CVAC WEB BASED CLUB MANAGEMENT SYSTEM NEWSLETTER. Volume 1, April 4, 2012

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Randall McLaughlin
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1 CVAC WEB BASED CLUB MANAGEMENT SYSTEM NEWSLETTER Hello All CVAC Members, Volume 1, April 4, 2012 As mentioned at the AGM and during the Parents Meeting to kick off the season we are moving forward with an initiative to implement an integrated, web based, Club Management System. The initiative is being led by a committee which to date has consisted of two full time members, Rod Stackhouse & Rod Mckiel, with input provided by others on occasion. We are looking for a few more volunteers to join the committee full time - and no your first name does not have to be Rod. In addition, we'll be asking for input at various times from CVAC members with expertise in specific areas of the functionality we'll be looking at to help us in deciding which features we want to implement, how best to implement them to meet our needs and in what order to implement the features. This is the first of what will be a monthly newsletter to inform our members of upcoming activities and changes we will notice as we progress along our journey. This month's newsletter will attempt to give an overview of where we are at today, where we are heading and why. So, jumping right in: Some of the key reasons for doing this: To lessen the burden on all volunteers by cutting down on the hours needed by all to manage the club and reducing, if not eliminating, duplicate information and having everyone working with the same information o Today we have several "islands" of information where each responsible person maintains their own information (lists of participants for example) for tracking purposes in their own files (electronically and/or paper based) and then at various times communicate the details and collected funds, if applicable, back to the appropriate club officer(s). o There are no centralized, managed lists, basically someone will use a recent one sent out by the registrar, for example, either as is or modified for their needs o Anyone wanting a notice, schedule or event added to the website communicates it to the webmaster who then publishes it. To communicate more effectively with all members To enable members to have more timely access to information such as their account balances, etc Easier transition of club roles o Not just the web master, but any role that uses the functionality of the product

The initiative is being led by a committee which to date has consisted of two full time members, Rod Stackhouse & Rod Mckiel, with input provided by others on occasion.

2 o Tools/methods don t change when the parent who was performing the role leaves This falls in line with one of the recommendations of Swim Canada s Club Excellence & Recognition Program which is aimed at strengthening Canada s swim club infrastructure by achieving more effective and efficient club management To address some of the features club members have been asking for such as an online payment option. To reduce the client based software (software that installs locally on a laptop or pc) that we rely on today Some of the key features and benefits are: A website & website management tools Basically replaces the web site we have today with additional functionality such as different roles being able to add content including news items, announcements, events, information pages, etc Communication management tools Set up groups based on billing, training groups, whatever we want Send s to individuals, groups Check who has read their s & who hasn t Send text messages to the mobile phones of members who have requested that option Swimmer management & coaching tools Swimmers time histories Performance & admin reporting Track attendance Set up training groups, training schedules, etc Meet declaration & meet entry similar functionality to our Hy-tek Team Manager & more Club management tools Online Registration Member Account Management Member Access to their accounts Volunteer signup & tracking for jobs Member signup and tracking for club events Electronic payment (in addition to cheques) for club fees, meet fees, equipment purchases, etc Automated billing & payment Online fundraising & sponsor management Mobile device applications for many of the administrative, management & coaching tools Support for Hy-Tek Meet Manager Can send entries and receive result files in Hy-Tek supported format (which is the North American standard for all meets)

3 In March a swim meet management tool is being released, for the setting up and running of meets that supports the Hy-Tek formats and that supports our electronic timing system. In effect, could replace the Hy-Tek Meet Management client based product we currently have (client meaning software that s installed on laptops or PCs) if we want. Accurate & up to date help information Online tutorials of all functionality Interactive user guide Webinars on new functionality No software to install or upgrade Web based so no client installs or upgrades every year or two as is the case with Hy-Tek team manager & meet manager products that we use today. (by the way these are currently mandatory as the Hy-tek file formats are the North American standards for swim meet entires & result files Quebec uses different products but those still support the Hy-tek formats). Ongoing technical support Take care of software & technology upgrades, web site attacks, etc Constant improvements, new functionality based on feedback of large user group of clubs user forums of which we would be a participant Knowledge doesn t walk out the door when parent who created/looked after leaves when swimmer graduates

Accurate & up to date help information Online tutorials of all functionality Interactive user guide Webinars on new functionality No software to install or upgrade Web based so no client installs or

4 If a picture is worth a thousand words, then we want to move from this:

5 To something like this:

Communication Events Swim Tennis Governance Community How to Join

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