BC Association of Kinesiologists

Transcription

1 BC Association of Kinesiologists Website and Membership Database: Requirements Issue Date: January 17, Columbia Street, Vancouver, BC V6A 2R5 Tel:

2 1 Introduction 2 Non-Functional requirements 2.1 Hosting 2.2 Graphic Design and Branding Web design 2.3 Content management system Vendor-independent system Extensibility Version control 2.4 Data import 2.5 Maintenance 3 Functional Requirements 3.1 Public Content Basic page Find a Kinesiologist Job Postings Events What s Happening Frequently Asked Questions Photo Gallery Featured Kinesiologist Interactive forms Login Contact us 3.2 Guests Purchase job posting Purchase event posting Event registration Purchase eblast Membership application Saved application in progress Documents Offsite process 1

3 Notification Application update Ecommerce Order history 3.3 Members Member profile Member benefits Renew or Change your Membership Practicing Academic Student Associate CE Credits Create CE Credit Calculate CEC earned Review CE Credit Renew membership Communication opt-in Member only content 3.4 Review committee Membership application Submitted application list Application Application notes Initial notes on the application process 3.5 Administrators Member database Bulk data cleanup process Reporting 3.6 Website content Basic page Job Postings Events What s Happening Frequently Asked Questions Photo Gallery 2

4 3.6.7 Featured Kinesiologist 3.7 Interactive forms Contact us Membership application Membership renewal 3.8 Ecommerce Products Coupon Coupon tracking Orders 3.9 Configuration 4 Document management 5 Social media platforms 6 Member distribution 7 Event registration 8 Miscellaneous assets 8.1 Payment system 8.2 Domain names 8.3 SSL certificate 8.4 Google Analytics 8.5 Images 9 Appendix A - Application workflow 3

5 1 Introduction This document contains the functional and non-functional requirements for a new website and member database to update The specifications are intended to define scope sufficiently to obtain a development estimate, and to provide an input for the project s design phase. 2 Non-Functional requirements 2.1 Hosting The website is delivered with hosting appropriate to the anticipated load, for production and staging instances of the site. The site is hosted in Canada at a data center utilizing industry best practices. 2.2 Graphic Design and Branding The website design is derived from style guide to be delivered. Rebranding activities are scheduled to be completed by April Web design The distinctive web design faithfully reflects the BCAK brand, enhancing BCAK s reputation in the health and wellness community, and increasing member engagement. Rebranding will be undertaken in parallel with website development project; A clean custom design is applied to the site s already developed wireframe templates. The website design follows current best practices, including responsive design, W3-compliant coding, and compatibility with current major browsers. 2.3 Content management system The new website is built with a Content Management System (CMS) that is favourably recognized in the industry as following current best practices Vendor-independent system The technology is widely supported, allowing BCAK to change suppliers and avoid vendor lockin. 4

6 2.3.2 Extensibility The system supports efficiently adding new features over its lifespan. Updates to major features are readily available from the CMS community, and anticipated new features are available for easy integration with the new website. The system allows Administrators to easily make significant modifications to the site structure, content types, elements and forms, as well as the content itself. For example, BCAK may efficiently implement member e-learning modules within the members only section of the site, using the delivered CMS architecture Version control Content types are configurable to track revision history with simple roll-back capability. 2.4 Data import Membership data and website content are migrated from the legacy database using csv files to import into the newly-designed data structure. 2.5 Maintenance Following launch, the site will be maintained, ensuring reliable service over its lifespan. BCAK requests for refinements and new features are promptly and cost-effectively delivered. 3 Functional Requirements 3.1 Public The public-facing website is accessible to anonymous users Content The following content types are available to present public content Basic page Pages consist of Title Description field Additional fields, including SEO metadata, is configurable as required. 5

7 Find a Kinesiologist The Find a Kinesiologist (FaK) features a publicly available search form, with results list and detail pages. The content for each kinesiologist is editable by members, and associated with their membership record, eliminating duplicate data. FaK profile: First name Middle name Last name Profile image Description field Area of specialization (multi-select options) Languages (multi-select options) Primary work address Secondary work address Public Work address includes: Workplace name Address City (option list) Postal code Phone FaK search form: Name search Areas of specialization filter City search Languages Basic free text search (searches all text fields) Job Postings Job postings consist of a search form, results listing and detailed postings. Users respond to postings directly to job poster by . Job posting: Title Description Posting date range City Required Qualifications Required Experience for submissions Job search form: City Qualifications Experience 6

8 Events Events are publicly displayed in calendar and list format, with links to a detail view of each event. Event listing: Title Date(s) Description Location Presenter(s) Registration link Type What s Happening News listing to display on public site, consisting of Title Date Description Frequently Asked Questions Categorized list of questions and answers. Questions list is context-sensitive, loading questions that are most relevant to the site location the list is loaded from, with link to view full list. Full FAQ list may include category filter to facilitate locating questions of interest. Question Answer Category Photo Gallery A public-facing image gallery presents images to site visitors. A list of image collections is presented; users select a collection for viewing. Images in the collection are viewable in a concise grid format, from which individual images are selected for expanded viewing Featured Kinesiologist A content feature randomly loads a member s Find a Kinesiologist profile into a block labelled Featured Kinesiologist. Name Link to profile Public phone Public contact Profile image 7

9 3.1.2 Interactive forms Login To gain access to the guest, member, review committee or administration site features, users enter their login information. The form submission authenticates active account holders, providing access according to their role. The feature includes self-service password recovery capability and an application to create a new account Contact us The contact us page/section includes a simple contact form, delivering messages to the site Administrators as well as storing submitted messages in the system database. 3.2 Guests Users can apply for a new (guest) account through the login feature. Guests will have access to the following features: Purchase job posting Users submit a job posting for publication. The posting content is described in Job Postings, above. Price per posting is based on user role (public member), and membership type. Users can opt to purchase an eblast for the posting. Postings are moderated by Administrator and approved for publication Purchase event posting Users submit an event for posting on the site s event calendar. The posting is described in Events, above. Price per event is based on user role (guest member) and membership type. Users can opt to purchase an eblast for the posting. Postings are moderated by Administrator and approved for publication Event registration Event registration for guests/members is NOT initially required within the new BCAK website. However, it is possible that it will be required in the future, so consideration should be given to adding registration capability when planning the event feature Purchase eblast Users can purchase eblasts for Job postings, Events, or one-off ads. When purchasing for Job postings or Events, the eblast is added to their purchase, and the eblast is associated with the items. When users purchase one-off eblasts, they submit a posting (Title, description), then proceed to payment. Postings are moderated by Administrator and approved for distribution. 8

10 3.2.5 Membership application The membership application is a multi-path process. The full application is not yet specified to the detail of individual questions. See Appendix A for flowchart. The application form has multiple pages, with pages presented conditional on previous page selections Saved application in progress When users partially complete their application, their form content can be saved as draft. Users can return to their application and continue where they left off. Once the user has completed the application, they may submit it Documents Parts of the application require users to upload documentation (electronic files). The file upload is designated as a required field to prevent applicants from proceeding without uploading. The documents are to remain associated with, and accessible from, the application form during repeat visits to complete the application and through the subsequent application review Offsite process Users may need to undergo a criminal record check through an offsite process. Users obtain a website link and code in the application form, and complete their criminal record check submission outside the application form. Once the record check is complete, the application form is updated by the Application Review Committee, indicating the result of the check Notification When the user s application has a status change, they will be notified by . Upon logging in to the site, users can view their application, including notes and updates provided by the Committee Application update Upon completion of the application form, it is reviewed by the applications review committee, who update the application form to indicate the result of the review. When there are additional actions required, they are indicated in the form. Users return to the application in progress to see its status and undertake additional actions, such as re-submitting required documents. Relevant application form fields: Application pathway (3 options) - The system will assign one of three available application pathways for each application, based on application responses. Anticipated review/completion date - The system sets a read-only date, calculated as the submission date plus review period based on the specific application pathway Ecommerce Guests (and members) have access to website ecommerce: Pricing based on user role and member type 9

11 Checkout and payment; system accepts payment by credit card or direct debit Discount coupon may be applied during checkout Guests (and members) can view their own order history Order history The order history consists of a list of transaction records for membership transactions. The list includes membership renewals. It is expected that order history will be delivered with standard ecommerce components, but system will need to accommodate import of legacy transactions. The user can filter order history by date, transaction type. Results list to display ID date transaction type (membership, job posting, etc) amounts link to Order, which displays detailed transaction record. 3.3 Members Upon login, members have access to the following features: Member profile A subset of the member database is be available to members for self-service updates. Private data is only displayed to BCAK Administrators. Private name, personal and business and contact info, including addresses, , phone, membership number, alias (a text field to keep alternate name(s) for member). Private, readonly: member since: YYYY. Obtained from application form for new members; imported from invoice records for legacy members. Public (Find a Kinesiologist) personal, business and contact info including address, , phone, if different from private info. Public profile image, description, areas of specialization, social media accounts. Opt-in permission to display profile on FaK Member benefits The landing page includes a description of member benefits, covering all membership types. The page includes a list of member s own selected benefits, as signed up for on renewal, as well as links to update the selected benefits Renew or Change your Membership The membership period is preset based on current date. The default is a one year membership ending Dec 31 of the current year. If the current date is December, the system sets the membership ending Dec 31 of the following year. 10

12 The member selects their member type, the system displays the appropriate form to be completed. Form content is saved per step, allowing the user to complete the form in multiple sessions. For users selecting the same member type as the previous year, the forms are populated with the personal and academic data stored in the member database from the previous year Practicing First step, member completes form Academic record - school, degree, areas of study Opt in to Find-A-Kin If user doesn t opt in to Find-A-Kin, system prompts are you sure? If user does opt in, system presents preview of Find-A-Kin as currently displayed, with direction to review profile for accuracy and update as needed (link provided). User may update profile without losing data entered in their application-in-progress. Second step, member reviews CE credits System displays completed credits; If sufficient credits displayed, member proceeds to next step. If insufficient credits are displayed, the system directs user to update their CE credits (link provided), or return to complete renewal once credits have been earned. User cannot proceed until the system indicates sufficient credits have been earned. Third step, member completes form System presents member benefits page, which highlights benefits available to the membership type, and includes directions to select benefits of interest. Members selects benefits of interest, proceeds to next step. Fourth step, member completes form Member is presented with professional oath, with required checkbox agreeing to abide by oath. Member is presented with informed consent and communication opt-ins as required checkboxes. User cannot proceed until oath and required consent have been selected. On submission, member proceeds to next step. Fifth step, member completes insurance options form Member may choose independence insurance option, in which case member fills in fields detailing their insurance policy. If member chooses to obtain insurance through BCAK, on form submission: System sends appropriate package to insurance provider by web service. System receives response from insurance provider containing verification package was received. System adds insurance fee to payment amount in next step. Sixth step, member is presented with payment processing interface to complete registration. Upon payment completion, membership renewal is complete. System updates member database record. 11

13 Member is ed receipt Academic First step, member completes form Basic academic info incl. attached business card Second step, member completes form System presents member benefits page, which highlights benefits available to the membership type, and includes directions to select benefits of interest. Members selects benefits of interest, proceeds to next step. Third step, member completes form Member is presented with professional oath, with required checkbox agreeing to abide by oath. Member is presented with informed consent and communication opt-ins as required checkboxes. User cannot proceed until oath and required consent have been selected. On submission, member proceeds to next step. Fourth step, member is presented with payment processing interface to complete registration. Upon payment completion, membership renewal is complete. System updates member database record. Member is ed receipt Student First step, member completes form Academic info incl. attached transcript Second step, member completes form System presents member benefits page, which highlights benefits available to the membership type, and includes directions to select benefits of interest. Members selects benefits of interest, proceeds to next step. Third step, member completes form Member is presented with professional oath, with required checkbox agreeing to abide by oath. Member is presented with informed consent and communication opt-ins as required checkboxes. User cannot proceed until oath and required consent have been selected. On submission, member proceeds to next step. Fourth step, member is presented with payment processing interface to complete registration. Upon payment completion, membership renewal is complete. System updates member database record. Member is ed receipt. 12

14 Associate First step, member completes form Company name incl. attached logo Second step, member completes form System presents member benefits page, which highlights benefits available to the membership type, and includes directions to select benefits of interest. Members selects benefits of interest, proceeds to next step. Third step, member completes form Member is presented with professional oath, with required checkbox agreeing to abide by oath. Member is presented with informed consent and communication opt-ins as required checkboxes. On submission, member proceeds to next step. Fourth step, member is presented with payment processing interface to complete registration. Upon payment completion, membership renewal is complete. System updates member database record. Member is ed receipt CE Credits To qualify for registration renewal, kinesiologists must participate in a program of continuing education. The system tracks adherence to the CE Credits program. Practicing members must earn 20 credits per year, new members must earn credits according to the prorating schedule: Membership Start Date Credits Required Q-1 (Jan - Mar) 15 Q-2 (Apr - Jun) 10 Q-3 (Jul - Sep) 5 Q-4 (Oct - Nov) 0 Most accepted Courses / Seminars / Conferences can earn an unlimited number of credits per year. A limited number of credits can be earned in certain credit categories: First aid, CPR/AED, EMT Completion of college or university courses in Kinesiology or a related work discipline 13

15 Self-directed study in Kinesiology, including podcasts, research review using the e- Health Library (BCAK website) or other source Presenting/Teaching/Research Service to Profession BCAK Participation A CE credit chit (content type) tracks the CE credit activity by credit category and date Create CE Credit Member creates chit for CE Credit, completing Activity Date Earned Category (option list of acceptable CE Credit categories) Activity (option list of acceptable activities dependent on Category) Description/notes I swear the submitted CE credit activity complies... agreement checkbox Save as Draft / Submit buttons Member can save incomplete chit, for example on course registration, before course is completed. A chit does not count for CE credits until Completion date and agreement checkbox has been entered and chit submitted Calculate CEC earned System calculates CE credits earned in current year for each member, using applicable credits per category/activity and date earned Review CE Credit Member views list of chits, which are marked complete/incomplete (draft). Member can edit chits to complete them. Member can view CE credits earned to date Renew membership Upon renewal, system checks CE credits earned. If insufficient, member cannot proceed with renewal Communication opt-in Member reviews their communication opt-in choices, and update as desired. The choices presented are the same as those presented in their renewal form Member only content Upon login, members have access to member only navigation and site content, as set by Administrator. 14

16 3.4 Review committee The Application Review Committee user (Review committee) can view and edit submitted applications in process for guest users, including uploading a worksheet file for each applicant Membership application In addition to standard interactive form functionality, the membership application will have custom features to facilitate processing by the Review committee Submitted application list User views list of applications with status of submitted, pending documents, in review, or conditional. List will show Applicant name (guest user) Submission date Application pathway Application status Assigned Review committee (3 Review committee users per application) Anticipated review/completion date User selects from list to view application in detail Application User reviews submitted application data, including uploaded files. System presents application form to Review committee similarly as to Guest, with page-by-page layout, with additional fields available to Review committee only: Reviewers (three Review committee users assigned to review application) Review worksheet (uploaded files) Review assessment indicated with (Approved / Not approved) marked by each reviewer. Application status (draft submitted pending documents in review conditional declined completed) Criminal record check result Notes to applicant (text field displayed to applicant) Application notes Application notes may be revised repeatedly as an application progresses. The system saves each version of an application s Application notes Initial notes on the application process In practice, staff (with admin access) may preview submitted applications to assign reviewers and return incomplete applications. 15

17 Upon beginning the application review process, Review committee sets application status to In review When two of the reviewers have reviewed the application as Approved, Application status automatically set to Completed When application status is changed, system notifies applicant, primary website account, and reviewers, by When payment is received for a completed application, the applicant s role is changed from guest to member and appropriate application data is inserted into the membership database record and membership renewal record. The system checks Anticipated completion dates, and sends reminders to reviewers when dates are approaching. 3.5 Administrators Administrators have full access to the system, including that of Public, Guests, Members, and Review committee, as well as additional features Member database Administrators have access to view/edit data for each member: Private/public profile data Public profile data is visible on public site through Find-A-Kin Application form Renewal form Member benefits CE credits Orders Membership history Bulk data cleanup process Administrator submits data cleanup function. System deletes old application data Application documents dated more than 5 years past the date member was last active CE Credits more than 5 years old The system generates an annual reminder, sent to the primary website account. It is expected that specifics of the data cleanup function will evolve, but changes will require developer involvement Reporting The Administrator can filter and view the membership database to view membership segments and obtain membership summary data. The Administrator can export filtered membership lists for use in other systems, EG distribution. 16

18 3.6 Website content The Administrator has full access to add/edit/delete and arrange content of each type. The Administrator has ability to set role-based access for all content display Basic page Pages can be added by Administrator, consisting of Title Description field The Administrator can easily format text and add media to description field Job Postings The Administrator reviews, edits and publishes job postings submitted by users. The Administrator can add job postings directly, bypassing ecommerce, if needed Events The Administrator has ability to set specific events for member-only viewing Title Date(s) Description Location Presenter(s) Registration link Type The Administrator reviews, edits and publishes event postings submitted by users What s Happening The Administrator adds/edits/deletes news posts to display on public site, consisting of Title Date Description News category The Administrator sets news visibility as public or member only Frequently Asked Questions The Administrator adds/edits/deletes FAQs, consisting of Question Answer Category The Administrator sets FAQ visibility as public or member only. 17

19 3.6.6 Photo Gallery The Administrator adds/edits/deletes galleries and images within galleries for display on site Featured Kinesiologist This feature has no admin interface, it is generated by random selection of a Find-A-Kin profile. 3.7 Interactive forms The Administrator sets basic behaviours for all interactive forms, including Recipient(s) of notification Whether messages should be stored within website database or delivered by only. Text of confirmation message presented to submitting user Form visibility (public/guest/member) Forms include: Contact us Membership application Membership renewal 3.8 Ecommerce Products In general, ecommerce is tied to completion of system content creation: Application form Initial application fee (3 levels) Entrance/course equivalency exams Membership dues Insurance fee Renewal form Membership dues Insurance fee Job postings Event postings Eblast Each fee-based content item is an ecommerce product. The Administrator sets price for each product, including the ability to apply role-based and membership pricing. 18

20 3.8.2 Coupon The Administrator can specify single use coupons to be applicable to specific products. The applicable discount can have a $ or % value. The Administrator specifies a product purchase to generate a single use discount coupon. EG on completion of a membership renewal form purchase, a coupon is generated to allow a 100% discount on job posting. The discount coupon presented to purchaser on payment completion as a text string (code). The Administrator can generate coupon codes manually Coupon tracking The Administrator can view a report on coupon use, including A list of users that have redeemed coupons within date range / by coupon type and/or purpose. A summary of redemption counts and values within date range / by coupon type and/or purpose Orders The Administrator can view all ecommerce orders, including the associated system content. The Administrator can view summary reports on ecommerce activity, including Order count by product, per date range Sales by product, per date range 3.9 Configuration The Administrator updates shared content elements in central location. For example: the City pick list to be selected for member records, job postings, events, etc., content blocks displayed on multiple pages. 4 Document management In addition to the website and member database, the BCAK executive requires shared document storage on Canadian servers. No more than 100 GB total storage space is expected to be required. 5 Social media platforms BCAK is seeking opportunities to integrate social media account activity with the new website: Facebook Twitter Linkedin Youtube channel 19

21 During the design phase, it is expected that elements will be specified to present social media content on the website and/or website content on social media platforms. 6 Member distribution To support BCAK s distribution requirements, the following workflow should be supported by the system: The Administrator segments (filters) member database based on communication requirements: All current members, to distribute required communication Notices can be sent to list filtered to specific membership type Opted-in to receive communication, to distribute: Eblasts Jobs Events Newsletter The Administrator exports members in spreadsheet format, including address and any personalization required (EG Name and Salutation). The Administrator imports members to distribution system. The Administrator creates message to be distributed. The following types of distribution messages are required: Job available Event posted Purchased Eblast Newsletter Administrator assigns message to member list, distributes message to list. 7 Event registration Initially, BCAK events will be managed externally, with Eventbrite or similar service, as recommended. BCAK events will be posted in the BCAK website events listing, with the registration link taking user to the external registration site. 8 Miscellaneous assets The following website assets are available to be utilized in the website project. 8.1 Payment system Ecommerce transactions will be processed and deposited into BCAK bank account. BCAK will need to establish a merchant account and account with payment system such as Paypal. 20

22 8.2 Domain names kinesiologists.org Registered with register.ca registeredkinesiologist.ca Registered with 10dollar.ca bcak.bc.ca Registered with rebel.ca 8.3 SSL certificate bcak.bc.ca Currently registered with Digicert. 8.4 Google Analytics The BCAK Google Analytics account is used to track its website traffic. 8.5 Images Images are licensed by BCAK for use in communications. 21

23 9 Appendix A - Application workflow 22