HomeMy WebLinkAbout4.13 - 1266 New Recreation Management Software System U
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STAFF REPORT
CITY COUNCIL
DATE: December 20, 2016
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
New Recreation Management Software System Update
Prepared by: Andrew Freeman, Business Services Manager, and Rhonda
Franklin, Management Analyst
EXECUTIVE SUMMARY:
The City Council will receive an update on the deployment of the City’s new recreation
management software known as Vermont Systems, Inc. (VSI).
STAFF RECOMMENDATION:
Receive the Report.
FINANCIAL IMPACT:
As reported at the May 17, 2016 City Council meeting, the cost to deploy the system is
approximately $194,290.
DESCRIPTION:
In May 2016, the City Council approved an agreement with Vermont Systems, Inc. (VSI)
for the procurement of a recreation management software system for the Parks and
Community Services Department. The Department’s existing software system, CLASS,
a product of ActiveNet, is being phased out in 2017.
The new system, VSI, provides the standard recreation management functions for front
counter and online activity registrations and facility rentals, and also has advanced
features that will provide the customer with additional functionalities such as:
Enhanced website search features that allow for searches by activity type,
age, instructor, date, and/or location;
Dynamic online registration system that allows customers to save items to a
wish list and print/view their household class calendar;
Access from smart mobile devices that is responsive and provides re al-time
access for activity registrations, account inquiry, upcoming events, and more;
View transaction histories and print receipts;
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Special event venue seating selection and printing event tickets; and
Allow for online program donations such as for the Youth Fee Assistance
Program.
Since May 2016, Staff has been working to build the system, which includes
customizing the system to support City processes and procedures, testing the functions
of the system, working with the Information Technology Departm ent to support network
compatibility and Staff trainings.
In addition to building the system, Staff has been busy with an outreach campaign to
spread the news about the new software to the community. This campaign commenced
mid-November and is continuing through December 2016. The campaign consists of:
Letters and emails to customers with accounts in the existing CLASS system,
Postcards to Dublin residents,
Email notifications to existing customer databases,
Newsflashes on the City’s website,
PeachJar dispatches to Dublin Unified School District students and parents,
and
Flyers at City facilities and counters.
Announcements contained information about the new system including actions needed
to setup an account, the reason for the new system, how t o access the old system for
Fall/Winter registration, and the system go-live date in January 2017 for the spring
Activity Guide season.
A Staff team has been assigned to review new account setups and support the
transition to the new system.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
None.