Statement of Requirements System Requirements V2.pdf · Database and Event Management System. 1.1 Objective The objective of this document is to give solution providers specifications

Water Polo Canada Registration Database and Event

Management System Statement of Requirements

Version 2.0

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Table of Contents 1. Introduction 5

1.1 Objective 5

1.2 System Needs 5

1.3 Expectations 5

1.3.1 Technology 5

1.3.2 Linking and Integration with External Sites 6

1.3.3 Retention and Privacy 6

1.3.4 Timeline 6

1.4 Limitations 6

2. Overview 6

2.1 Organizational Structure 6

2.2 Members 7

2.3 Registrants 7

2.4 Events 7

3. Objectives 7

4. Information Model 9

4.1 Registrant Categories 9

4.2 Individual Registrant Roles 11

4.3 Registrant Profile 11

4.4 Accounts 16

4.5 Other Type of Profiles 16

4.5.1 Organization Profiles 16

4.5.2 Club/PSO/WPC Administrator Profiles 17

5. Administration 17

5.1 Transfers and Loans 18

5.2 WPC Administration 19

5.2.1 General Administration 19

5.2.2 Registrant Management 19

5.2.3 Registrant Transfers and Loans 19

5.2.4 Event Management 19

5.3 PSO Administration 19


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5.4 Club Administration 21





5.5 Deleting Registrants 21

5.6 Manage Events and Leagues 22

5.6.1 Copy/Save Events 25

5.6.2 User-Defined Fields (Events) 25

5.6.3 Event Eligibility 25

5.6.4 Event Notifications 26

5.6.5 Event Sanctions and Approvals 26

5.7 Communication 26

5.8 Discipline Management 26

5.9 Administrator Profiles 27

5.10 Administrative Reporting 27

5.10.1 Standard Reports 27

5.10.2 Accounting Reports 28

5.10.3 Executive Reporting 28

5.10.4 Information Exporting 29

6. Registration 29

6.1 Events 29

6.1.1 Event View List 29

6.1.2 Event Rosters View List 29

6.1.3 Event Registration 30

6.2 Accounts 31

6.2.1 Account Creation 31

6.2.2 Maintain Account 32

6.2.3 Controls to Minimize Duplicate Registrants 32

6.2.4 PSO and Club Registration 32

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6.3 Registrant Registration by Administrators 32

6.3.1 Registration Portal 33

6.3.2 Bulk Upload of Registrants 33

6.3.3 Acceptance of Waivers/Policies 34

6.3.4 Payment Processing 35

6.4 Refunds 35

6.5 Promotions 36

7. Other System Requirements 36

7.1 International Travel Permits 36

7.2 Information Integrity and Availability 37

7.3 General User Interface Considerations 37

7.4 Multi-Language Support 37

7.5 Online Help 38

7.6 Support Requests 38

7.7 Training Support 38

7.8 Protection of Personal Information 38

7.9 Security Standards Compliance 38

7.10 Multiple Concurrent Users 39

7.11 System Hosting 39

7.12 Deliverables 39

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Water Polo Canada National Registration Database and Event Management System Statement of Requirements

1. Introduction This document provides the system requirements for Water Polo Canada’s (WPC) National Registration Database and Event Management System.

1.1 Objective The objective of this document is to give solution providers specifications for an integrated national membership registration and event management system in order for them to understand the needs of the WPC stakeholders at the national, provincial and club level.

1.2 System Needs WPC requires a solution for clubs, Provincial Sport Organizations (PSOs) and its own organization that

provides integrated:

1. Membership registration 2. Membership management 3. Event management

As this solution will often be used by volunteers, it needs to be highly user-friendly, allowing users to quickly learn features, and to facilitate simple user administration.

1.3 Expectations 1.3.1 Technology

WPC is looking for a long-term solution that will: ● Provide a 10-year Return on Investment (ROI) ● Provide a core platform that will continue to evolve with the technology industry, demonstrated

through a solution roadmap and history of past success ● Provide a flexible platform that accommodates changes to business processes without core

system redesign or maintenance of a separate code base ● Provide administrative controls for user management, authentication and self-service

The system should be responsively designed with a simple, easy-to-use interface that allows administrators, users and volunteers to quickly adapt to the solution. The navigation on the home screen should be simple and intuitive. We are looking to the vendor to provide solution specifications, and a product roadmap that will ensure the system remains up-to-date. All technologies must be proven solutions at their current versions and be supported by the provider.

Orphaned, deprecated, or pre-release technology should not be used in implementing any part of the

production system. Solutions proposing closed, proprietary technology that is not generally

commercially available will not be considered.

It is preferred that the solution be hosted in Canada, with a hosting provider who meets the data retention and privacy requirements identified. Vendors must provide details for the hosting environment and service level expectations.

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1.3.2 Linking and Integration with External Sites

WPC is interested in linking the system with The Locker and integrating with Sterling BackCheck to share

information. The Locker is the Coaching Association of Canada’s database that stores information on

coaches who have completed training, evaluations, or professional development. The public version of

the site is available here: https://thelocker.coach.ca/access/account/public. Linking with the Locker

would be in order to have coaches’ level of certification, multisport training, and safe sport training

linked with their profile.

Sterling Backcheck provides personal online Criminal Record Checks through their site

myBackCheck.com. For more information, visit https://www.sterlingbackcheck.ca/backcheck-canada/.

Integration with Sterling BackCheck would be in order for registrants’ background checks, or results of

background checks, to be visible in their profile.

WPC will discuss with the vendor their opinion on the approach, costs, risks and assumptions for these

links and/or integrations. WPC would like the vendor to also give their opinion on the possibility of other

links/integrations in the future. Such links/integrations could include, but are not limited to, minor

official training software and club membership management systems.

1.3.3 Retention and Privacy

The system must comply with Canadian data retention and privacy laws at the provincial and national

levels, as defined in Section 7.8, Protection of Personal Information.

1.3.4 Timeline

WPC’s goal is to have the system ready to launch for the 2021 season, which begins in September, with training and testing starting at least 6 months in advance. WPC recognizes that the integration of a national registration system is a major undertaking and is looking for the vendor to present a plan for launching the system in a phased timeline that prioritizes the system requirements of highest importance. During the integration of the national registration system, it is expected that the vendor will work with WPC to find solutions to issues identified during the testing.

1.4 Limitations In this document, WPC has worked to describe the ideal final form of the National Registration Database

and Event Management System. However, note that inconsistencies and oversights may exist as WPC’s

primary focus is on sport. WPC will address any issues found by vendors in the system requirements

document in a timely manner.

2. Overview 2.1 Organizational Structure WPC is a non-profit National Sport Organization (NSO) and the national governing body of water polo in

Canada. The corporation is governed by a policy Board.

WPC has nine (9) member PSOs: Water Polo West, Alberta Water Polo Association, Water Polo

Saskatchewan, Manitoba Water Polo Association, Ontario Water Polo, Water Polo Quebec, Water Polo

New Brunswick, Water Polo Nova Scotia and Water Polo Newfoundland. PSOs are those incorporated

https://thelocker.coach.ca/access/account/public

https://www.sterlingbackcheck.ca/backcheck-canada/

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bodies responsible for the regulation of water polo within their province and for the governance of the

province-wide development of water polo.

In the 2018-2019 season, each member PSO had between one (1) and nineteen (19) registered clubs and

between fifteen (15) and two thousand two hundred and twenty-seven (2227) registrants. The total

number of registrants for WPC in the 2018-2019 season was 7,469.

2.2 Members A Member is defined by the PSOs who have been accepted as a member of WPC. For the purposes of

this document, Member will be referred to as PSO.

2.3 Registrants A Registrant is any of the following who have been accepted with WPC and their PSO: athletes, coaches,

officials, clubs and volunteers (including individuals who have been appointed or elected to a volunteer

position within or by a PSO or as either a domestic or an international representative of WPC in any

capacity).

2.4 Events A water polo event is defined by any activity in Canada that includes “one or more games of water polo

between opposing teams officiated by one or more referees [other than an event that is organized or

sanctioned by FINA]; or any events or activities recognised and sanctioned by a WPC Member [PSO]

from time to time.” The Fédération internationale de natation is the international sanctioning body for

water polo.

A sanctioned event means a water polo event that has received a sanction from WPC or a PSO. An event

receives a sanction when a PSO permits an organizer to host the event, if applicable, and when it has

been approved by WPC. Sanctioned events are only open to registrants of WPC.

Events that require a sanction:

● Provincial water polo leagues

● Club invitational tournaments

Events that do not require a sanction:

● Practices

● Scrimmages (only permitted if both clubs and all athletes are WPC registrants)

● Provincial team training camps

● Fundraising events

Each PSO may also add its own sanctioning definitions, regulations and policy, which may differ from

PSO to PSO.

3. Objectives WPC’s National Registration Database and Event Management System is intended to meet the following objectives. These sections and objectives are described in more detail later in the document.

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Registrant/Member Profiles

● Fields for the collection of required and optional information ● One profile per user that indicates their primary and secondary roles ● Ability for a profile to be carried forward to a new season ● Ability to upload documents into profile

Administration

Management of organizations, registrant categories, events, fees, and payments by administrators

Membership Management

● Allow for the registrant to be able to register with their club and be automatically registered with their PSO/WPC OR for the registrant to register with their PSO and be automatically registered with WPC

● Ability for registrant categories to be upgraded to a higher registrant category by the registrant or the administrator

● Inability for registrant categories to be downgraded to a lower registrant category by the registrant or the administrator

● Inability for registrant categories to be removed or profiles to be deleted, expect by a WPC administrator

● Simple setup for registrant registration ● Ability for clubs and PSOs to approve or deny registrations ● Transfer and loan approval system of registrants from one club to another ● Controls to minimize duplicate registrations ● Ability for bulk upload of registrants

Event Management

● Ability for event registration to be created by club, PSO and WPC administrators ● Simple event registration creation ● Instant registrant category validity during event registration ● Inability of non-registrants to be temporarily added to a roster ● Ability for PSOs to approve Regional and Provincial events created by clubs ● Ability for PSO and WPC to approve events where international teams are invited ● Visibility of events across the country ● Easily populated rosters ● Ability for all club administration and coaches to edit rosters of their club’s teams ● Ability for governing organizations to edit rosters for events within their organization ● Verification process for teams registering for out of province events to be approved by their PSO

Communication

● Communication system for administrators to contact registrants in their organization Discipline Management

● Ability to block registrants in bad standing from registering within the system ● Integrated discipline registry

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Reporting ● Simple to use search function for registrants ● Easy to use reporting functions ● Ability to produce standard, accounting and executive reports with full filtering capabilities ● Ability to monitor, track and predict trends

Registration

● Fully integrated waiver signing ● Users able to digitally agree with policies, Code of Conduct, etc.

Payments

● Ability to allow both credit card and cash/cheque-transfer payments for registrations ● Minimal user fees (minimal credit card fees and no additional fee for refunds) ● Ability for three-way payment splitting ● Ability for administrators to setup promotions/discounts for events

Other

● Ease of use for PSOs and club administrators (top priority) ● International travel permit applications ● Information integrity and availability ● Functionality on desktop browsers and mobile devices ● Support both official languages (on both front-end and back-end) ● Customizable language to water polo ● Provision of support and training ● Protection of personal information ● Compliance with security standards ● Support of multiple concurrent users

WPC will define how the objectives will be measured with the selected vendor. Each objective may have multiple tests to validate when it is met. This process will provide traceability through the design, development, testing and validation processes, helping ensure a quality system is delivered. Although WPC expects that the PSOs will use the National Registration Database and Event Management System, and ideally, the majority of clubs will use the system, it must allow for the possibility that clubs may have their own distinct systems for their membership and payment management. The vendor is requested to describe how clubs with their own distinct systems will register their members in the system.

4. Information Model This section is intended to define the entities, and the relationships amongst the entities, that need to

be supported by the system.

4.1 Registrant Categories Registrants pay three tiers of fees for registrant categories: club, PSO and WPC. Registrant categories

and fees are defined distinctly at the club, PSO and WPC level and are linked/mapped together. The

linking and mapping of registrant categories will be set up with the vendor. Ideally, the registrant will

register directly with their club and automatically be given their PSO and WPC registrant category.

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However, there is a possibility that clubs will have their own distinct system and registrants will register

directly with the PSO and be automatically given their WPC registrant category.

All Members and registrants; PSOs, clubs, athletes, coaches, officials and volunteers, must be registered

in WPC’s online National Registration and Event Management Database. Registrants must select their

appropriate registrant category upon registration, per the chart of definitions below. A registrant may

upgrade to a different category as the season progresses, however at no time can an individual

downgrade and switch to a lower registrant category. In addition, if a registrant registers for a third

sessional membership (described in the chart), their registrant category should be automatically

updated to Provincial.

WPC Registrant Category Definitions

Registrant Category Program Dates Age of Registrants Description

Developing Regions September 1-August 31 All ages Targeted for non-metropolitan and northern regions (former introduction). No competitions.

Affiliate Registration September 1-August 31 University age athletes and coaches

University-based club athletes and coaches. Must be registered under the “affiliate” club category ($0 club fee)*1.

Sessional – Fall September 1-December 31 All ages Eligible to register in Sessional – Winter and Summer categories; can upgrade to Provincial or Competitive. Provincial and club competitions.

Sessional – Winter January 1-April 30 All ages Eligible to register in Sessional –Summer category; can upgrade to Provincial or Competitive. Provincial and club competitions.

Sessional – Summer May 1-August 31 All ages Provincial and club competitions.

Provincial September 1-August 31 All ages Provincial Leagues, Provincial Championships, Invitational/Open Tournaments. Eligible to apply for Travel Permits.

Competitive September 1-August 31 All ages 14U Eastern & Western National Championships, 16U and 19U NCL, MLWP/Senior NCL, Provincial Team, Age Group National Team, NCAA and Training

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Centre. Eligible to apply for Travel Permits.

*1University and high school based clubs are eligible to register in the “affiliate” club category of $0. All

clubs participating in club, provincial or national competitions is required to register in the “club”

category.

WPC Club and PSO Category Definitions

Registrant Category Program Dates Description

Club September 1-August 31 Clubs participating in club, provincial or national competitions.

Affiliate Club September 1-August 31 University and high school based clubs.

Unattached Club September 1-August 31 Unattached club registered by PSO.

Provincial Association September 1-August 31 Members registered with WPC.

Each PSO will set its internal registrant categories and fees that are added onto the WPC registrant

categories and fees. Each club will set its internal registrant categories and fees that are added onto the

PSO registrant categories and fees. PSO and club internal categories and fees are required to be

linked/mapped to their governing organization’s categories and fee. These internal categories and fees

will differ from club to club and PSO to PSO.

Once a registrant completes the registration, fees that are paid to WPC are non-refundable. However,

fees that are paid to clubs and/or PSOs may be refundable. Refund policies vary from club-to-club and

PSO-to-PSO.

4.2 Individual Registrant Roles Registrants are able to register in a variety of roles, including:

● Athlete

● Coach

● Official

● Volunteer

Registrants must register in their primary role and may register with one or more secondary roles, when

applicable. The roles of "Athlete" and "Coach" cannot be selected if the registrant’s primary role is

"Volunteer".

Registrants should only have one profile regardless of how many roles they have (athlete, coach, official,

or volunteer). For example, a registrant whose primary role is athlete and secondary roles are coach and

official, should just have one profile.

4.3 Registrant Profile All registrant’s profiles should collect the following information:

● First name (required)

● Middle name (optional)

● Last name (required)

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● Preferred Name (optional)

● Email address (required)

o Note: The registrant will need to consent to receiving email communications from each

level (club/PSO/WPC). Must comply with Canadian Anti-Spam Legislation (CASL).

● Address, city, province, postal code (required)

● Telephone number (required)

o Fields to be included:

▪ Primary Phone Number

▪ Primary Phone Number Extension

▪ Secondary Phone Number

▪ Secondary Phone Number Extension

● Date of birth (required)

● Gender (required)

o Options:

▪ Male

▪ Female

▪ Other options (to be confirmed with vendor at a later date)

● Parent/Guardian Contact Information (required for minors)

o Parent/Guardian 1 First Name

o Parent/Guardian 1 Last Name

o Parent/Guardian 1 Email

o Parent/Guardian 1 Telephone Number

o Parent/Guardian 2 First Name

o Parent/Guardian 2 Last Name

o Parent/Guardian 2 Email

o Parent/Guardian 2 Telephone Number

● Language (required)

o Options:

▪ French

▪ English

● Aboriginal ancestry (optional)

o Options:

▪ First Nations

▪ Inuit

▪ Métis

▪ Not applicable (default)

● Province of Registration (required)

● Registrant Category (required)

o Note: Categories have different names at the club, PSO and WPC. These need to be

customizable at each level and linked/mapped together. Each club registrant category is

linked to a corresponding PSO category, which is linked to a corresponding WPC

category. The linking and mapping of registrant categories will be set up with the

vendor.

● Date of Registration for Current Year

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● Club (required)

o Primary Club

o Secondary Club

o Tertiary Club

o Fourth Club

o Out of Province Club 1 (editing access locked to WPC administrator)

o Out of Province Club 2 (editing access locked to WPC administrator)

o NCL Out of Province Club 1 (editing access locked to WPC administrator)

o NCL Out of Province Club 2 (editing access locked to WPC administrator)

● Zone (required)

o Varies by province, updated automatically when club is selected

● Primary Role (required)

o Note: A registrant is limited to one primary role.

o Options:

▪ Alumni

▪ Athlete

▪ Coach

▪ Official

▪ Volunteer

● Secondary Role (optional)

o Note: Registrants may have more that one secondary roles.

o Options:

▪ Alumni

▪ Athlete

▪ Coach

▪ Official

▪ Volunteer

● Referee Details (optional)

o Level of Certification (Note: Locked for only PSOs and WPC to be able to update.

Registrants and clubs should not have access to edit.)

▪ Regional Trained

▪ Regional Certified

▪ Provincial Trained

▪ Provincial Certified

▪ National Trained

▪ National Certified

▪ FINA Trained

▪ FINA Certified

o History of referee clinics and evaluations completed (Note: Locked for only WPC to be

able to update. PSOs, registrants and clubs should not have access to make entries.)

▪ Event Date

▪ Event Type (Workshop; Evaluation)

▪ Location

▪ Age Group- for evaluation ONLY

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▪ Event Name- for evaluation ONLY

▪ Game Number- for evaluation ONLY

▪ Referee Developer’s Name

▪ Referee Level (Regional; Provincial; National)

▪ Game Difficulty (Easy; Medium; Difficult)- for evaluation ONLY

▪ Result (Successful; Unsuccessful)

▪ Comments

● Minor Official Role (optional)

o Note: Registrants may have more than one minor official role.

o Options:

▪ Game Supervisor

▪ Goal Judge

▪ Game Clock/Scoreboard Operator

▪ Possession Clock Operator

▪ Penalty Secretary

▪ Game Secretary

▪ FOSH Operator

● NCCP Number (optional)

● Coach Level of Certification (optional)

o Note: It would be preferable for this to be linked with the Coaching Association of

Canada’s database, The Locker. See Section 1.3.2.


▪ Community Coach Trained

▪ Competitive Coach In Training

▪ Competitive Coach Trained

▪ Competitive Coach Certified

▪ Advanced Competitive Coach In Training

▪ Advanced Competitive Coach Trained

▪ Advanced Competitive Coach Certified

▪ Competition Development In Training

▪ Competition Development Trained

▪ Competition Development Certified

● Multi Sport Training (optional)



o List of fields to be included: https://coach.ca/nccp-multi-sport-training-modules

● Safe Sport Training (optional)




▪ Safe Sport Training

▪ Respect in Sport for Activity Leaders

▪ Respect in the Workplace

▪ Respect in Sport for Parens

https://coach.ca/nccp-multi-sport-training-modules

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● Alumni Details (optional)

o Former National Team (Yes/No)

o Years on National Team

● Background Check (optional)

o Note: It would be preferable for this to be integrated with Sterling BackCheck. See

Section 1.3.2.

● History of any disciplinary action (optional)

o Note: Ideally, the type and length of discipline will have a dropdown menu. The menu

options will be confirmed with the vendor at a later date.

o Date of discipline imposed

o Type of Discipline

o Length of Discipline

o Reason(s) for Discipline

o Other Notes

● History of concussions (optional)

o Date of concussion

o Notes

● Copy of digitally signed waiver

● Confirmation of policies being agreed to

When the season ends on August 31, the system must have the ability to carry a registrant’s profile

forward to the next season when the registrant has registered for the new season.

Each registrant profile should remain unique (i.e., there should not be duplicate registrant records). If a

profile created has a potential duplicate, it should be flagged to verify whether the registrant’s profile

already exists. For more information, see Section 6.2.3.

Every profile will need to contain the required options above. However, the WPC National Registration

Database and Event Management System should have the capacity to store optional information if

entered; more fields may be required by clubs or PSOs for their own registration requirements. The

system should support the ability to add up to fifty (50) custom fields.

The system should support the ability to store more than one document associated with personal

profiles, including documents, photos, etc. Every file uploaded should have a description field explaining

the contents. The description should be able to be created by the administrator. If more than one

document needs to be uploaded, they should each have a unique name.

Vendors should explain how their system manages documents, including: core document management

capabilities; allowed file upload types (i.e. .pdf, .doc/docx, .jpg, .avi, etc.); any system capabilities that

exist to help to minimize data volumes (i.e. max file sizes, file compression, etc.); minimizes uploading of

duplicate files; and the management and security of documents uploaded to the system (i.e., are

documents uploaded to a central repository, that all administrators have access to, or are there more

folder structures, fine grained access controls and/or encryption). WPC is not specifically asking for a

specific level of capability but would like to know what capabilities the system can potentially provide.

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While the WPC National Registration Database and Event Management System stores all of the

information listed above, only a limited amount of personal information will be displayed to an

individual registrant or administrator to determine a potential duplicate between an existing record and

a new record being entered.

WPC is looking for a platform that will continue to evolve with the technology industry, demonstrated

through a solution roadmap and history of past successes. The platform should be flexible enough to

accommodate changes to business processes without core system redesign, or maintenance of a

separate code base. Vendors should describe how the system's design is flexible enough to adapt to

future changes in business requirements and/or processes, without resulting in changes to the platform

and/or code base version skew.

4.4 Accounts Accounts include the information relating to registrations, invoices, payments and receipts for

registrants. Individuals, parents/guardians or clubs may manage accounts. Individual accounts are

managed by one registrant. Family accounts may be multiple registrants and are managed by at least

one individual designated as the Parent/Guardian. Club accounts are managed by the club registrar for

their club’s registrants.

The manager of an individual or family account must take responsibility for both legal and payment

obligations for the dependant registrants. For more information, see Section 6.2.1. However, the

parent/guardian who manages a family account is not themselves required to be a registrant. The

manager of a club account may only take responsibility for payment obligations of their registrants. Each

individual registrant within the club must take responsibility for their legal obligations.

4.5 Other Type of Profiles In addition to registrant profiles, WPC would like additional types of profiles to be included.

4.5.1 Organization Profiles

The profile for an organization (club or PSO) should include the following information:

● Organization Name (required)

● Organization Type (required)

o Club or PSO

● Organization Classification (required)

o PSO

o Club

o Affiliate

o Unattached

● Organization Address (required)

o Street Address

o City

o Province

o Postal Code

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● Zone (required for clubs only)

o Note: This field is a dropdown menu that appears once the province is selected. PSOs

need to be able to set their zones prior to clubs being able to register.

● Organization Staff Contact (required)

o Name

o Email Address

o Phone Number

● Organization Registrar (required)

o Name

o Email Address

o Phone Number

● Organization President (required)

o Name

o Email Address

o Phone Number

● Organization Website (optional)

More fields may be required by the PSO for club registration. The system should support the ability to

add up to ten (10) custom fields.

4.5.2 Club/PSO/WPC Administrator Profiles

Administrator profiles should include the following information:

● First Name

● Last Name

● Email address

● Phone Number

● Title

● Organization

The organization selected should set the administrator’s level of access within the system. For example,

if the organization is a club, the administrator will only have access registrant and event management

for that club.

5. Administration The WPC National Registration Database and Event Management System will need to accommodate

three (3) tiers for organizations that can manage registrations and events.

● WPC

● PSO

● Club

A WPC administrator controls access to the system by PSO administrators. A WPC administrator should

be able to view and edit information relating to WPC events and should be able to view and edit

information on all registrants, PSOs and clubs that have registered in the system. See Section 5.2.

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A PSO administrator controls access to the system by PSO administrators within their organization, and

club administrators within their province. A PSO administrator should be able to view and edit

information relating to all registrants and events within their organization. They should not have access

or the ability to view registrants registered with other PSOs, unless the registrant has a club within the

PSO listed as their Out of Province Club 1, Out of Province Club 2, NCL Out of Province Club 1, or NCL

Out of Province Club 2. However, they should be able to view information on events that are organized

by WPC, other PSOs and clubs. They should be notified of the registration of one of their clubs for an

out-of-province event. For example, if a club registered with Alberta Water Polo Association (AWPA)

registers for an event hosted by Water Polo Saskatchewan (WPS), the PSO administrator from AWPA

should receive a notification. See Section 5.3.

A club administrator can view information relating to all registrants who register within their

organization and for their events. This includes registrants whose profile indicates the club as their

Primary Club, Secondary Club, Tertiary Club, Fourth Club, Out of Province Club 1, Out of Province Club 2,

NCL Out of Province Club 1, or NCL Out of Province Club 2. However, only the administrator of the

registrants’ Primary Club should only have access to edit their profile. In the case of event registrations,

club administrators should be granted access to view limited information on the registrants of registered

teams. Aside from event registrations, clubs should not have access to view profiles of registrants who

are not registered with their organization. Club administrators should be able to view information on

events that are organized by WPC, PSOs and clubs. See Section 5.4.

5.1 Transfers and Loans Transfers change the Primary Club listed in the registrant’s profile. Clubs need to approve all transfers

that occur when a registrant moves to/from their club. PSOs need to approve all transfers that occur

when a registrant changes clubs, whether to/from a new club within their province or a new club in

another province. WPC needs to approve transfers that occur when a registrant moves to another

province and would like to register with a new club within the province.

Loans change the Out of Province Club 1, Out of Province Club 2, NCL Out of Province Club 1, or NCL Out

of Province Club 2 listed in the registrant’s profile. Loans to an Out of Province Club allow the registrant

to play water polo with a club outside of their province. Loans to an NCL Out of Province Club allow the

registrant to play water polo for another club in the National Championship League, a domestic water

polo league run by WPC. Loans need to be approved by WPC when a registrant’s primary club remains

the same and they are being loaned to club outside of their province. PSOs need to approve all loans

to/from their province. Clubs need to approve all loans to/from their club.

The registrant or their Primary Club initiates a transfer or a loan. The process for initiating the transfer

will be discussed with the vendors. Transfers and loans are approved in the following order:

Primary Club

Governing PSO of the Primary Club

New club

Governing PSO of the new Club

WPC (only required when a registrant is transferred or loaned to a club in another province)

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Ideally, email notifications would be sent to each organization when it is their turn to sign off on the

approval of a transfer (in sequence as per above).

5.2 WPC Administration The WPC National Registration Database and Event Management System needs to support a WPC

administrator role.

5.2.1 General Administration

The WPC administrator should be able to manage the following information related to general

administration:

● Configuration of PSOs and clubs

● Configuration of registrant categories, registrant category start/end dates, and associated fees

for WPC registrant categories

● Configuration of international travel insurance fees

● Configuration of tax information applying to WPC registration fees

● Create and edit general ledger account names for use with financial transactions

● Approve international travel permits (after the governing PSO has approved the permit)

5.2.2 Registrant Management

The WPC administrator should be able to manage the following information related to registrants:

● Add and edit PSOs and clubs and their associated information

● Add and edit registrants and their associated information

● Delete registrants and transactions

5.2.3 Registrant Transfers and Loans

The WPC administrator should be able to approve registrant transfers/loans as follows:

● Approve transfer of primary club from PSO to PSO (the Primary Club initiating the transfer, the

governing PSO of the Primary Club, the new Primary Club, and the governing PSO of the new

Primary Club all need to approve the transfer first)

● Approve loan to an Out of Province Club or NCL Out of Province Club outside of their province

(after both clubs and governing PSOs have approved the transfer)

5.2.4 Event Management

The WPC administrator should be able to manage the following information related to events:

● Configuration of WPC events

● Configuration of leagues, including the creation of age/gender categories

● Approve sanctioned events where international teams are invited

● Edit WPC, PSO and club events/leagues and rosters

5.3 PSO Administration The WPC National Registration Database and Event Management System needs to support a PSO

administrator role.

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The PSO administrator should be able to manage the following information related to general

administration for their province:

● Configuration of PSO information

● Configuration of clubs

● Configuration of registrant categories, registrant category start/end dates, and associated fees

for PSO registrant categories

● Configuration of tax information applying to PSO registration fees


● Approve international travel permits


The PSO administrator should be able to manage the following information related to registrants within

their province:

● Add and edit clubs and their associated information

● Add and edit registrants and their associated information

● View registrants whose profile indicates an Out of Province Club 1, Out of Province Club 2, NCL

Out of Province Club 1, or NCL Out of Province Club 2 within their province

● Ability to approve or deny registrations. WPC will discuss with the vendor the possibility of

giving PSOs the option to approve or deny registrations. Ideally, this feature could be toggled on

or off.


The PSO administrator should be able to approve registrant transfers/loans as follows:

● Approve transfers of primary club from their PSO to a new PSO and vice versa (the Primary Club

initiating the transfer, the governing PSO of the Primary Club, the new Primary Club, and the

governing PSO of the new Primary Club all need to approve the transfer)

● Approve transfers of primary club to a new primary club within their PSO (the Primary Club

initiating the transfer and the new Primary Club need to both approve the transfer first)

● Approve loan to an Out of Province Club or NCL Out of Province Club outside of their province or

to their province (the Primary Club initiating the loan, the governing PSO of the Primary Club,

the loaned, and the governing PSO of the loaned club all need to approve the transfer)


The PSO administrator should be able to manage the following information related to events within

their province:

Configuration of PSO events

Configuration of leagues, including the creation of age/gender categories

Approve sanctioned regional and provincial events created by clubs

Edit events/leagues and rosters

Approve teams registering for out of province events

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5.4 Club Administration The WPC National Registration Database and Event Management System needs to support a club

administrator role.


The club administrator should be able to manage the following information related to general

administration for their club:

● Configuration of club information

● Configuration of registrant categories, registrant category start/end dates and associated fees

for club registrant categories

● Configuration of tax information applying to club registration fees



The club administrator should be able to manage the following information related to registrants within

their club:

● Add and edit registrants and their associated information whose profile indicates the club as

their Primary Club

● View registrants whose profile indicates the club as their Primary Club, Secondary Club, Tertiary

Club, Fourth Club, Out of Province Club 1, Out of Province Club 2, NCL Out of Province Club 1, or

NCL Out of Province Club 2

● Ability to approve or deny registrations. WPC will discuss with the vendor the possibility of

giving clubs the option to approve or deny registrations. The club’s PSO should be able to

determine whether their administrators have the right to approve or deny registrations. Ideally,

this feature could be toggled on or off.


The club administrator should be able to approve registrant transfers/loans as follows:

● Approve transfers of primary club from their club to a new club and vice versa

● Approve loan to an Out of Province Club or NCL Out of Province Club to/from their club


The club administrator should be able to manage the following information related to events organized

by their club:

● Configuration of club events

● Edit events/rosters

5.5 Deleting Registrants According to WPC’s National Registration Policy, once a registrant is active in the WPC National

Registration and Event Management Database, WPC registration fees are applied. For this reason, only

the WPC administrator should have the ability to delete a registrant’s profile or remove their registrant

category for the season. Club administrators and PSO administrators may mark a registrant for deletion

on a conditional basis, but the WPC administrator must have final removal authority.

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5.6 Manage Events and Leagues Club, PSO and WPC administrators should be able to view water polo events being hosted across the

country. However, each level of administrator should only be able to create registration forms for their

own events. Editing access should be granted to each organization for their own events and the events

of organizations that they govern.

Each administrator should be able to create and manage the following information for events hosted by

their organization in the WPC National Registration and Event Management Database:

Event Details

● Host Club Name (required)

o Note 1: Field is a dropdown menu with clubs registered at that level. For example, a PSO

creating an event would have all of the clubs in their province listed and WPC would

have all clubs across the country listed. The list of clubs will be determined on an annual

basis by the clubs that register with their PSO/WPC.

o Note: When a club is creating an event, their club should be selected automatically.

● Event Type

o Note: The only events that need to be sanctioned are leagues and invitational

tournaments.

o Options:

▪ League (for PSOs and WPC only)

▪ Invitational Tournament

▪ Scrimmage

▪ Training Camp

▪ Fundraising Event

▪ Other

● Event Director Name (required)

● Event Director Email (required)

● Event Director Phone Number (required)

● Event Name (required)

● Start Date (required)

● End Date (required)

● Registration Start Date (required)

● Registration End Date (required)

● Roster Lock Date (required)

● Facility Name (required)

● Address (required)

● City (required)

● Province (required)

o Note: When clubs or PSOs create an event, this field should be selected automatically.

● Postal Code (required)

● Size of the Field of Play in Meters (optional)


▪ Length

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▪ Width

▪ Depth

● Technical Meeting (required)

o Options:

▪ Yes

▪ No

● Will FINA rules be applied? (required)

o Options:

▪ Yes

● If yes, list any modification of the FINA rules that are implemented

(comment box)

▪ No

Event Payment

● Payment method to be offered

● Entry fee and associated taxability requirements (required)

● Payment deadline (required)

Athlete Rosters

● Maximum Number of Teams (optional)

o Note: Dropdown menu with 1-100

● Minimum Number of Athletes per Team (required)

● Maximum Number of Athletes per Team (required)

Athletes Eligibility

Note: Events and leagues may have different categories of team registration. An event registration form

needs to accommodate more than one category. Each category needs to collect the gender, minimum

registrant category and age.

● Gender (required)

o Options:

▪ Male

▪ Female

▪ Co-ed

o Note: The gender selection for event registrations must accommodate the gender

options for athlete registration. See Section 4.3.

● Minimum Registrant Category (required)

o Note 1: Categories have different names at the club, PSO and WPC levels. These need to

be customizable at each level and linked/mapped together. Each club registrant

category is linked to a corresponding PSO category, which is linked to a corresponding

WPC category. The linking and mapping of registrant categories will be set up with the

vendor.

o Note 2: If the event is accepting out of province entries, the club or PSO equivalent

registrant category needs to be accepted for entry into the event. The equivalent

registrant category is determined by the WPC registrant category level.

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● Age (required)

o Fields include from date and to date

Coach Eligibility

● Gender (optional)

o Options:

▪ Male

▪ Female

● Minimum Registrant Category (required)

o Note 1: Categories have different names at the club, PSO and WPC levels. These need to

be customizable at each level and linked/mapped together. Each club registrant

category is linked to a corresponding PSO category, which is linked to a corresponding

WPC category. The linking and mapping of registrant categories will be set up with the

vendor.

o Note 2: If the event is accepting out of province entries, the club or PSO equivalent

registrant category needs to be accepted for entry into the event. The equivalent

registrant category is determined by the WPC registrant category level.

● Minimum Coach Level of Certification (optional)

o Note: See Section 4.3

● Multi-Sport Training Requirement (optional)


● Safe Sport Training Requirement (optional)


Team Eligibility

● Is your event only open to registrations by invitation?

o Note: Vendors will be asked to provide their opinion on how to manage closed versus

open events.

o Options:

▪ Yes

▪ No

● Will you accept out of province entries? (required)

o Options:

▪ Yes

▪ No

● Will you accept international teams? (required)

o Options:

▪ Yes

▪ No

Officials

● Delegate (optional)

o Note: Dropdown menu with names of officials registered with the club, PSO or WPC for

the current season

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● Evaluator (optional)


the current season

● Referee in Chief (optional)


the current season

● Referee in Chief Registrant Category (optional)

Other

● Ability to attach files

● User defined fields for collecting additional information

● Customizable event confirmation email

Administrators should have the ability to approve team registrations submitted for their events.

Administrators should also have access to edit the rosters for their events or events for organizations

they govern. For example, club rosters can be edited by the club, their PSO or WPC; PSO rosters can be

edited by the PSO or WPC; and WPC rosters can be edited by WPC only. Administrators may also

authorize and process refunds if the event registration fees were completed online.

Any administrator within the organization should be able to edit rosters or add/delete events.

5.6.1 Copy/Save Events

The system must allow administrators to copy/clone past events and edit them to create a new version

of the event. Past events should remain visible to the administrator until they are archived.

5.6.2 User-Defined Fields (Events)

The system needs to support the capability for the administrator to define fields when they create an

event. Administrators should be able to define the text field or multiple-choice answer for collecting

information. For example, “Specify your t-shirt size” and allow a free format text field or a multiple-

choice response to the field (S, M, L, XL, XXL, etc.).

5.6.3 Event Eligibility

The system should provide checking of eligibility rules for events, such as:

● Gender constraints of athletes and coaches (if applicable)

● Registrant category restraints of athletes and coaches

● Age constraints of athletes

● Registrant roles

● Prerequisite coach certifications and training

● Team eligibility

Registrants should NOT be able to register for, or be registered for, an event for which they are not

eligible. For example, if an athlete does not have the minimum registrant category for the event, they

should not be allowed to be added to a roster.

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5.6.4 Event Notifications

The system needs to have a method in place for administrators to communicate with the club/team

registrars who register their team.

5.6.5 Event Sanctions and Approvals

The WPC National Registration Database and Event Management System needs to have an approval

system in place for sanctioned events. When the event type selected is “League” or “Invitational

Tournament,” the event requires a sanction. Invitational tournaments created by clubs need to be

approved by the PSO before they are published. Any invitational tournaments created by clubs or PSOs

where international teams are invited are also required to receive WPC’s approval before they are

published.

For non-sanctioned events created by clubs, WPC would like to discuss with the vendor the possibility of

PSOs being able to toggle on and off the approval system.

Following a sanction by the PSO and/or WPC, the event registration form will be locked from editing

without permission from the PSO and/or WPC.

5.7 Communication The WPC National Registration Database and Event Management System needs a communication

system in place to contact registrants. It would be beneficial if there were selection criteria for

administrators to be able to select whom they would like to send an email message to through the

system. The message should clearly indicate that the message is from the administrator on behalf of the

club, PSO or WPC. It is desirable for the message body to have HTML formatting capabilities to allow

richer and more appealing viewing, but this is not mandatory. Ideally, the email message should allow a

customizable email signature to automatically be added to the bottom of emails. Emails should also

have both a carbon copy (“CC”) and blind carbon copy (“bcc”) capabilities as well as the ability to

maintain and display information on the status of sent email messages, including messages opened,

unopened, etc.

The chosen WPC solution must work in compliance with the Canadian Anti-Spam Legislation (CASL). The

vendor will provide detailed information related to their approach, tools and policies in place to ensure

that the registrant or their parent/guardian has consented in order to receive electronic messages for

commercial purposes.

5.8 Discipline Management The WPC National Registration Database and Event Management System needs to have the capability to

record disciplinary action within the profile of an individual registrant. For the elements to be included

in recording the disciplinary action, see the ‘History of Disciplinary Action’ criteria in Section 4.3. Club

administrators will only have access to view their own registrants, PSO administrators will have access to

view the registrants registered with their PSO, and WPC administrators will have access to view all

registrants’ disciplinary action. All levels of administrators should have access to enter disciplinary action

into their registrants’ profiles, however, they should not have the ability to edit information entered by

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a level of administration above them; this information should be locked. For example, a club

administrator should not have access to edit information entered by their PSO or by WPC.

WPC would ideally like to have a notification system in the database that sends a message to the

registrant’s club, their PSO and WPC administrators when a disciplinary action is entered into the

database.

WPC is also looking to have a feature within the database to that allows searches for registrants who

have received disciplinary action, including filters to sort searches by date of discipline imposed, type of

discipline and length of discipline.

An administrator should also have the ability to mark an individual registrant to be in bad standing and

to block them from registering in the system. When a registrant is in bad standing, their profile should

remain in the system, however, they should be blocked from registering for a registrant category or an

event, or through a bulk upload. There should also be a comment field in the registrant’s profile that

explains why they were blocked from registering. Only the organization that entered the comment and

their governing organizations should have access to edit the comment. Otherwise, it should be locked

from editing. If a blocked registrant attempts to register in the system, they should receive a notification

that they are unable to register and to contact their club or PSO administrator for more information.

5.9 Administrator Profiles Administrators should have the capability to create administrator profiles for registrants within their

organization.

5.10 Administrative Reporting WPC would like to be able to produce standard reports, accounting reports and executive reports

through the WPC National Registration and Event Management System.

5.10.1 Standard Reports

WPC would like administrators (club, PSO and WPC) to be able to produce the following searches and

standard reports, with full filtering capabilities:

● Event reports (complete event registration information collected from teams, rosters,

payments, etc.) with the following filters:

o Event dates

o Gender

o Age group

o Status (accepted, rejected, pending approval)

o Payment status

o Payment type (online/offline)

o Club (for PSO and WPC only)

o PSO (for WPC only)

● Club list (for PSO and WPC only)

● Membership reports with the following filters (complete membership report with all registrant

information saved in profile):

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o Gender

o City

o Province of Residence

o PSO (for WPC only)

o Club (locked for clubs)

o Zone

o Born After

o Born Before

o Primary role and/or secondary roles (athlete, coach, official, volunteer, alumni)

o Registrant category

▪ Note: If a registrant is registered with two sessional registrant categories, they

should only be displayed as one individual with both their registrant categories

listed and fees combined.

o Year of registration (option to select past years)

o Aboriginal Ancestry

o Payment status

o Payment type (online/offline)

o Official Certification Level

o Coach Certification Level

o History of disciplinary reports

o Signed waivers

5.10.2 Accounting Reports

At a minimum, the database must provide the following accounting reports for memberships and events

for individual registrants (for all levels of administration), clubs (for PSOs and WPC), and PSOs (for WPC)

over date ranges:

● Accounting reconciliation report

● Invoice reports

● Accounts receivable report

● Transaction report

● Refund report

The system should be able to export accounting reports into a format that can be uploaded by an

accounting software such as QuickBooks, Simply, ACCPAC, etc.

5.10.3 Executive Reporting

The WPC National Registration Database and Event Management System needs to support executive

reports to provide information for business intelligence on registrants and events. The executive

reporting function needs to provide the ability to know the number of registrants by category, gender,

primary and/or secondary roles, zone, and province.

Only the registrant’s highest registrant category should be included in the count. For example, if a

registrant upgraded from a WPC Provincial to a WPC Competitive registrant category, the executive

report should only count their WPC Competitive registrant category. Also, if a registrant is registered

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with two sessional registrant categories, they should only be displayed as one individual with both their

registrant categories listed and fees combined.

Additionally, parents/guardians who manage family accounts and are not registered with a registrant

category should not be included in the executive report.

Executive reports should be able to show trends in growth and areas of demand in their offerings. The

system should be able to report on retention rates for registrants, clubs and events (if recurring) from

year to year.

5.10.4 Information Exporting

The system should be able to export reports into standard formats such as CSV and Excel Workbook.

6. Registration One of the main objectives of the WPC National Registration Database and Event Management System

is to provide users with an easy method of registering with WPC, the PSO and/or club, and for

registering for an event. The system must provide a user interface that is easy to use and simple. The

offerings must be intuitive for registration and payment.

6.1 Events It would be ideal for events to be viewed across the country all together, with the option to apply filters

(see Section 6.1.1), on an event viewer in the WPC National Registration Database and Event

Management System. The event viewer should display all open listed events and provide the viewer

with registration information and other details about the event.

6.1.1 Event View List

Users should have access to view both upcoming or past events across the country on an event viewer.

Events should be displayed on the event viewer list after they have been approved by the PSO and WPC

(for international events). A user should be able to filter events by the following criteria:

● PSO

● Club

● Location

● Dates

● Gender

● Registrant Category

● Sanction (based on Event Type, see the ‘Event Details’ in Section 5.6)

Team eligibility may restrict registrations. For example, an event may be available for registration by

invitation only.

6.1.2 Event Rosters View List

Administrators should have the option to allow rosters submitted for their event to be published

publicly.

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6.1.3 Event Registration

Event registration needs to accommodate both team registration (for example, an invitational

tournament) and individual registration (for example, a coaching clinic).

Team Registration

When registering a team for an event, the person registering the team will need to provide the following

information:

● Club

o Note: Field is a dropdown menu with clubs from their level of administration

● Team Name

● Team Contact

● Head Coach

o Coach eligibility requirements (refer to Section 5.6)

● Assistant Coach (up to 10)

o Coach eligibility requirements (refer to Section 5.6)

● Team Manager

● Chaperones (up to 5)

● Athletes

o Athlete eligibility requirements (refer to Section 5.6)

o Cap number

● Payment method

Team event registration will be restricted to administrators and coaches. If a registrant does not meet

the eligibility requirements to register a team for the event, then they will need to be prompted with a

message that explains the reason.

When an administrator or coach has logged into their account and has selected to register for a team

event, they will be required to complete the information listed in the bullet points above. When

selecting the team contact, head coach, assistant coaches, team manager, chaperones, and athletes, a

list of eligible individuals registered with their organization (with a registrant category for the current

season and for the appropriate role, gender, and age) should appear. The list of individuals will allow the

administrator or coach to select the people. If an individual is not displayed in the list, they will need to

register for the current season with the appropriate information to meet the eligibility requirements.*2

The list of Team Contacts, Team Managers, and Chaperones will display all of the eligible registrants

registered with their organization. The list of Coaches will display all of the eligible coaches registered

with their organization. The list of Athletes will display all of the eligible athletes registered with their

organization. The cap number will need to be selected for each athlete added to the roster.

Individual Registration

Individual registration will be open to any eligible individual registrant that meets the event

requirements. If the registrant does not meet the eligibility requirements for the event, a message

prompt should explain the reason.

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When registering an individual for an event, the registrar will need to provide the name of individual

registering and answer any additional fields set by the event administrator. The registrar will also need

to select the payment method.

*2Events require a minimum registrant category. Registrants that do not meet the registrant category

selected by the event administrator should not be able to register or be entered on an event roster. If

the registrant does not have the correct registrant category, they should be required to register for their

registrant category prior to being added to the roster or registering themselves for the event. The

system should not allow for the registrant category fees in addition to the event registration fees.

Registration Confirmation

When the registration form has been successfully completed, the Team Contact (for team events) or the

registrant (for individual events) should receive a confirmation email along with their receipt or invoice.

Registration Edits

Administrators and coaches should have access to edit rosters that were submitted by their club until

the roster lock date.

6.2 Accounts

6.2.1 Account Creation

When creating an account, the user or administrator should be able to select whether they are creating

an individual account or a family account. For individual accounts, there is one registrant associated with

the account who is the account holder and takes legal and payment obligations for themselves. For

family accounts, there may be multiple registrants with a parent/guardian as the designated account

holder. The parent/guardian must take legal and payment obligations for dependents. The definition of

underage dependents (minors) varies by province: 18 in Alberta, Manitoba, Ontario, Prince Edward

Island, Quebec, and Saskatchewan and 19 in British Columbia, New Brunswick, Newfoundland,

Northwest Territories, Nova Scotia, Nunavut, and Yukon.

Each user needs to receive a user name and password. The system is required to ensure that user names

are unique and that passwords are protected. For security reasons, the password should never be sent

to a user by the system over email.

For family accounts, the account holder may add registrants as their dependents and with whom they

agree to undertake legal responsibilities (for example, agreeing to a Waiver of Liability/Assumption of

Risk/Acknowledgement of Risk (for Quebec), informed consent, personal information disclosure, Code

of Conduct, policies, and opt-in/out of communications and photographs) and payment responsibilities.

A parent/guardian family account holder is not required to be a registrant.

The account shall maintain information relating to registrations, invoices, payments and receipts for

registrants. Personal information shall also be stored in the account.

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6.2.2 Maintain Account

Users should have access to login at any time and update their personal information, payment

information or change their password. Users who are coaches or referees should not be able to change

their level of certification. For family accounts, the account holder may add, edit or request to remove

(when dependent reaches age of majority in their province) registrants within the family from the

account. Approval requests for withdrawals must be approved by an administrator. Note that only WPC

administrators can delete accounts.

An individual account should be transferrable to a family account by the individual. Once part of a family

account, only the account manager or administrator can separate the registrant back to the individual

account holder.

The system should support typical functions for username and password retrieval.

6.2.3 Controls to Minimize Duplicate Registrants

The system needs to provide capabilities to minimize the potential for duplicate records for the same

registrant. If a user creates a new registrant, the system must have the capability to check its database

for existing registrants and determine if there is an existing registrant’s record that is identical or similar

to the one newly created. If the new profile being created is a potential duplicate, the system will need

to prompt the user for reconciliation of the information or send a message to the administrator that a

newly created record is similar to an existing one. The administrator then will have the ability to

reconcile the potential duplicates. Only a limited amount of personal information should be displayed to

determine a potential duplicate between an existing record and a new record being entered.

The feature is important for both individual registrations and for clubs that register their registrants with

a bulk upload. When a bulk upload is completed, the system should be able to identify whether an

existing profile is being updates or whether the entry is a duplicate.

6.2.4 PSO and Club Registration

PSOs renew their membership with WPC annually. It would be beneficial for the system to support

payment of annual membership fees from PSOs. Similarly, clubs may be required to renew their

membership with their PSO.

The WPC National Registration and Event Management System should permit clubs/PSOs to register

with their governing organization through an application form that can be customized by the governing

organization. The application form should allow for the submission of required documents and the

payment of any membership dues. The system should permit the administrator of the governing

organization to approve or deny membership to the applicant organization and/or indicate if more

submissions are required.

6.3 Registrant Registration by Administrators WPC, PSOs and club administrators should be able to register their individual registrants on the WPC

National Registration and Event Management Database. The system should support registration of

registrants by administrators as follows:

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1. Logging into the system as an administrator and creating a new profile for the registrant. The

PSO should have the ability to control whether club administrators can manually create a new

profile. This would ideally be able to be toggled on and off.

2. Bulk offline upload from an Excel file.

If a registrant’s profile is manually created in the database, their registrant category for the current

season should be simple to add. Registrant categories manually added should automatically register the

individual at the club, PSO and WPC level (pending activation/approval from the PSO if this is enabled).

If registrants are manually created or uploaded, they will need to be automatically sent an email

notifying them to sign their Waiver of Liability/Assumption of Risk/Acknowledgement of Risk (for

Quebec), Code of Conduct, policies, etc., prior to their registration for the current season being

complete.

6.3.1 Registration Portal

Once a PSO or club is affiliated or renewed for affiliation in the current season, they should be provided

with a link to a registration portal in the WPC National Registration and Event Management System.

Each portal will require at least one individual to be an administrator.

The registration portal should allow the administrator access to set up events or registrant registrations,

post events on the event viewer, manage registrations and accept payments for registrations.

WPC, PSOs and clubs should all be able to use the registration portal to register registrants. Registration

with one organization should automatically be accompanied by registration with governing

organization(s), along with all applicable applications, consents, and registration fees. Even if a registrant

is registered by their administrator, it is important that they sign the Waiver of Liability/Assumption of

Risk/Acknowledgement of Risk (for Quebec) prior to their registration for the current season being

complete.

6.3.2 Bulk Upload of Registrants

In the case where a PSO or club as an offline registration process or a separate third party registration

system, such organizations may gather information relating to all of their registrants in an Excel

spreadsheet and import the file into the WPC National Registration and Event Management System. The

PSO should have the ability to select whether or not their clubs are allowed to complete bulk uploads.

Ideally, this feature would be able to be toggled on or off.

The system shall provide a template of the format for the upload file, in addition to documentation of

the format requirements. The template for uploading the file should specify the name of the account

holder in the case of family accounts.

Once the file for upload has been prepared, the administrator must select and run the upload file

verification function to determine if the file is valid to be uploaded. The administrator should be notified

by the system of any invalid entries so that they can be fixed for a subsequent attempt. After the file has

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been validated, the administrator may complete the upload. A display/report should be generated

listing the valid entries and potential duplicates.

The system will need to detect potential duplicate records of the same registrant. The administrator

should be able to review and resolve these duplicates after the upload.

The list of registrants imported by the administrator must have a registration category designated and,

after the list is submitted, the registration should move into payment processing. The system should

allow for the payment to be completed online or an invoice to be generated for the payment to be

completed offline. The system should determine which registrants have not already paid their

appropriate fees.

When a spreadsheet is uploaded, the system should have the ability to recognize previous registrant

categories so that only the upgraded registrant category shows as owing or, if original registrant

category was already paid for, only the upgrade shows as owing.

All registrants registered by upload should receive an automated, pre-formatted email to their primary

email address notifying them that they have been registered and whether there are any additional

requirements for their registration to be complete (e.g. signing of Waiver/Acknowledgement of Risk (for

Quebec), agreeing to policies, submission of documents, etc.) Each organization (WPC, PSO and club)

should be able to add their requirements to this email. It is important to note that parents/guardians

must take legal obligations for minor dependents.

6.3.3 Acceptance of Waivers/Policies

During any registration process for a registrant category, the system should display the policies and

waivers as set up by the administrator at all levels (WPC, PSO and club). The user shall be able to

perform an online acceptance of the positions as a condition required for registration. Waivers of

Liability/Assumptions of Risk/Acknowledgements of Risk (Quebec) will ideally be digitally signed with a

drawn signature. Vendors will be requested to state their capabilities in this regard.

When a bulk upload with registrant categories is imported, any new registrants need to accept the

waivers and policies to complete their registration. The acceptance of waivers and policies should not be

done automatically. Also, when an administrator creates a registrant profile manually, the registrant

should have to accept the waivers and policies to complete their registration.

The system should track the text of the policies agreed to, and a date/timestamp of acceptance. It

should also save a copy of the signed document within the registrant’s profile.

The system should have the capacity to archive the waivers and policy uploads that the registrants agree

to, as these may change from time to time.

The system must also notify users when any of these items change, allowing the user to review and

agree before a set deadline.

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6.3.4 Payment Processing

Once the registration information has been input, the person registering (account holder or

administrator) will proceed to payment processing. An invoice will be generated by the system (or

purchase added to a “shopping cart”). The person registering would then be navigated to the payment

process.

The system shall support the following methods of payment:

● Credit cards

● Cheque/cash/e-transfers

Credit Card Payments

Payments by credit card should have minimal user fees (along with minimal credit card fees and no

additional fees for refunds). Vendors will be requested to define the payment processing tools that they

use and standards that they adhere to (i.e. PCI compliance and Moneris).

If an administrator uploads registrant categories in bulk, an invoice should be generated for their entire

upload. The administrator should have the option to pay for the entire bulk upload by credit card or

cash/cheque/e-transfer (see below).

Cheque/Cash/E-transfer Payments

In the case of cheque/cash/e-transfer payments, the system should generate an invoice and send that to

the person registering (account holder or administrator) instead of a receipt. When the cash/cheque/e-

transfer is received by WPC, a PSO or club, the administrator can then select the registration record and

indicate that the payment has been received. Marking registrations as paid should be simple and the

administrator should have the option to mark registrations as paid in bulk. For example, marking an

entire bulk upload as paid or marking an entire club’s registrant categories as paid (for PSOs) or marking

an entire PSO’s registrant categories as paid (for WPC) when their invoice is paid. The administrator

should also have the option to send out an email receipt to the registrants.

Payment Splitting

The system needs to support payment splitting amongst accounts (club, PSO and WPC). If a registrant

category fee is paid by credit card, the system requires the ability to have three-way payment splitting

to all levels of the organization. The correct amounts should be made to the respective organizations,

depending on their registrant category fees.

Confirmation Email

Once the registration process has been successfully completed and submitted, the account holder

should be sent a confirmation email. The confirmation email should be customizable by administrators

at each level (club, PSO, WPC) and include a summary of the registration information.

6.4 Refunds The system should support the capability to provide refunds for amounts previously paid, as authorized

by the appropriate administrator. According to WPC’s National Registration Policy, “A Registrant cannot

be inactivated without having to incur registration fees.” Therefore, only WPC administrators shall have

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the ability to refund WPC registrant category fees. The administrator who created an event can refund

event registration fees. The option to refund a portion or the total amount should be available. Ideally,

no additional transaction or processing fees should be applied to refunds.

6.5 Promotions It would be beneficial if the system could support the application of discounts and promotions relating

to registrations that can be set by the administrator. For example, discounts for early bird registration,

family discounts, or for entering more than one team, etc.

7. Other System Requirements

7.1 International Travel Permits Club, PSO and WPC administrators should be able to apply for an international travel permit through the

WPC National Registration Database and Event Management System. The minimum WPC registrant

category for applying for an international travel permit is Provincial. PSOs may have their own standards

for the minimum registrant category.

The following information should be collected:

Applicant Contact Information

● Club (required)

o Note 1: Field is a dropdown menu with clubs registered at that level. For example, a PSO

creating an event would have all of the clubs in their province listed and WPC would

have all clubs across the country listed.

o Note: When a club is applying, their club should be selected automatically.

● Province (required)

o Note: This field should be selected automatically for club and PSO applicants.

● Team Name (required)

● First Name (required)

● Last Name (required)

● Email (required)

● Role in organization (required)

Contact Information of Host Abroad

● Country (required)

● Contact Person First Name (required)

● Contact Person Last Name (required)

● Contact Person Role in the Organization (required)

● Contact Person Phone Number (required)

● Contact Person Extension (optional)

● Contact Person Email (required)

● Date of Departure from Canada (required)

● Date Returning to Canada (required)

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People Travelling

● Coaches (required)

● Athletes (required)

o Note: The information on the travel permit should include athlete’s first name, last

name, date of birth and cap number (requirements from USA Water Polo).

● Officials (optional)

● Chaperones (optional)

o Note: Chaperones must be registered as a volunteer with their PSO/WPC for the current

season)

The applicant should be able to select which people travelling will require international travel insurance.

Payments for international travel insurance are per person per day. Therefore, the system should have

the ability to calculate the amount owed by the team registrar based on the number of days travelling

and the number of people requiring insurance coverage.

International travel permits need to have an automated two-step approval process. After the club has

completed the registration form, the first step will be receiving approval from the PSO and, once this

approval is granted, the second step will be receiving approval from WPC. Ideally, email notifications

would be sent to each organization when they are required to approve an international travel permit.

7.2 Information Integrity and Availability The vendor needs to ensure the integrity and availability of all information in WPC’s National

Registration Database and Event Management System. They should ensure that capabilities such as data

backup, archival and restoration are available.

7.3 General User Interface Considerations The system should work with the current desktop browser versions of Microsoft Edge, Chrome, Firefox, and Safari plus the most recent previous major version. The expectation is that responsive design will be used in all implementation. On tablets, the front end should support both the Safari and Chrome browsers and all aspects of operation. On mobile (phone) devices, event viewing and subsequent registration are the primary tasks, other administrative functions may require more space than is available to be practical. The system should have clear guidelines for both administrators and registrants on what will function on mobile devices and what will not. Ideally, it would prevent access to parts of the system that would be impractical to use on a small mobile screen.

7.4 Multi-Language Support The system interface must be available in English and French. WPC can help to provide oversight to

ensure the French language version is the same as the English version. The system should allow for

French characters, including in bulk uploads of registrant categories. The user should be able to switch

between English and French at any time on any page within the system.

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Fields on event registration forms that are customizable by the administrator should have the ability for

a translation to be added.

Language throughout the system should also be customizable to water polo to enable ease of use for

users.

7.5 Online Help The system will need to provide help to users through online support.

7.6 Support Requests The system should allow users to send requests for support to administrators through email.

7.7 Training Support

The vendor should supply support for training of administrators in using the system. Ideally, the first

step would be training administrators using artificial data for training purposes. WPC would like for a

demo to be available to a select PSO and club(s) to implement the database and troubleshoot prior to

the entire membership embarking on the system. Training materials, not necessarily user guides, will

need to be prepared to help users use the system. Training for the system should be available six (6)

months prior to launch (scheduled for September 2021).

7.8 Protection of Personal Information The chosen WPC solution must protect the storage, usage and dissemination of personal information, as

defined by Canadian Federal and Provincial governments, documented here

https://www.priv.gc.ca/en/privacy-topics/privacy-laws-in-canada/02_05_d_15/, as well as in the

Canadian Anti-Spam Legislation (CASL). The information should be protected in compliance with

personal information protection regulations and standards as set out in Canada and its respective

Provinces.

The vendor will provide detailed information related to their approach, tools and policies in place, to:

Secure the system from unauthorized users

Prevent unauthorized users from accessing WPC data (i.e. data encryption, policies, procedures)

Notify vendor and WPC if incidents occur (i.e. intrusion detection)

Vendors should also describe how personal information will be protected from vendor staff, hosting

staff and associated contractors.

7.9 Security Standards Compliance As the WPC National Registration Database and Event Management System will be processing financial

transactions, the successful vendor must have a payment processing solution that is compliant with

Payment Card Industry (PCI) Data Securing Standards (DSS), and shall maintain certification to this

standard for the duration of the contract. The vendor should describe their approach to payment

processing, as well as all costs associated to payment processing that WPC will incur. If the vendor offers

https://www.priv.gc.ca/en/privacy-topics/privacy-laws-in-canada/02_05_d_15/

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several options to payment processing fees, the vendor should provide the costs and benefits for each

option.

7.10 Multiple Concurrent Users The system will need to be able to support multiple concurrent users logging into the system without

significant degradation in system performance. The vendor will supply a baseline minimum

hardware/platform/OS specification to WPC.

7.11 System Hosting The vendor should describe their approach to system hosting, including availability, up-time, hosting

locations, redundancy, backup, etc.

7.12 Deliverables

The vendor should provide WPC with a proposed project plan, identifying tasks, timelines and deliverables, as well as any assumptions for those tasks (i.e. time required by WPC).

Documents

Statement of Requirements System Requirements V2.pdf · Database and Event Management System. 1.1 Objective The objective of this document is to give solution providers specifications