Region: Alberta, Canada
Industry: Professional College

Customer Profile

The College of Alberta Psychologists is a regulatory body with a mandate of protecting the public and guiding the profession of psychology. With nearly 2700 practicing psychologists, and many new practitioners each year, CAP has a substantial need for effective and efficient data tracking.

To meet the pressing need to manage both their existing members and new members from out of province, CAP needed to improve its database and reporting abilities. Needing functionality in the areas of academic credentialing, membership management, discipline, A/R and general communications, CAP approached Quercus for professional consultancy and software development expertise.


Business Situation

Required a secure and robust membership management platform to address the increased data needs of approximately 2700 psychologists and their career profiles.



Working with IT solutions partner Quercus Solutions, CAP moved forward with a solution based on Microsoft Windows and SQL technologies to achieve its goals.



  • A single source of truth for each member’s personal history
  • Enabled trend analysis and ad hoc reporting on emergent needs in the psychology profession
  • Security-trimmed data automation and daily data transfers to the Government of Alberta
  • Quick access to information through both native and MS Office integration means

What they had to say

  • CAP now enjoys improved accuracy and data management, and an easing of daily data workload for staff.

    Alexandra Kinkaide, PhD., R. Psych Registrar and Executive Officer


As with all health professions in Canada, psychology has been given the privilege of governing itself and ensuring public protection. Accordingly, the College of Alberta Psychologists needed automated data support in order to successfully supervise and guide the professional practice of their nearly 2700 members.

Some of the daily questions that CAP would ask of its data source:

  • How do I know where an applicant is in the evaluation and credential process?
  • What are the qualifications and academic history of this particular member?
  • What are the demographic statistics of this part of our profession?
  • Are we seeing a public complaint trend in this particular area tied to this particular educational background?


CAP’s legacy solution, a pair of Access databases, was riddled with inefficiencies and inconsistent data. Workflow logic was not automated, and many user-driven workarounds were spawned in order to deal with the deficiencies of the dual databases. This solution caused frustration and workflow missteps, and there was a risk of data being lost in the manual processes. CAP knew they needed a single, robust, long-term solution for membership management, academic credentialing, discipline, A/R and general communications.



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Quercus provided analysis and evaluative services to assess CAP’s current state of people, process, and tools. Upon completing the analysis, Quercus then authored 3 possible approaches to meeting CAP’s needs: augmentation of the legacy system, a move to a cloud-based solution, and a bottom-up design and build of an internal SQL system. CAP opted to go with the SQL system as their solution.

Quercus then embarked on designing and implementing a SQL database back end with a Windows Forms UI. The system was security-trimmed to ensure that staff were allocated the appropriate data access for their job roles. Most importantly, Quercus engaged the CAP employees to be active participants in the agile development of the solution.

Code-named ‘Lucy’, Quercus Solutions built the integrated platform for membership management and its related business aspects. Lucy was built and deployed in 7 sprint releases over 25 weeks, with the users actively engaged in its design and testing throughout the entire cycle.


  • Data consistency and integrity was ensured for tracking professional members and their academic histories.
  • A single source of truth was built to warehouse information for membership, academic credentials, application processes, discipline, accounts receivable, and general communications.
  • The system would be backed up daily for risk management, and the data exported to the provincial government on a daily basis.
  • Exhaustive reporting was provided, both for regular and ad hoc reporting and trend analysis.
  • Employees could quickly locate content using the search features.

Flexibility was built into the system to allow for emergent needs in how CAP chose to classify its data or tailor its governance policies


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