Development of a Centralized Continuing Education Hours Tracking and Reporting System

The organization manages numerous educational events for licensed professionals but faces difficulties with manual processes that are time-consuming, error-prone, and involve excessive paperwork. A need exists for a centralized system to handle course creation, attendance tracking, data accuracy, automated reporting, certificate issuance, and compliance verification, all within a strict regulatory environment.

A professional licensing or certification organization responsible for managing and verifying continuing education (CE) activities for licensed professionals, requiring streamlined event management, attendee tracking, and compliance reporting.

• Automate and centralize course and session management to improve data accuracy and efficiency.
• Implement real-time attendee tracking through QR code scanning to ensure precise CE hour reporting.
• Facilitate a simplified application process for CE course sponsors and attendees.
• Automate report generation and issue official Certificates of Attendance (VOAs), reducing administrative workload.
• Enable retroactive attendance data reporting to support license renewal processes.
• Enhance compliance with regulatory standards through accurate, timely, and automated reporting.

• Course and session management for sponsors, including creation, review, and correction of attendance data.
• QR code scanning capability via mobile devices for real-time tracking of attendee ingress and egress.
• Simplified process for submitting CE course applications and managing attendee requirements.
• Automated generation of compliance reports and issuance of VOAs or certificates.
• Retroactive reporting functionality to update attendance data for license renewal periods.
• Secure data handling, user role management, and audit trails for accountability.

• External payment gateways for premium features or transactions (e.g., Stripe).
• Regulatory agencies’ systems for submitting official attendance data and reporting compliance.
• QR code generation and scanning tools integrated within the web application.
• Offline mode support for areas with limited internet connectivity.

• System should support concurrent users with minimal latency, ensuring performance under high load.
• Data security protocols compliant with industry standards to protect sensitive attendee and licensing information.
• System available with 99.5% uptime, including offline mode capabilities.
• Scalable architecture to accommodate future growth and additional features.
• Automated backup and data recovery processes.

Implementation of the automated CE hours management system is expected to significantly improve data accuracy and reporting efficiency, reduce administrative workload by automating report generation and certificate issuance, and ensure compliance with regulatory standards. These improvements will enable the organization to process CE hours more reliably and swiftly, support real-time reporting, and enhance user satisfaction among sponsors and attendees.