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

Detailed Steps

1. Access CPD Logging

   Member navigates to log new activity:

   • CPD Dashboard → “Log Activity” button
   • CPD History → ”+ Add Activity”
   • Quick action from dashboard
2. 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

3. 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.

4. 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
5. 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]                               │
   └─────────────────────────────────────────────────────────────┘
   
6. 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
7. 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

• CPD Record
• CPD Category

Related Journeys

• UJ-M-015
• UJ-M-017

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