment references are preserved on the Certification item as the issuing_body label, enabling international portability verification.

monday.com Guest Access or a public board view can host read-only credential verification. We configure a guest-accessible filtered view of the Certifications board that surfaces credential_reference_number, member_name, certification_name, and expiry_date without exposing internal membership data. This addresses the gap where international employers cannot verify IPMP credentials online through the current portal.