Kennesaw State University s Department of Sports and Recreation. Request for Information for A Department Personal Training Scheduling System Solution

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1 STATEMENT OF WORK Kennesaw State University s Department of Sports and Recreation Request for Information for A Department Personal Training Scheduling System Solution Kennesaw State University s Department of Sports and Recreation is interested in obtaining a membership services personal training scheduling software solution (i.e. setting of appointments, reminders, follow up, staffing, etc.). The information received will be reviewed by a committee of University employees and will serve as a basis to potentially prepare a formal Request for Proposal (RFP) document. The RFP process, if KSU decides to issue such, will more formally address recreation management software, technical hardware/software requirements and future trends, technologies and enhancements associated with Recreation Management Software. RFI responses should help the committee identify ways in which it can meet the following improvement initiatives: Effectively and accurately collect patron data Improve accuracy and convenience of personal training scheduling process Facilitate improvements in participant tracking and communication techniques Specific outcomes KSU will require from a successful Recreation Management System Software include: Support various report types and parameter settings relating to patron data. Measurable improvements in patron and administrator processing time and convenience Identification of current trends and recommendations for participant tracking and communication

2 Key Project Goals and Objectives Our needs have been organized as follows: a. Enterprise Architecture Standards (EXHIBIT 1) b. General Needs (EXHIBIT 2) c. Support Services (EXHIBIT 3) 1. EXHIBIT 1: ENTERPRISE ARCHITECTURE STANDARDS Introduction An enterprise wide technical architecture (EWTA) is an operational statement of the current technologies utilized and supported by the central computing organization. As appropriate, contemplated changes are also included along with projected implementation dates. (See also EWTA document: Response Items: a) Please describe in detail how the architecture of the Personal Training Scheduling System Solution you possess or could provide will comply with the KSU s Enterprise Architecture Standards as listed at b) Please describe in detail how the proposed system complies with data security requirements such as PCI, FERPA and HIPAA. For example, if the proposed solution utilizes web forms for data capture, how sensitive fields are secured differently from non confidential fields. c) Does the system store data at any time and if so, how long is the data stored? 2. EXHIBIT 2: GENERAL NEEDS

3 NOTICE: Vendors should respond to each item. The preferred response format is an explanation of the capabilities of the system you possess or could provide. Response Items for General Information/Features: a) Describe your system s capability to include a Test and Production environment. b) Have you implemented your product in a higher education environment? Please provide more information regarding the implementation including how solution was incorporated into existing workflows and reference any time/cost savings that resulted. c) Is there Web browser access to client programs and admin functions? d) Is the solution useable on mobile devices? If yes, which ones and is the functionality equal across all platforms? e) Is the solution hosted locally or with the vendor? f) How is the solution administered? Are we able to make required changes or are changes handled on an ongoing basis through vendor support? g) Provide an implementation plan and describe your project management support. Response Items for facility management: RFI responses should help the University identify ways in which the software can address the following questions: Does your facility management software system: a) Have the capability to schedule Personal Training appointments? b) Allow for membership type? c) Allow for membership expiration? d) Allow for membership periods (i.e. one day, semester, academic year, etc.)? e) Allow for setting of eligibility restrictions and requirements (i.e. age, medical clearance, student status, waiver status, custom eligibility requirements, etc.)? f) Have an automated response sent to patrons that are ineligible for various reasons? g) Allow patrons to submit required forms electronically?

4 h) Have the eligibility requirements automatically update once the required forms have been submitted? i) Have a notice sent to staff once patron has submitted required forms? j) Have the ability to set security parameters for sensitive member information such as setting of security roles? k) Allow point of sale services for Personal Training? l) Allow for online access to Personal Training scheduling? m) Have the ability to review and identify the staff member and/or patron that created the appointment and when the appointment was made? n) Allow the patron and/or staff member to sort for available appointments by time, day, trainer, etc.? o) Allow for appointment restrictions set by staff (i.e. limited number of appointments allowed based on package or availability)? p) Allow for staff to run and print custom reports with parameters set by staff with variables including but not limited to: member type, retention, demographics, name, staff, date, time, accounting (summery, product, etc.), balance, and payroll? q) Allow staff to export report information into user friendly format such as excel? r) Allow for added member services such as automated reminders (upcoming or missed appointments, etc.) via text or ? s) Allow staff and patrons to print purchase orders, track promotions, etc.? t) Allow staff to track revision history of appointments, cancellations, interactions, or other changes to the schedule and/or communication with patron? u) Allow for data exchange between on campus and remote systems? v) Have technical support available for staff and patrons? w) Provide real time reservation updates (i.e. number and percentage of booked and available appointments)? x) We will have a personal training office and other limited resources. Will this system have the ability reserve this space and potentially equipment for appointments as necessary by the staff? y) Allow staff schedule changes reflected in real time? z) Regarding check in, will the system allow patrons to check in with card swipe? aa) Allow patrons to view only their information (reservation, personal profile, etc.)? bb) Allow patrons to view available appointments? cc) Allow staff to view reservations by semester? dd) Allow staff to sort information and reservations by category (i.e. initial consultation, appointments made by different package types)? ee) Allow staff and patrons to view session comments, notes and workouts by date? ff) Allow staff to create customized agreements and contracts that will automatically charge patron s account if flagged?

5 gg) Allow staff to flag a patron s account due to no show, last minute cancellation, etc.? hh) Allow staff to set confidential notes to other staff with appropriate security role regarding patron behavior, needs, comments, etc.? ii) Allow setting of price categories? jj) Allow for integration with social media such as Twitter and Facebook? kk) Allow for mass electronic communication to patrons via category, participation, interest, demographics, etc.? EXHIBIT 3: SUPPORT SERVICES NOTICE: Vendors should respond to each item. The preferred response format is an explanation of the capabilities of the system you possess or could provide. a. Response Items for Training Is training for the proposed software provided? What are the options: onsite, off site or online? Do you offer role specific training: system administrator, business manager, and faculty/staff end users? What is your cost for training? b. Response Items for Customer Service and Support Please describe your Customer Service and Support program. Are there fixed costs? Are there different levels? What is the program for hardware? c. Response Items for System User Group Please indicate if there is an established System user group, what part the user group plays in System development, and how often the user group meets. Information Required from Respondents Please provide your response to this RFI, to the extent possible, in a format that mirrors the sections above. Please ensure the document provided is in a searchable format. When responding to a specific numbered point, please reference the paragraph number of that item. While brochures and promotional materials are helpful we are more interested in specific explanations of how your solutions have been used to address issues

6 similar to ours, the benefits that have resulted from such uses, and how you can apply those solutions in our environment. Once again we want to remind you that we are looking for alternatives that provide the university with the functionality needed to support our various application needs.

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