Internal Exporting Tool

An internal tool designed to help teams track completed CPD and export submission data for HPCSA-compliance.

Product Designer Internal Systems UX Internal Admin Tool 1 Month

The Challenge

The business needed a centralised internal view to manage the manual submission of completed CPD activities to the HPCSA.

CPD submissions are still largely manual, making the process time-consuming, fragmented, and prone to errors.

Teams needed a reliable way to review practitioner data, verify HPCSA registration numbers, export large volumes of activity completions across multiple practitioners in a specific format, and support future scalability as the business moved toward automated API-based submissions.

My Role

I led the end-to-end design of an internal export workflow, from research and ideation through to interface design and development support.

Understanding the Existing Process

Mapped the attendance submission workflow, analysed existing exports, and documented requirements to understand how attendance data should be presented.

Research artefact — CPD attendance submissions process board

Key Decisions

Building Around Error Reduction

To reduce submission errors before exports reached the HPCSA, the interface features:

HPCSA number validation states
Practitioner verification badges
Filtering for verified and unverified users
Export timestamps

Status FiltersHelps users filter between records.

HPCSA Number CheckShows if a match was found on the HPCSA i-Register.

Streamlining Manual Export

The export workflow was designed around speed, visibility, and handling operational edge cases within a still-manual process.

The interface used:

A table-first layout with filtering
Export states
Date-based selection

This made large datasets easier to scan and manage.

Additional workflow logic was introduced to handle scenarios where practitioners completed activities after earlier exports had already taken place. Admin users could quickly filter for activities that had never been exported before, reducing duplication and improving export accuracy.

Export ViewExports also meet the specific structure and format required by the HPCSA.

Data blurred for confidentiality purposes.

Designing for Workflow Continuity & Future Scalability

The tool supports the current manual submission process and potential API-based automation in the future.

Submission states update across both the internal tool and practitioner-facing platform, giving users visibility into whether activities have been submitted to the HPCSA (reducing user-uncertainty and support-related queries).

Outcome

The tool helps internal teams:

Manage large submission datasets more efficiently
Reduce verification-related errors
Streamline export preparation
Improve visibility across the submission process

Reflection

Rather than focusing purely on interface design, a lot of the value came from understanding edge cases, reducing repetitive manual work, and designing systems that support both current and future operational realities.

This project showed me how impactful operational UX decisions can be, especially within internal systems.