Karnival Sukan ANSARA 2027 (KSA2027)

1. Summary

KSA2027 is much more than a registration form. It is a month-long, multi-venue tournament with 46 chapters, 25 Game Coordinators, about 5,400 team and individual entries, real money, eligibility rules, disputes and results.

We propose a single system, built the way big games such as the Olympics are organised, but at KSA scale:

• Chapters register, sport coordinators approve. A Chef de Mission (CDM) cannot approve their own chapter's entries. The Game Coordinator (GC) of the sport does.
• One engine for all sports instead of 23 separate tools: every sport is described by its categories, rules and result type.
• Money handled cleanly: online payment or bank transfer, with receipts, refunds and a separate ledger for complaint deposits.
• A fair complaints process: time-limited, two levels, with the RM500 deposit and RM400 refund rule you specified.
• A public website with schedules, live results, standings and a chapter medal table, in Bahasa Malaysia and English.

2. The games at a glance (from the KSA 2027 Games spreadsheet)

What this means for the system

• Scheduling is the hardest part. About 155 of roughly 250 category-days fall on 24–25 July, and 86 of 149 categories are at UM. We need court, pitch and room-level planning and automatic warnings when one player is scheduled twice.
• Scale is about 1.5–2× KSA25 (8,336 participants), plus the 1,500-person public Fun Run. Bulk actions (copy a roster, upload players from a list, pay for the whole chapter) are essential for volunteers.
• Not every sport is "team A vs team B". Ping-pong teams are decided by several sub-matches. Bowling and golf produce team, pair and individual medals from the same scores. Relay, Dragon Boat and the runs are ranked by time.
• The Night Run and Fun Run are open to the public and need their own registration (bib number, T-shirt, timing), separate from the chapter process.

3. What we studied

Sources: IOC (roles and responsibilities; organising committees), Olympic Data Feed documentation for Paris 2024, World Aquatics Jury of Appeal case (Paris 2024), CAS award OG 08-007.

4. Who does what

Authority is delegated downward (CDM → Team Manager → Captain → Player). Every appointment is recorded.

5. How registration works

• Entry fee is per team (confirmed). An invoice line is created for each team entry.
• An entry moves through: Draft → Submitted → Paid → Approved by GC → Locked. Teams that withdraw are marked, not deleted.
• After the roster lock date, changes need GC approval and are limited and logged.
• Each CDM gets a checklist dashboard, for example "3 of 6 Team Managers appointed · 2 invoices unpaid · 41 of 60 players eligible".
• The Night Run and Fun Run use a separate, simpler public registration.

6. Payments

• Online payment through the existing Sporteqa payment hub, or bank transfer to Sporteqa's account with a unique reference per invoice and proof upload. Finance confirms transfers.
• Invoices per chapter (for CDMs) or per team (for Team Managers). Partial payments allowed. Any chapter member can pay and is named on the receipt.
• Automatic PDF receipts; refund and credit-note workflow for withdrawals.
• Separate ledgers for entry fees, complaint deposits, and merchandise or tickets, so reconciliation stays simple.
• Prices, early-bird and late fees, and discounts are all settings, not code.

7. Eligibility checks

Each category can combine any of these rules, set by the Organising Committee or the GC:

• ANSARA member only (checked against the ANSARA database). To be defined by ANSARA, so it is built but switched off until the rules are supplied.
• Gender and age on a single cut-off date. Age bands: Youth ≤30, Open (all ages), Senior 31–40, Master 41 and above (split into 41–47 and 48+ where entries are large enough). Some sports differ: Football youth ≤25, Ping-Pong master ≥50, Golf master ≥55.
• Player belongs to the registering chapter.
• Squad size, minimum women in mixed teams, maximum sports per player, and clash detection against the schedule.
• A person cannot be registered by two chapters.

Privacy: IC numbers are used only for matching and are stored protected. Public pages show name, chapter and jersey number only.

8. Running the competition

• Draw and formats: round-robin, groups plus knockout, elimination, Swiss (for board games), heats and finals. Same-chapter teams can be kept apart in the draw.
• Schedule: venue, court and time slots, with automatic clash checks and PDF export. Venues marked "To Be Confirmed" stay blocked until confirmed.
• Live scoring: a mobile screen for scorers that keeps working if the venue Wi-Fi drops. Paper sheets remain a fallback.
• Standings and medals are calculated from results only. Only a final result counts towards medals.
• Result states: Scheduled → Live → Provisional → Protest window → Final.
• Special sports: team ties made of sub-matches (ping-pong, mixed badminton, pickleball teams); one set of scores producing team, pair and individual rankings (bowling, golf, footgolf); qualifying then finals (rugby); timed races (relay, Dragon Boat, Night Run); online matches (Cyber Games).
• Overall chapter ranking: by medals, by points, or both. See decisions.

9. Complaints

As specified: RM500 per complaint. If accepted, with basis and processed, RM400 is returned. Otherwise the payment is forfeited.

• Time-limited: a short window after the provisional result (proposed 30 minutes for match-day issues, 24 hours for eligibility matters). Results are not final until the window closes with no open complaint.
• Complaints must name the match or issue, state what ruling is sought, and can attach photos or video.
• Outcome and money: upheld means RM400 refunded (RM100 kept); dismissed, late or inadmissible means RM500 forfeited. Cases such as partly upheld or withdrawn are in the decisions list.
• An upheld complaint can lead to a replay, corrected score, forfeit or disqualification. Standings and medals update automatically and affected teams are notified.
• Fairness: panel members must declare conflicts. The public sees only "result under review" and the outcome, never the evidence or personal data.
• The deposit rule must be written into the Rules and Regulations that every CDM accepts at registration.

10. Public website

• Home: countdown, key numbers, live and next matches, medal table, news.
• Sports: icon grid; each sport has tabs for Info, Categories, Teams, Schedule, Results, Standings, Rules, Venue and Coordinator.
• Schedule and live results with filters by date, sport, venue and chapter; "add to calendar".
• Chapter pages (46): CDM, teams, results and medals. Medal table for all chapters.
• Venues with maps, rules, FAQ, news, gallery, downloads, sponsors.
• Bahasa Malaysia and English, built for phones and slow connections.
• An open data feed and small embeddable widgets (medal table, live scores), so karnivalsukanansara.com/2027 can show them even before we have server access there.

11. Proposed timeline

Training is on the critical path: 71 key people need short guides and videos in Bahasa Malaysia.

12. Main risks

13. Decisions needed from ANSARA

Please write your answer in the right-hand column, or reply by number. "Our suggestion" is what we will build if you have no preference. NOW = needed before rugby registration opens. BEFORE BUILD = needed before the main registration is built. LATER = needed before the July games.

Already decided (thank you)

A. Rugby (urgent)

B. Money

C. Entries and teams

D. Eligibility and member data

E. Complaints

F. Competition

G. People, brand and website