IT Transformation Project - British Eventing
 
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IT Transformation Project

   

The IT Transformation Project (ITTP) officially launched in mid-January 2016 starting with the Discovery Phase, with the project starting fully in June 2016. Below you will find the latest update along with a link to the previous updates:

 

July 2018 Update

General

BEHQ have been working off the Salesforce database since December 2016, which was Release 1 of the ITTP. As members you have not seen anything different as the current website links through the old database for validating entries and results information, which is ‘synced' to Salesforce and will continue to do so until the new website is launched.

Developments for the new Salesforce Entry Validations (Release 1A) and the Training & Education booking system are completed (Release 3) however these cannot be fully tested until the new website developments are complete.

The Safety Application (Release 3A) - which is used by our Technical Advisers to input important Risk Management data from events, is fully functional and was in use last year.

Website

Further to the June update, we continue to work on developing the website with Brightsites for delivery after the end of the season. Work also continues with Salesforce, our database partners, to ensure that information runs seamlessly between the database and new website.

Entries and Results

The entry system remains under development and will be completed to coincide with the launch of the new website. As a part of the testing of the entry system we will be involving users ( i.e. riders, entry secretaries, entry agents ) .


The Entries, Administration, Results and Scoring parts of the project, also known as ‘EARS' (Release 2 of the IT Transformation Project ) will continue to be developed and extensively trialled over 2018 and 2019 with the intention that this will be in use in 2020. This will coincide with the BDWP system coming to a close at the end of 2019 due to Paul Harris's decision to retire.

Looking at each aspect in turn:

  • Entries; the entry system is under development and will be completed to coincide with the launch of the new website – entries will therefore be taken in the same way that they are now. Entries will be made as normal next year to an events existing supplier and then all change to the BE system for 2020.
  • Administration of entries and timetabling: this is the most challenging part of the project and will continue to be developed over 2018 and trialled in 2019.
  • Results; will be uploaded from the new Scoring Application used by BE Scorers and will be able to be viewed on the new website.
  • Scoring; the Scoring element has been developed as a stand-alone new Scoring Application so that it can work off and online at events by BE Scorers. The development is nearing completion and field trials will take place starting in September. The purpose of these field trials is to ensure that the Scoring App functions across the whole scope of event types we have – from grassroots to international. The field trial will be used to test the system and make any changes necessary before the next trial date. The trial will involve running the Scoring App in parallel with the scoring system on event. These events will be confirmed in due course.

 

The recent review that has been conducted was principally focusing on the administration element of the EARS project to scope out the costs and timelines related to the options for the administration system.

As a consequence of the review it has been confirmed that we will continue to develop the final elements of the administration system using Salesforce – which will enable us to be able to have the full system (EARS) in place for the start of 2020 season as previously planned.

The review considered existing systems in place and alternative platforms for the administration system; however it has concluded that to continue with Salesforce is the best solution since the cost and time of developing a new platform - even if based on one of the existing systems – would be too great. The existing platforms would require significant investment and time to put onto a new platform which would interface with the entry system referred to above.

We will continue to post regular updates on the progress of the various elements of the I.T Transformation Project.
 

 
 Previous updates can be found HERE