IHEEM
Date: Jun 10 2022
Introduction
The Institute of Healthcare Engineering & Estates Management (IHEEM) is a professional membership organisation specialising in the Healthcare Estates Sector. They are licenced by the Engineering Council (EC) to support individuals achieving CEng, IEng or EngTech status.
The Challenge
IHEEM needed a system to process membership applications, maintain membership data, invoice for correct accredited level, manage CPD (continuous professional development) compliance and communicate with members. The market lacked a system to meet the needs of Membership Organisations like IHEEM.
Approach
Fruition advised transitioning to a Cloud based system and retiring the aging on site server. This approach provides greater simplicity and future proofing of their IT systems together with unlimited data storage capacity for growth and development. It also provided excellent remote access and connectivity resources meaning staff could easily access the system from anywhere in the world, at any time. The system has been proven to provide the following benefits;
- Simple visual display meter showing annual target vs YTD achievement.
- Certificates can be uploaded / stored.
- CPD reviews can be set via an email link relating to time related events. The reviewer can leave notes.
- Can send member a dump (Excel) of historic CPD and using Dynamics can manually verify import.
- A link between WordPress website and Dynamics is used for Access Control. If members do not renew, access is removed in an automated hygiene function.
- Data retention (consider GDPR) and contractual obligations to retain data – midwives are 25years, accountants are 15 years.
- Online reviews for application for EC Council compliance, this speeds recruitment which generate extra revenue depending on the level of membership/accreditation required.
- Renewals for Roles sent out 3 months early
- Audits – IHEEM audit was 3 weeks prep, now set up Role of Auditor and added the auditor as a role – saves 2 weeks per year.
- The operation resource required has shrunk from 3-4 person weeks to 1.5 hours.
- Frees staff for other tasks including lapsed members follow up.
- Payment happens quicker (used to be 50% collection by end of April, now achieved by end of Dec) – good for cashflow, plus saves 2 -3 weeks of chasing.
- No legacy data floating around.
- Membership love the system, CPD and self-service aspects.
Within the link between the new website and Dynamics we have built an events calendar whereby a candidate can scan a QR session code when attending an event/ webinar or training day. When the QR code is scanned the relevant information is populated against their CPD record, and a single incidence of the Session resources are also held.
