Procurement description
Yn hanesyddol, mae partneriaid chwaraeon Cymru wedi dibynnu ar nifer o systemau a rhaglenni gwahanol, gan gynnwys WhatsApp, Calendrau Microsoft, e-bost, rhaglenni Microsoft Office, a Spond (https://www.spond.com/), i reoli eu gweithrediadau a'u cyfathrebu. Mae'r darnio hwn wedi arwain at aneffeithlonrwydd, dyblygu ymdrech, a baich gwaith gweinyddol cynyddol. Nododd ymchwil defnyddwyr diweddar gyda Chyrff Rheoli Cenedlaethol chwaraeon i'n system rheoli athletwyr bresennol (Edrychwch ar Atodiad A) sawl angen heb eu diwallu gan ddefnyddwyr, yn enwedig o ran gofynion gweinyddol Cyrff Rheoli Cenedlaethol.
Mae'r gofynion allweddol a nodwyd o'r ymchwil defnyddwyr yn cynnwys y canlynol:
• Calendr a gallu amserlennu cadarn a greddfol
• Dosbarthu dogfennau a ffeiliau'n ddiogel i ofalwyr, athletwyr a hyfforddwyr mewn sawl fformat cyfryngau
• Sianeli cyfathrebu syml ac uniongyrchol ar gyfer gofalwyr, athletwyr a hyfforddwyr
• Y gallu i wthio hysbysiadau wedi'u targedu ar draws rhaglenni perfformiad
• Rheoli gwybodaeth teithio, hedfan a theithlenni yn ganolog
• Mesurau rheoli gweinyddol ffurfweddadwy i gefnogi rheoli rhaglenni effeithiol
• Y gallu i amserlennu sesiynau hyfforddi a chystadlaethau, gan gynnwys lleoliadau, amseriadau a manylion teithio cysylltiedig
• Mecanwaith effeithlon ar gyfer cofnodi a rheoli presenoldeb athletwyr mewn gweithgareddau allweddol, gan gynnwys cyfarfodydd, sesiynau hyfforddi, cystadlaethau a gwersylloedd
Er mwyn mynd i'r afael â'r heriau hyn ac anghenion defnyddwyr, mae Chwaraeon Cymru yn chwilio am blatfform digidol sy'n cyfuno swyddogaethau gweithredol craidd yn un system gydlynol sy'n integreiddio gyda'n system rheoli athletwyr, Teamworks AMS (https://teamworks.com/ams/) drwy ryngwyneb rhaglennu cymwysiadau deugyfeiriadol (API). Dylai'r platfform digidol hefyd gael swyddogaeth API agored i integreiddio â systemau trydydd parti eraill fel calendr Outlook a systemau adnoddau dynol sy'n cynnwys manylion aelodaeth. Bydd y system yn gwasanaethu fel platfform canolog i gefnogi rheolaeth weithredol partneriaid chwaraeon Cymru, gan ddarparu datrysiad unedig ar gyfer calendrau, rhestrau tasgau, gweinyddiaeth athletwyr, cyfathrebu, rheoli ffeiliau, a gwybodaeth teithio.
Er mwyn diwallu'r anghenion defnyddwyr hyn sydd heb eu diwallu, mae Chwaraeon Cymru yn gwahodd cynigion gan werthwyr sydd â'r profiad, yr arbenigedd, yr adnoddau a'r galluoedd sydd eu hangen i gyflwyno System Ddigidol Gweinyddu Gweithrediadau Chwaraeon sydd ar gael yn fasnachol yn llwyddiannus ac sy'n bodloni gofynion Chwaraeon Cymru a'u partneriaid. Dylai'r datrysiad alluogi partneriaid chwaraeon i weithredu'n fwy effeithlon, lleihau'r baich gweinyddol, a chanolbwyntio adnoddau ar ddatblygu athletwyr a chyflwyno rhaglenni'n effeithiol.
Historically, Welsh sport partners have relied on multiple disparate systems and applications, including WhatsApp, Microsoft Calendars, email, Microsoft Office applications, and Spond (https://www.spond.com/), to manage their operations and communications. This fragmentation has resulted in inefficiencies, duplication of effort, and increased administrative workload. Recent user research with National Governing Bodies of sports into our existing athlete management system (See Appendix A) identified several unmet user needs, particularly relating to the administrative requirements of National Governing Bodies.
Key requirements identified from the user research include:
• A robust, intuitive calendar and scheduling capability
• Secure distribution of documents and files to carers, athletes, and coaches in multiple media formats
• Simple, direct communication channels for carers, athletes, and coaches
• The ability to push targeted notifications across performance programmes
• Centralised management of travel, flight, and itinerary information
• Configurable administrative controls to support effective programme management
• The ability to schedule training sessions and competitions, including locations, timings, and related itinerary details
• An efficient mechanism for capturing and managing athlete attendance at key activities, including meetings, training sessions, competitions, and camps
To address these challenges and user needs, Sport Wales is seeking a digital platform that consolidates core operational functions into a single, cohesive system which integrates with our athlete management system, Teamworks AMS (https://teamworks.com/ams/) through a bi-directional application programming interface (API). The digital platform should also have an open API functionality to integrate with other third-party systems such as Outlook calendar, and human resource systems which contain membership details. The system will serve as a centralised platform to support the operational management of Welsh sport partners, providing a unified solution for calendars, task lists, athlete administration, communication, file management, and travel information.
To meet these unmet user needs Sport Wales is inviting proposals from vendors who have the experience, expertise, resources, and capabilities required to successfully deliver a commercially available Sport Operations Administration Digital System that meets Sport Wales and their partners requirements. The solution should enable sports partners to operate more efficiently, reduce administrative burden, and focus resources on athlete development and effective programme delivery.