How to Prepare for Service Impacts in Late July

Last year, the OAA announced forthcoming upgrades to its database management software to improve security and user experience. This extensive, necessary work has continued since late fall, with the Association soon transferring data to a new web-based platform. During this migration process, certain online services will be inaccessible. This includes online access to invoices, receipts, and credit card payments, as well as the Continuing Education (ConEd) transcript, registration for webinars, applications, the OAA Store, and functions of the internship programs, such as the ability to record hours.

The upgrade is a major undertaking that required services to be paused from the evening of Monday, July 20 to end of day Tuesday, August 11. OAA Online Services are now available.  Please access member services by using the following link: https://secure.oaa.on.ca/. Given the nature of the work, and the integrated complexity of OAA programs and the database itself, there is also the possibility of extended disruptions to allow for further testing to ensure high-quality service once the process is finished.

This page includes answers to some Frequently Asked Questions (FAQs) regarding the process and its impact.

What is iMIS?
iMIS is a membership database system used across Canada and around the world by many non-profit organizations and professional regulatory bodies like the OAA. For the Association, iMIS forms its digital backbone, connecting with the OAA Website to provide a directory/registry of members and others holding status, as well as serving as the basis for everything from fee payments, Conference registration, and applications to recording hours for internship programs or Continuing Education (ConEd) hours in the transcript.

Why is the OAA upgrading its system now?
The OAA must upgrade iMIS to maintain service levels and ensure secure, protected modern IT infrastructure.

OAA staff have been steadily working on and testing the new cloud-based system since last fall. This particular period in the summer was identified as the least disruptive for the data migration process because it takes place after annual renewals and the end of the current ConEd cycle. However, the OAA recognizes there will still be inconveniences.

How long will this take?
The migration process—which includes the pausing of certain services—took place from the evening of Monday, July 20 to end of day Tuesday, August 11. If this changes, the OAA will inform you as early as possible. Given the integration of various OAA programs, there may be unexpected extended downtime for certain services—this will be communicated as soon as possible.

Which services will be impacted?
Services that will be paused during the downtime include:

• online access to invoices, receipts, and credit card payments;
  
• registration for OAA ConEd Webinars;
  
• ConEd transcripts;
  
• applications;
  
• the OAA Store; and
  
• all online functions related to the Internship in Architecture Program (IAP) and the OAA Technology Program (OTP)—including the recording of hours.

Can I still use the OAA Website during this period?
Aside from the OAA services listed above, the OAA Website will remain functional. Its Directory will only be current to July 20, but individuals can contact the Office of the Registrar to confirm someone’s status.

OAA staff will remain working usual business hours, but will not have access to the affected services.

I am an Intern. How do I record my hours during this time?
You will be unable to record any internship hours during the upgrade process. You are, of course, able to record up until end of business on July 20, but after that period, you should maintain good records and wait until the system is online again to make submissions. If the downtime is longer than anticipated, the OAA will explore the waiving of late fees.

I have a fee to pay. How am I affected?
You should pay the fee before the end of the day on July 20.

I want to sign up for an OAA Webinar during this period. What do I do?
Registration is paused and will resume after the relaunch.

How can I update my ConEd transcript?
For the 2024–2026 ConEd Cycle, learning hours were to be entered by June 30. You have 90 days after the end of the reporting cycle to complete your hours, failing which the Registrar may administratively suspend your licence or limited licence in accordance with the steps established in Regulation 27. The transcripts for both the past and current cycles will be locked on July 20. During the expected two weeks of downtime, maintain good records of your Structured and Unstructured Learning to input immediately afterward.

What if the process takes longer than expected?
The OAA will update you on any changes or delays as soon as possible.

I have another question not listed here. Whom do I ask?
For questions related to regulatory information (including applications or status), contact the Office of the Registrar.
For questions related to the OTP or IAP, email OAATechProg@oaa.on.ca or iap@oaa.on.ca.
For questions related to Continuing Education, reach out to OAAContinuingEducation@oaa.on.ca.
For other questions related to the upgrade, contact oaamail@oaa.on.ca.