SGMF - Functional Requirement Document.docx

SGMF - FRD SGMF AIX/IT/WEB/FRD/20240702/1315 Document Type Control Document Type Functional Requierments Document -------------------------- ---------------------------------- Brief Description Document description Classification Conf...

SGMF - FRD SGMF AIX/IT/WEB/FRD/20240702/1315 Document Type Control Document Type Functional Requierments Document -------------------------- ---------------------------------- Brief Description Document description Classification Confidential Policy/Document Approver Mayank Dabhi Version History Version Date Brief Description of Change --------- ------------ --------------------------------------- 1.0 07/02/2024 Functional requirement document draft Contents [Introduction 1](#introduction) [Project Overview 1](#project-overview) [Purpose 1](#purpose) [Scope 1](#scope) [Problem Statement 1](#problem-statement) [Context and Background 1](#context-and-background) [Problem Definition 1](#problem-definition) [Current Issues 1](#current-issues) [Objectives 2](#objectives) [Expected Outcomes 2](#expected-outcomes) [Functional Requirements 3](#functional-requirements) [In Scope 3](#in-scope) [Modules 3](#modules) [Application User Roles 3](#application-user-roles) [CMS Pages 3](#cms-pages) [Home Page (Specifics) 3](#home-page-specifics) [About Us 3](#about-us) [Our Work 3](#our-work) [Demo Area 4](#_Toc170912485) [Members 4](#members) [Resources 4](#resources) [News 4](#news) [Events 4](#events) [Contact Us 4](#contact-us) [Membership Dashboard 4](#membership-dashboard) [SGMF Admin Only 4](#sgmf-admin-only) [CMS including forms/publications/new pages 4](#cms-including-formspublicationsnew-pages) [Shop Module 5](#shop-module) [Events Calendar 5](#section) [Membership Management 5](#membership-management) [Invoices & Renewals 5](#invoices-renewals) [Benefits and Discounts 6](#membership-dashboard) [Events and Registrations 6](#events-and-registrations) [Exports/Reports Requirements in CSV Format 6](#exportsreports-requirements-in-csv-format) [Membership Management 6](#membership-management-1) [Potential members 7](#potential-members) [Accounts Requirements 7](#accounts-requirements) Introduction ============ Project Overview ---------------- This document outlines the functional requirements for the development of the SGMF Website and Application. The project aims to create a modern, user-friendly website with a robust content management system (CMS) and various modules to support the needs of SGMF members and administrators. Purpose ------- The purpose of this FRD is to provide a detailed description of the functionalities required for the SGMF website and application to ensure that all stakeholders have a clear understanding of the project\'s objectives and deliverables. Scope ----- The scope of this project includes the design, development, and implementation of a template-based website with an easy-to-manage CMS, integration of social media links, Google Analytics, and meta keywords/descriptions. The website will be developed using HTML5 and CSS3, ensuring compatibility across devices. Problem Statement ================= Context and Background ---------------------- The Society for Gas as a Marine Fuel (SGMF) is an organization that provides guidance, information, and standards for the safe and effective use of gas as a marine fuel. As the organization grows, the need for a robust, user-friendly digital presence becomes increasingly important. The existing website and member management systems are outdated, lack essential functionalities, and do not meet the current needs of SGMF members and administrators. Problem Definition ------------------ ### Current Issues 1. **Outdated Website Design**: - The existing website lacks a modern, responsive design, leading to poor user experience, especially on mobile devices and tablets. - The design is not optimized for search engine rankings, limiting the organization's online visibility. 2. **Inefficient Content Management**: - The current CMS is cumbersome and difficult to manage, hindering efficient updates and edits to website content. - Administrators lack the tools to easily update meta keywords and descriptions, impacting SEO performance. 3. **Limited Member Engagement**: - The member area lacks essential features such as a centralized dashboard, access to resources, and personalized alerts, leading to decreased member engagement and satisfaction. - There is no integrated shop module or event management system, limiting opportunities for member interaction and revenue generation. 4. **Administrative Challenges**: - SGMF administrators face challenges in managing memberships, tracking invoices, and sending automated reminders, leading to inefficiencies and potential revenue loss. - The current system does not support automated processes for membership renewals and alerts, increasing the administrative burden. 5. **Insufficient Reporting and Analytics**: - There is a lack of integrated tools for analysing membership data, financial metrics, and website performance, limiting the organization's ability to make data-driven decisions. - Google Analytics and other reporting tools are not fully integrated, reducing the effectiveness of performance tracking. ### Objectives To address these issues, SGMF aims to develop a new website and application with the following objectives: - **Modernize the Website Design**: Implement a template-based, responsive design using HTML5 and CSS3 to enhance user experience and search engine rankings. - **Enhance Content Management**: Deploy a robust CMS that allows easy updates, edits, and management of meta keywords and descriptions. - **Improve Member Engagement**: Develop a comprehensive member area with a dashboard, access to resources, personalized alerts, an integrated shop module, and event management system. - **Streamline Administrative Processes**: Implement automated membership management processes, including renewals, invoicing, and alerts, to reduce administrative burden and improve efficiency. - **Integrate Reporting and Analytics**: Integrate Google Analytics and other reporting tools to provide comprehensive insights into membership data, financial metrics, and website performance. ### Expected Outcomes - **Improved User Experience**: A modern, responsive website design will enhance user experience, increase member satisfaction, and improve online visibility. - **Efficient Content Management**: A robust CMS will enable administrators to manage content more efficiently, improving overall site management. - **Increased Member Engagement**: A comprehensive member area with enhanced features will increase member interaction, satisfaction, and retention. - **Streamlined Administration**: Automated processes for membership management and invoicing will reduce administrative workload and improve operational efficiency. - **Data-Driven Decision Making**: Integrated reporting and analytics tools will provide valuable insights, enabling better decision-making and strategic planning. By addressing these challenges, SGMF aims to create a digital platform that meets the current and future needs of its members and administrators, supporting the organization's mission and growth. Functional Requirements ======================= In Scope -------- - **Template-based Website Design**: The website design will be based on templates selected by the client, with reference URLs provided by Analytix. - **Content Management System (CMS)**: An easy-to-manage CMS will be implemented for efficient content updates and edits. - **HTML5 and CSS3 Development**: The website will be developed using HTML5 and CSS3 for a modern, efficient structure beneficial for search engine rankings. - **Device Compatibility**: The website will be designed to perform optimally on PCs, tablets, and mobile devices. - **Social Media Integration**: Links to social media accounts will be incorporated into the website. - **Site Administration**: Administrators will have the authority to update content and images. - **Google Analytics**: Integration with Google Analytics for site performance tracking. - **Meta Keywords and Descriptions**: Integration of meta keywords and descriptions on CMS pages. Modules ------- - Front Site (External/Public Facing) - Member's Area with Dashboard - SGMF Admin with Dashboard Application User Roles ---------------------- - SGMF Admin - Members Admin (One Per Organisation) - Secondary Members - NGO Members - Student Members - Shop Users (Public) CMS Pages --------- **Home Page (Specifics)** ------------------------- - Brand Proposition - SGMF Summary (leads to 'Our Work') - Statistics (scrolling) - Video Tiles - Display Social Media Channels (LinkedIn and possibly YouTube) - Member Testimonials - Signup for Newsletters - Chat Bot option for quick safety-related questions and website navigation. - Top Menu - Shop - Member's Area Login ### About Us - SGMF history - Who the secretariat are. - How we work and who with **Our Work** ------------ - Latest work on TC / EC / WGs / WiGS - Member benefits **Members** ----------- - List of current members with backlinks to their websites including logos and search option #### Output - List of members with backlinks to view their profile. - List of sub members and information **Resources** ------------- - Access to free downloads (PDFs, Excel files, images, and videos) - Search by category, name **News** -------- - Latest publication updates, industry news, press releases, etc. - Member news **Events** ---------- - Calendar with information and links **Contact Us** -------------- - Form submission - Contact details #### Output - Inquiry will be sent to SGMF admin and User will notify - All inquiries will be stored into database. SGMF Admin Only --------------- ### CMS including forms/publications/new pages - Robust CMS platform allowing administrators to create, edit, and manage website content. - Customizable forms for collecting user data, feedback, and inquiries. - Library system for organizing and publishing articles, guidance notes, reference documents, and other publications. (PDF and other documents will be displayed within the application in view-only mode. Allow specific members or members to download documents such as publications.) - Ability to add captions on publication files. - Ability to create new pages with dynamic content, multimedia elements, and interactive features. - Update home page banner slider images, tag lines, and call-to-action button link setup. - Add/update/delete content on the homepage. - Videos will be uploaded to YouTube and Vimeo, and the link will be embedded on the Video page. - SGMF Admin can upload the videos from site admin. - Update meta information like page title and descriptions. - Mailchimp will be integrated with CMS to use and send emails. Shop Module ----------- - E-commerce functionality for selling products directly from the website. - Product catalog with detailed descriptions, pricing, and inventory management. - Secure checkout process with multiple payment options and shipping methods. - Setup the Flat Rate shipping method. - PayPal will be set up for the payment process. (Payment Processor options like Authorize.net, Stripe.com). Events Calendar --------------- - Interactive calendar displaying upcoming events, workshops, seminars, and conferences, etc. - Event listings with detailed information including date, time, location, agenda, and registration links. - RSVP for event emails will be sent to attendees to register and confirm their participation. - Automated reminders and notifications for upcoming events. Resources Library Access ------------------------ - **Members**: All members should be able to view and download publications within the app. - **Non-Members (Shop Purchases)**: Non-members who purchase publications from the shop can only view the publications they have purchased; downloading is not permitted. - **Free Resources**: Publications available on the Free Resources page can be downloaded by anyone. - **Student Members**: Student members cannot download publications unless they purchase them and will have restricted access to the publications in the Library. **Reporting** - Access to a range of reporting tools and dashboards for analyzing membership data, financial metrics, and website performance. - Integration with a third-party system. (WooCommerce, paid membership pro, WPevent manager etc.) Membership Management --------------------- - Ability to create and manage different types of memberships (e.g., organizational, primary, secondary, student) and add potential members. - Free membership is available for students. - A separate registration process will be in place for students to obtain membership. - NGO memberships will be managed by the SGMF Admin. - Members will need to complete a self-declaration form as part of the renewal process. - Ability to create and manage tags for new and existing members. - Ability to disable the accounts which are payment due/resignations. - Customizable membership groups with varying benefits, durations, and pricing options. - Automated membership application process with online registration and payment with mandatory fields such as accounts email/PO etc. - Member profile management, allowing admin to update member's contact information, tags, roles, and membership status, add notes to system with the date of note and search function. - Role group-based access controls to ensure data privacy. - Notification for the event, renewals, etc. - Ability to add notes to member accounts by member company. ### Student Members\' Verification Process 1. #### **Annual Verification:** Student members must complete steps 2 and 3 of their original application form every 12 months as part of their \"self-declaration form\" process. 2. #### **Automated Email Reminder:** - The system must send an email with a link to complete steps 2 and 3 of the application form to Student Members exactly 12 months after their initial registration date. - Example: If a student joins on 1st October 2024, the email should be sent on 31st September 2025 or 1st October 2025. #### **Account Deactivation:** - If the student fails to complete the required steps within a specified period (to be defined), their account should be automatically deactivated by the system. Invoices & Renewals ------------------- - Automated renewal reminders sent to members before their membership expires e.g., 1-3 months prior but time can be changed. (Reminders will be set by SGMF admin). - If a member hasn\'t made a payment within XX days, they won\'t be able to access anything on their dashboard. They can still log in, but they\'ll only see a popup prompting them to make a payment first. - Ability to track and manage membership invoices, payments, credit notes, debtors, and financial records. - Traffic light system for each member only visible to SGMF Admin indicating engagement level and payments. All renewals automatically turn to red and can be changed by SGMF admin only. This report to be generated automatically by system and emailed to SGMF. - Ability to update membership fees yearly. - If payments are done via PayPal automatically add a 3% admin charge as a separate line item in the invoice, order summary. - Renewal -- 1 month before renewal auto/manual generation of self-declaration form sent by email to PPOC & Secondary contact. - Overdue invoices - 45 & 60 - days auto reminder sent, At 90 days member traffic light system turns to amber. - Exports needed for this function: CSV file. ### Self-declaration form requirement for renewal - **Tier 2 and Tier 3 Members:** The system must automatically send the self-declaration form to members categorized under Tier 2 and Tier 3 during the renewal process. - **Tier 1 Members:** Tier 1 members are exempt from completing the self-declaration form; they should not receive it. - SGMF admin can still process the renewal if the member has not signed the self-declaration form. SGMF admin will renew them at the same Tier. Membership Dashboard -------------------- - Ability to modify profile details (for organisations and individuals) in a centralized area. - Send invite to colleagues for account creation. - Capability to view resources and publications with captions from the library, with organized sub-sections and search functionality. (PDF and other documents will be displayed within the application in view-only mode. Allow specific members or members to download documents such as publications.) SGMF admin shall have full control over this. - Access to BASiL, the reporting tool linked to an external platform. - Access to the Members Directory, containing a list of current members with backlinks to their websites and contact details. - Access to News updates, including industry news, press releases, and member news. - Events module featuring a calendar with event information and links for registration. - Member/Accounting Alerts feature providing notifications for renewals, calls to action, and other relevant alerts. - Access to Training/Online Courses, offering video or animated-based courses for user education and development. - Access to Databases (Phase 2). Benefits and Discounts ---------------------- - Management of membership benefits such as access to resources, events, discounts, and special offers. - Customizable discount codes for attracting new members and retaining existing ones. **Member Directory** - Public or private member directory listing all current members with contact details and profiles. - Search and filter options to find specific members based on criteria such as Company, Members, or Tags. - Ability for members to opt-in or opt-out of the directory and customize their profile visibility. Events and Registrations ------------------------ - Mailchimp Integrated for newsletters, event announcements, and updates to members. - Seamless integration with the event management module for member event registrations and attendance tracking. - Attendance for offline events will be manually recorded by the SGMF team in the site admin. - All members-only events or privileges, with auto-capture predefined details for registration and confirmation processes. - Discounted event registration fees for members and event payment options. Exports/Reports Requirements in CSV Format ------------------------------------------ ### Membership Management - Corporate members - Name - Postal address - Website - Membership renewal - Membership level/Tier - List of invoices issued and payment date - Profile Visibility -- Public and Enhanced or Private - Members List with tags - Last Log on date - List of Events Attended - Publications Downloaded / by user / date - Other Purchases -- including books, events, videos - Contact Notes ### Potential members - Name - Postal address - Website - Contact Notes - Tags ### Accounts Requirements - Membership invoices issued -- date/company/due date/amount, etc. - Publication Sales - date/company/due date/amount, etc. - Unpaid invoices / Debtor list - List of renewals by due date - List of Reminders sent (renewals/debtors) - List of Self Declarations sent/completed