Kennesaw State University s Department of Sports and Recreation

Transcription

1 Kennesaw State University s Department of Sports and Recreation Request for Information for A facility management software system that includes a group fitness scheduling and tracking solution STATEMENT OF WORK Kennesaw State University s Department of Sports and Recreation is interested in obtaining a facility management software system that includes a group fitness scheduling and tracking solution. 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 Facilitate improvements in communication with patrons through integration and/or social media Streamline and digitize the existing class sign in methods Specific outcomes KSU will require from a successful group fitness scheduling and tracking solution include: Support for various reports relating to patron data Identification of current trends and recommendations for mass communication techniques Measurable improvements in patron and administrator processing time and convenience

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 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:

3 RFI responses should help the University identify ways in which the software can address the following: Does your facility management software system: a) Have the capability to schedule group fitness classes? b) Allow for online access to group fitness class scheduling by staff? c) Allow for online access to group fitness classes by patrons? d) Allow for online access to group fitness class changes and cancellations by staff? e) Allow for online access to group fitness class changes and cancellations by patrons? f) Allow staff to schedule changes reflected in real time? g) Allow patrons to schedule changes reflected in real time? h) Have the capability for real time reservation updates to be visible to patrons and staff (i.e. number of students registered and percentage of capacity)? i) Allow patrons to view available classes online (i.e. classes that are not at capacity)? j) Allow staff to track revision history of class reservations, cancellations, interactions, or other changes to reservations and/or communication with patron? k) Allow staff members to review and identify the staff member and/or patron that created the reservation and when the reservation was made? l) Allow the patron and/or staff member to sort and view available classes by time, instructor, day, type of class, etc.? m) Allow staff to set up added member services such as automated reminders (upcoming, changed, or missed reservations, etc.) via text or ? n) Allow patrons to view only their information (reservations, personal profile, attendance history, etc.)? o) Allow for reservation restrictions to be set by staff (i.e. limited number of reservations based on class capacity, etc.)? p) Allow for membership type (i.e. student, staff, faculty, etc.)? q) Allow for membership expiration dates? r) Allow for setting of membership periods (i.e. one day, semester, academic year, etc.)? s) Allow staff to create customized waivers? t) Allow staff to set up system to so that patron may not proceed to reservation without completing customized waiver? u) Allow for setting of eligibility restrictions and requirements (i.e. age, medical clearance, student status, waiver status, custom eligibility requirements, etc.)?

4 v) Have the capability for an automated response to be sent to patrons that are ineligible for various reasons? w) Allow patrons to submit required forms (i.e. medical clearance, waivers, etc.) electronically? x) Have the capability for eligibility requirements to be automatically updated once the required forms have been submitted? y) Have the capability for a notice to be sent to staff once patron has submitted required forms? z) Allow patrons to check in with card swipe? aa) Have the capability for security parameters to be set for sensitive member information (medical information, etc.) such as setting of security roles? bb) Allow staff to set confidential notes and reminders to other staff with appropriate security role regarding patron behavior, needs, comments, etc.? cc) Allow staff to flag a patron s account for reasons as needed? dd) Allow staff to set patrons settings so that charges will automatically post to patron s account if flagged automatically or manually by staff? ee) Allow point of sale services for group fitness? ff) Allow setting of price categories for group fitness? gg) Allow for staff to run and print custom reports with parameters set by staff with variables that may include by are not limited to: member type, instructor, class type, retention, attendance, demographics, name, staff, date, time, accounting (summery, product, etc.), balance, and payroll? hh) Allow management staff to run reports with custom set date parameters? ii) Allow staff to sort information and reservations by category (i.e. instructor, class type, member type, etc.) jj) Allow staff to view reservations by semester? kk) Allow staff to export report information into user friendly format such as excel? ll) Allow staff and patrons to print purchase orders, track promotions, etc.? mm) Have technical support available for staff and patrons? nn) Allow for integration with social media such as twitter and Facebook? oo) Allow for mass electronic communication to be sent to patrons? pp) Allow for staff to send mass electronic communication to patrons based on custom set parameters such as type, participation, interest, demographics, etc.? qq) Allow for data exchange between on campus and remote systems? EXHIBIT 3: SUPPORT SERVICES

5 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 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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