Member PortalJourneys
UJ-M-016: Log External CPD Activity
Member manually logs CPD points from external activities and submits for approval
Journey Overview
| Attribute | Value |
|---|---|
| Journey ID | UJ-M-016 |
| Actor | Member |
| Goal | Record CPD points earned from external activities |
| Trigger | Member completes external professional development |
| Outcome | CPD record submitted and pending/approved |
Preconditions
- Member has active membership
- CPD tracking enabled
- Manual CPD logging allowed by organization
Journey Flow
flowchart TD
A[Complete external activity] --> B[Navigate to CPD]
B --> C[Click Log Activity]
C --> D[Select category]
D --> E[Enter activity details]
E --> F[Upload evidence]
F --> G[Submit for approval]
G --> H{Auto-approve?}
H -->|Yes| I[Points awarded immediately]
H -->|No| J[Pending admin review]
J --> K{Admin decision}
K -->|Approved| L[Points awarded]
K -->|Rejected| M[Rejection notice sent]
I --> N[CPD updated]
L --> NDetailed Steps
- Access CPD Logging
Member navigates to log new activity:
- CPD Dashboard → "Log Activity" button
- CPD History → "+ Add Activity"
- Quick action from dashboard
- Select CPD Category
Choose category for the activity:
Category Description Max Points Technical Skills Industry-specific training 20/year Professional Development Leadership, management 15/year Ethics & Compliance Regulatory, ethics 10/year Research & Publications Writing, presenting 10/year Mentoring Teaching others 5/year Categories vary by organization
- Enter Activity Details
Complete the activity form:
Field Type Required Description Activity Title Text Yes Name of course/event/activity Provider Text Yes Organization that delivered it Activity Date Date Yes When completed Description Textarea Yes What you learned CPD Points Claimed Number Yes Points to be awarded Duration (hours) Number Configurable Time spent Activity Type Select Yes Course, Conference, Workshop, etc. External Reference Text No Certificate ID, URL, etc. - Upload Evidence
Attach supporting documentation:
Accepted Evidence:
- Certificate of completion (PDF, image)
- Attendance confirmation email
- Conference badge/registration
- Course transcript
- Provider confirmation letter
Upload Requirements:
- File types: PDF, JPG, PNG
- Max size: 10MB per file
- Multiple files allowed
- Clear, legible documents
- Review and Submit
Review submission before submitting:
┌─────────────────────────────────────────────────────────────┐ │ Review Your Submission │ ├─────────────────────────────────────────────────────────────┤ │ │ │ Activity: Risk Management Workshop │ │ Provider: External Training Co. │ │ Date: March 1, 2025 │ │ Category: Technical Skills │ │ Points Claimed: 4 │ │ Duration: 4 hours │ │ │ │ Evidence: certificate.pdf (attached) │ │ │ │ ⚠️ This submission will be reviewed by an administrator. │ │ You'll be notified once approved. │ │ │ │ [Edit] [Submit for Approval] │ └─────────────────────────────────────────────────────────────┘ - Approval Process
After submission:
If Auto-Approval Enabled:
- Points awarded immediately
- Confirmation notification sent
- Appears in CPD history as approved
If Manual Approval Required:
- Status set to "Pending Review"
- Admin notified of submission
- Member can track status
- Typical review time: 3-5 business days
- Receive Decision
Admin reviews and decides:
Approved:
- Points added to member's total
- Email confirmation sent
- Certificate generated (if configured)
Rejected:
- Email with rejection reason
- Option to resubmit with corrections
- Common reasons:
- Insufficient evidence
- Activity not eligible
- Duplicate submission
- Points overclaimed
CPD Activity Types
| Type | Description | Typical Points |
|---|---|---|
| Conference | Industry conferences | 1 point/hour |
| Workshop | Hands-on training | 1 point/hour |
| Webinar | Online presentations | 0.5-1 point/hour |
| Self-Study | Books, articles | 0.5 point/hour |
| Mentoring | Teaching/coaching | 1 point/hour |
| Publication | Writing articles | 2-5 points |
| Presentation | Speaking at events | 2-3 points |
| Committee | Industry committee work | Variable |
Evidence Guidelines
Good Evidence:
- Official certificate with name and date
- Provider letterhead confirmation
- Registration receipt with details
- Signed attendance sheet
Insufficient Evidence:
- Screenshots without context
- Self-declarations only
- Incomplete documents
- Illegible scans
Pending Submissions
Members can track pending submissions:
┌─────────────────────────────────────────────────────────────┐
│ Pending CPD Submissions │
├─────────────────────────────────────────────────────────────┤
│ │
│ Risk Management Workshop │
│ Submitted: March 5, 2025 | Points: 4 │
│ Status: ⏳ Pending Review │
│ [View] [Edit] [Withdraw] │
│ │
│ Leadership Seminar │
│ Submitted: March 3, 2025 | Points: 2 │
│ Status: ⏳ Under Review │
│ [View] │
│ │
└─────────────────────────────────────────────────────────────┘Related Entities
Related Journeys
Acceptance Criteria
Frontend
- Log activity form with all fields
- Category dropdown with descriptions
- File upload with preview
- Form validation before submit
- Review screen before final submission
- Pending submissions list
- Edit/withdraw pending submissions
- Status tracking interface
Backend
-
POST /api/member/cpd/records- Create submission -
PUT /api/member/cpd/records/{id}- Edit pending -
DELETE /api/member/cpd/records/{id}- Withdraw -
POST /api/member/cpd/records/{id}/evidence- Upload files - File storage for evidence documents
Permissions
- Members can only manage their own submissions
- Cannot edit after approval
Business Rules
- Category point limits enforced
- Evidence required (configurable)
- Duplicate detection (same activity/date)
- Points validated against activity type
Error Handling
- File upload failure recovery
- Validation error messages
- Network error with draft save