1. Project Overview & Procurement

Q. What was the selection process and evaluation criteria for the new IT system?

EA conducted a comprehensive procurement process over a 12-month period as part of the evaluation and selection of the new IT system.

With expressions of interest received from dozens of providers, we needed a robust process to ensure we found the right IT system to suit the needs of our membership.

The process included:

• Extensive market research and stakeholder consultation
• Input from State Branches (either CEOs or their representatives and operational staff)
• A seven-month competitive tender process to consider providers.
• Evaluation by a panel that considered technical aspects and how the new system would impact members, high performance, riders, coaches, officials, EA/State back-office administration, results, health & safety, National and State Discipline Committees and breeders.

Please see the detailed process description HERE.

Q. Why was the successful tenderer JustGo chosen?

JustGo was selected by the panel based on their product’s functionality and usability, strong cybersecurity credentials, technical expertise, and competitive pricing. Furthermore, they are a global software supplier; providing solutions to 110 National Sports Organisations; operating across 70 sports; supporting 52,000 clubs serving over 3 million members.

Q. Were alternative platforms considered?

Yes. EA received 26 Expressions of Interest, with 17 formal responses. A shortlist of four was evaluated in-depth for alignment with EA’s needs, technical standards, and compliance with data privacy regulations.

More details on the procurement process can be found HERE.

Q. Were existing users of JustGo consulted during the decision-making process?

EA’s requirements for a new IT system are unique. Every member organisation has its own characteristics that set them apart from other organisations. That’s why the functionality of the JustGo platform, and its capability to meet the requirements of complex member organisations is important.

• The panel considered technical aspects and how the new system would impact the various user types/roles
• As part of the procurement process, client reference checks were conducted for all of the shortlisted tenderers
• It is important to note EA requirements are different to those of other organisations, of which more than 100 national sporting organisations are supported by JustGo

2. Platform Functionality

Q. What specific functionalities were deemed critical in the procurement process?

As part of the procurement process, we wanted an IT system that could help us with all aspects of membership. The functionality includes:

Membership:

• Membership registration and management 
• Members have full visibility of their own data
• Ability to link to family member accounts
• Digital wallet for membership cards
• Club Finder

Finance:

• Shopping cart for the purchase of memberships and other items such as educational resources
• Online payments with visibility of fee breakdown

Coaching & Officials:

• Coaching and Officials Pathway logic for professional development tracking and guidance
• Enhanced credential management and visibility for members
• Streamlined processing of automated credentials or accreditations after courses successfully completed through the introduction of automations
• Tailored automated reminders for credential renewals
• Ordering of workbooks
• Coaches and Officials Finder web directories with profiles and service offerings information
• Ability to advertise and take registrations for coaching and officiating upskilling opportunities

Events and Competition Results:

• Event Finder
• Publication of coaching clinics throughout Australia
• Ability to access automated event entry checks for event organisers through their selected Entries and Results provider
• Ability to access automated uploads of competition results through integrations with a variety of third-party event results providers
• Management of yellow cards, suspension tracking and concussion tracking

FEI Registrations and Renewals:

• Horse and Rider Registrations and renewals
• FEI Passports

Enhanced compliance and implementation of industry standards and best practices:

• ISO27001 accreditation - meet industry standards and best practices
• Accreditation provides confidence around product quality, proven data and cyber security standards and compliance, and annual audits

Q. What improvements for members are available from the new IT system? 

• Compliance with Australian standards for security and privacy
• Automated reminders for credential management
• Professional development tracking and guidance
• Integrated resource ordering
• Publication of Coaching Clinics on the Events & Course Calendar​
• ‘Find a Club’ functionality
• Enhanced Find-a-Coach and Find-an-Official functionality.
• Improved data management and reporting
• ‘Concussion ON HOLD’ process management automations​
• Yellow Cards and Suspension tracking and management automations​

3. Member Experience & Support

Q. Will there be support for members using the new system?

• Yes, we have considered the need for support as members adjust to the new IT system and processes
• When we go live with the new IT system, we will be making available support through telephone, chat and email channels
• We will provide more details how to access the support ahead of the introduction of the new IT system

Q. How will EA ensure the new system is user-friendly and works for renewals, coaching, and horse registrations? 

• We have designed the new IT system with the member experience front of mind
• In configuring the system, we undertook extensive consultation with subject matter experts within the EA community
• Not only did we need to ensure we adhered to the business rules but we want the system to be easy to use for members
• Identified improvements will make some features easier to use for members than the current system

Q. How can I be sure that all my information will be correct from the time the system goes live? 

• All possible care will be taken during the data migration stage, but members are encouraged to check their records are correct when they log into the new system for the first time.
• If there are any issues, members can notify EA and we can ensure all information is correct at the earliest opportunity.

Q. Will I need to do anything before the system launches?

Instructions for each member type will be provided on any steps members need to take prior to the changeover period.

Q. Will there be any downtime or data access issues during the transition?

A changeover period will occur during final data migration. EA will communicate these timelines with members once determined.

Q. What will I need to do once the system launches?

Upon first login, members will be asked to: 

• Review and verify pre-populated account data
• Set new passwords
• Complete a short set of additional questions

Q. Will my existing certificates transfer to the new system?

While digital copies may not appear immediately, all current credentials will remain valid and uploaded over time.

Q. How will JustGo support requirements like Web Content Accessibility Guidelines to help access for people with disabilities?

One of the requirements of the new platform was improved accessibility. This platform has been developed to allow solutions such as Userway (https://userway.org/) to be utilised to deliver Web Content Accessibility Guidelines (WCAG) capabilities.

4. Fees, Costs & Value

Q. What does the $33 IT Levy cover? 

• The IT Levy covers the upfront implementation cost of the new IT system
• This is a one-off charge and will only apply for the 2025-26 financial year. The levy will not be imposed next financial year
• The revenue funds the software configuration to ensure the new IT system meets the requirements of EA members

Q. Will fees decrease next year once the IT upgrade is paid off? 

Yes. The IT Levy will not apply in the following financial year.

Q. Will the new IT system lead to reduced staffing costs or operational efficiencies? 

• The aim of the new IT system is to improve the user experience and to make processes more efficient.
• This will enable EA and State staff to refocus their efforts on growing and adding value to the sport, along with providing better services to members rather than manual administrative tasks.

5. Technical & Operational Considerations

Q. Will all features be available from 1 September 2025?

No. A phased rollout will occur over six months. Core functionality will launch in September, with additional features added once stable operation is confirmed.

Q. What contingency plans are in place if JustGo underperforms?

• While we are confident about the capability and benefits of the new IT system, as part of our project management and planning due diligence, we have developed contingency plans which are part of our detailed project risk and issue register
• We are undertaking extensive testing, training and diligence around the correct configuration of the system to help mitigate any risks with the new platform
• We recognise it is important to respond quickly and transparently to any teething problems and communicate openly with members

Q. Will JustGo be used for both membership and competition management?

• JustGo is being used for membership management but not competition management. Competition management will continue to be managed within the Entries & Results systems being used by Events Organisers
• The new platform has an Event Calendar feature where events in the calendar can contain links which will take users to the Event Entry system 
• EA are also working to integrate with Entries & Results providers to automate the way results are fed into the system.

Q. Will horse registration and breeding information be integrated into competition results? 

• Within the EA system, each horse will have their own individual profile.
• Within the profile for each horse, registration and breeding information will be captured, along with any competition results.
• When entering an event that is integrated with EA’s new IT system, horse information will be available to validate entry eligibility and to check Minimum Eligibility Requirements.

Q. What modules are EA purchasing of JustGo?

To enhance usability and access for members, EA will be using modules for:

• Membership
• Digital Wallet
• States and Clubs
• Coaching and Officials
• Horse Registration and Management
• Events and Results 
• Reporting
• Finance

6. Member Consultation 

Q. Why were members not consulted before deciding on the IT platform? 

• In line with good governance, EA established a comprehensive procurement process to firstly determine the requirements of a new IT system and then evaluate the various options put forward by providers. 
• The process was based on firmly established selection criteria.
• While it wouldn’t be practical to consult EA’s membership about the decision, the evaluation was led by a panel that reflected technical expertise and members.

Q. Which representatives were involved in the review process?

• Evaluation was led by a panel that considered technical aspects and how the new system would impact members, high performance, riders, coaches, officials, EA/State back-office administration, results, health & safety, State and National Discipline Committees and breeders.
• Please see the detailed process description available HERE.

Q. Were the State branches genuinely consulted, and what feedback was received? 

The State branches were represented on the evaluation panel.