1. Introduction
This document outlines the requirements for the system to be implemented for the Cricket Association, which will manage various operations related to the 14 districts headquartered at Trivandrum. The system should integrate multiple functionalities, including claim management, financial management, transaction management, document management, and digital connectivity. This will streamline processes such as scheduling and conducting zonal matches, managing official payments, player management, and online file management.
2. Functional Requirements
2.1. Request and Payment Management
District Requests: Requests and payments from the 14 districts will be submitted to the headquarters. The system should capture, manage, and track these requests.
Payment Management: Financial transactions from each district must be recorded and tracked for transparency.
Approval Workflow: Requests and payments need approval from relevant departments at the headquarters (e.g., finance, admin). For each matches there are requests gone to Umpires in which he have to accept the matches, similar kind of approvals need to be managed.
Notifications: Notifications of request status updates, payments, and approvals should be sent via WhatsApp and mobile app to relevant stakeholders.
2.2. Claim Management
Claims(Transaction): The system should allow districts to submit claims for various purposes such as reimbursement, expenses, etc.
Approval Process: Claims should go through an approval workflow involving multiple levels of authorization based on the type of claim.
Tracking & Reporting: Claims will be tracked and statuses updated in real time, with detailed reports available for review.
2.3. Financial Management
Budgeting: Track financial budgets for each district and department (game, finance, etc.).
Expense Tracking: Record all financial transactions, payments, and expenditures from each district.
Reporting: Generate reports for financial audits, district payments, and financial summaries.
Official Payments: Implement a system to track official payments made by each district for scheduled matches, facilities, and other services.
2.4. Transaction Management
Payment Processing: Allow for the processing of financial transactions, such as payments for zonal matches, official fees, and district contributions.
Audit Trail: Ensure an audit trail of all financial transactions for accountability.
2.5. Document Management
File(Transactions)Storage: Implement an online file management system where all important documents (claims, approvals, match schedules, etc.) can be securely stored.
Document Sharing: Allow for easy sharing of files between districts and headquarters, including approvals and administrative tasks.
Access Control: Implement role-based access control to ensure that sensitive documents are only accessible by authorized personnel.
Version Control: Ensure that documents have version control, particularly for contracts, approvals, and other evolving documents.
2.6. Scheduling and Conducting Zonal Matches
Match Scheduling: The system should allow the scheduling of zonal matches, including the assignment of teams, umpires, and officials.
Availability Confirmation: Teams and umpires will confirm their availability for scheduled matches via the app or system. If unavailable, new assignments should be made automatically.
2.8. Team Player Management
Player Database: Manage player profiles for each team across districts. Profiles should include personal information, performance history, and availability.
Team Assignments: Allow for team selection and assign players to matches. Notifications of team assignments should be sent via the app and WhatsApp.
Match Participation: Players should confirm their participation in matches, and notifications of their participation status should be sent.
2.9. Data Migration
Current System: The association is currently using Tally for financial management. Data migration from Tally will not be required in this system, but the system should be able to integrate with or support Tally data exports.
Departments and Functional Areas
The system will need to accommodate several departments and their respective functions:
Game Department: Responsible for organizing matches, player management, and team scheduling.
Finance Department: Manages payments, claims, and financial reporting. Fixed Asset management is carried out by finance department. All the assets are currently under numbering etc. Expense Management of each employees have to be there.
Administrators: Oversee the overall system management, including approvals and role assignments.
Stores Department: There is one physical stores in which consumables and other things are procured.
Rental Grounds Management
External Rentals: Grounds will be rented out to external organizations like Bar Associations and IMA. The system should manage rental bookings, payments, and ground availability.
Lease Grounds: The ground will be taken for lease.
Booking Management: Track bookings, rental fees, and availability for external parties, ensuring no scheduling conflicts.
System Integration and Compatibility
HRMS Integration : At present, there is no HRMS system. The new system should allow for the potential addition of HR management functionality in the future (e.g., employee records, payroll). Currently using excel for management.
Mobile App and WhatsApp Integration: Ensure seamless communication between the system, mobile app, and WhatsApp for notifications.
Payment Integration
Users
- System and ground Users – 25
- Zonal users – almost 28
Total Users – 50 Users
SOLUTION DESIGN FOR KERALA CRICKET ASSOCIATION
CLAIM MANAGEMENT:
- NetSuite Expenses Reimbursement is utilized to manage and process claims.
COMMUNICATION & DIGITAL CONNECTIVITY:
- NetSuite’s default application is utilized to deliver notifications and reminders for approvals.
CUSTOMIZATION:
- NetSuite offers a high degree of customization; however, Customization is limited to its core features.
DIGITAL DOCUMENT MANAGEMENT:
- NetSuite’s default File Cabinet feature can be used for Digital Document Management.
