From Concept to Implementation

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Nov 30, 2013 (3 years and 9 months ago)

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From Concept to Implementation

Recreation software
improves
productivity,
business
efficiency,
and sustainability.



Todd Hammonds, University of
California,
Santa Cruz

Janice DeMonsi, Santa Clara University

Steve Najera, University of Colorado, Boulder

Pamela Hightower, University of Florida


Session Overview


Learning Objectives


Campus Recreation Overviews


Software Basics


Do your homework


How long will it take?


Contract Negotiations

To view this PP
online, scu.edu/recreation

Learning Objectives


1. Discover how to research, procure,
and implement software that meets
your specific operational needs.



2. Evaluate software programs such
ActiveNet, CSI
,
Fusion, RecTrac
,
and
based
on cost structure, functionality,
and ease of use from current users
and/or system administrators.



3. Learn the ins and outs of contract
negotiation that will save you time and
money
.



Campus
Recreation Overviews


University of California at Santa Cruz


Santa Clara University


University of Colorado, Boulder


University of Florida



Public
University
-
18,000 (16,400 undergraduate
&
1,600 graduate
)


OPERS reports
to the
Office of Campus Life
-

has
21 Full
-
time Professional Staff,


3
maintenance staff,
45 Part
-
time staff and instructors & 300 student assistants.


Swipes: 2000+ weekday
,
1000
weekend
users


All
enrolled students pay a rec fee in their tuition and have access
to all facilities and
regular programs


Paying members only = Faculty, Staff, Spouse, Alumni
and Community 500 per year


PE
classes free to members and students,
1500 students enroll via ASI


Intramural
sports


Teams register online, usually $60.00 per league


Online registration for the Outdoor Recreation program has 180 Trips, Classes and
Workshops per quarter


Locker Rentals(1000 per year) &
equipment check
out.


University of California

Santa
Cruz

UC Santa Cruz & ActiveNet


Uses
ActiveNet

for the following procedures


Access Control, POS, Equipment Check
-
Out,
ECommunication, Locker Rentals, Membership
Pass
M
anagement, Reporting, and Online
registration: Outdoor Recreation, IM’s and
Special Events.

Top 5 ?’s


Why you chose the product you currently use?


We were going from using nothing to software and looked at Ezfacility, CSI, Vermont
Systems/Rectrac, B2H, TIBOR, ActiveNet and our IT department wanted to build us something. We
went with Active Net based on cost, It’s hosted and web
-
based.


What does it cost?


We pay about $720 a month or about $8600.00 per year, hope to reduce that figure to $5,000 per
year by
moving more procedures online.


If all options were available would you switch to another product?


I don’t see it based on the time that it would take to train everyone on a new product, we are pretty
happy


Do you find the software easy to use for staff and customers?


Its very easy for the students to learn and use , for the professional staff change to takes time,
energy, and optimism.



Are there any parts of the software that are not meeting your needs?


We currently don’t use ActiveNet for IM Scheduling, Facility Reservations or Donation Management.


Santa Clara University


Private university
8500 students (undergraduate & graduate)


Campus
Recreation reports to athletics
-

has 2 full
-
time staff, 12

undergraduate
student coordinators & 175 other student workers


1200
daily users at the recreation center


All
current students, faculty and staff have access for FREE plus their

spouses
-

approximately 14,000


Paying
members only = Alumni approximately 200


Fitness
classes currently sell a spot in the class
-

1800 annual participants


Intramural
sports
-

pay a deposit to
play, 591 teams
annually


Also
do lockers, & a towel service, guest passes & equipment check out

Santa Clara University & CSI


Uses
CSI

for the
following procedures


Access Control,
Membership & Guest
Management, POS,
Locker Rentals,
C
lass,
Program,
E
vent, and IM
Registration, and
Reporting

Top 5 ?’s


Why you chose the product you currently use?


In 2007 we looked at Vermont Systems, CSI and a Web
-
Based program from San Diego that would be
customized to our needs. We selected CSI, for the price and the evaluations/feedback from other
universities using it.


What does it cost?


We pay about
$1820 a
month
or $21,840 a year. We are vendor hosted (CSI)


If all options were available would you switch to another product?


Not at this time, with only two prof. staff


it would be hard to see us switching, its working, and why
add all of the stress with change


change….no one likes change


Do you find the software easy to use for staff and customers?


Yes, that was one of the criteria
-
ease for students to use both as the limited front desk and
coordinators with admin rights
-
we had to know it was easy to use

intuitive since FTE time is
valuable.



Are there any parts of the software that are not meeting your needs?


We currently
use Intramural League Manager, but are hoping it improves with the next release.


University of Colorado, Boulder


Public University
-
29,884
on
-
campus degree
-
seeking students, 24,757 undergraduate students 5,127
graduate students


Recreation Services reports
to
Student Government and Student
A
ffairs
-

has 36 full
-
time staff, 300
student
staff


4,000


4,500 daily users at the recreation center during the school semesters. 1,500


2,000 daily
users during the summer months.


All full
-
time students pay a
mandatory student
rec fee
within their tuition
and have access to all
recreation facilities
. Memberships are available for
Faculty, Staff, Alumni and University
A
ffiliates
.


88% of annual users are students, 6% Others, 4% Faculty/Staff, 1% Tours, 1% Special Events. Fitness
classes currently sell a spot in the class
-

1800 annual participants


Fitness Classes


Offer 100+ classes per week, annually sell 1500 Be Fit Passes, 75 ten punch pass, 1400
drop in passes


Intramural sports


30 sports provided, 15 special events annually


Club Sports


34 Collegiate Club Sport Programs, 14,000 participants


Locker Rental
-

4,434 rented lockers annually


Equipment Checkout


200,000 items checkout annually. Locks, towels, basketball, etc.


University of Colorado & RecTrac


Uses
RecTrac

for the following procedures:


Access Control, Membership Management,

POS, Locker Rental, Class Registration, Equipment
Checkout
and Reporting


Top 5 ?’s


Why you chose the product you currently use?


At the time (1991), we were looking for a POS / Rec Software System. We did a review of 2
software’s on the market in the 90’s and choose Rec Trac as the better product. This did improve our
operations leaps and bounds from our old school paper system.


What does it cost?


$5,442 for annual licensing, $4,980 for OIT to host server, estimated $3,000 to replace the server
every 4
-
5 years
. Total per year equals $11,172.00


If all options were available would you switch to another product?


We are moving forward with a switch to a new product line, if cost isn’t prohibitive. Innosoft, Fusion is the software
we are currently looking at switching to.


Do you find the software easy to use for staff and customers?


Our customers have no direct use of RecTrac because we do not use Web Trac Software. Training time for
professional staff and student staff is extensive. The professional staff struggle a bit with the older operation system
as well as the program not fully being developed for strictly university/collegiate Rec Sports.



Are there any parts of the software that are not meeting your needs?


The locker module is very difficult to use and the phone technicians don’t know how to use it to help
with questions. The software in general works well. It is a complicated software with too many
toggles that if not checked will mess up what you are trying to do. If we had someone full
-
time
working with the ins and outs of its quirks we would probably use more of the functionality.


University

of Florida


Public
Land Grant University
-

49,000
students (undergraduate & graduate)


Campus
Recreation reports to the Division of Student Affairs
-

has 17 RecSports Professionals,
6 Administrative Support Staff, 13 maintenance staff, 15 graduate assistants & 800 other
student workers


4,255
weekday, 1,995 weekend daily users at the recreation center


All
current students who are paying the Activity and Service fee (a portion is allocated to
RecSports) have access to all facilities and programs


Paying
members only = Faculty, Staff, Spouse, Alumni approximately 550


Fitness
classes free to members and students, spots are first come first serve with online
registration
-

12,640 participants annually



Intramural
sports
-

free, charged a fee if they forfeit a game, 2725 teams, 12,239 participants
annually


Also
do online group fitness and special event registration, facility requests and calendaring,
guest passes & equipment check out

University of Florida / Fusion


Uses
Fusion

for the following
procedures


Access Control/ Biometrics,
Membership Management,
Equipment Check
-
out, Facility
Reservations, ECommunication,
Group Fitness and Special Event
Registration, Interface to
IMleagues
for intramural management, Guest
Pass Management,
and Reporting




Top 5 ?’s


Why you chose the product you currently use?


Customer
Service, Ease of use on the managerial side, Intuitive student staff interfaces, Opportunity
to manage online registrations and payments, centralized information system accommodates
extensive reporting


What does it cost?


$25,000 per year licensing, $10,000 initial
server
purchase
. Self
-
Hosted


If all options were available would you switch to another product?



No


Do you find the software easy to use for staff and customers?


Overall
yes. The customers don’t notice it and training time for staff is minimal.



Are there any parts of the software that are not meeting your needs?



Our web portal is not mobile ready and our university ldap authentication interface
causes a bottleneck for registrations occasionally. The interface with
IMleagues
is
DEFINITELY not ideal, and there are some image continuity issues between our website,
rsconnect, and
IMleagues
that we don’t
like.




SOFTWARE BASICS

From Concept to Implementation

Software differences


Web based
-------------

Server Based


Monthly Fee, Transaction Fee, or Purchase


Vendor Hosted
--------------
Self Hosted


IT Professional Staff
--------

IT Support


Free upgrades
--------------

Paid upgrades


Onsite training
-------------

Web based training


Tech Support
---------------

Limited Tech Support

What will software do for my
program?


Improve
b
usiness
e
fficiency


Improve productivity


Improve sustainability


Improve customer experience


Require training and learning new skills sets


Cost you $$$$$


What else can it do


Create computer dependence for
staff


Tie your hands, when it goes down
(Yikes)


Move dedicated time to other
projects


Reduce busy work


Reduce workload


Improve tracking, inventory control,
and reporting





DO YOUR HOMEWORK


From
Concept to Implementation


Research


Develop a budget for the
project including: Software
fees, PC’s, possible server
,
receipt paper
, cards, printers,
POS monitors, card swipes,
etc...


Visit nearby schools that use
the different programs that
you are looking at


Set up meetings with everyone
involved, staff, IT if needed,
purchasing, cashiering …




Research


Reach out through
NIRSA
Habitat


Talk to your friends


Ask questions


If your talking with a vendor ask for references


Don’t rush, be flexible



HOW LONG WILL IT TAKE

From Concept to Implementation


Implementation Timeline

Varies (6months


2 years)


Decide its time to use purchase software


Research products that meet your operational needs Bring all stake holders to t
he table: IT, Purchasing, Staff etc..









Figure out your budget





For State schools inform Purchasing of your plan





Contact Vendors









Select Vendor Organize W
ebinars and presentations






Negotiation of contract Business Process Review

(Usually done by purchasing )



Sign contract

Training 1
-
3 weeks




In
-
house testing


Go Live date



S
tart simple and build on

Timeline Cont.


Don’t rush, you will using this product for the
next 3
-
5 years or more


Do as much research as you can


Go into it, knowing that not everyone is going
to happy


Give yourself and your staff time to train
before going live


Involve your top student employees in the
whole process



Who will be in charge of it?


You will be


System Administrator will need to be
determined/Designated in most cases


Back
-
up System Admin’s


IT Staff


In
-
house IT support

CONTRACT NEGOTIATIONS

From Concept to Implementation

Contract Negotiations


Best Solution/Lowest Possible Price


Case Studies


What are they worth


They want your business ($$$)


Keep an ace in the whole & be willing to use it


Questions & Answers


Contact Info


Todd
Hammonds,
tmhammon@ucsc.edu



Janice DeMonsi,
jdemonsi@scu.edu



Steve Najera,
steve.najera@colorado.edu



Pamela Hightower,
pamela14@ufl.edu

Dtt

To view this PP online scu.edu/recreation , under the news feed