Conference Data Integration (Mulesoft)
Summary
The American Association of Nurse Practitioners (AANP) hosts three major annual conferences: the Health Policy Conference, the National Conference, and the Fall Conference. These events bring together nurse practitioners (NPs) for professional development, networking, and advocacy. This document outlines the business requirements for managing AANP conferences efficiently within Salesforce, ensuring streamlined processes for both internal and external users. The aim is to provide a seamless experience for attendees, from registration through post-conference follow-up, and to maintain accurate integration with Salesforce.
Currently, Aptify displays a read only tab on the Person record with the conference registration details. The goal is to include this same functionality and provide a more robust solution for reporting on conference data within Salesforce by incorporating additional event and attendee data points.
Key Conferences:
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Health Policy Conference:
- Focuses on advocacy and policy-making in the NP profession.
- Held in January or February each year.
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National Conference:
- The largest AANP event, featuring numerous educational sessions, workshops, and networking opportunities.
- Held in June each year.
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Fall Conference:
- Focuses on clinical education and professional development.
- Held in September.
- We are holding a virtual event ONLY in 2025 and 2026.
Requirements
External User Requirements (Attendees)
Conference Registration and Management:
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As an external user, I should be able to view my registration details online.
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As an external user, I should be able to receive automated confirmation emails upon successful registration.
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As an external user, I should be able to access and download my registration receipt and any other relevant documents.
Internal User Requirements
Conference Registration Management:
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As an internal user, I should be able to manage and oversee all conference registrations in a centralized system.
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As an internal user, I should be able to generate reports on registration metrics, including attendee types, registration dates, no shows, check in dates, and cancellations.
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As an internal user, I should be able to integrate conference registration data with Salesforce for accurate record-keeping and follow-up.
Integration and Reporting: 4. As an internal user, I should be able to integrate conference data with other Salesforce data for seamless data flow and reporting.
- As an internal user, I should be able to generate comprehensive reports on overall conference performance, including registration numbers, attendee demographics.
Assumptions
- All Internal and External Users will be included in the Personas definition.
- Timelines will follow as outlined in each requirement.
Key Objectives
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Provide Salesforce users and systems with read-only access to comprehensive event and attendee data, synchronized via MuleSoft.
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Enable reporting on events and attendee engagement metrics.
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Integrate attendee data with Person Accounts and event data with a centralized Event Object.
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Ensure data performance and scalability, including indexing and efficient synchronization.
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Comply with AANP’s data retention policies, ensuring 8+ years of accessible historical data for compliance and certification purposes.
Technical Constraints
- Read-Only Data:
- All fields in the Event and Event Attendee objects are populated from an external system and are read-only in Salesforce.
- No modifications to these records will occur within Salesforce.
- Integration with MuleSoft:
- Data will be synchronized daily for active records and weekly for historical records.
- Last_Modified_Date__c is critical for incremental synchronization.
- Performance Considerations:
- Indexed fields should be implemented to ensure scalability and performance for frequently queried data.
- Unique Identifiers:
- Event_Idc and Event_Attendee_Idc are the unique identifiers for their respective objects.
- Person_Idc maps to Person_Account_Idc on Person Accounts.
Object Definitions
Event
The Event object represents conferences and other AANP events. It serves as the parent object for attendee data and includes all necessary details for reporting and analysis.
Event Object Data Definitions
| Field Name | Description | Field Type | Notes |
|---|---|---|---|
| Event_Id__c | Unique identifier for the event. | Number (External ID, Unique) | Index for performance. |
| Program_Number__c | AANP accreditation program number, manually generated. | Text (50) | |
| Event_Type__c | Type of event (e.g., conference, webinar). | Text (255) | |
| Event_Title__c | Title of the event. | Text (255) (Indexed) | Frequently queried in reports and list views. |
| Event_Banner_Url__c | URL for the event's banner. | URL | |
| Venue_Name__c | Name of the event venue. | Text (255) | |
| Venue_City__c | City where the event venue is located. | Text (100) | |
| Venue_State__c | State where the event venue is located. | Text (100) | |
| Start_Date__c | The start date of the event. | Date | |
| End_Date__c | The end date of the event. | Date | |
| Description__c | Detailed description of the event. | TextArea (Large) | |
| Event_Detail_Url__c | URL linking to detailed event information. | URL | |
| Housing_Info__c | Housing details for the event. | TextArea (Large) | |
| Cancellation_Fee__c | Fee for event cancellations. | Currency (18,2) | |
| Cancellation_Refund_Policy__c | Policy details for cancellations and refunds. | TextArea (Large) | |
| Registration_Enabled__c | Indicates if registration is enabled for the event. | Checkbox | |
| Registration_Url__c | URL for event registration. | URL | |
| Reg_Early_Bird_Date__c | Deadline for early bird registration. | Date | |
| Reg_Refund_Date__c | Last date for registration refund eligibility. | Date | |
| Reg_Close_Date__c | Registration closing date. | Date | |
| Registration_Quick_Checkout__c | Indicates if quick checkout is available for registration. | Checkbox | |
| Registration_Session_Selection__c | Indicates if registration includes session selection. | Checkbox | |
| Registration_Display_Publicly__c | Indicates if the event is displayed publicly. | Checkbox | |
| Evals_Enabled__c | Indicates if evaluations are enabled for the event. | Checkbox | |
| Evals_Report_Enabled__c | Indicates if evaluation reports are enabled for the event. | Checkbox | |
| Speaker_Site_Enabled__c | Indicates if the speaker site is enabled for the event. | Checkbox | |
| Metric_Registered_Count__c | Total count of registered attendees. | Number | Read-only, calculated externally. |
| Metric_Registered_CheckIn_Count__c | Count of registered attendees who have checked in. | Number | Read-only, calculated externally. |
| Metric_Participants_Count__c | Total count of event participants. | Number | Read-only, calculated externally. |
| Metric_Participants_CheckIn_Count__c | Count of event participants who have checked in. | Number | Read-only, calculated externally. |
| Admin_Url__c | Admin URL for managing the event. | URL | |
| Last_Modified_Date__c | Timestamp of the last modification. | DateTime | Critical for integration. |
Event Attendee
The Event Attendee object stores data about individuals attending AANP events. It includes attendee metrics, registration information, and emergency contact details.
Event Attendee Object Data Definitions
| Field Name | Description | Field Type | Notes |
|---|---|---|---|
| Event_Attendee_Id__c | Unique identifier for the Event Attendee record. | Text (255) (External ID, Unique) | Essential for integration and deduplication. |
| Event_Id__c | Unique identifier for the associated event. | Lookup (Event) | Links to the Event Object. Index for frequent lookups. |
| Event_Title__c | Title of the associated event. | Text (255) | Index for performance in reports and list views. |
| Person_Id__c | Unique identifier for the Person Account from the external system. | Text (255) (External ID, Unique) | Maps to Person_Account_Id__c on the Account object. Index suggested. |
| Is_Registered__c | Indicates if the attendee is registered for the event. | Checkbox | |
| Attendee_Type__c | Type of attendee (e.g., NP Member, Non-Member). | Text (255) | |
| Registration_Type__c | Registration type (e.g., Attendee, Speaker). | Text (255) | |
| Is_Speaker__c | Indicates if the attendee is a speaker. | Checkbox | |
| Is_Poster_Podium__c | Indicates if the attendee participated in a poster or podium presentation. | Checkbox | |
| Is_Staff__c | Indicates if the attendee is staff. | Checkbox | |
| Discount_Type__c | Type of discount applied to the attendee's registration. | Text (255) | |
| Discount_Percent__c | Percentage discount applied to the registration fee. | Number (18,2) | |
| Discount_Note__c | Additional notes about the discount. | TextArea (Large) | |
| Registration_Date__c | The date the attendee registered. | Date | |
| Cancellation_Date__c | The date the attendee canceled their registration. | Date | |
| Check_In_Date__c | The date the attendee checked in for the event. | Date | |
| Purchased_Membership__c | Indicates if the attendee purchased a membership during registration. | Checkbox | |
| No_Show__c | Indicates if the attendee was a no-show. | Checkbox | |
| Emergency_Contact_First_Name__c | First name of the attendee's emergency contact. | Text (255) | |
| Emergency_Contact_Last_Name__c | Last name of the attendee's emergency contact. | Text (255) | |
| Emergency_Contact_PhoneNumber__c | Phone number of the attendee's emergency contact. | Phone | |
| Emergency_Contact_RelationShip__c | Relationship of the emergency contact to the attendee. | Text (255) | |
| Session_Count__c | Total number of sessions attended by the attendee. | Number | Calculated externally. |
| Workshop_Count__c | Total number of workshops attended by the attendee. | Number | Calculated externally. |
| Eval_General_Completed__c | Indicates if the attendee completed the general evaluation. | Checkbox | |
| Total_CE_Hours__c | Total CE hours earned by the attendee. | Number (18,2) | Calculated externally. |
| Total_Pharm_Hours__c | Total pharmacology hours earned by the attendee. | Number (18,2) | Calculated externally. |
| Admin_View_Url__c | URL for staff to view attendee details in the external admin system. | URL | |
| Invoice_View_Url__c | URL for viewing the attendee's invoice in the external system. | URL | |
| Last_Modified_Date__c | The last date and time this record was modified. | DateTime | Critical for integration and synchronization. |
References
Approvals / Signoffs
| Role | Name | Signature | Date |
|---|---|---|---|
| Business Analyst | |||
| Technical Lead | |||
| Stakeholder |