The Calicut Cosmopolitan Club

Administration &
Operations Automation

Technical Proposal
& Commercial Proposal

Submitted BY:

Ardent Business Consultancy Services

Coimbatore | Kochi | Noida | Bangalore | Navi Mumbai | UAE
Mob: +91 7736 339626 | [email protected] | www.ardentbcs.in
TABLE OF CONTENTS
1 Document Purpose ..................................................................................................... 3
2 Project Objective & Scope ......................................................................................... 4
3 Web-Based Automation System Core Modules........................................................ 7
3.1 User Management Module ................................................................................. 7
3.2 Membership Module ............................................................................................ 9
3.3 Event Management Module ............................................................................. 11
3.4 Facility Booking Module ..................................................................................... 14
3.5 Communication Module ................................................................................... 16
3.6 Financial Module ................................................................................................ 19
3.7 Human Resources Management and Payroll .................................................. 21
3.8 Inventory Management ..................................................................................... 23
3.9 Restaurant & Bar Management ........................................................................ 27
3.10 Affiliated Clubs Management ........................................................................... 30
3.11 Reporting and Analytics Module ...................................................................... 33
3.12 Integration Module............................................................................................. 35
3.13 Mobile App Integration ...................................................................................... 38
3.14 Feedback and Survey Module .......................................................................... 40
3.15 Security Module .................................................................................................. 43
3.16 Training and Support Module ............................................................................ 45
4 proposed System Structure ....................................................................................... 49
4.1 Web Portal – Frontend........................................................................................ 49
4.2 Web Based Application - Backend .................................................................. 49
4.3 Members Mobile App ........................................................................................ 52
4.4 Staff Mobile App ................................................................................................. 52
5 Technology Used ....................................................................................................... 53
6 Development and Implementation Process ........................................................... 54
7 Project Cost & Delivery.............................................................................................. 58
8 Terms and Conditions ................................................................................................ 59
9 Project Contacts ........................................................................................................ 62

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Date: 06-12-2023

Mr. Kumardas K. P.
The Hony. Secretary
The Calicut Cosmopolitan Club
8/360 - Beach Road
Kozhikode - Kerala 673032

Dear Sir,

I hope this letter finds you well. We are writing to express our sincerest gratitude for the
recent business meeting opportunity you extended to us. It was truly an honour to
have the chance to submit our proposal for The Calicut Cosmopolitan Club’s
administration and operations automation and performance upgrade.

First and foremost, we want to convey our appreciation for the trust you have placed
in us by considering our proposal. We are keenly aware of the significance of this
opportunity and the potential impact it can have on both our organizations. We have
put our best efforts into crafting a comprehensive and tailored proposal that aligns
with your customer’s specific needs and objectives.

Our team at Ardent BCS has worked diligently to develop a solution that we believe
will not only meet but exceed your expectations. We have leveraged our expertise
and experience to design a plan that addresses the challenges presented and
maximizes the benefits for your esteemed company.

In our technical proposal, we have outlined the scope of work, timelines, and the
value we aim to deliver. Our goal is to provide you with a clear understanding of how
we intend to approach this project and deliver exceptional results. Should you have
any questions or require further clarifications on any aspect of the proposal, please
do not hesitate to reach out to us.

Once again, thank you for this incredible opportunity. We truly value the chance to
work with you and contribute to your company's growth and success. We eagerly
await your decision and the prospect of moving forward together.

Thank you for your time and consideration.

Sincerely,

Biju Soman Akshay P K

Senior Consultant Senior Project Manager
+91 77363 39626 +91 95673 27832
[email protected] [email protected]

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1 DOCUMENT PURPOSE
This document is meant for the top management of The Calicut Cosmopolitan Club
(hereinafter referred as Client) for project technical aspects discussion purpose.

The copyright of this document rests with Ardent Business Consultancy Services
(hereafter referred to as Developer) and no part of the same should be copied
without consulting with the same.

This is the proposal document for Developer’s service offering in the web-based
application design and development. The document details our understanding of the
brief, the objectives of the services suite, the methodology and deliverables.

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2 PROJECT OBJECTIVE & SCOPE
This comprehensive approach ensures that the recreation club membership
management system is not only functional but also tailored to enhance the overall
member experience and streamline administrative processes. Customization based
on the specific needs and goals of the club is essential to maximize the system's
effectiveness.

User Management Module

Member Profiles - Capture and maintain detailed information about each member,
including personal details, contact information, and membership history. This ensures
a comprehensive understanding of the member base.

Access Control - Implement a robust access control system to define roles and
permissions. This includes privileges for administrators, staff members, and regular club
members, ensuring secure and controlled access to sensitive information.

Membership Module

Registration - Provide a user-friendly interface for new members to register, capturing

essential details for profile creation. Include validation mechanisms to ensure
accurate and complete information.

Renewal - Automate the membership renewal process to streamline administrative

tasks. Implement notifications for upcoming renewals and facilitate online payment
options for seamless transactions.

Event Management Module

Event Calendar - Create a dynamic and interactive calendar displaying upcoming

club events, meetings, and activities. Include features for easy navigation and filtering
based on member preferences.

Registration - Develop an intuitive registration system allowing members to sign up for

events online. Include confirmation notifications and reminders to enhance member
engagement.

Facility Booking Module

Reservation System - Implement a user-friendly facility reservation system to enable

members to book sports courts, meeting rooms, or event spaces. Integrate real-time
availability updates for efficient planning.

Payment Integration - Integrate secure payment gateways to facilitate online

transactions for facility bookings, ensuring a seamless and hassle-free experience for
members.

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Communication Module

Announcements - Create a centralized platform for management to broadcast

important updates, announcements, and news to all members. Ensure that members
receive timely information to stay engaged.

Messaging - Develop a messaging system to facilitate direct communication

between members, promoting a sense of community within the club.

Financial Module

Billing and Invoicing - Automate the billing process for membership fees, event
participation fees, and other charges. Provide detailed and transparent invoices, and
enable members to track their financial transactions.

Financial Reporting - Generate comprehensive financial reports for analysis, auditing,

and strategic decision-making. These reports should offer insights into revenue streams
and expenditure.

Reporting and Analytics Module

Membership Reports - Develop detailed reports on membership trends,

demographics, and growth patterns. Use analytics to understand member behaviour
and preferences.

Usage Reports - Track the usage of club facilities and events to optimize resource
allocation and enhance member experiences.

Integration Module

Integration with Payment Gateways - Ensure secure and seamless online transactions
by integrating with reputable payment gateways. Prioritize data security and
compliance with industry standards.

Integration with CRM - Establish integration with Customer Relationship Management

(CRM) systems to maintain a holistic view of member interactions. This integration
enhances personalized services and engagement.

Mobile App Integration

Member Portal - Develop a feature-rich mobile app, serving as a dedicated member

portal. This app should provide easy access to club services, event calendars, and
facility bookings, enhancing member convenience.

Push Notifications - Implement push notifications to keep members informed about

upcoming events, facility availability, and important updates in real-time.

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Feedback and Survey Module

Member Feedback - Create a platform for members to provide feedback on club

services and events. Use this feedback to continuously improve and enhance
member satisfaction.

Surveys - Conduct surveys to gather insights into member preferences, expectations,

and overall satisfaction. Analyse survey results to inform strategic decision-making.

Security Module

Data Encryption - Implement robust data encryption protocols to secure member

data and protect against unauthorized access. Prioritize compliance with data
protection regulations to build trust among members.

Access Logs - Maintain detailed access logs to track user activities within the system.
This serves as a security measure and aids in auditing and monitoring system usage.

Training and Support Module

User Manuals - Provide comprehensive and user-friendly user manuals for both
members and staff. These manuals should serve as a reference guide, covering system
functionalities and best practices.

Customer Support - Establish a responsive customer support system to address

member queries, issues, and concerns promptly. This ensures a positive member
experience and fosters a sense of support and reliability.

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3 WEB-BASED AUTOMATION SYSTEM CORE MODULES

3.1 USER MANAGEMENT MODULE

Designing a user-friendly and intuitive menu structure for the User Management
Module is essential to ensure efficient navigation and accessibility. This menu structure
aims to provide a logical flow, making it easy for administrators and staff to perform
key tasks related to user management. It emphasizes user profiles, access control,
membership management, communication, reporting, system settings, and support
features to cover all aspects of managing club members effectively. Additionally, it
promotes transparency and security through access control and activity logs.

1. Dashboard:

- Overview of key metrics and statistics related to user management.

- Quick access to important alerts or notifications.

2. Member Profiles:

- View Profiles:

- Browse and search member profiles.

- Access detailed information about each member.

- Add New Member:

- Input form for adding new members.

- Capture essential details during the registration process.

- Edit Member Details:

- Modify and update existing member information.

- Track changes made to member profiles.

- Membership History:

- View a timeline of a member's interactions with the club.

- Includes join date, renewal history, and event participation.

3. Access Control:

- Roles and Permissions:

- Define and manage user roles (Admin, Staff, Member).

- Assign and modify permissions for each role.

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 - User Activity Logs:

- Track user activities within the system.

- Monitor login/logout details and changes made to member profiles.

4. Membership Management:

- Membership Registration:

- Facilitate new member registration.

- Capture necessary information for profile creation.

- Membership Renewal:

- Streamline the membership renewal process.

- Set automated reminders for upcoming renewals.

5. Communication Centre:

- Announcements:

- Create and manage club-wide announcements.

- Ensure members are informed about important updates.

- Messaging:

- Facilitate direct communication between members.

- Inbox for receiving and sending messages.

6. Reports and Analytics:

- Member Demographics:

- Generate reports on member demographics.

- Analyse trends and patterns within the member base.

- User Activity Reports:

- Detailed reports on user interactions with the system.

- Track logins, profile edits, and other activities.

7. Settings:

- General Settings:

- Configure basic settings for the User Management Module.

- Customize system preferences.

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 - Security Settings:

- Manage security configurations such as password policies.

- Ensure compliance with data protection standards.

8. Help and Support:

- User Manuals:

- Access comprehensive user manuals and guides.

- Provide resources for administrators and staff.

- Customer Support:

- Contact information for technical support.

- Submit queries or issues for prompt resolution.

3.2 MEMBERSHIP MODULE

Designing an effective menu structure for the Membership Module is crucial for
streamlined access to key functionalities. This menu structure aims to provide a clear
and logical flow for managing membership-related tasks. It covers key areas such as
registration, renewal, event participation, billing, communication, reporting, system
settings, and support features. The goal is to enhance the user experience for both
administrators overseeing membership processes and members interacting with the
system.

1. Dashboard:

- Overview of key membership metrics.

- Quick access to important alerts or notifications related to membership.

2. Membership Registration:

- New Member Registration:

- Provide a form for new members to sign up.

- Capture essential details for profile creation.

- Member Approval Queue:

- Review and approve new member registrations.

- Ensure data accuracy and completeness.

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3. Membership Renewal:

- Renewal Management:

- Display a list of members with upcoming renewals.

- Allow for bulk renewal processing.

- Renewal History:

- View the renewal history of individual members.

- Track past renewals and payment status.

4. Event Registration:

- Upcoming Events:

- Showcase a list of upcoming club events.

- Include details and registration options.

- Event Registration Management:

- Track and manage member registrations for events.

- Provide tools for event organizers to coordinate logistics.

5. Billing and Payments:

- Invoicing:

- Generate and manage invoices for membership fees.

- Include event fees and other charges.

- Payment Processing:

- Integrate with payment gateways for secure online transactions.

- Provide payment history and receipts.

6. Membership Reports:

- Member Demographics:

- Generate reports on member demographics.

- Analyse trends and patterns within the member base.

- Renewal and Revenue Reports:

- Track membership renewal trends and revenue.

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 - Analyse financial performance.

7. Communication Centre:

- Membership Announcements:

- Create and manage announcements related to membership.

- Ensure members are informed about policy changes or important updates.

- Membership Messaging:

- Facilitate communication between members regarding membership-related

queries.

- Provide a platform for members to seek assistance.

8. Settings:

- Membership Fee Settings:

- Configure settings related to membership fees.

- Set renewal intervals, amounts, and discounts.

- Event Settings:

- Customize settings for club events.

- Specify registration deadlines and event details.

9. Help and Support:

- Membership FAQs:

- Provide answers to frequently asked membership-related questions.

- Offer self-help resources for members.

- Customer Support:

- Contact information for technical support related to membership queries.

- Submit issues or questions for prompt resolution.

3.3 EVENT MANAGEMENT MODULE

Creating an organized and intuitive menu structure for the Event Management
Module is essential for efficient navigation and execution of key tasks. This menu
structure aims to provide a logical and user-friendly flow for managing club events
effectively. It covers key aspects such as event creation, registration, facility booking,

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communication, financial management, reporting, system settings, and support
features. The goal is to enhance the user experience for both administrators organizing
events and members participating in them.

1. Dashboard:

- Overview of upcoming events, attendance statistics, and important notifications.

- Quick links to essential event management functionalities.

2. Event Calendar:

- View Events:

- Calendar display of all upcoming club events.

- Filter options for easy navigation.

- Add New Event:

- Form for creating and scheduling new events.

- Input fields for event details, date, time, and location.

- Event Categories:

- Categorize events for better organization.

- Customize categories based on event types.

3. Event Registration:

- Manage Registrations:

- List of events with current registration details.

- View registered participants and manage registrations.

- Registration Settings:

- Configure settings for event registration.

- Set participant limits, registration deadlines, and entry requirements.

4. Facility Booking:

- Reserve Facilities:

- Allow members to book club facilities for events.

- Track facility availability and manage reservations.

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 - Facility Calendar:

- Calendar view of facility bookings and availability.

- Prevent conflicts and streamline resource allocation.

5. Communication Centre:

- Event Announcements:

- Create and manage announcements specific to events.

- Ensure participants are informed about event details and updates.

- Event Messaging:

- Facilitate communication among event participants.

- Provide a platform for organizers to share important information.

6. Event Financials:

- Budgeting:

- Set and manage budgets for individual events.

- Track expenses and revenue related to each event.

- Financial Reports:

- Generate reports on the financial performance of events.

- Analyse costs, revenue, and profitability.

7. Reports and Analytics:

- Event Attendance Reports:

- Track attendance trends for different events.

- Analyse participant demographics and engagement.

- Post-Event Surveys:

- Collect feedback from participants after events.

- Use survey data for continuous improvement.

8. Settings:

- Event Settings:

- Configure general settings for event management.

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 - Include default registration settings and event display preferences.

- Notification Settings:

- Customize notification preferences for event-related alerts.

- Ensure timely communication with participants.

9. Help and Support:

- Event FAQs:

- Provide answers to frequently asked questions about events.

- Offer guidance on common event-related queries.

- Customer Support:

- Contact information for technical support related to events.

- Submit issues or questions for prompt resolution.

3.4 FACILITY BOOKING MODULE

Designing a user-friendly menu structure for the Facility Booking Module is crucial for
efficient navigation and utilization of key features. This menu structure aims to provide
an organized and user-friendly flow for managing club facilities effectively. It covers
key aspects such as facility booking, calendar management, facility types, booking
policies, communication, reporting, system settings, and support features. The goal is
to enhance the user experience for both members booking facilities and
administrators overseeing the booking process.

1. Dashboard:

- Overview of facility booking statistics, upcoming reservations, and important

notifications.

- Quick links to essential facility booking functionalities.

2. Facility Calendar:

- View Calendar:

- Calendar display of all booked and available time slots for club facilities.

- Filter options for easy navigation and viewing.

- Book Facility:

- Form for members to request and book club facilities.

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 - Input fields for date, time, facility selection, and purpose.

- Manage Reservations:

- List of current and upcoming facility reservations.

- Enable administrators to view, modify, or cancel reservations.

3. Facility Types:

- Facility List:

- Overview of all available club facilities.

- Include details on capacity, amenities, and any restrictions.

- Add New Facility:

- Form for administrators to add new facilities to the system.

- Include fields for facility name, type, and description.

4. Booking Policies:

- Reservation Rules:

- Set and manage rules for facility bookings.

- Include policies on maximum booking duration, lead time, and member eligibility.

- Approval Workflow:

- Configure approval processes for facility reservations.

- Specify criteria for automatic approval or manual review.

5. Communication Centre:

- Booking Confirmations:

- Automated confirmation emails for members upon successful facility booking.

- Include details such as date, time, and any additional instructions.

- Facility Availability Alerts:

- Notifications to members about changes in facility availability.

- Alert members if a requested time slot becomes unavailable.

6. Reports and Analytics:

- Booking History:

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 - Track the usage history of each facility.

- Generate reports on popular facilities and peak booking times.

- Utilization Reports:

- Analyse the overall utilization of club facilities.

- Identify trends and optimize resource allocation.

7. Settings:

- General Settings:

- Configure basic settings for the Facility Booking Module.

- Set default display preferences and time zone.

- Notification Settings:

- Customize notification preferences for facility booking-related alerts.

- Ensure timely communication with members.

8. Help and Support:

- Booking FAQs:

- Provide answers to frequently asked questions about facility bookings.

- Offer guidance on common booking-related queries.

- Customer Support:

- Contact information for technical support related to facility bookings.

- Submit issues or questions for prompt resolution.

3.5 COMMUNICATION MODULE

Designing a clear and accessible menu structure for the Communication Module is
crucial for effective member engagement and information dissemination. This menu
structure aims to provide a seamless and organized flow for managing club
communication effectively. It covers key areas such as announcements, messaging,
event communication, notification settings, reporting, system settings, and support
features. The goal is to enhance the user experience for both administrators
disseminating information and members staying informed.

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1. Dashboard:

- Overview of recent announcements, messages, and communication statistics.

- Quick links to essential communication functionalities.

2. Announcements:

- Create Announcement:

- Form for administrators to compose and publish club-wide announcements.

- Include options for multimedia content, scheduling, and targeting specific

member groups.

- Manage Announcements:

- List of current and past announcements.

- Allow administrators to edit, delete, or schedule announcements.

3. Messaging Centre:

- Inbox:

- Centralized inbox for members to receive and manage club-related messages.

- Include filters for read/unread messages and message categories.

- Compose Message:

- Form for members to send messages to other members or administrators.

- Enable attachments and formatting options.

- Message History:

- Archive of sent and received messages for reference.

- Facilitate easy retrieval of communication history.

4. Event Communication:

- Event Announcements:

- Specific announcements related to upcoming events.

- Integrated with the Event Management Module for seamless coordination.

- Event Messaging:

- Dedicated messaging space for participants of specific events.

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 - Enhance communication among event attendees and organizers.

5. Notification Settings:

- Preferences:

- Member-specific settings for communication preferences.

- Allow members to opt-in or opt-out of certain types of notifications.

- System Notifications:

- Configure default notification settings for all members.

- Ensure consistency in communication across the club.

6. Reports and Analytics:

- Communication Analytics:

- Track engagement metrics for announcements and messages.

- Analyse open rates, click-through rates, and member interactions.

- Member Feedback Reports:

- Compile feedback received through communication channels.

- Identify areas for improvement in club communication.

7. Settings:

- General Settings:

- Configure basic settings for the Communication Module.

- Set display preferences, language preferences, and overall communication

tone.

- Administrative Controls:

- Define roles and permissions for administrators handling communication.

- Specify who can send announcements, access member data, and manage
communication settings.

8. Help and Support:

- Communication FAQs:

- Provide answers to frequently asked questions about club communication.

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 - Offer guidance on effective communication practices.

- Customer Support:

- Contact information for technical support related to communication.

- Submit issues or questions for prompt resolution.

3.6 FINANCIAL MODULE

The scope of automation in the finance and accounting processes is extensive and
can lead to increased efficiency, accuracy, and better financial management.
Automation in these finance and accounting processes can result in time savings,
reduced errors, and better decision-making. It allows finance teams to focus on
strategic analysis and planning rather than manual data entry and reconciliation.

Budgeting and Financial Planning:

a. Use financial planning software to automate the creation and updating of

budgets based on historical data and projected trends.

b. Implement forecasting models that can automatically adjust for changes

in the business environment.

2. Revenue and Expense Tracking:

a. Integrate booking and payment systems with accounting software for real-
time revenue tracking.

b. Automate expense categorization and reconciliation processes to reduce

manual data entry.

3. Financial Reporting and Analysis:

a. Implement business intelligence tools to automate the generation of

financial reports.

b. Utilize automated data analysis to identify trends and anomalies in financial

data.

4. Cash Flow Management:

a. Implement cash flow forecasting tools that use historical data and
predictive analytics.

b. Use automated alerts for cash flow thresholds to proactively manage

liquidity.

5. Audit and Compliance:

a. Utilize automated audit tools for regular internal audits to ensure

compliance.

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 b. Implement compliance tracking systems to monitor adherence to
regulatory requirements.

6. Tax Planning and Compliance:

a. Use tax software that automates calculations and ensures compliance with
tax regulations.

b. Implement electronic filing systems to streamline the tax return process.

7. Financial Risk Management:

a. Implement automated risk assessment tools to identify and quantify

financial risks.

b. Utilize financial derivatives and automation to hedge against currency and

interest rate fluctuations.

8. Financial Forecasting:

a. Implement machine learning algorithms for more accurate financial

forecasting.

b. Utilize automated scenario analysis tools to assess the impact of different

variables on financial outcomes.

9. Cost Control and Efficiency:

a. Implement automated systems for tracking and analysing operational

costs.

b. Use expense management software to identify cost-saving opportunities

and outliers.

10. Investment Analysis:

a. Utilize financial modelling tools to automate investment analysis and

decision-making.

b. Implement portfolio management systems for automated tracking and

assessment of investments.

11. Financial Systems Integration:

a. Integrate financial systems with other business systems, such as customer

relationship management (CRM) and enterprise resource planning (ERP)
systems.

b. Use robotic process automation (RPA) to automate routine financial tasks

and data transfers.

12. Financial Education and Communication:

a. Implement e-learning platforms for automated financial education

programs.

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 b. Use communication tools and dashboards to provide stakeholders with
automated updates on financial performance.

3.7 HUMAN RESOURCES MANAGEMENT AND PAYROLL

Designing a comprehensive Human Resources Management and Payroll web-based
application requires careful consideration of various functionalities to ensure
efficiency and user satisfaction. This menu structure aims to provide a user-friendly
interface for both HR professionals and employees, covering essential aspects of HR
management and Payroll processing. Each menu item should lead to detailed
functionalities and features to enhance the overall user experience.

1. Dashboard:

- Overview of HR and Payroll metrics: A summarized view of key performance

indicators, providing insights into the overall health of the organization in terms of
HR and Payroll.

- Quick access to important insights: Immediate access to critical information,

allowing decision-makers to act promptly.

2. Employee Management:

- Employee Information:

- Personal details: Comprehensive data on each employee, including name,

address, and emergency contacts.

- Contact information: Phone numbers, email addresses, and other relevant

contact details.

- Employment history: A record of an employee's past and present roles within the
organization.

- Documents upload: A feature enabling employees to upload essential

documents for record-keeping.

- Attendance:

- Punch-in/out records: Tracking of daily attendance through digital or manual

methods.

- Leave applications and approvals: Streamlined process for requesting and

approving leave.

- Performance:

- Appraisals: Periodic evaluations of employee performance.

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 - Goal tracking: Setting and monitoring individual and team goals.

- Skill development plans: Planning and tracking employee skill enhancement.

3. Recruitment:

- Job postings: Publishing open positions within the organization.

- Application tracking: Managing the flow of applications from submission to hiring.

- Interview scheduling: Coordinating and scheduling interviews with candidates.

- Candidate evaluation: Assessing and documenting candidate suitability for

specific roles.

4. Time and Attendance:

- Clock-in/out: Recording of working hours.

- Timesheet submission: Employee submission of worked hours.

- Overtime tracking: Monitoring and managing overtime hours.

5. Payroll:

- Salary structure: Configuring the components of employee compensation.

- Tax information: Managing tax-related data for payroll processing.

- Payroll processing: Calculating and distributing employee salaries.

- Payslip generation: Creating and distributing electronic payslips.

6. Benefits Administration:

- Insurance details: Managing employee insurance information.

- Retirement plans: Handling retirement benefit programs.

- Employee benefits enrolment: Allowing employees to choose and manage their

benefits.

7. Training and Development:

- Training programs: Listing and managing available training sessions.

- Certification tracking: Monitoring employee certifications and renewals.

- Skill development: Planning and facilitating the improvement of employee skills.

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8. Employee Relations:

- Grievance redressal: Providing a platform for employees to address concerns.

- Feedback mechanisms: Systems for employees to provide feedback.

- Employee surveys: Conducting surveys to gauge employee satisfaction.

9. Compliance:

- Policy documentation: Storing and updating company policies.

- Regulatory compliance tracking: Ensuring adherence to legal requirements.

- Audit logs: Maintaining records for compliance audits.

10. Reports and Analytics:

- Customizable reports: Generating reports tailored to specific HR and Payroll needs.

- Analytics on HR and Payroll data: Utilizing data analytics for insights.

- Trend analysis: Identifying patterns and trends in HR and Payroll metrics.

11. Settings:

- Company profile setup: Configuring organizational details.

- User management: Administering access and permissions.

- Security settings: Implementing measures to secure sensitive data.

12. Help and Support:

- FAQs: Frequently asked questions to aid users.

- Knowledge base: A repository of information for reference.

- Contact support: Access to assistance channels for problem resolution.

3.8 INVENTORY MANAGEMENT

Designing a comprehensive web-based inventory management system for a
restaurant and bar with various levels of user interaction involves careful consideration
of functionalities. This detailed menu structure ensures that every aspect of inventory
management, order processing, and user interaction in a restaurant and bar setting
is systematically addressed. It provides a user-friendly and efficient system for
management, various levels of employees, and seamless communication between
different roles within the establishment.

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1. Dashboard:

- Overview:

- Display real-time statistics (sales, inventory levels, staff performance).

- Quick access to essential functions and alerts.

2. Inventory Management:

- Product Catalogue:

- Add/Edit Products:

- Add new items to the inventory.

- Edit existing product details.

- Categorization:

- Categorize products (food, beverages, etc.).

- Assign relevant attributes (name, description, SKU).

- Stock Control:

- Stock Overview:

- Monitor current stock levels.

- Highlight items approaching low stock.

- Stock Orders:

- Place orders with suppliers.

- Receive and update stock quantities upon delivery.

- Vendor Management:

- Supplier Information:

- Maintain a database of suppliers.

- Track contact details and past transactions.

- Order History:

- View and track all orders placed with suppliers.

- Monitor delivery timelines and order accuracy.

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3. Point-of-Sales (POS):

- Order Processing:

- Create Orders:

- Build customer orders with a user-friendly interface.

- Select items from the inventory.

- Order Modification:

- Add or remove items from orders.

- Apply discounts or promotions.

- Payment Processing:

- Accept Payments:

- Process payments through various methods (cash, card, digital).

- Generate and print receipts.

- Split Bills:

- Divide bills among multiple customers.

- Customize splits based on customer preferences.

- Table Management:

- Assign Tables:

- Allocate tables to customers.

- Track table status (occupied, available, reserved).

- Table Transfers:

- Transfer orders between tables.

- Update table status dynamically.

4. Reporting and Analytics:

- Sales Reports:

- Sales Summaries:

- Daily, weekly, monthly sales breakdowns.

- Top-selling items and categories.

- Staff Performance:

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 - Evaluate individual staff sales and efficiency.

- Identify high-performing employees.

- Inventory Reports:

- Stock Movement:

- Detailed logs of stock transactions.

- Identify fast-moving and slow-moving items.

- Inventory Valuation:

- Assess the current value of the entire inventory.

- Monitor fluctuations in product values.

5. User Management:

- Role-Based Access Control (RBAC):

- Role Assignment:

- Define roles (manager, waiter, chef, cashier).

- Assign specific permissions to each role.

- User Accounts:

- Manage user accounts and authentication.

- Track login activities.

6. Customer Relationship Management (CRM):

- Customer Database:

- Customer Profiles:

- Maintain customer information.

- Track preferences and visit history.

- Loyalty Programs:

- Implement and manage customer loyalty programs.

- Track and reward customer loyalty.

7. Alerts and Notifications:

- Low Stock Alerts:

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 - Notification System:

- Receive alerts for low inventory.

- Automatic restocking suggestions.

- Order Status Updates:

- Notify staff of changes in order status.

- Send order-ready notifications to customers.

8. Settings:

- General Settings:

- System Configuration:

- Configure general system preferences.

- Set default tax rates and currency.

- Notification Preferences:

- Customize alert and notification settings.

- Specify communication channels for notifications.

3.9 RESTAURANT & BAR MANAGEMENT

Designing a comprehensive menu structure for a Restaurant and Bar Management
System involves organizing functionalities to efficiently manage various aspects of the
establishment. This menu structure aims to provide a cohesive and efficient
management system for restaurants and bars. It covers key areas such as order and
table management, menu configuration, reservations, billing and POS integration,
staff management, reporting, customer loyalty programs, system settings, and support
features. The goal is to streamline operations, enhance customer experience, and
provide administrators with the tools needed to efficiently manage the establishment.

1. Dashboard:

- Overview of key metrics, such as daily sales, popular menu items, and reservation
status.

- Quick access to important alerts, notifications, and summary reports.

2. Order Management:

- Order Taking:

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 - Interface for servers to take customer orders.

- Options for customizing orders, adding special instructions, and managing

modifications.

- Order Status Tracking:

- Real-time tracking of order preparation status.

- Alerts for completed orders and orders in progress.

- Table Management:

- Floor plan layout for managing table assignments.

- Track table occupancy, reservations, and turnover.

3. Menu Management:

- Menu Configuration:

- Create and edit menus, including food and beverage items.

- Specify prices, descriptions, and categorization.

- Daily Specials:

- Feature to highlight daily specials and promotions.

- Easily update and manage special offerings.

- Ingredient Inventory:

- Inventory management for tracking ingredients and stock levels.

- Set up alerts for low stock and manage supplier relationships.

4. Reservation System:

- Reservation Calendar:

- Display of upcoming reservations and availability.

- Ability to manage reservations, allocate tables, and set booking policies.

- Online Booking Integration:

- Integration with online reservation platforms.

- Streamline the booking process for both customers and staff.

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5. Billing and POS Integration:

- Point of Sale (POS):

- POS system for processing orders and payments.

- Integration with order management for real-time updates.

- Split Billing:

- Functionality to split bills among multiple customers.

- Flexible options for dividing costs evenly or based on items ordered.

- Payment Processing:

- Integration with payment gateways for seamless transactions.

- Support for various payment methods, including cards and mobile payments.

6. Staff Management:

- Employee Scheduling:

- Schedule creation and management for staff.

- Track attendance and hours worked.

- Role-Based Access Control:

- Define roles and permissions for different staff members.

- Ensure secure access to sensitive functionalities.

7. Reporting and Analytics:

- Sales Reports:

- Generate reports on daily, weekly, and monthly sales.

- Analyze trends and identify top-performing items.

- Inventory Reports:

- Track inventory usage, wastage, and restocking needs.

- Optimize inventory management for cost efficiency.

8. Customer Loyalty Program:

- Loyalty Points System:

- Implement a customer loyalty program with points accrual.

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 - Reward customers for repeat visits and spending.

- Promotions and Discounts:

- Create and manage promotional offers and discounts.

- Track the effectiveness of promotions over time.

9. Settings:

- System Preferences:

- Configure overall system preferences and appearance.

- Set default settings for notifications, language, and user interface.

- Security Settings:

- Implement security measures, including access controls and data encryption.

- Configure settings for user authentication and authorization.

10. Help and Support:

- Documentation and Guides:

- Access comprehensive documentation and guides for system usage.

- Provide step-by-step instructions for common tasks.

- Customer Support:

- Contact information for technical support related to the Restaurant and Bar
Management System.

- Submit issues or questions for prompt resolution.

3.10 AFFILIATED CLUBS MANAGEMENT

Designing a comprehensive menu structure for an Affiliated Clubs Management
System involves organizing functionalities to efficiently manage multiple affiliated
clubs. This menu structure aims to provide a cohesive and efficient management
system for overseeing multiple affiliated clubs. It covers key areas such as club
management, membership, events, finances, communication, reporting, system
settings, and support features. The goal is to streamline operations, facilitate
collaboration among clubs, and provide administrators with the tools needed to
oversee the entire network effectively.

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1. Dashboard:

- Overview of key metrics for all affiliated clubs.

- Quick access to important alerts, notifications, and summary reports.

2. Affiliated Clubs Management:

- Club Directory:

- List of all affiliated clubs with brief profiles.

- Search and filter options for easy navigation.

- Add New Club:

- Form for administrators to add new clubs to the system.

- Capture essential details, including club name, contact information, and

affiliation status.

- Club Approval Workflow:

- Manage the approval process for new club affiliations.

- Set criteria for automatic approval or manual review.

3. Membership Management:

- Member Database:

- Centralized database of members across all affiliated clubs.

- View and manage member profiles, including contact details and membership
status.

- Cross-Club Membership:

- Facilitate members' participation in multiple affiliated clubs.

- Streamline the process of joining additional clubs.

4. Event Coordination:

- Centralized Event Calendar:

- Calendar display of events organized by all affiliated clubs.

- Enable members to view and register for events across clubs.

- Inter-Club Event Collaboration:

- Tools for coordinating and collaborating on events with other affiliated clubs.
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 - Shared calendars, planning resources, and communication channels.

5. Financial Management:

- Centralized Finances:

- Overview of financial transactions for all affiliated clubs.

- Track revenue, expenses, and financial health.

- Financial Reporting:

- Generate consolidated financial reports across clubs.

- Analyse overall financial performance and trends.

6. Communication Hub:

- Inter-Club Messaging:

- Dedicated communication space for administrators of affiliated clubs.

- Facilitate collaboration and information sharing.

- Announcements and Newsfeed:

- Platform-wide announcements and newsfeed for all affiliated clubs.

- Ensure consistent communication and updates.

7. Reporting and Analytics:

- Membership Analytics:

- Analyse membership trends and demographics across affiliated clubs.

- Identify patterns and opportunities for growth.

- Event Attendance Reports:

- Track attendance and engagement for events across all clubs.

- Evaluate the popularity and success of joint events.

8. Settings:

- Affiliation Settings:

- Configure global settings for club affiliations.

- Set standards for membership criteria, event collaboration, and financial

processes.

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 - System Preferences:

- Configure overall system preferences and appearance.

- Set default settings for notifications, language, and user interface.

9. Help and Support:

- Documentation and Guides:

- Access comprehensive documentation and guides for system usage.

- Provide step-by-step instructions for common tasks.

- Customer Support:

- Contact information for technical support related to the Affiliated Clubs

Management System.

- Submit issues or questions for prompt resolution.

3.11 REPORTING AND ANALYTICS MODULE

Creating a well-organized menu structure for the Reporting and Analytics Module is
essential for efficient data analysis and decision-making. This menu structure aims to
provide a logical and user-friendly flow for accessing and interpreting analytical
insights. It covers key areas such as membership reports, event analytics, facility
utilization reports, communication analytics, custom reports, system settings, and
support features. The goal is to enhance the user experience for both administrators
analysing data and stakeholders making informed decisions based on the reports
generated.

1. Dashboard:

- Overview of key metrics and performance indicators.

- Quick access to popular reports and analytics tools.

2. Membership Reports:

- Demographics Report:

- Detailed analysis of member demographics.

- Includes age distribution, geographic location, and other relevant data points.

- Engagement Report:

- Track member engagement levels over time.

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 - Analyse trends in event participation, facility bookings, and communication
interactions.

- Retention Report:

- Evaluate membership retention rates.

- Identify factors influencing member retention and attrition.

3. Event Analytics:

- Attendance Report:

- Analyse attendance patterns for club events.

- Identify popular events and peak participation times.

- Financial Performance Report:

- Evaluate the financial success of events.

- Analyse revenue, expenses, and profitability.

4. Facility Utilization Reports:

- Usage Trends Report:

- Track the utilization of club facilities.

- Identify peak usage times and optimize resource allocation.

- Popular Facilities Report:

- Analyse which facilities are most frequently booked.

- Inform decisions on facility expansion or maintenance.

5. Communication Analytics:

- Announcement Engagement Report:

- Evaluate the effectiveness of club-wide announcements.

- Track open rates, click-through rates, and member interactions.

- Message Effectiveness Report:

- Assess the impact of direct messages and communication.

- Analyse response rates and member engagement.

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6. Custom Reports:

- Ad Hoc Analysis Tool:

- Provide a tool for creating custom reports.

- Select specific data points, filters, and visualization options.

- Saved Reports:

- Save and access frequently used custom reports.

- Streamline the reporting process for recurring analyses.

7. Settings:

- Report Preferences:

- Configure default settings for report display.

- Set preferences for date ranges, chart types, and data visualization.

- Data Source Configuration:

- Manage connections to external data sources.

- Ensure accurate and up-to-date reporting data.

8. Help and Support:

- Analytics FAQs:

- Provide answers to frequently asked questions about analytics tools.

- Offer guidance on interpreting reports and making data-driven decisions.

- Customer Support:

- Contact information for technical support related to reporting and analytics.

- Submit issues or questions for prompt resolution.

3.12 INTEGRATION MODULE

Creating a menu structure for the Integration Module is crucial for managing seamless
connections with external systems. This menu structure aims to provide a user-friendly
and organized flow for managing integrations effectively. It covers key areas such as
payment gateway integration, CRM synchronization, event registration integration,
communication integration, analytics integration, API management, system settings,
and support features. The goal is to enhance the user experience for both

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administrators configuring integrations and ensuring seamless data exchange with
external systems.

1. Dashboard:

- Overview of integration status and key performance indicators.

- Quick access to essential integration functionalities.

2. Payment Gateway Integration:

- Configure Payment Gateways:

- Enable integration with external payment processing systems.

- Input API keys, credentials, and configure transaction settings.

- Transaction Logs:

- View logs of payment transactions.

- Monitor successful transactions and identify any issues.

3. CRM Integration:

- Connect to CRM System:

- Establish integration with Customer Relationship Management (CRM) systems.

- Input CRM API credentials and configure synchronization preferences.

- Member Data Sync:

- Schedule and manage the synchronization of member data between the club
system and CRM.

- Ensure consistency and accuracy in member information.

4. Event Registration Integration:

- Integrate with Event Platforms:

- Connect with external event registration platforms.

- Facilitate seamless data exchange for event registrations.

- Event Data Sync:

- Manage the synchronization of event data between the club system and
external platforms.

- Ensure real-time updates on event details and participant information.

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5. Communication Integration:

- Email Marketing Integration:

- Connect with email marketing platforms.

- Facilitate targeted email campaigns and track communication metrics.

- Social Media Integration:

- Integrate with social media platforms.

- Schedule and automate posts, track engagement, and analyse social media
data.

6. Analytics Integration:

- Connect to Analytics Tools:

- Establish connections with external analytics tools.

- Facilitate data sharing for comprehensive reporting and analysis.

- Data Visualization Platforms:

- Integrate with visualization platforms for enhanced reporting.

- Ensure seamless data transfer for creating impactful visualizations.

7. API Management:

- API Documentation:

- Provide comprehensive documentation for the club's APIs.

- Offer guidance on API endpoints, parameters, and authentication.

- API Access Control:

- Manage access controls for external systems interacting with the club's APIs.

- Ensure secure and authorized data exchange.

8. Settings:

- Integration Preferences:

- Configure default settings for integration processes.

- Set preferences for synchronization intervals, data mapping, and error handling.

- Data Security Settings:

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 - Configure security settings for data exchange.

- Implement encryption and authentication measures.

9. Help and Support:

- Integration FAQs:

- Provide answers to frequently asked questions about system integration.

- Offer guidance on troubleshooting integration-related issues.

- Customer Support:

- Contact information for technical support related to integrations.

- Submit issues or questions for prompt resolution.

3.13 MOBILE APP INTEGRATION

Creating a user-friendly and intuitive menu structure for the Mobile App Integration
Module is essential for providing a seamless mobile experience. This menu structure
aims to provide a seamless and engaging mobile experience for club members. It
covers key areas such as member profiles, event integration, facility booking,
communication, mobile notifications, settings, and support features. The goal is to
enhance member satisfaction by offering convenient access to club services and
information through the mobile app.

1. Dashboard:

- Overview of mobile app integration status and key metrics.

- Quick access to essential functionalities related to the mobile app.

2. Member Portal:

- Profile View:

- Access and edit personal member profiles through the mobile app.

- Enable members to update contact information, profile pictures, and

preferences.

- Membership Details:

- View membership details, including renewal status and membership type.

- Provide information about membership benefits and expiration dates.

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3. Event Integration:

- Upcoming Events:

- Display a list of upcoming club events on the mobile app.

- Include event details, registration options, and interactive features.

- Event Registration:

- Enable members to register for events directly through the mobile app.

- Streamline the registration process with a user-friendly interface.

4. Facility Booking Integration:

- Facility Reservations:

- View available club facilities and make reservations through the mobile app.

- Include real-time updates on facility availability and booking status.

- Booking History:

- Access a history of past facility reservations made through the mobile app.

- Enable members to track their facility usage.

5. Communication Centre:

- Announcements Feed:

- Display club-wide announcements in a dedicated feed on the mobile app.

- Ensure members stay informed about important updates and news.

- Messaging Inbox:

- Provide a mobile-friendly inbox for members to send and receive messages.

- Facilitate direct communication among members.

6. Mobile Notifications:

- Push Notifications Settings:

- Configure preferences for push notifications on the mobile app.

- Allow members to customize notification settings for events, announcements,

and messages.

- Alerts and Reminders:

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 - Send timely alerts and reminders to members through push notifications.

- Enhance member engagement with personalized and relevant alerts.

7. Settings:

- App Preferences:

- Configure default settings for the mobile app integration.

- Set display preferences, language options, and user interface preferences.

- Security Settings:

- Implement security measures for mobile app access.

- Include options for biometric authentication and secure login.

8. Help and Support:

- Mobile App FAQs:

- Provide answers to frequently asked questions about the mobile app.

- Offer guidance on app features and troubleshooting.

- Customer Support:

- Contact information for technical support related to the mobile app integration.

- Submit issues or questions for prompt resolution.

3.14 FEEDBACK AND SURVEY MODULE

Designing an effective menu structure for the Feedback and Survey Module is
essential for collecting valuable insights from club members. This menu structure aims
to create a user-friendly and comprehensive experience for managing feedback and
surveys. It covers key areas such as member feedback submission, survey creation
and distribution, analytics, system settings, communication, and support features. The
goal is to facilitate meaningful interactions between club administrators and
members, fostering a culture of continuous improvement based on valuable
feedback.

1. Dashboard:

- Overview of feedback and survey participation metrics.

- Quick access to essential functionalities related to feedback and surveys.

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2. Member Feedback:

- Submit Feedback Form:

- Form for members to submit general feedback.

- Include categories such as facilities, events, communication, and overall

experience.

- Feedback History:

- View a history of feedback submitted by individual members.

- Track trends and responses over time.

3. Surveys:

- Create New Survey:

- Form for administrators to create and customize surveys.

- Include various question types, branching logic, and multimedia options.

- Survey Library:

- Repository of pre-designed surveys for common topics.

- Enable administrators to reuse and modify existing survey templates.

4. Survey Distribution:

- Send Surveys:

- Distribute surveys to targeted member groups.

- Specify delivery methods such as email, in-app notifications, or SMS.

- Track Survey Responses:

- Monitor real-time responses as members complete surveys.

- View response rates and track overall survey engagement.

5. Survey Analytics:

- Survey Results:

- Analyse aggregated results of completed surveys.

- Generate visual reports and data summaries.

- Individual Responses:

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 - View detailed responses from individual members.

- Maintain anonymity or track responses based on member identification.

6. Feedback and Survey Settings:

- Survey Preferences:

- Configure default settings for surveys, such as response deadlines and anonymity
options.

- Set preferences for survey appearance and user experience.

- Feedback Management:

- Define workflows for managing and responding to member feedback.

- Establish protocols for addressing concerns and implementing improvements.

7. Communication Centre:

- Survey Announcements:

- Announce upcoming surveys to members.

- Encourage participation and provide context for survey topics.

- Feedback Responses:

- Communicate with members regarding their submitted feedback.

- Keep members informed about actions taken based on feedback.

8. Help and Support:

- Feedback and Survey FAQs:

- Provide answers to frequently asked questions about feedback and surveys.

- Offer guidance on creating effective surveys and maximizing participation.

- Customer Support:

- Contact information for technical support related to the Feedback and Survey
Module.

- Submit issues or questions for prompt resolution.

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3.15 SECURITY MODULE
Designing a robust and comprehensive menu structure for the Security Module is
crucial for ensuring the integrity and protection of club data. This menu structure aims
to provide a comprehensive and organized approach to managing the security
aspects of the club system. It covers key areas such as access control, authentication
settings, encryption, audits and scans, incident response, security policies, training,
system settings, and support features. The goal is to enhance the security posture of
the system and safeguard club data against potential threats and vulnerabilities.

1. Dashboard:

- Overview of security status, recent incidents, and key security metrics.

- Quick access to essential functionalities related to security monitoring.

2. Access Control:

- User Roles and Permissions:

- Define and manage user roles with specific access levels.

- Assign and modify permissions to control data access.

- Audit Trails:

- View logs of user activities within the system.

- Monitor changes made to member profiles, settings, and sensitive data.

3. Authentication Settings:

- Password Policies:

- Configure password complexity requirements.

- Set rules for password length, complexity, and expiration.

- Multi-Factor Authentication:

- Enable and manage multi-factor authentication options.

- Enhance login security with additional verification steps.

4. Data Encryption:

- Data-at-Rest Encryption:

- Implement encryption for stored data within the system.

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 - Ensure the confidentiality of sensitive information.

- Data-in-Transit Encryption:

- Secure data transmission between the system and external components.

- Use secure protocols and encryption algorithms.

5. Security Audits and Scans:

- Vulnerability Scanning:

- Conduct regular scans to identify potential vulnerabilities.

- Implement remediation strategies for discovered vulnerabilities.

- Security Audits:

- Perform comprehensive security audits of the system.

- Identify areas for improvement and compliance with security standards.

6. Incident Response:

- Incident Reporting:

- Provide a mechanism for users to report security incidents.

- Streamline the process of capturing incident details.

- Security Incident Log:

- Maintain a log of reported security incidents.

- Track the status of incident resolution and document actions taken.

7. Security Policies:

- Policy Management:

- Establish and manage security policies.

- Define rules and guidelines for data handling, access, and usage.

- Policy Compliance Monitoring:

- Monitor adherence to security policies.

- Generate reports on policy compliance and deviations.

8. Security Training and Awareness:

- Training Modules:

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 - Offer security awareness training modules for system users.

- Cover topics such as phishing awareness and secure data handling.

- Training Completion Tracking:

- Track user completion of security training.

- Ensure ongoing awareness and compliance.

9. Settings:

- General Security Settings:

- Configure basic settings for the Security Module.

- Set preferences for log retention, notification thresholds, and security alerts.

- Emergency Response Contacts:

- Specify contacts for emergency response situations.

- Ensure a quick and coordinated response to security incidents.

10. Help and Support:

- Security FAQs:

- Provide answers to frequently asked questions about system security.

- Offer guidance on security best practices.

- Security Support:

- Contact information for technical support related to security concerns.

- Submit security-related issues or questions for prompt resolution.

3.16 TRAINING AND SUPPORT MODULE

Designing an effective menu structure for the Training and Support Module is essential
for providing users with the resources they need to use the system effectively. This
menu structure aims to provide a diverse range of resources for users to learn,
troubleshoot, and collaborate effectively. It covers key areas such as getting started
guides, user manuals, video tutorials, interactive demos, FAQs, live webinars,
community forums, contact support options, and a knowledge base. The goal is to
empower users with the tools and information needed to navigate the system
confidently and efficiently.

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1. Getting Started:

- Welcome Guide:

- An introductory guide for new users.

- Covers the basics of system navigation and key features.

- System Overview:

- Provides an overview of the entire system.

- Introduces users to major modules and functionalities.

2. User Manuals:

- Module-Specific Manuals:

- Detailed manuals for each module in the system.

- Step-by-step guides for performing various tasks within each module.

- Advanced Features Guide:

- Explores advanced functionalities and features of the system.

- Geared towards users looking to enhance their skills.

3. Video Tutorials:

- Tutorial Library:

- A collection of video tutorials covering different aspects of the system.

- Allows users to learn visually and at their own pace.

- Module-Specific Videos:

- Videos dedicated to specific modules or features.

- Demonstrates how to perform tasks through screen sharing.

4. Interactive Demos:

- Simulated Walkthroughs:

- Interactive demos simulating real system usage.

- Provides a hands-on learning experience.

- Scenario-Based Training:

- Guided scenarios that users can navigate to practice using the system.

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 - Helps reinforce learning through practical application.

5. Frequently Asked Questions (FAQs):

- General FAQs:

- Commonly asked questions about using the system.

- Provides quick answers to common queries.

- Module-Specific FAQs:

- FAQs tailored to each module for more specific information.

- Addresses common challenges users might face in each module.

6. Live Webinars and Training Sessions:

- Scheduled Webinars:

- Announcements and schedules for live webinars.

- Allows users to interact with trainers and ask questions in real-time.

- Recorded Sessions:

- Archive of past webinars and training sessions.

- Enables users to access sessions they may have missed.

7. Community Forum:

- User Discussion Forum:

- A platform for users to ask questions, share tips, and collaborate.

- Encourages community-driven support.

- Announcements and Updates:

- Important announcements and updates from the system administrators.

- Keeps users informed about changes and improvements.

8. Contact Support:

- Submit a Ticket:

- Online form for users to submit support tickets.

- Tracks and manages user-reported issues.

- Live Chat Support:

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 - Real-time chat support for immediate assistance.

- Connects users with support agents for quick problem resolution.

9. Knowledge Base:

- Searchable Database:

- A comprehensive knowledge base with articles and guides.

- Allows users to search for specific topics or browse categories.

- Latest Updates:

- Highlights recent additions or changes to the knowledge base.

- Keeps users informed about the latest resources.

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4 PROPOSED SYSTEM STRUCTURE

4.1 WEB PORTAL – FRONTEND

1. Index

2. About & History

3. Affiliated Clubs

4. Gallery

5. Contact

6. Login

7. Facility Booking for Self & Guest - (Room, Restaurant, Bar, Sports, Event)

8. Wallet

9. Member Directory

10. Profile Settings

11. Payment Gateway

12. Profile Activity

4.2 WEB BASED APPLICATION - BACKEND

1. User Module

a. Login - For Staff and Committee Members

b. Registration - For Registering New Committee Member Account, Staff,

etc

c. User List - List of all users accessing the portal

d. Edit User - View and edit user data and permissions

e. User Activity Log - User activity in portal with timestamp

f. User Type - Different Type of Users

g. User Permission - View, Add, Edit permissions to users and user groups

2. Member Module

a. Member Management - Add, Edit, List, Details, Excel Upload,

b. Member In & Out Entry

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 c. Membership Plans- Add, Edit, List, Details, Statistics

d. Membership Renewal - Membership renewal process and Automated

reminders for upcoming renewals.

e. Wallet

f. Payment Activity Ledger

g. Member Activity - View Activity Log of Member Data

h. Member Guest Activity - View Activity Log of Member’s Guest Data

3. Room Booking Module

a. Add, Edit, List, Details of Rooms and Features

b. Reservations and Checkin Checkout

c. Extras and service entry

d. Notification of booking to app users

4. Event Management Module

a. Add, Edit, List, Details of Events and Programs

b. Entry and Ticketing

c. Vendor Management

d. All payment details of event (income and expense)

e. Notification of events to app users

5. Facility Booking Management

a. Add, Edit, List, Details of Facility

b. All payment details of facility (income and expense)

c. Notification of facility to app users

6. Financial Module

a. Budgeting and Financial Planning

b. Revenue and Expense Tracking

c. Financial Reporting and Analysis

d. Cash Flow Management

e. Audit and Compliance

f. Tax Planning and Compliance

g. Financial Risk Management

7. HR Management

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 a. Employee Management

b. Work hour Checkin Checkout

c. Leave Process

d. Reimbursement Entry

e. Assignments - Manager user can assign tasks

f. Payroll generation

g. Alerts and Notifications

8. Inventory Management

a. Categorization

b. Stock Control

c. Vendor Management

d. Alerts and Notifications

9. Restaurant Management

a. Menu Management

b. Order Processing

c. Table Management and Pre Booking

d. Payments

e. Split Billing

f. Connection to Inventory - Stock Purchase, Store Supply

10. Bar Management

a. Liquor and Menu Management

b. Order Processing

c. Table Management and Pre Booking

d. Payments

e. Split Billing

f. Connection to Inventory - Purchase, Godown to Counter, Stock

Adjustment

11. Affiliated Clubs Management

a. Club Directory

b. Member Database

c. Inter-Club Communication

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 d. Alerts and Notifications

12. Master Module

a. Documents - Add certificates and renewal docs ang get reminders

b. Committee - Add Member to committee position and groups

c. Committee position and permission setting

d. Club SOP - Bylow, rules and regulations

e. Announcements - Common or specific announcements

f. Holidays - Holidays and Working time of Club and Facilities

4.3 MEMBERS MOBILE APP

1. Login

2. In & Out Entry

3. Facility Booking for Self & Guest - (Room, Restaurant, Bar, Sports, Event)

4. Wallet

5. Member Directory

6. Profile Settings

7. Profile Activity

8. Payment Gateway

9. Affiliated Clubs Directory and booking

10. Alerts and Notifications

4.4 STAFF MOBILE APP

1. Login

2. In & Out Entry

3. Leave Apply

4. Alerts and Notifications

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5 TECHNOLOGY USED
Django Stack:

Built on Python, the Django stack is renowned for its simplicity, speed, and scalability.
Its core components include:

➢ Python: A high-level programming language known for its readability and

versatility.

➢ Django: A powerful and robust web framework that follows the "batteries-
included" philosophy, providing many built-in tools and features.

➢ PostgreSQL/MySQL: Are popular Databases that Django supports.

➢ Flutter: Mobile Application

The Django stack is a perfect choice for developers looking to build secure,
maintainable, and rapid applications.

Recommenced Hosting Platforms

1. Amazon Web Services (AWS) - Amazon's cloud platform

2. Microsoft Azure - Microsoft's cloud platform

3. Digital Ocean - DigitalOcean Holdings, Inc.

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6 DEVELOPMENT AND IMPLEMENTATION PROCESS
1. Project Planning and Analysis:

➢ Identify project requirements: Gather information about the application's purpose,

target audience, desired features, and functionality.

➢ Define project scope: Determine the boundaries and limitations of the project to
establish clear goals and deliverables.

➢ Conduct market research: Analyse competitors and identify opportunities for

differentiation.

➢ Create project documentation: Prepare detailed specifications, user stories,

wireframes, and mock-ups.

2. User Interface/Experience Design:

➢ Develop a visual style guide: Establish a consistent design language that will be
applied throughout the application.

➢ Design the user interface: Create the layout and visual design of the application,
ensuring that it is user-friendly and intuitive.

➢ Build interactive prototypes: Develop interactive prototypes to validate the design

and gather feedback from stakeholders.

3. Information Architecture:

➢ Define the application structure: Determine the organization and hierarchy of the
application's content and functionality.

➢ Develop the database schema: Create an efficient and scalable database

structure to store and retrieve data.

4. Front-End Development:

➢ Implement UI components: Develop the user interface using HTML, CSS, and
JavaScript based on the design specifications.

➢ Implement interactivity: Enhance the user experience by adding client-side

scripting, animations, and dynamic content.

➢ Ensure responsiveness: Optimize the application for different screen sizes and
devices to provide a consistent experience.

5. Back-End Development:

➢ Develop server-side logic: Implement the core functionality of the application

using a suitable programming language (e.g., Python, Java, Node.js).

➢ Build APIs: Create robust and well-documented APIs to facilitate communication

between the front-end and back-end components.

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➢ Implement security measures: Incorporate authentication, authorization, and data
encryption to protect sensitive information.

➢ Integrate with external services: Integrate third-party APIs or services for additional
functionality (e.g., payment gateways, social media platforms).

6. Quality Assurance and Testing:

➢ Unit testing: Write and execute tests to verify the functionality of individual
components or modules.

➢ Integration testing: Test the interaction between different modules to ensure they
work together seamlessly.

➢ Performance testing: Measure the application's response time, scalability, and

resource usage under varying loads.

➢ User acceptance testing: Involve end users to evaluate the application's usability,
identify bugs, and gather feedback for improvements.

7. Deployment:

➢ Set up hosting environment: Configure servers, databases, and other necessary

infrastructure components.

➢ Continuous Integration and Deployment: Automate the build, testing, and

deployment processes to ensure a smooth and efficient workflow.

➢ Deploy application: Upload the application code, database, and other assets to
the production environment.

➢ Monitor and optimize: Monitor the application's performance, identify bottlenecks,

and apply optimizations to enhance its speed and reliability.

8. Maintenance and Updates:

➢ Bug fixing: Address and resolve reported issues and bugs to maintain the
application's stability.

➢ Feature enhancements: Continuously improve the application by adding new

features and refining existing ones based on user feedback.

➢ Security updates: Stay up-to-date with security patches and address vulnerabilities
to protect the application from potential threats.

9. Scalability:

➢ Optimize the codebase: Identify and remove performance bottlenecks to ensure

the application can handle increasing traffic.

➢ Use a scalable infrastructure: Implement a scalable infrastructure that can adapt

to changing demands, such as cloud-based services.

➢ Cache frequently accessed data: Cache frequently accessed data to reduce the
load on the database.

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10. Accessibility:

Compliance with Web Content Accessibility Guidelines (WCAG): WCAG is a set of

guidelines developed by the Web Accessibility Initiative (WAI) of the World Wide Web
Consortium (W3C). It provides standards and recommendations for making web
content more accessible to people with disabilities. Compliance with WCAG ensures
that your portal is more inclusive and usable by a wider audience.

11. Documentation:

➢ Document the application: Create comprehensive documentation that includes

technical specifications, architecture diagrams, API documentation, and user
guides.

➢ Update documentation regularly: Keep the documentation up to date as the

application evolves to ensure accuracy and provide a reference for future
development and maintenance.

12. Performance Optimization:

➢ Analyse and optimize code: Identify areas where the application can be
optimized for better performance, such as reducing database queries, optimizing
algorithms, and improving caching strategies.

➢ Implement caching mechanisms: Utilize caching techniques to store frequently

accessed data, reducing the load on the server and improving response times.

➢ Optimize assets: Minify and compress CSS and JavaScript files, optimize image
sizes, and leverage browser caching to reduce page load times.

13. Security Enhancements:

➢ Conduct security audits: Perform regular security audits to identify vulnerabilities

and weaknesses in the application's code, infrastructure, and data handling
processes.

➢ Implement security best practices: Follow secure coding practices, such as input
validation, output encoding, and protection against common security threats like
SQL injection and cross-site scripting (XSS).

➢ Regularly update dependencies: Keep all libraries, frameworks, and plugins up to

date with the latest security patches to address any known vulnerabilities.

14. Analytics and Monitoring:

➢ Implement analytics: Integrate analytics tools to track user behaviour, measure

application performance, and gather insights for future enhancements.

➢ Set up monitoring systems: Implement monitoring tools to track the application's

health, server uptime, response times, and other critical metrics. Set up alerts for
immediate issue detection and resolution.

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➢ Use error tracking: Integrate error tracking tools to capture and log application
errors, allowing for quick identification and resolution of issues.

15. Continuous Improvement and Iteration:

➢ Gather user feedback: Solicit user feedback through surveys, feedback forms, and
user testing to understand their needs and identify areas for improvement.

➢ Plan and prioritize enhancements: Based on user feedback, plan and prioritize
new features, enhancements, and bug fixes using agile development
methodologies.

➢ Iterative development cycles: Adopt an iterative approach to development,

releasing regular updates and new features while incorporating user feedback to
continuously improve the application.

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7 PROJECT COST & DELIVERY
Project Delivery

Delivery: 125 working days, (approximately 4 months)

Project Cost

Total Project Cost: Rs. 1,500,000 (Rupees Fifteen Lakhs)

Estimated Tax at the rate of 18%: RS. 270,000 (Rupees Two Laksa and Seventy
Thousand)

Payment Terms

Payment Schedule Portion Amount GST Total

Advance 25% 375,000 67,500 442,500

Month 1 25% 375,000 67,500 442,500

Month 2 25% 375,000 67,500 442,500

Month 3 15% 225,000 40,500 265,500

Prior to handover 10% 150,000 27,000 177,000

Total Project Cost 1,500,000 270,000 1,770,000

GST 18% 270,000

Total Billing Amount 1,770,000

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8 TERMS AND CONDITIONS
1. Above price does not include applicable taxes. It will be calculated at the time
of invoicing with the prevailing Tax / GST rates.

2. All estimates/quotes are based on our understanding of your requirements and as

per given timeframe. Any changes to the functionality including micro-
improvements, may incur additional costs accordingly. Please ensure and clarify
our understanding in a face-to-face meeting.

3. By accepting a quote, you agree to and accept the terms and conditions of
Ardent BCS. Acceptance can be verbal, by email, payment of Initiation, signing a
quote.

4. Clients to ensure that we have included all requirements in the quotes / proposals
/ estimates and that we fully understand their requirements. Clients must provide
us with clear guidelines along with the flow or specific details they may require.
When such details are not provided, we will proceed with our understanding of
the requirements and quote accordingly. At a later stage, if a discrepancy arises,
it may lead to additional costs to accommodate the changes. Thus, it is essential
that you clarify every aspect of your website development and ensure that you
have been quoted on the right requirements.

5. Any complexity related to specific tasks, must be advised in advance and

included in the proposal for costing purposes. We operate in good faith and rely
on our clients to disclose the full picture at the time of quotation. Any discrepancy
arising due to unclear requirements will not be borne by Ardent BCS.

6. There are limited man-hours allocated to each task including Project

Management and Digital Strategist/Business Analyst. Minor changes may be
included within the allocated hours. This will be analysed on a case-by-case basis.

7. Ardent BCS will make every effort to complete the project/changes in the given
timeframe. Reasonable delays are accepted if functionalities are redefined or
modified.

8. Any delays at client’s end, may delay the project and proposed timeframes and
may incur additional costs.

9. Any bugs (programming errors) reported during or just after the development does
not attract additional charges.

10. Any re-work on an already completed task will attract additional charges. Any
changes in the design after the design approval will incur additional charges.

11. Any modifications requested during the development or after the Go-Live
approval will incur additional charges. All additional work, over and above the
estimates is charged separately. Under no circumstances will Ardent BCS be liable
for any delays caused by change in the project brief.

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12. Website/application content and all related materials need to be provided to us
within the first two weeks of starting the project. Any delays thereafter may delay
the project and may incur additional charges if it goes beyond reasonable
timeframe.

13. Our websites/applications are generally tested on PCs and include near recent
versions of following browsers: IE, Firefox, Chrome & Safari. If you require testing to
be done on any other browser, please let us know in advance.

14. Responsive/multi-device compatible web pages are tested on Android, iPhone

and iPads. If you require testing to be done on any other device, please discuss it
in advance.

15. If your website/application is not hosted on an Ardent BCS server, any additional
man-hours that may be required due to any server or network related issues are
not covered in our quotes and may be charged separately.

16. Please note that at any stage during the project, stalling of the project for over
two calendar months will incur INR 10,000/month administration costs. Furthermore,
it may increase the previously approved estimates. If you require the project to be
put on hold, please advise us in writing in advance. To put the project on hold
without incurring additional charges, we will need the account to be up to date
based on the work done. Further details can be discussed if such a situation arises.

17. Ardent BCS software codes (not including open-source software) are copyrights
of Ardent BCS. The codes can be handed over once all previous invoices are
settled on the condition that the codes are used only for use or modification for
re-use for further development for the specified client or subsequent owners of that
legal entity. Under no circumstance, the codes will be allowed to be used for re-
selling or duplication purposes.

18. Ardent BCS CMS is a proprietary CMS of Ardent BCS. Ardent BCS owns copyrights
of all codes written for any client, unless arrangements are made prior to start of
the project. Ardent BCS warrants a license to use any custom-built software for the
client, for their use only. This license is granted while paying for the hosting. Ardent
BCS CMS cannot be transferred to any external host; this includes any access to
the software codes.

19. The website or software application will be designed to be deployed on the web,
via using a commercial grade webserver or a similar setup. Based on your website
traffic, the website may not perform if deployed on a generic office network
environment.

20. Depending upon the functionalities required, there may be 3rd party components
such as Third-Party Payment Gateways or SSL certificates involved in building a
website/application. Although Ardent BCS does its best in recognising the
suitability of any such component, any unforeseen limitations of 3rd party
components are beyond our control. Any third-party component purchase costs
(such as SSL, Payment gateway, Google Adwords, Plug-in licenses etc) are not
included in our quotes.

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21. Ardent BCS takes no responsibility of any open-source products such as WordPress,
Open Source carts, Joomla etc. It is client’s responsibility to update all components
and third party software’s. We suggest you take regular back-ups to avoid any
disruptions.

22. Ardent BCS offer packages in co-ordination with third party providers. Changes to
the third-party provider’s rules and policies may ultimately affect the services we
provide or the terms and conditions herein.

23. The client must recognize that at times there may be unforeseen circumstances
that will delay the development process, particularly with reference to the
integration of third-party software. We will try our best to complete the project as
agreed in the proposal. As long as it is within a reasonable period, the client agrees
not to penalize us for any genuine delay, when every effort to keep the project on
the proposed schedule is taken.

24. Domain registration/renewal etc charges are not included as a part of any
project/proposal unless mentioned otherwise. If required, a quote for which will be
submitted separately and approved by the client.

25. Hosting charges are not included in the quotations unless mentioned otherwise.
Ardent BCS can organise an appropriate hosting solution if required, a quote for
which will be submitted separately and approved by the client. Where clients
decide to organise their own hosting, we should be consulted before finalising the
type of hosting and database, as it should meet the requirements of the
technology used for the development. Please note that we’ll require full access
with hosting support for testing and deploying the application. Ardent BCS will not
be liable for any delays or errors caused by direct or indirect actions of the hosting
company.

26. Ardent BCS generally builds and tests the websites/applications on our own servers
or hosted domains. Ardent BCS cannot give access to their test servers and test
websites to the clients or any third party. The website/application can be
transferred-off to a nominated 3rd party server upon full payment of all invoices
and dues.

27. Notwithstanding any other provision in the agreement, in consideration of the

Customer entering into this agreement with Ardent BCS, upon full payment of any
outstanding invoices, Ardent BCS will grant an unconditional license to the
Customer to reproduce, publish, communicate, use, exploit, vary, or otherwise
deal with 1) the graphics, 2) texts and 3) images used in the published website and
associated of form and functionality. This will not include the intellectual property
relating to the production of the website including the digital strategies,
programming codes, database structures, scripts, forms or functionalities.

28. All communications/correspondences are generally done via emails. It is client’s

responsibility to keep us updated with their relevant email addresses.

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9 PROJECT CONTACTS

Digital Transformation Team

Biju Soman Akshay P K

Senior Consultant Senior Project Manager
+91 77363 39626 +91 95673 27832
[email protected] [email protected]

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