CLIENT: Commission on Accreditation of Allied Health Education Programs (CAAHEP) is the largest programmatic accreditor in the health sciences field, reviewing and accrediting over 2,000 educational programs in 20 health science occupations.
CHALLENGE: CAAHEP faced the constant struggle of updating three databases with the same information. Our challenge was to develop a main database that would allow CAAHEP staff and Program Directors to manage people, programs, accreditation status, enrollment and retention, surveys, standards and payments, and eliminate redundant data entry.
PROCESS: Desert Rose Design was retained to develop a solution for CAAHEP that would streamline all of their information into one easy-to-use system. The first step was to define the goals, so we met with key staff members to gain a better understanding of their needs and expectations. We then performed a gap analysis to establish distinctive competency, and we delivered a Programming Plan that included a defined goal, design specifications and a program launch plan.
The plan centered around AMS, a web-based accreditation management system designed to organize, document and manage accredited programs. AMS feeds CAAHEP’s other sites, which include:
- Annual Reporting Management System (ARMS), used for enrollment and retention, outcomes, and surveys
- CAAHEP website, used for end users to search online programs
- CAAHEP hub, used for CoAs to submit a recommendation for accreditation
Once a CAAHEP admin user updates AMS, information is generated to the other sites. No other updates have to be made, helping reduce redundant data entry.
The management tool is used internally to keep track of program history, program status, university information, and people involved with accredited programs including the CEO, Dean, and Program Directors.
AMS also manages all related documents by creating a file-sharing area. For example, when a letter is uploaded, a record of communication status is permanently kept in the database. It is also provides accreditation requests submitted through the CAAHEP hub.
RESULTS: Since the inception of AMS, CAAHEP’s accreditation process is now fully automated. When committees submit their accreditation requests through AMS, CAAHEP employees are immediately notified to review the submission. If accepted, new information will be pulled directly from AMS and submitted into other CAAHEP sites.
The database streamlined all program information, allowing CAAHEP to organize a massive amount of data – broken down by institution and by program – reducing redundant data entry onto other sites.
The database also helped CAAHEP manage invoices for annual institution fees. CAAHEP can now track fees, check payments, create their own invoices, and follow-up with additional notices if necessary.
With AMS, CAAHEP, a staff of five, can independently manage the database, relying on Desert Rose Design for additional features and enhancements.
Website: Demo available upon request.