MASTERS SWIMMING CANADA
REQUEST FOR PROPOSAL
REQUEST FOR:
A new vendor to create and provide service for:
1.
A new Web Site
2.
A new Registration program
Note:
Vendors are encouraged to provide bids for 1, 2 or both
DATE ISSUED:
July 15th, 2015
RFP SUBMISSION DEADLINE:
July 30th, 2015
SHORTLIST PUBLISHED:
August 3rd, 2015
PRESENTATIONS
August 10th-14th, 2015 (via Skype)
VENDOR SELECTED:
August 21st, 2015
BACKGROUND:
Masters Swimming Canada (MSC) is the governing body for Masters Swimming. With excess of 10,000
members spread across the country. The organization offers programs and services to its members primarily
through the web site.
In addition the organization currently provides a registration program for the
provinces of Ontario British Columbia, Manitoba and PEI, with potential expansion to other provinces in the
near future.
Current Web Site:
http://mymsc.ca
Technical Requirements: Needs Assessment - Appendix A
The Needs Assessment outlines the desired functions of the new website and registration program, their
Importance and prioritized timeline for implementation, separated in to three phases.
Look and Feel - Appendix B
The Look and Feel document outlines the desired navigation principles, pathways and related aesthetic
desired for the end user interface and experience.
Additional Requirements:
●
Potential vendors must provide screen shots, or a link to a temporary site to give the review committee
an opportunity so see the potential product
●
Potential vendors may be required to give a presentation that outlines their offer of service, this can be
in person or via on-line conferencing
●
Potential Vendors are strongly encouraged to provide an estimation as to the potential cost of the
project.
●
Potential Vendors should be aware that the web site and registration programs must be offered in
English and French
Masters Swimming Canada
●
Data from the current website and database must be migrated to the new website and registration
program
●
Only electronic bids will be accepted
●
Note that while experience with running programs and web sites for swimming is considered an asset it
is NOT a requirement to bid
●
Potential Vendors are requested to submit five (5) references for previous work completed with their
proposal submission.
Evaluation:
Evaluation Scorecard - Appendix C
This scorecard, primarily based on the Needs Assessment will be used as the primary, but not exclusive,
evaluation tool for all proposed website and registration program proposals.
Cost Estimate:
Vendor to provide a cost estimate for each phase of the project.
Please respond by email indicating how your company is positioned to handle the services required.
Submissions, queries and/or need for clarification should be directed to:
Doug Hannum, Executive Director
Masters Swimming Canada
[email protected]
Function / Feature Description
Importance
Description of Desired Functionality
1 = Required
2 = High
3 = Moderate
4 = Low
PHASE 1 - For Initial Launch
Registration
Club Registration
1
Annual Club Registration administered through club president and club registrar that includes the collection of pertinant
club information: basic club information, club Directors and contact information, confirmation of any waivers/releases,
issuing of invoice for club fee (where applicable). Ability to import this data from a 3rd party and to exports to 3rd party
system, or link the systems directly.
Coach Registration
1
Annual Coach Registration administered through club registrar that includes the collection of pertinent coach
information: basic personal information and contact information, coaching professional information (Example: NCCP#),
issuing of invoice(s) where applicable, and initiation of 3rd party membership where applicable (Example: CSCTA).
Ability to import this data from a 3rd party and to exports to 3rd party system, or link the systems directly.
Swimmer Registration
1
Annual Swimmer Registration administered through club registrars that includes the collection of pertinent swimmer
information: basic personal information and contact information, issuing of invoices - with batch capability, and initiation
of transfers for swimmers moving from one club to another. Ability to import this data from a 3rd party and to exports to
3rd party system, or link the systems directly.
Online Registration Payment
1
A mechanism through which clubs can submit payment for invoiced dues online with as many options for payment type
as possible (credit card, interac e-transfer, paypal, etc.)
MSC Board Members List
1
Database driven list that connects to members only access pages. Provides basic MSC board member contact info for
public and internal use, and administrative website access privileges for position holders. Historical data to be
maintained included where available with ability to be easily added retroactively. History to be automatically maintained
moving forward.
Coach Compliance Reporting
1
Where required (varies by province) coach compliance requirements are to be tracked in the coaches database, linked
to their registration and be connected to administrative functions for the Provincial and/or National office to update, track
and report on. Notifications should be possible in key places, example: when the entry file is submitted to the meet host,
a list of eligible coaches for the meet could be displayed.
Swimmer Registration Compliance tools
1
A report generating tool that can be used manually and searched based on various criteria (coach name, club, province,
etc.) that is also integrated into the meet entry process whereby non-registered swimmers that have submitted entries
are highlighted for the club submitting entries and the host club receiving entries.
Club List - Database Driven
2
A page that lists all the MSC clubs, the content of this page would be generated from the information collected during
the club registration process. Basic fields to include are club name, location and contact information.
Swimmer registration statistics reporting
2
Reports of swimmer counts based on current and historical registration including breakdowns by age group, gender,
club and province.
Coach registration statistics reporting
2
Reports of coach counts based on current and historical registration including breakdowns by age group, gender and
province.
Swim Meet Administration
Meet List / Schedule
1
Database driven list of meets containing links to additional related webpage-based content for each meet (ie. not a
simple text list or PDF files)
Swim Meet Package generator and viewer
1
A program that allows meet managers to generate a meet package while entering meet information into the website
database. Information from this "meet package" can then be used to facilitate sanctioning meets, invitation of clubs and
circulation of meet information, swimmer event entries, creation of an entry file, collection of meet fees, etc. The meet
package should be viewable in webpage format online that is linkable, and be printable in a traditional document format.
Meet Results
1
Meet results that can be viewed in a variety of ways (database driven): by meet, by swimmer, by club. With secondary
filter options: particular swimmer at a meet, particular club at a meet, event (stroke with or without distance), age group,
gender, etc. Results to include splits where data is available from the uploaded meet results.
Online Meet Entries for swimmers
1
A form that allows swimmers to create, edit and submit meet entries
Online Meet Entries for coaches
2
A form that allows coaches to create, edit and submit meet entries on behalf of their swimmers
Rankings and Results
National Rankings
1
Consolidation of the multiple rankings sets (MSC and Berger) into one dataset access via a single page/location on the
site. This consolidation should not eliminate any of the current information provided by either of it contributing sources.
Similar to the National records, the rankings should be set up such that they can be viewed in a variety of ways
(database driven). By event (stroke with or without distance), age group, gender.
Swimmer's meet results statistics
1
Reports and summaries of swim meet results for a particular swimmer, such as a "best times" report, all times in a
particular events, graph of times in a particular event, listing of records set (national, provincial, club etc.), listing of
awards received.
Swimmer, meet and event participation
statistics reporting
2
Report of number of swimmers participating in meets, both current year and historically years with breakdowns available
by age, gender and province. Option to include only specific types of meets nationals, provincials, invitationals, etc.
-and options to report on other meet related information, such as number of swimmers in specific events, number of
disqualifications, speed of meet (ex. swimmers per lane per hour)
Records & Awards
National Records
1
National swimming records (top times in each event) that can be viewed in a variety of ways (database driven). By event
(stroke with or without distance), age group, gender. Records History to be included. Records Administration to be
semi-automated by linking it to the results table and creating a notification and approval process administered by a specified
individual or group of individuals. Records to include splits where data is available from the uploaded meet results.
Records Reports and statistics & Analysis tools are a desirable addition in this area: records broken by year, records
counts for individuals, records counts for clubs, etc.
Awards Page
1
Page that contains a list of the awards with images of the awards (where applicable), the awards' criteria, awards'
winners (past and present) - ideally, database driven to allow for connection to the members only page (so individuals
can see the list of awards they have won)
FINA World Records
2
Link to FINA World Records
Programs Administration & Viewing
Million Meter Challenge
1
As currently exists, except allowing input from coaches and swimmers
Check Off Challenge
1
As currently exists, except allowing input from coaches and swimmers
1km Challenge
1
As currently exists, except allowing input from coaches and swimmers
Pent5thlon
1
As currently exists
1 hour swim
1
As currently exists, except allowing input from coaches and swimmers
30 min swim
1
As currently exists, except allowing input from coaches and swimmers
Coach education program
1
A learning management system for the delivery of coaching course material and online tools to evaluate coaches
coursework, administer and track certification.
General Website Content
News & Featured Articles
1
A "front page" space that can be easily edited and contain text, image and video to communicate current news or
publish feature content.
Coaching Resources
1
Videos, article, forums for general use.
Bylaws & Policies
1
A location for the storage and easy access of MSC rules for the membership (currently a PDF file)
Electronic Copy of MSC Rules
1
A location for the storage and easy access of MSC rules for the membership (currently a PDF file)
Links to Provincial Masters Websites
2
Links in strategic and logical locations throughout the website to the provincial masters websites
Website Public and Member Tools and
Services
Members Only pages / profiles
1
Restricted access area - requires user id/email address and password; provides personalized content for "Members
Only Access". Administrative functions for many of the key roles in the organization to be contained in this area; access
to MSC's programs (example: Million Meter Challenge) to be contained/administered through this area. This should be a
password protected login page with a security system connected to information contained in the members registration
tables. Must support multiple roles for a single members, ie. An individual can have more than one role in the
organization and therefore needs multi role access in their member specific menu.
Website Administration and Staff
Administrative Tools
Easily Editable web page content
1
Public pages that provide information through text and graphics should be easily editable by both MSC board members,
PSO/PMO members, and staff at both levels. Access to specific pages by specific members should be possible,
example: Coaching Committee Chair can edit the Coaching information pages. An embedded editor is preferred over a
"back end" editor.
Board Member administrative tools
1
Communication, analysis and reporting tools available to board members only through their secure members only page.
These tools should include items such as communication contact lists for all membership groups (swimmers, coaches,
club presidents, etc.) swimmer demographics, coach demographics, club demographics, registration counts by year, by
club by province, etc. Financial reports with various filters. Swim Meet reports (number of swimmers attending, clubs
attending,number of protests, jury of appeals, incidents, etc.)
Staff administrative tools
1
Communication, analysis and reporting tools available to staff through their secure members only page. These tools
should include items such as registration administration, financial administration including payment recording and
tracking, communication contact lists for all member groups, and coach membership compliance tracking. Board
Member administrative tools could also be available to staff.
Registration
Members Information - Personal Editing
2
Access for members to view and edit their own registration information at any time
Swim Meet Administration
Meet Results Automated upload
1
Meet Results file (example: .cl2) can be directly uploaded to the site by the meet manager
Online Meet Fee Payment
2
An online payment tool for collecting meet entries fees directly from swimmers and/or from clubs
Electronic Meet Report Form integrated into
Meet Results upload process
2
Meet Managers complete an electronic Meet Report form as part of the meet results upload process.
Officials Meet Sign up
3
A sign up form for officials to sign up for swim meets, connected to specific swim meets in the swim meets pages. Could
be done through the specific meet information page. This should allow the meet manager to produce an officials roster
for the meet as well.
Meet Results Reports & Analysis Tools
3
Club records at a meet, swimmer's best times (or +/- on times) at a meet (for the whole meet, a particular club, or
particular swimmer), Graphical analysis of race results from meet to meet and comparison of particular event splits.
Rankings and Results
Club meet results statistics
2
Reports and summaries of swim meet results for a particular club, such as a "best times at meet" report, all times in a
particular events, listing of records set (national, provincial, club etc.), listing of medal placing finishes, etc.
Provincial Rankings
3
Rankings that are viewable in a variety of ways (database driven). By event (stroke with or without distance), age group,
gender, but are limited to a provincial level (province can be selected)
Records & Awards
Provincial Records
3
Provincial swimming records (top times in each event) that can be viewed in a variety of ways (database driven). By
event (stroke with or without distance), age group, gender. Records History to be included. Records Administration to be
semi-automated by linking it to the results table and creating a notification and approval process administered by a
specified individual or group of individuals. Records to include splits where data is available from the uploaded meet
results. Records Reports and statistics & Analysis tools are a desirable addition in this area: records broken by year,
records counts for individuals, records counts for clubs, etc.
General Website Content
French version of all content
1
All pages in both official languages with the ability to easily navigate back and forth from one language to another on
every page
Videos
2
Text and Image type pages should have the capacity to contain embedded videos. Example: Coaches page containing
instructional videos on coaching dives.
Social Media Connections
3
Links in strategic and logical locations throughout the website to the provincial masters websites
Website Public and Member Tools and
Services
Online store for products (physical and
electronic)
1
A built-in web store, or an embed or linked vendor page that can provide basic merchandise such as branded clothing.
This feature should also support online payment for all merchandise.
Coaches Job Posting
3
Self serve job posting board accessible via club board member login; automated administration of publishing in a
designated location(s) on website
Club Finder
3
An interactive tool on the public section of the website that facilitates locating clubs in a specified area when provided
with an address, or a postal code or a city for example. This must be VERY user friendly and have a polished look to it.
Swimming Pool / Facilities list
3
A table containing all the pools in the country with pertinent data fields such as: pool name, physical address, contact
information, size of pool and number of lanes, capacity of facility, whether the pool has been surveyed, and if it is a
sanctionable facility.
Emergency Action Plan - Swimmer Report
3
A report that can be generated by any registered coach to utilize as part of an emergency action plan that includes
Swimmers from their club. Data fields: Name, Insurance #, Contact Info, Emergency Contact Info. This information
should be collected through swimmer registration, but also editable by the swimmer and the club registrar/administrator.
Swimmer Progress Data Entry by Club - MSC
Programs & Challenges
3
Coach can input data for all the athletes in their club detailing their participation and progression in various MSC
Programs and Challenges. ie. million meter, check-off challenge, 1km challenge, etc.
Swimmer Progress Report by Club - MSC
Programs & Challenges
3
Coach can generate reports for all the athletes in their club detailing their participation and progression in various MSC
Programs and Challenges. ie. million meter, check-off challenge, 1km challenge, etc.
PHASE 3 - Within 5 Years
Registration
Para swimmer registration support
3
Ability to designate swimmers as para-swimmers in the swimmer registration form, including specifying their
classification in a data field
Officials Registration
4
Annual Officials Registration administered directly by the officials that includes the collection of pertinent information:
basic personal information and contact information, official certification level, issuing of invoice(s) where applicable, and
initiation of 3rd party membership where applicable
Swim Meet Administration
Para event support in meet set-up and results
3
Option to add para events to meets in the meet package and event entry page. And, the ability to upload para swimmer
results to the database such that the results are scored using the current IPC scoring systems and ranked accordingly
Rankings and Results
Club ranking for current season
4
A database driven virtual ranking of the swim clubs for the current year based on individual and relay performances in
the results database.
General Website Content
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 1 of 13
Masters Swim Canada Website
Look and Feel Examples in relation to Website functionality:
The new Masters Swim Canada Website will be the premier site for telling the Master’s
Swim story and is key in sparking the public’s interest in joining Masters for fitness and
competitive opportunities over a broad range of older swimmers. The site should also create
momentum through linking Master’s swimming to other types of sport through news and
individual stories. Users of the site will be directed to it through many direct links (Provincial
Websites, Search engines and indirect vectors of social media.The website interface will be
required to provide easy direct access to existing member’s needs as well as the general
public’s curiosity.
The site will also act as a referral site for the public to get more information on more local
activities thus setting up an easy navigation system to Provincial Master’s websites is important.
Responsive Design considerations for
mobile devices is a high priority.
Landing Page
A landing page offers the possibility of
immediately directing the user to public vs
member based pages. This Landing Page from
Muck Rack for journalists and public relations' –
muckrack.com is interactive
A landing page popup would also facilitate
topical messaging – ie registering for National
meets, a significant event, etc.
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 2 of 13
Website Examples:
British Masters Swimming:
Membership Page:
General Interest
Content
Contact Form Only
Not integrated to
membership
Semi Responsive
Design
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 3 of 13
US Masters Swimming:
Membership Page Coaching Page:
Rich topical content. Site is not set
up with Responsive design. Main
Webpage is similar on mobile
device
Direct access
to membership
application
Uniform Tabbed Interface does
not create a designed hierarchy
to guide user
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 4 of 13
Care.org Site
Topical
Scrolling providing
access to rest of site
Active Tabs
Secondary Tasks
Active Buttons
Primary Tasks
Highly Interactive
content
Highly Responsive
Design contains
core content
Tasks
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 5 of 13
Norwegian Cancer Site
(example of Core Content Model Design, The Core Model: Designing Inside Out for Better
Results by Ida Aalen January 06, 2015)
Active Buttons
Primary Tasks
Interactive
Buttons affect
Diagram to
right. Search
allows for
complete index
Easy and Big Contact with
Response times
Norsk site comes up as a default.
Possible automatic default localization
would be desirable w Language
button or flag as a secondary option
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 6 of 13
Circular Tree Map of Norwegian Cancer Site
This site has multiple content editors each contributing content to the site.
English site is linked to a
different content page
relating to the priorities of
the organization rather
than the more direct user
enquiry base the main
page contains
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 7 of 13
NOAA Site:
Browser Based Page
Mobile Based Pages
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 8 of 13
Guinness Book of Records
Simple Graphical Categories to Select Records
for areas of interest. Possible approach to
selecting swim records? Ie by stroke, World,
National, Provincial Levels
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 9 of 13
Charity Water
Story Telling through browser
scrolling with interactive links
along the way
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 10 of 13
Social Driver
Story Telling through browser
scrolling with interactive links
along the way
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 11 of 13
MacArthur Foundation
Concise edited navigation via
scrolling operation. Visible
social media connection.
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 12 of 13
Existing Masters Swim Canada Website
Member Login Tab
takes you to a
separate page
Dynamic Media Content
English site comes up as
a default. Possible
automatic French default
localization would be
desirable w Language
button or flag as a
secondary option
Masters Swimming Canada – RFP Website Design
Website Look and Feel Issued July 1, 2015
Page 13 of 13
Register selection under
MyMSC allows user to register
on site but not register as a
Masters Swimmer due to
Provincial jurisdiction.
Possible Solution is to create
graphical link to Provinces
Competition Home Page is
dynamic content but better
navigation should be possible
Vendor:
Function / Feature Description
Importance
Timeline Priority Description of Desired Functionality
Alisa
Doug
Lindsay
Mike S
MVH
SCORE MULTIPLIER POINTS
COMMENTS
1 = Required 2 = High 3 = Moderate 4 = Low
1 = For Initial Launch 2 = Prior to 2nd Season 3 = Within 5 years
SCORE:
AverageBased on Importance 1 = x4 2 = x3 3 = x2 4 = x1 Score x Multiplier RegistrationClub Registration 1 1 Annual Club Registration administered through club president and club registrar that includes the collection of pertinent club information: basic club information, club Directors and contact information, confirmation of any waivers/releases, issuing of invoice for club fee (where applicable). Ability to import this data from a 3rd party and to exports to 3rd party system, or link the systems directly.
4
Coach Registration 1 1 Annual Coach Registration administered through club registrar that includes the collection of pertinent coach information: basic personal information and contact information, coaching professional information (Example: NCCP#), issuing of invoice(s) where applicable, and initiation of 3rd party membership where applicable (Example: CSCTA). Ability to import this data from a 3rd party and to exports to 3rd party system, or link the systems directly.
4
Swimmer Registration 1 1 Annual Swimmer Registration administered through club registrars that includes the collection of pertinent swimmer information: basic personal information and contact information, issuing of invoices -with batch capability, and initiation of transfers for swimmers moving from one club to another. Ability to import this data from a 3rd party and to exports to 3rd party system, or link the systems directly.
4
Online Registration Payment 1 1 A mechanism through which clubs can submit payment for invoiced dues online with as many options for payment type as possible (credit card, interac e-transfer, paypal, etc.)
4
MSC Board Members List 1 1 Database driven list that connects to members only access pages. Provides basic MSC board member contact info for public and internal use, and administrative website access privileges for position holders. Historical data to be maintained included where available with ability to be easily added retroactively. History to be automatically maintained moving forward.
4
Coach Compliance Reporting 1 1 Where required (varies by province) coach compliance requirements are to be tracked in the coaches database, linked to their registration and be connected to administrative functions for the Provincial and/or National office to update, track and report on. Notifications should be possible in key places, example: when the entry file is submitted to the meet host, a list of eligible coaches for the meet could be displayed.
4
Swimmer Registration Compliance tools 1 1 A report generating tool that can be used manually and searched based on various criteria (coach name, club, province, etc.) that is also integrated into the meet entry process whereby non-registered swimmers that have submitted entries are highlighted for the club submitting entries and the host club receiving entries.
4
Club List - Database Driven 2 1 A page that lists all the MSC clubs, the content of this page would be generated from the information collected during the club registration process. Basic fields to include are club name, location and contact information.
3
Swimmer registration statistics reporting 2 1 Reports of swimmer counts based on current and historical registration including breakdowns by age group, gender, club and province.
3
Coach registration statistics reporting 2 1 Reports of coach counts based on current and historical registration including breakdowns by age group, gender and province.
3 Members Information - Personal Editing 2 2 Access for members to view and edit their own registration
information at any time
3 Para swimmer registration support 3 3 Ability to designate swimmers as para-swimmers in the swimmer
registration form, including specifying their classification in a data field
2 Officials Registration 4 3 Annual Officials Registration administered directly by the officials that
includes the collection of pertinent information: basic personal information and contact information, official certification level, issuing of invoice(s) where applicable, and initiation of 3rd party membership where applicable
1
Swim Meet Administration
Meet List / Schedule 1 1 Database driven list of meets containing links to additional related webpage-based content for each meet (ie. not a simple text list or PDF files)
4
Swim Meet Package generator and viewer 1 1 A program that allows meet managers to generate a meet package while entering meet information into the website database. Information from this "meet package" can then be used to facilitate sanctioning meets, invitation of clubs and circulation of meet information, swimmer event entries, creation of an entry file, collection of meet fees, etc. The meet package should be viewable in webpage format online that is linkable, and be printable in a traditional document format.
4
Meet Results 1 1 Meet results that can be viewed in a variety of ways (database driven): by meet, by swimmer, by club. With secondary filter options: particular swimmer at a meet, particular club at a meet, event (stroke with or without distance), age group, gender, etc. Results to include splits where data is available from the uploaded meet results.
4
Meet Results Automated upload 1 2 Meet Results file (example: .cl2) can be directly uploaded to the site by the meet manager
4 Online Meet Entries for swimmers 2 1 A form that allows swimmers to create, edit and submit meet entries 3
APPENDIX C - Evaluation Scorecard
0 = Does Not Meet Needs 1 = Poorly Meet Needs 2 = Moderately Meets Needs 3 = Completely Meets Needs 4 = Meets and Exceeds Needs
Online Meet Entries for coaches 2 1 A form that allows coaches to create, edit and submit meet entries on behalf of their swimmers
3 Online Meet Fee Payment 2 2 An online payment tool for collecting meet entries fees directly from
swimmers and/or from clubs 3
Electronic Meet Report Form integrated into Meet Results upload process
2 2 Meet Managers complete an electronic Meet Report form as part of the meet results upload process.
3 Officials Meet Sign up 3 2 A sign up form for officials to sign up for swim meets, connected to
specific swim meets in the swim meets pages. Could be done through the specific meet information page. This should allow the meet manager to produce an officials roster for the meet as well.
2
Meet Results Reports & Analysis Tools 3 2 Club records at a meet, swimmer's best times (or +/- on times) at a meet (for the whole meet, a particular club, or particular swimmer), Graphical analysis of race results from meets to meet and comparison of particular event splits.
2
Para event support in meet set-up and
results 3 3 Option to add para events to meets in the meet package and evententry page. And, the ability to upload para swimmer results to the database such that the results are scored using the current IPC scoring systems and ranked accordingly
2
Rankings and Results
National Rankings 1 1 Consolidation of the multiple rankings sets (MSC and Berger) into one dataset access via a single page/location on the site. This consolidation should not eliminate any of the current information provided by either of it contributing sources. Similar to the National records, the rankings should be set up such that they can be viewed in a variety of ways (database driven). By event (stroke with or without distance), age group, gender.
4
Swimmer's meet results statistics 1 1 Reports and summaries of swim meet results for a particular swimmer, such as a "best times" report, all times in a particular events, graph of times in a particular event, listing of records set (national, provincial, club etc.), listing of awards received.
4
Swimmer, meet and event participation
statistics reporting 2 1 Report of number of swimmers participating in meets, both currentyear and historically years with breakdowns available by age, gender and province. Option to include only specific types of meets -nationals, provincials, invitationals, etc. - and options to report on other meet related information, such as number of swimmers in specific events, number of disqualifications, speed of meet (ex. swimmers per lane per hour)
3
Club meet results statistics 2 2 Reports and summaries of swim meet results for a particular club, such as a "best times at meet" report, all times in a particular events, listing of records set (national, provincial, club etc.), listing of medal placing finishes, etc.
3
Provincial Rankings 3 2 Rankings that are viewable in a variety of ways (database driven). By event (stroke with or without distance), age group, gender, but are limited to a provincial level (province can be selected)
2
Club ranking for current season 4 3 A database driven virtual ranking of the swim clubs for the current year based on individual and relay performances in the results database.
1
Records & Awards
National Records 1 1 National swimming records (top times in each event) that can be viewed in a variety of ways (database driven). By event (stroke with or without distance), age group, gender. Records History to be included. Records Administration to be semi-automated by linking it to the results table and creating a notification and approval process administered by a specified individual or group of individuals. Records to include splits where data is available from the uploaded meet results. Records Reports and statistics & Analysis tools are a desirable addition in this area: records broken by year, records counts for individuals, records counts for clubs, etc.
4
Awards Page 1 1 Page that contains a list of the awards with images of the awards (where applicable), the awards' criteria, awards' winners (past and present) - ideally, database driven to allow for connection to the members only page (so individuals can see the list of awards they have won)
4
Provincial Records 3 2 Provincial swimming records (top times in each event) that can be viewed in a variety of ways (database driven). By event (stroke with or without distance), age group, gender. Records History to be included. Records Administration to be semi-automated by linking it to the results table and creating a notification and approval process administered by a specified individual or group of individuals. Records to include splits where data is available from the uploaded meet results. Records Reports and statistics & Analysis tools are a desirable addition in this area: records broken by year, records counts for individuals, records counts for clubs, etc.
2
Programs Administration & Viewing
Million Meter Challenge 1 1 As currently exists, except allowing input from coaches and swimmers 4 Check Off Challenge 1 1 As currently exists, except allowing input from coaches and swimmers 4 1km Challenge 1 1 As currently exists, except allowing input from coaches and swimmers 4
Pent5thlon 1 1 As currently exists 4
1 hour swim 1 1 As currently exists, except allowing input from coaches and swimmers 4 30 min swim 1 1 As currently exists, except allowing input from coaches and swimmers 4 Coach education program 1 1 A learning management system for the delivery of coaching course
material and online tools to evaluate coaches coursework, administer and track certification.
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General Website Content
News & Featured Articles 1 1 A "front page" space that can be easily edited and contain text, image and video to communicate current news or publish feature content.
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Bylaws & Policies 1 1 A location for the storage and easy access of MSC rules for the membership (currently a PDF file)
4 French version of all content 1 2 All pages in both official languages with the ability to easily navigate
back and forth from one language to another on every page 4 Electronic Copy of MSC Rules 1 1 A location for the storage and easy access of MSC rules for the
membership (currently a PDF file)
4 Links to Provincial Masters Websites 2 1 Links in strategic and logical locations throughout the website to the
provincial masters websites
3 Videos 2 2 Text and Image type pages should have the capacity to contain
embedded videos. Example: Coaches page containing instructional videos on coaching dives.
3
Social Media Connections 3 2 Links in strategic and logical locations throughout the website to the provincial masters websites
2 Club Resources 3 3 Sample Bylaws, Forms and Promotional Poster. Club Excellence. 2 Website Public and Member Tools and
Services
Members Only pages / profiles 1 1 Restricted access area - requires user id/email address and password; provides personalized content for "Members Only Access". Administrative functions for many of the key roles in the organization to be contained in this area; access to MSC's programs (example: Million Meter Challenge) to be contained/administered through this area. This should be a password protected login page with a security system connected to information contained in the members registration tables. Must support multiple roles for a single members, ie. An individual can have more than one role in the organization and therefore needs multi role access in their member specific menu.
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Online store for products (physical and electronic)
1 2 A built-in web store, or an embed or linked vendor page that can provide basic merchandise such as branded clothing. This feature should also support online payment for all merchandise.
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Coaches Job Posting 3 2 Self serve job posting board accessible via club board member login; automated administration of publishing in a designated location(s) on website
2
Club Finder 3 2 An interactive tool on the public section of the website that facilitates locating clubs in a specified area when provided with an address, or a postal code or a city for example. This must be VERY user friendly and have a polished look to it.
2
Swimming Pool / Facilities list 3 2 A table containing all the pools in the country with pertinent data fields such as: pool name, physical address, contact information, size of pool and number of lanes, capacity of facility, whether the pool has been surveyed, and if it is a sanctionable facility.
2
Emergency Action Plan - Swimmer Report 3 2 A report that can be generated by any registered coach to utilize as part of an emergency action plan that includes Swimmers from their club. Data fields: Name, Insurance #, Contact Info, Emergency Contact Info. This information should be collected through swimmer registration, but also editable by the swimmer and the club registrar/administrator.
2
Swimmer Progress Data Entry by Club -MSC Programs & Challenges
3 2 Coach can input data for all the athletes in their club detailing their participation and progression in various MSC Programs and Challenges. ie. million meter, check-off challenge, 1km challenge, etc.
2
Swimmer Progress Report by Club - MSC Programs & Challenges
3 2 Coach can generate reports for all the athletes in their club detailing their participation and progression in various MSC Programs and Challenges. ie. million meter, check-off challenge, 1km challenge, etc.
2
Website Administration and Staff Administrative Tools
Easily Editable web page content 1 1 Public pages that provide information through text and graphics should be easily editable by both MSC board members, PSO/PMO members, and staff at both levels. Access to specific pages by specific members should be possible, example: Coaching Committee Chair can edit the Coaching information pages. An embedded editor is preferred over a "back end" editor.
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Board Member administrative tools 1 1 Communication, analysis and reporting tools available to board members only through their secure members only page. These tools should include items such as communication contact lists for all membership groups (swimmers, coaches, club presidents, etc.) swimmer demographics, coach demographics, club demographics, registration counts by year, by club by province, etc. Financial reports with various filters. Swim Meet reports (number of swimmers attending, clubs attending,number of protests, jury of appeals, incidents, etc.)
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Staff administrative tools 1 1 Communication, analysis and reporting tools available to staff through their secure members only page. These tools should include items such as registration administration, financial administration including payment recording and tracking, communication contact lists for all member groups, and coach membership compliance tracking. Board Member administrative tools could also be available to staff.
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Website Navigation and Aesthetic
Well Placed and Easy to Use Menu 1 1 Menu should be place in a location that is obvious and clearly identifies it as a menu. All end user should be able to easily locate it. Use of the menu should be intuitive and allow for logical navigation to and from various sections/pages on the website.
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Logical Menu Items and Groupings 1 1 Menu items should fit the content of the site appropriately and be grouped in a manner that facilities quick and intuitive navigation to particular items of interest
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Members only menu 1 1 Member only menu should also follow the same principles as general menu and interface of compliment the main menu without causing confusion or mislead end user.
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Navigation 1 1 Navigation should be logical and allow for as much circular navigation as possible, preventing any instance of having to "back out" of a page.
General Aesthetic 1 1 Page should have a modern looking appearance in all aspects, while maintaining functionality and ease of use. Thi sinclude key design elements such as smooth integration of images, consistent branding of typeface and colour scheme through the entire site including buttons and links.
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Responsive Design 2 1 Website should be adaptive to mobile devices through responsive design.
3 Landing Page 3 2 Page should have a modern looking appearance in all aspects, while
maintaining functionality and ease of use. This includes key design elements such as smooth integration of images, consistent branding of typeface and colour cheme through the entire site including buttons and links.
2
Transfer of Legacy Data
Transfer of Historical Competition Results 1 1 Swim Meet Results from the existing site to be transferred forward with all existing data: placement, swimmer name, club, meet location/host and date, result time and splits (where available)
4
Transfer of existing and historical National and Provincial Swimming Records
1 1 Swimming Records from the existing site to be transferred forward with all existing data: placement, swimmer name, club, meet location/host and date, result time and splits (where available). Note: It is desired that the current "MSC Records" and "Berger Records" be merged in this process.
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Transfer of Membership Data 1 1 Migration and normalization of existing membership registration data from current site to new site, including MSC board members, club board members, clubs, coaches and swimmers.
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Transfer of Programs data 1 1 Editing and historical programs results and standings to be transferred forward to new site, including: million meter challenge, check-off challenge, Pent5thlon, etc.
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General Web Page content 1 1 Where applicable all existing web content to be transferred forward to new site.
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