Gathering Requirements continued…
The Activities Our App Needs to Manage
In the last post, we began the requirements gathering process by looking at the problem the TourneyTime app is supposed to solve. We could have simply said, “The TourneyTime app will be used to manage all aspects of a one-day golf tournament.” Our tournament is a little more complicated than most charity events, so we fleshed out the description to give more detail.
Using that business description of our golf tournament, we can identify the activities our app needs to support in order to run our tournament. From start to finish (roughly in that order), these are:
A1. Generate “Save the Date” letters for former sponsors and players, before the tournament. A few months ahead of the big day, we send a letter to sponsors and players, thanking them for their previous support and asking them to mark their calendars.
A2. Capture and track cash donations, before and after the tournament. We receive cash/check donations directly to the golf tournament. These donations are tax-deductible so we need to track them so that we can issue tax receipts.
A3. Capture and track prize donations, before the tournament. We receive raffle and contest prize donations prior to the tournament. These donations are tax-deductible so we need to track them so that we can issue tax receipts.
A4. Capture and track team and player registrations, before and during the tournament. Most teams and players send in their registrations in advance, but we usually have some single players who don’t pre-register who show up on tourney day. We put singles on teams that don’t have a full roster.
A5. Capture and track sponsors, before the tournament. We have several different types of sponsors. Larger sponsors receive a banner, small sponsors receive hole signs. We also have hole memorial sponsors, who get a larger hole sign with a personal dedication. Since banners and signs are our second biggest expense, we only print new ones for new sponsors. Major sponsors receive up to two team entries in consideration of their sponsorship.
A6. Capture and track volunteers, before and during the tournament. Charity golf tournaments are almost exclusively run by volunteers. There are many activities that occur in the days leading up to the tourney, and of course, we have to organize and schedule the volunteers for the various contest and check-in activities.
A7. Capture and track deposits, before and after the tournament. The money we raise from sponsors, player registrations, and donations doesn’t go into the bank at one time. We generally make a deposit once or twice a week. We track the checks and cash that make up each deposit in case of an audit.
A8. Manage team flight assignments, before the tournament. Since we have two flights, and really room for only eighteen teams per flight. Some teams indicate a flight preference on their registrations, others don’t. Sometimes one flight fills up before the other, and we have to ask some of the more obliging teams to switch flights.
A9. Generate the player roster for the pro shop, just before the tournament. Our pro-shop needs a player roster with teams and players as soon as we’ve “finalized” who’s playing (it always changes).
A10. Generate the volunteer schedule, just before the tournament. We print a schedule of where the volunteers are supposed to be and distribute.
A11. Generate the sign checklist, before the tournament. We produce a report that contains each sponsor, the size of the sign(s) and banners, and which signs have already been printed and are in storage.
A12. Generate the sign order sheet, before the tournament. This is the master list that goes to the sign shop for new signs that need to be printed.
A13. Generate the player master, just before the tournament. This is a master list of all registered players, their teams, their golf fees (players on sponsor teams are not charged to play, it is included in their sponsor fee), etc. We use this master on tourney day as a checklist during registration.
A14. Generate the hole sign checklist, just before the tournament. This is a report listing all hole signs and banners and where they are supposed to go.
A15. Generate the player sign-in sheets, just before the tournament. Our registration tables contain many stations where players pick up goodie bags, buy tickets for the various raffles, enter different contests, buy mulligans, etc. We generate a sign-in sheet they carry through registration and then they only have to open up their wallets at the end.
A16. Manage sponsors, after the tournament. This report lists all sponsors, their pledged amounts, received amounts, and types of sponsorship. It allows us to see how much each type of sponsorship raised, how much in total was collected prior to tourney day, and how much needs to be collected after the tourney.
A17. Generate sponsor thank you letters, after the tournament. We send a thank you letter to each sponsor after the tournament.
A18. Monitor key metrics during the entire process. Key metrics include total dollars received to date, total sponsorships received to date, player registrations received to date.
A19. Generate tax donation receipts, after the tournament. We print a receipt that donors can give to their accountant at tax time.
We’ve identified nineteen specific functions our app has to perform. Next time, we’ll take a look the data our app needs to manage.
First post link – Links to all Simple FileMaker posts can be found on this page.
These are some of the better books to introduce you to software requirements. See here for full disclosure on Amazon links.
Project Connections – A site that has hundreds of project planning and management templates.
TutorialsPoint – This site has tons of tutorials on a variety of topics. This is the link to the software requirements tutorial.
Requirements Blog – This blog by Seilevel is devoted to software requirements.