CE Hours Reported: Efficient CE Management

Client

CAPCA, the California Association of Pest Control Advisors, supports the success of licensed pest control advisers (PCAs) throughout California. As the industry’s leading voice, CAPCA offers essential guidance to PCAs, who play a vital role in sustaining the state’s agriculture and horticulture sectors.

PCAs are licensed experts in pest management, ensuring healthy crops, landscapes, and public spaces. Whether managing highway vegetation, solving weed issues in waterways, or maintaining pest-free environments, CAPCA and its members are key to the health and sustainability of California’s ecosystems.

Business Challenge

CAPCA hosts many educational events for its members, but managing these events was challenging. The organization needed a centralized system to handle course creation, track attendees, ensure data accuracy, and automatically report and issue Verifications of Attendance (VOAs). The existing manual processes were time-consuming, error-prone, and involved excessive paperwork.

CAPCA needed a streamlined solution that would simplify compliance for both the continuing education (CE) sponsors and attendees, ensuring accurate tracking and reporting of CE hours while reducing the administrative burden, all within a strict regulatory environment.

Solution

To address the challenges CAPCA faced in managing their educational events, Coherent Solutions developed a standalone web application called CE Hours Reported. It is designed to streamline the entire process of course management, attendee tracking, and compliance reporting.

Over 14 months, our team of 10 members worked diligently to craft a custom solution tailored to CAPCA’s specific needs. This comprehensive development effort included designing user-friendly interfaces, implementing advanced tracking features, and automating reporting functions.

Project Timeline

Phase 1: Requirements and Architecture (4 Weeks)

This phase established the project’s foundation by defining the product vision, documenting requirements, and creating system architecture.

Phase 2: Pilot and MVP Development (20 Weeks)

In this phase, the team developed the Minimum Viable Product (MVP) and a Proof of Concept (POC) for offline mode. The focus was on delivering a functional MVP that met the timeline, budget, and quality standards.

Phase 3: Premium Plans Development (17 Weeks)

The final phase involved adding premium features and integrating the Stripe payment system to support advanced functionalities and seamless transactions within CE Hours Reported.

Key Features of the Solution:

• Course and Session Management: Sponsors can easily manage their sessions, including attendance tracking, reviewing, and fixing any inconsistencies. The application allows them to submit this information directly to CAPCA, ensuring that all data is accurate and up-to-date.
• QR Code Scanning: A standout feature of the product is the ability to scan QR codes using a phone or tablet camera via the preloaded web application. This feature enables real-time tracking of attendees as they enter and exit sessions, ensuring accurate reporting of CE hours.
• Streamlined CE Course Application Process: The application simplifies the process of applying for CE courses, making it easier for sponsors and attendees to manage their continuing education requirements.
• Automated Reporting and VOA Certificates: The application automatically generates reports and issues VOA certificates to attendees, reducing the administrative burden and ensuring compliance with CE requirements.
• Retroactive Data Reporting: Users can report attendance data retroactively, which is particularly helpful during the renewal process, ensuring that all CE hours are accurately recorded and reflected in official records.

To ensure a high-quality product, Coherent Solutions applied Agile software development methodology, known for its emphasis on teamwork, collaboration, and rapid iteration. The development process was organized into two-week sprints, allowing for regular feedback and adjustments. This approach ensured that the application was aligned with stakeholder expectations and delivered tangible results promptly.

Results

The new web application developed by Coherent Solutions has significantly enhanced CAPCA’s and the wider pest-management industry’s ability to manage and report CE hours to the California Department of Pesticide Regulation. By streamlining processes and automating key functions, the solution has improved accuracy, efficiency, and compliance for both CE sponsors and attendees. This innovative tool not only advances CAPCA’s mission but also sets a new industry standard for CE hour tracking and reporting.

The application strengthens CAPCA’s CE Hours Reported initiative, which originally served as a trust mark for accurate CE hour reporting. With its 2024 launch, the tool became a free, industry-wide resource, underscoring CAPCA’s commitment to professional development and seamless CE reporting.