Executive Summary
85+
Total Functions
5
User Portals
22-26
Weeks Timeline
$840K
Total Budget
Platform 1: Sales + Program Management (Admin Portal)
Core business operations including organizations, contracts, invoicing, e-commerce registration, and extensive admin management tools. Based on detailed RFP documentation showing 48+ admin functions.
| # | Feature | RFP Description |
|---|---|---|
| Organizations | Database of all partner clubs and prospects with related datapoints, facility associations | |
| User Accounts | User account setup for various user types with granular permissions (6 admin roles, trainers, managers, coaches, parents) | |
| Contract Management | Online training and camp contracts with e-signature, automation triggers, and customizable terms | |
| Invoicing | Automated invoice creation, payment tracking, reconciliation, and management | |
| Sales Reporting | Dashboard with budget vs actual, pipeline integration, billing codes, regional breakdowns | |
| Budgets & Pipeline | Budget allocation by region/season/manager, sales pipeline tracking with contract linking | |
| Online Registration System | Complex e-commerce platform: program setup, session management, automated/manual configuration, tryouts, waitlists, payment plans, custom questions, medical forms, immunization tracking | |
| Registration Management | Billing database, refunds/credits, reports with extensive filters, member account management, promo codes, regions, categories, waiver terms | |
| Email System | 200+ email templates, automated triggers, email logs, customizable notifications by user type | |
| Configuration Management | Drop-down management, custom questions, medical questions, batch updates, program types |
Platform 2: Program Operations
Operational management including facilities, schedules, info sheets, incident reporting, and attendance registers. Includes complex scheduling for 180+ trainers across multiple seasons.
| # | Feature | RFP Description |
|---|---|---|
| Facility Database | Comprehensive facility management with org associations, field details, inspection history | |
| Facility Inspection | Annual inspection forms with pre-populated org/field data, linked to camp info sheets | |
| Season Schedule | Complex master scheduler for 180 trainers, automated population from contracts, clone/move/duplicate functionality, conflict prevention guardrails | |
| Training Schedules | Individual trainer seasonal schedules with day-by-day breakdown, field details, team/age group linking | |
| Camp Schedules | Weekly camp scheduler for 100+ staff across 10+ camps/week, role allocations, availability integration, automated assignments | |
| Club/Camp Info Sheets | Program information forms with org/field/registration linking, document attachments, trainer assignments | |
| Event Info Forms | One-off event documentation with trainer allocation and notifications | |
| Injury/Incident Reports | Trainer incident reporting form with pre-populated questions, org linking, admin review database | |
| Camp Registers | Dynamic register creation linked to camp assignments and online registrations, camper selection from registration database |
Platform 3: Player and Club Development
Development tracking including seasonal plans, team/club reports, and player evaluations with library management and multi-level approval workflows.
| # | Feature | RFP Description |
|---|---|---|
| Seasonal Development Plans | Season-long customized curriculum plans with trainer creation, admin review, parent coach access, email embedding, cloning library | |
| Parent Coach System | Parent coach invites, account creation, team details capture, integration with SDPs and team reports | |
| Team Reports | Seasonal progress reports with trainer creation, parent coach delivery, email integration | |
| Club Reports | End-of-season comprehensive club assessments created by trainers, reviewed by admins | |
| Camp Reports | Day 1 and Day 5 camp reporting forms with specific questions, senior coach completion, admin visibility | |
| Player Evaluations | Complex evaluation system: program-specific questions, trainer creation, admin approval workflow, parent account access, registration linking |
Platform 4: Trainer Management
Comprehensive trainer/coach operations including availability tracking, performance reviews with customizable questions, support visits, time-off management, and document uploads.
| # | Feature | RFP Description |
|---|---|---|
| Trainer Availability | Seasonal availability forms with admin triggers, account lockout until completion, camp availability database integration | |
| Trainer Reviews | Mid-year and year-end reviews with customizable questions, automated responses, admin management interface | |
| Trainer Support Visits | Dual assessment forms (training/game), pre-populated fields, trainer visibility, admin question management | |
| Trainer Time Off | Time-off request forms, admin approval workflow, tracking database | |
| Trainer Documents | Document upload system for qualifications, certifications, ID verification, profile integration | |
| Trainer Directory | Searchable trainer contact database accessible to admins and trainers | |
| Platform 4 Total | ||
Additional User Portals
Three additional portal interfaces for different user types beyond the admin system.
| Portal | Description | |
|---|---|---|
| Trainer Portal | 19 trainer-specific functions: camp assignments, info forms, camp reports, registers, schedules, club/team reports, evaluations, SDPs, contacts, injury reports, support visit recaps, document uploads | |
| Program Manager Portal | 8 manager functions: agreements, invoices, registration viewing, player evaluations, seasonal dev plans, team reports, profile management | |
| Team Coach Portal | 4 coach functions: profile editing, seasonal dev plans viewing, team reports, password management | |
| Parent Portal | 6 parent functions plus 8-step registration process: participant management, immunization forms, program viewing, saved registrations, player evaluations, account management | |
| Public Registration Pages | Multiple public views: main registration page (old/new designs), program-specific pages, region-specific pages, org-specific pages with persistent URLs | |
| Additional Portals Total | ||
Core Infrastructure & Foundation
Essential platform components required to support all features, including authentication, database architecture, and deployment.
| Component | Description | |
|---|---|---|
| Authentication & Authorization | Complex role-based access control for 5 user types with 6+ admin sub-roles, SSO/MFA implementation, "Login As" functionality | |
| Database Architecture | Comprehensive schema design for 85+ interconnected features, complex relationships, data sharing across platforms | |
| File Upload & Storage | Document management for contracts, health forms, inspection documents, trainer qualifications, with linking across features | |
| Payment Integration | Cybersource integration with billing code tracking, tokenization, refunds, credits, payment plans, tryout approvals | |
| Reporting & Exports | Extensive CSV/Excel exports with advanced filtering, camp reports, player reports, mailing lists, data reports, financial reports | |
| AWS Infrastructure Setup | Production + testing environments, cloud hosting, RDS database, S3 storage, CloudFront CDN, ALB configuration | |
| Admin UI Framework | Comprehensive backend administrative interface foundation (Vue.js 3 + Tailwind CSS) supporting 48 admin functions | |
| Search Functionality | Meilisearch integration for members, organizations, registrations, contacts, programs | |
| API Integration Layer | Salesforce Marketing Cloud API integration for parent opt-in/marketing lists | |
| Infrastructure Total | ||
Testing, Deployment & Documentation
| Phase | Description | |
|---|---|---|
| QA Testing | Comprehensive testing of 85+ features across 5 portals, user acceptance testing, bug fixes, cross-browser testing | |
| Security & Compliance | COPPA and PCI-DSS implementation and testing, security audits, penetration testing | |
| Data Migration | Complex migration from 17-year-old legacy system: 110,000+ parent accounts, organizations, contracts, invoices, registrations, historical data | |
| Environment Setup | Production and testing environment configuration matching existing rbnytraining.com and rbnytraining-design domains | |
| User Documentation | Comprehensive guides for 5 user types, admin function documentation, parent/coach guides, video tutorials | |
| Training & Onboarding | Staff training sessions for admin team, trainer onboarding, manager training materials | |
| Testing & Deployment Total | ||
Project Total
| Category | Scope | Budget | |
|---|---|---|---|
| Platform 1: Admin Portal - Sales & Management | 48 admin functions | $213,000 | |
| Platform 2: Program Operations | 9 operational features | $144,000 | |
| Platform 3: Player & Club Development | 6 development features | $88,500 | |
| Platform 4: Trainer Management | 6 trainer features | $64,500 | |
| Additional User Portals | Trainer, Manager, Coach, Parent, Public portals | $82,500 | |
| Core Infrastructure & Foundation | 9 core components | $138,000 | |
| Testing, Deployment & Documentation | 6 phases | $110,000 | |
| Grand Total | $840,500 | ||
Budget Summary
Blended Rate: $250/hour
Total Development Effort: ~3,360 hours
Total Project Budget: $840,500
Team Size: 3 senior full-stack developers
Timeline: 22-26 weeks with AI-assisted development and existing system as requirements baseline
Timeline & Milestones
| Phase | Duration | Key Deliverables |
|---|---|---|
| Phase 1: Foundation & Architecture | Weeks 1-6 | Infrastructure setup (prod + test environments), authentication/authorization for 5 user types, comprehensive database architecture for 85+ features, admin UI framework, payment gateway integration |
| Phase 2: Admin Platform Build | Weeks 7-14 | 48 admin functions: organizations, contracts, invoicing, budgets, pipeline, complex online registration system (program setup, session management, billing, medical forms, waitlists), email templates, configuration management |
| Phase 3: Operations & Scheduling | Weeks 12-19 | Facilities management, inspection forms, season scheduler (180 trainers), training schedules, camp scheduler (100+ staff), info sheets, registers, incident reporting |
| Phase 4: Development & Trainer Systems | Weeks 15-22 | Seasonal development plans, parent coach system, team/club/camp reports, player evaluations, trainer availability, reviews, support visits, time-off management, document uploads |
| Phase 5: Additional Portals | Weeks 20-26 | Trainer portal (19 functions), program manager portal (8 functions), team coach portal (4 functions), parent portal (6 functions + registration process), public registration pages |
| Phase 6: Testing, Migration & Launch | Weeks 27-32 | Comprehensive QA across all portals, security/compliance testing, complex data migration (110K+ accounts, 17 years of data), environment configuration, documentation, training, production launch |
Assumptions & Exclusions
Included in This Estimate
- All 85+ features across 5 portals as documented in RFP materials
- 48 administrative functions covering full business operations
- 5 complete portals: Admin, Trainer (19 functions), Program Manager (8 functions), Team Coach (4 functions), Parent (6 functions + registration)
- Complex scheduling systems for 180+ trainers and 100+ camp staff
- Comprehensive online registration system handling $4MM+ annual transactions
- Role-based access control with 6+ admin sub-roles and granular permissions
- Payment processing integration (Cybersource) with billing codes, refunds, credits, payment plans
- 200+ email templates with automated triggers and notifications
- Complex data migration from 17-year-old legacy system (110,000+ parent accounts)
- Production AND testing environments (rbnytraining.com + rbnytraining-design.idevdesign.net)
- AWS cloud infrastructure with RDS, S3, CloudFront CDN
- Full security compliance (COPPA and PCI-DSS)
- Comprehensive user documentation for all 5 user types
- Staff training and onboarding materials
- Salesforce Marketing Cloud API integration for email marketing opt-ins
- Advanced search functionality (Meilisearch integration)
- Multi-level approval workflows (evaluations, reviews, reports)
- Document upload and management system
Excluded from This Estimate
- Advanced data warehouse integration beyond Salesforce Marketing Cloud
- Native mobile application development (iOS/Android apps)
- Advanced analytics and business intelligence dashboards beyond included sales reporting
- Automated testing framework (manual QA included, automated test suite not included)
- Multi-region deployment (single region deployment included)
- Post-launch support and maintenance (12-month maintenance contract recommended separately)
- Advanced performance optimization beyond standard Laravel/Vue.js practices
- Real-time chat or messaging features
- Third-party integrations beyond payment gateway and Salesforce Marketing Cloud
- Custom reporting builder or report designer interface
- SMS notifications (email notifications included)
Technology Stack Summary
| Layer | Technology |
|---|---|
| Backend Framework | Laravel 11 (PHP 8.3+) |
| Frontend Framework | Vue.js 3 with Vite |
| CSS Framework | Tailwind CSS + Headless UI |
| Database | MySQL 8 or PostgreSQL 16 |
| Cache & Queue | Redis 7 |
| File Storage | AWS S3 |
| Hosting | AWS (EC2/ECS, RDS, CloudFront, ALB) |
| Web Server | Nginx |
| Payment Gateway | Cybersource or Stripe |
Next Steps
This estimate provides a baseline for implementing the core RFP requirements. We recommend considering our comprehensive proposal which includes:
- Enhanced security and compliance measures beyond basic requirements
- Salesforce CRM integration for unified customer data
- Mobile application for on-the-go access by trainers and parents
- Advanced analytics for business intelligence and decision-making
- Performance optimization for handling peak registration periods
- Automated testing to reduce long-term maintenance costs
These enhancements significantly increase the platform's value, longevity, and user satisfaction while reducing operational overhead.