1.    Organizational Structure

1.1    SOFTBALL ONTARIO

Softball Ontario is the recognized provincial sport governing body for softball in Ontario. Softball Ontario’s role is to promote and develop the sport of Softball.

1.2    ONTARIO AMATEUR SOFTBALL ASSOCIATION (OASA)

The OASA is responsible for male fast pitch in Ontario. The association provides competition opportunities including regional or zone and Provincial Competitions and sanctions tournaments. Talent identification on male fast pitch players is used for awarding outstanding talent and recognizing potential National Team and Canada Games players.

1.3    PROVINCIAL WOMEN’S SOFTBALL ASSOCIATION (PWSA)

The PWSA is responsible for female fast pitch in Ontario. The association provides competition opportunities including regional or zone and Provincial Competitions and sanctions tournaments. The PWSA registers and communicates to female fast pitch teams and provides female only skill development opportunities (skills camp). Talent identification on female fast pitch players is used for awarding outstanding talent and recognizing potential National Team and Canada Games players.

2.    Provincial Women’s Softball Association (PWSA)

2.1    Seasons

The PWSA operates on a membership registration process where all members must sign up and pay any program fees on a season-by-season basis.  Seasons are generally 1 year long and start in Oct and run until the end of Sept.  The exact dates are variable so the MRS will need to have the ability to set the season start date and end date.

2.1.1    Season Roll over

At the end of any given season all the user accounts will be reset from Active (see section 2.3) to inactive and upon their next sign in during the new season will need to follow the registration process required to become an active user again (waivers, payments etc)

For Associations, Leagues – TBD

2.2    System Roles

• Administrator – System Administrator (PW Admin) – access to all MRS features and functionalities.
• Player – an individual who can be placed on teams (rosters)
• Association Contact – An individual who can create / manage Associations. They can also create teams under the Association.
• Registrar – associated with a specific association can also create teams and is the only individual who can add / remove players from teams.
• League Convenors – can create leagues / add teams to leagues. (Optional)
• Team Manager – Individual who can be assigned to multiple teams but is responsible for registering teams into specific events.
• Coach – individual who can be assigned to multiple teams. (No online responsibilities)
• Assistant Coach – individual who can be assigned to multiple teams. (No online responsibilities)

2.3    User Role Status

• Active – has signed waivers and paid all fees for the current season
• Inactive – Individual who was active in a previous season but has not yet completed registration for the current season.
• Pending – individual who paid fees by a method other than CC and needs to be verified by the Administrator to become active.
• Unconfirmed – An account that was sent the initial registration email but has not completed the full registration process.

2.4    Administration Settings

• Seasons (see Section 2.1)
• Taxes – Allow administrators to set the tax % for applicable transactions
• Registration fees – The registration fee will be a table that will list system roles. Each user role will have:
  •  a Fee ($), a toggle to make it active or non active.
    • Active meaning able to be added to a user account
    • Inactive meaning not able to be added to a user account
  • A toggle (yes / no) to identify if it should charge tax on this role or not.
  • A “Non-taxable portion” ($) field that will exclude that $ value from the tax calculation  
  • Differential toggle (on/off).  If differential is turned on, when a user adds any roles that also have differential turned on, it will only charge the difference between what has already been paid and the outstanding payment required. If the new fee is < what has already been paid, that role is added with no additional charge.
  • Waiver documents – An area to upload a pdf document of any waivers associated with the specific role. These waivers will get displayed to the end user who selects the role during the registration process.

• Event Types – Admin should be able to create /edit / delete a list of available event types (see 2.5)
• Divisions

PWSA Administrators should have the ability to create / edit / delete divisions (Note, editing or deleting a division should have a warning about any potential teams / leagues using that division within existing or legacy data.

Divisions will be defined by:

2.5    Events

2.5.1    Create Events

Only PWSA admins can create events.

There will be several different types of events that can be created in the MRS. Events are for Teams to participate in. When creating an event, the following data points are required.

• Event Name (open Text)
• Event Type (Drop down list from admin settings)
• Event Start date (Date select)
• Event End date (Date select0
• Address including City
• Event Cost ($)
• Registration Start Date (Date select)
• Registration End Date (Date Select)
• Divisions (Multi select see section 2.4)
• Maximum number of participants (Numerical value)

2.5.2    Manage Events

Once an event has been created, it will appear on the Event Search list and the Event Calendar (see 2.11.2). PWSA Administrators will have the ability to view /edit and delete all events. On the manage events area, there will be a search option for all events including:

• Event Name
• Event Start Date
• City
• Divisions offered.

In addition to the above search fields, the Search results table should also include:

• Maximum number of Participants
• Current teams registered

When selecting an event and clicking on View, the admin can see all the event details (see 2.5.1) as well at the bottom, there will be listing of all of the teams that have registered for this event.

Teams will have a payment status associated with them (Paid or Pending). Pending will only show if the team has selected pay by cheque.

Admin will have the option of highlighting any specific team and clicking on view / remove.

View – will display a page containing the Team information, including Team Manager (With contact information), Coaches, Assistant coaches, and access to view the team roster.

Remove – Will remove the team from that event. It will send an email to the Association Contact, the Association Registrar and the Team Manager telling them that they were removed from the event and it will also refund any payments that were made to participate in that event.

2.6    Individual (user) Registration process

All user accounts will need to fill in the following information as part of their personal profile during the registration process.

1. First and Last Name
   1. DOB (YYYY, MM, DD)
   1. Address, City, Postal
   1. Email Address – doesn’t have to be unique in the system
   1. Association – Drop down select list of available Associations
   1. Team Name – Will not be entered by end user but assigned by the Registrar see Associations
      1. Team name will also contain Team Division
      1. Team name will also contain Team Tier

• Select user role(s) – (see section 2.2)
  • Cell Phone Number
  • Gender Identity
• Woman
• Man
• Agender
• Non-Binary/Non-Conforming
• Transgender
• Two-Spirit
• Genderqueer
• Prefer not to say
• Prefer to self-describe/self-define (open text)
  • Indigenous status (Open text)
  • NCCP # (coaches) (Open text)
  • PWSA Player Number
    • PWSA has existing Membership numbers, users will use their membership numbers as their unique identifier (username) for logging in.
    • First time registrations will allow the end user to enter in their own membership number, the system will validate that the number has not been already used.
    • Users who don’t have a membership number can ask for a new number and the system will provide one to them[GW1] .
  • Respect in Sport Number (Open Text)
  • Proof of ID – this will be an upload of an image or a PDF

2.7    Acknowledgement and Waivers

Users will also have to sign and accept associated waiver statements.  They number and type of waivers can be variable based on the roles selected during the registration process.

These waiver documents are managed by Administration staff through the PWSA admin portal.  (See section 2.4)

2.8    User Roles and Registration fees

When a user registers in the MRS, they will be required to pay the fees associated with each role before being allowed to become an active member.  Payments made by CC will have an automatic approval. Users who select “cheque” as a payment option will be put into a pending status until payment can be verified by admin staff.

2.9    Payment Options

The PWSA would like to offer two payment options for users going through the payment process.

• CC Transactions – For online payments, the MRS will use BrainTree as the Gateway. This will handle all CC transactions. Orders will be verified in real time and if successful the order will be complete and the result of the order can take place (Adding a user role, entering an event etc.)
• Payment by cheque – if the user selects pay by cheque, when submitted, the order will go into a pending state and stay that way until the PWSA admin can verify that the cheque has been processed.  Once verified, the result of the order can take place. (Adding a user role, entering an event etc.).
  • PWSA Admin should be able to add a message to the cheque payment option to display to users, to whom to send the cheque too.  

All orders will have an online success message to identify if an order was completed and an email receipt will be sent to the user to confirm.

Note: PWSA will need to provide Crestline with the BrainTree account information for the production website.

2.10    Association Affiliation process

Members who have the Association Contact role can create and manage an association in the MRS.

The user dashboard will, and an option called Associations. Clicking on that button will either initiate a new Association application or provide details of the existing Association.

New Association application process:

• Associations may apply for PWSA affiliation by filling out the following required information.
• Association Name
• Address
• City
• Postal Code
• Website
• Executive Members
  • Title
  • Name
  • Cell Number
  • Email address
• Constitution – Upload PDF doc.

PWSA Admin will review potential Associations and approve it or deny

Associations can also have one or more Registrar (see section 2.2)

All teams must belong to an affiliated Association and only the Association Contact or the Registrar can make teams and assign players to these teams.

2.11    Association Administrative functions:

2.11.1    Manage / Create team

Every Association will have Teams that play under it. Each Team will have several data points that can be created and managed by the Association Contact or the Association Registrar.

• Team Name – Open Text
• Team Division (select list see section 2.4)
• Team Tier (select list of Tier 1, Tier 2 or none)
• Team Manager (Select from Existing Members within an Association that have the Team Manager Role)
• Team Coach (Select from Existing Members within an Association that have the Team Coach Role)
• Assistant Coach 1 (Select from Existing Members within an Association with the Assistant Coach Role)
• Assistant Coach 2 (Select from Existing Members within an Association with the Assistant Coach Role)
• Roster of Players – Multiple individuals (Select from Existing Members within an Association that have the player Role)

2.11.2    Event Registration

Teams can participate in events (see section 2.5). Only association Contacts, and Team Managers can enter a team into an event.

Search Events – There are 2 ways to find events.

• Event Calendar – Shows all upcoming and past events on a calendar view. Clicking on the event will bring the user to the event details page where they can register.
• Event Search – The events page should have a search at the top that allows users to search based on:
  • Event Name
  • Event Start Date
  • City
  • Divisions offered.

Once a user has clicked on an event, the full details of that event will be displayed (see 2.5.1). The user will also now have the option to register a team for that event. Only teams that match the divisional requirements will be allowed to register. If the user has a team that matches those criteria, they can select it from an available teams list, hit register and be brought to the payment screen for processing.

Once a team has been fully registered for an event, that event will appear on all the participating users Dashboard under My Events.

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 [GW1]Need to understand the existing membership numbering system so we can understand where new users can start from