RFP_Functionality_Checklist.docx

FUNCTIONALITY CHECKLIST

The Town of Manchester is seeking a new recreation based software package that has a user-friendly and full functioning mobile-friendly interface, for staff and online users. Capable of handling intense registration periods. It would also be fully accessible (WCAG & ADA compliant), and websites can be translated into multiple languages. The software shall include functionality for membership, registration, point of sale, facility reservations, league scheduling and camp registration.

Listed below are items that are desirable and/or required. Place an X in either the Yes or No columns to indicate whether your software includes this functionality. If needed, you can add an explanation in the comments column or in a separate document. If a separate document is required, vendors shall list the question along with the explanation for ease of review.

Customer Data Requirements

Yes

No

Comments

The proposed system should include the following fields to track customer/family information:

ID/Household number, which can be assigned automatically or manually

Primary guardian name, address, and two (2) telephone numbers

Secondary guardian name, address, and two (2) telephone numbers

Email address

Area for residency acknowledgement (i.e. checkbox indicating it has been verified)

Emergency contact name, address, phone number, including order of contact

Resident/non-resident status

Identification questions – Ethnicity, Race, Gender (drop down options for each)

Unlimited household/organization types (e.g., non-profit, resident, non-resident, for-profit/business, senior, etc.)

Unlimited additional household members (in addition to primary and secondary guardians)

Customer/Household discount table (allow for unlimited, user-defined tables)

Status (active, inactive)

Available scholarship dollars, with expiration date

Tracks date customer added to the database

Tracks last date that customer had any activity (for marketing and reporting purposes)

Restricted payment types (e.g., allow to pay with cash only)

Unlimited miscellaneous comments

Ability to attach scanned documents to each customer record.

Tickler comments (notes or comments placed in this location or household would automatically display whenever this household was accessed in any module)

Ability to end any open online sessions (internally and externally)

Ability to reset account passwords.

Fields listed above must be able to be required or not required for entry, as defined by the system administrator.

The proposed system should include fields to capture the following detailed member information:

Member name

Status (active, inactive; if inactive, system prevents processing in any module)

Current pass/membership status and its respective number or barcode (ability to inactivate pass if lost or stolen and replace with a new pass/membership)

Gender, Race, Ethnicity (drop down listing for each)

Birth date (system automatically maintains and displays a computed age)

(League) Team information associated with the team captain’s household.

Specific member email address

Track last time a waiver was signed

User-defined, unique identifying customer identification field (at least 30 digits in length)

Unlimited comments field

Allow for special needs tracking (with needs review dates, assessment dates, etc. tracked)

Store photo/image of member

Password protected medical record information

Allow for user-defined, additional fields to be created to track member information.

Ability to attach scanned documents to each member record.

ID card—lost card tracking capability

Ability to apply a scholarship % to individuals in a household (i.e. summer camp)

System must include ability to check for duplicate customer files when entering new customer records.

(If a new customer is added to the central database, the system must warn the operator of similar customer files (possible duplicates) already in the database.)

System must have the ability to merge duplicate customer records (with full history merge). Example: same customer has accidentally been entered into the database twice.

Financial Requirements

System must provide for linking revenue to chart of account (general ledger account) codes.

As revenue is tracked (i.e., transactions are processed), the revenue generated may be linked to unique general ledger codes. Revenue from any part of the system (module) may be associated with any G/L code in the system.

Example: If an Arts & Crafts program is offered, a class fee and a supply fee may be required. The system must have the ability to separate the class fee and the supply fee into two unique G/L accounts and/or sub-accounts, automatically.

A single system fee (line item) must be able to track revenue to up to three different chart of account (GL) numbers in the system.

System must provide complete end-of-day reports, to include as a minimum:

End of shift-cash out process/report

Receipt transaction listing

Account activity listing/Chart of accounts distribution

System must allow the ability to balance (cash out) by user/employee, assigned cash drawer, location, for any date range, any time range, by function, by general ledger account number, by cost center, by payment method, or for the entire system.

System can require payment reference information to be entered during transaction processing.

Example: Customer check number required for tracking purposes.

System must allow for customer/household credit balances, with ability to apply multiple ways and for universal uses.

System must allow a household with a credit balance in any module, to use that credit in any other module, automatically.

Option to pay for a class rather than using a credit that is currently applied to the account.

System must allow for split payments among multiple payment methods.

System must allow for multiple user-defined payment methods to be established.

Example: Coupons, gift certificates, scholarships, etc.

System must allow for:

Full payment

Partial payment

Payment from customer credit (universally)

Payment reversals

Credit balance refunds

Deposit refunds

Scholarships (%)

System must have the ability to cancel any transaction(s) with the following options:

Apply credit to the household balance

Apply surcharge fees

Apply split refund payment types (i.e., ability to process a refund with portions applied to multiple refund payment methods)

Refund later from finance department (system creates a refund voucher)

Ability to cancel an enrollment without a refund.

(i.e. last-minute cancel)

System must have the ability to create installment billing plans for any customer.

System must allow for the creation of invoices and statements for outstanding payments due.

Reporting

System must include the ability to (with ease):

Preview all print jobs

Print to either laser and/or thermal printers

Allow for operator to select desired printer from available Windows printers

Export standard reports to Word, Excel or PDF format (operator selected at time of print)

Direct email feature from system reports with file attachment option

Where applicable, standard reports will print in either portrait or landscape format (operator selected)

Standard reports should have multiple selection criteria, allowing for customization of the reports. This capability must allow end users to create unique reports without requiring technical assistance and manipulation of a report writer.

Standard report selection criteria options are saved for each system operator.

System should allow for a method of “scheduling” reports for automatic output.

In addition to the standard reports provided by the proposed application, a simple to use, ad hoc reporting tool – that allows for NON-TECHNICAL employees to create custom reports.

All system modules have a built-in capability to create marketing sorts – mailings and labels using multiple selection criteria such as:

Beginning and ending name range, last active date, zip code range, age range, grade range, gender, resident status, database demographic codes, program enrollments, facilities reserved, membership types held, items purchased, items rented, etc.

Marketing feature includes the ability to email and/or text selected groups directly from the system.

Program Registration

Programs/Classes – System must allow for registration into any type of program, and provide the following features as a minimum:

Program numbers must allow for a minimum of six (6) digits and be completely user-defined.

Allow for linkage to a user-defined program type/group code.

System allows for program to be associated with an activity sub-type code and category designation. These associations are then used for report sorting (e.g., show all youth classes) and search options (e.g., find all soccer category programs).

Programs may be linked to a unique, user-defined waiver letter.

Must allow for multiple sections/sessions to be associated with a program number. Each session is a unique item in the system with unique program session data tracked.

Allow for flexible lottery enrollment, by activity/program number and section. Lottery enrollment selection process includes resident priority option.

Programs must be able to be associated to multiple facilities (locations), and the system must reserve those facilities automatically.

Designate minimum and maximum age range. Proper age check must be calculated based on user-defined date, by program-session.

Minimum number of registrants. Ability to send simple email if cancelled due to low enrollment.

Maximum number of registrants. System must allow for a max number of residents and max number of non-residents separately. Example, only 5 non-residents allowed in program.

System must allow for separate Resident and Non-resident begin and end enrollment dates and times and fees.

Display the number of registrants currently enrolled (with break down by resident and non-resident count).

System must handle full program waitlist enrollments. Display the number of registrants currently on the waiting list. System allows for a maximum number of waitlist entries per program-session. System displays the registrant’s number on the waitlist.

If program allows for a waitlist. If a spot opens up, an email can be sent to a staff member(s) indicating there is an opening so we can contact the waitlist applicants.

Allow enrollment for one swim lesson per session, per family member.

Ability to limit the number of classes that an individual can register for one season.

Program meeting days – Days on which the program will be held.

Program skip days – System must allow for entry of at least nine dates on which the program will not be held. Skip date information must also print on customer receipt.

Permission based override capabilities for max counts, age, gender etc.

System must include an option for requiring a valid membership pass for program enrollment.

System must allow for a customer receipt note/comment to be associated with each class. Comment must be reusable (assigned to multiple programs), unlimited in length and be able to print out on customer receipt.

In addition to 4.1.20, a unique comment/note for a particular program-section must be allowed (e.g., only print on receipt if selected).

System must allow for multiple prerequisite activities to be linked (e.g., must take session A and B before enrollment into session C is allowed).

System must allow for pass/fail tracking capability for program participants that allows for the management of enrollees. The pass/fail status must then be checked for programs that are linked to the pre-requisite feature. (i.e. swim lesson levels)

System should allow for recording program attendance.

Program facility set-up/maintenance needs must be able to be linked for each of the programs. These set-up comments are to be included on facility set-up schedules and reports.

System allows for unlimited brochure comments for a class to be created. These comments will print in brochure generator report and also viewed on screen in system searches.

Need the ability to prorate programs based on remaining class dates.

Program keywords may be associated for each program session, allowing for program search functions by keywords.

Allow multiple (up to 9) separate fees to be pre-linked to each activity section, and each separate fee to be linked to a different (or same) general ledger revenue code and G/L account number. Provide an option to discount fees.

The system will automatically select and apply the appropriate customer type fee (Resident, Non-Resident, Senior Citizen, Non-Profit, etc.) based on the information in the customer’s record.

Instructor limited access for rosters/contact information for participants.

System must provide for a reminder notes area for each activity and section.

System must allow for user-defined enrollment questions page allowing for any data fields/questions to be setup and tracked for the program. During enrollment process the questions defined here will be presented for input. Example – Tee shirt size?

System must allow rosters to be transferred to history, while being able to access this data for inquiry and reports for up to five (5) years. After transferring the rosters to history, the activities may then be updated with new dates, times, etc. for the following season/year processing (using the same number).

Bulk program field adjustment feature, allowing for across-the-board adjustments to existing program offerings, such as beginning ending days of the program, days of the week, comments, fees, etc.

Text and email capabilities for announcements (cancellations, etc.)

Ability to identify individuals who do not have a cell phone or email when cancelling a class. These Individuals would require staff to call them on a landline.

Program Registration - Processing

During a registration, the system should:

Warn the user if a registration does not meet the requirements for the activity section. (I.E. age)

Allow for overrides based on the users’ security file override status. (I.E. over enrollment)

Must be able to select an individual by name, guardian name, ID number, telephone numbers, email, team name, or organization name to process a registration or other type of transaction.

Allow an individual to register in multiple classes/programs without having to reselect the individual for each program selected.

Allow for the registration of multiple family members into multiple classes at the same time, without having to reselect the household. All transactions must print on a single receipt.

Allow for the automatic calculation of multiple child/participant discounts based on enrollments into the same type or session of a program(s).

Automatically generate waiting lists for filled classes, as allowable. Automatically generate email to identified staff member(s), if a spot opens to contact waitlist participants.

Allow for the transfer of enrollees from one activity to another (and properly handle the financial data, even when the fees are not the same.)

Update the customer history record, program roster, cash receipts listing, and general ledger account distribution with a single transaction entry.

Allow for the cancellation of a program registration and provide the option to either apply the refund to the customer balance, refund back to the original payment method, or process to finance office.

Provide the ability to override or adjust class fees, with proper permissions.

Must provide for automatic late fee calculation.

Provide for automatic fee adjustment/prorating of fees if program has already begun.

Allow for bulk registration, whereby the class/program is selected once to register any number of participants.

When an individual cancels from a program, a slot becomes free and the system must remind the operator that a waitlist exists, if applicable.

The system must produce a printed receipt, with class name, dates, times, locations, descriptive comments, payment information, date/time of transaction, operator (to include if done by participant online) and payment method. Description information, credit use/reminder information, questions, and answers (i.e. camp). An additional comment to print on the receipt may be selected just prior to printing.

Receipt print options must include standard, direct email, and mailer (windows envelope) formats.

Receipts must be able to be emailed to customers (with email info entered).

Must have the ability to process transfers and cancellations for individuals or the entire class, in a single transaction.

System must allow for updating charges, payment reversals, refunds, partial refunds, and credit balance refunds.

During a registration, a special needs note may be entered for the registrant, which would then show up on the class roster.

During a registration, a referral code (e.g., How did you find out about this class?) can be assigned to the transaction for analysis purposes.

During a registration, system must allow for a custom question (s) to be asked (e.g., Do you need shin guards for this soccer program?) that are tracked and also can AUTOMATICALLY affect fees (so that if they say yes to needing the guards, it will apply a $10.00 fee).

Registration will check enrollments of selected individual for conflicts (time) with existing program registrations.

System must check for enrollment groups for our programs. We offer groups of programs (e.g., program X session 1,2,3 are grouped, where the enrollee may choose one (and only one) of the three programs in that group). System must handle the single enrollment tracking for a group of programs and deny any additional.

Allows for multiple household members to be selected at once and enrolled into multiple programs at the same time.

Receipts must have the ability to include Town/department logo. (Would need to have the ability to have multiple versions of receipts, with logos, for each department available.)

System provides for mobile phone (Android and iPhone) app allowing for registration, program attendance tracking, roster viewing, and recreation card scanning.

Program Registration – Reports & Inquiries

Ability to print an activity listing, in summary or detail, by selecting a range of activities with start dates, including proofing report version for program setup check.

Program rosters in alphabetical order, order of entry, all enrollees, or only those added since the last print, with or w/out addresses, with or w/out comments, with or w/out fees, and with or w/out demographic codes. Option to include photos of enrollees on roster. Full customization of standard system report output (i.e., fields included on report).

Option to export rosters to Word, Excel, or PDF.

Standard system reports must be available (and easy to locate) that provide demographic and statistical information for program sessions, categories, types, ages, genders, etc. Analysis reports must be exportable to excel.

System must provide for a customer/patron schedule print (preferably in calendar format) that displays all program registrations for a customer/family with enrollee name, date and location of the program.

Print report showing activities not meeting minimum enrollment.

Print report showing all activities that have reached the maximum count.

Print instructor rosters, including attendance rosters.

Class attendance worksheets with either signature lines, check boxes, or session dates to track attendance. Must be able to email instructors reports (such as rosters or attendance worksheets) directly.

Print refund/cancellation report with details of all cancellations (for any date range)

Print detailed fee report that shows fees processed per activity.

Report listing all current program enrollments by customer (in statement/mailer/email format).

Ability to print program information in standard file format for use in creating program brochures.

Print a net revenue report, showing all revenue, expense, refunds, instructor pay - with a net income/loss by activity, with graph option.

Inquire/View by roster date or name for current and previous year program roster entries.

Inquire/view about miscellaneous income and expense postings for activities.

Inquire as to activity status, view activity setup parameters, comments, notes, and enrollment information.

Inquire about household data, addresses, phone numbers, transactions history, current enrollments, and family member details.

System must include a search function—enabling system operators to easily and quickly find program details and information based on program criteria such as dates, times, ages, locations, and activity codes.

Inquire/search based on program keywords (user defined).

Inquire/view program data based on program groupings—categories, types, sub-types.

Inquire about an individual’s medical record (password protected).

Inquire/view program instructor details and information.

Facility Reservations

Must provide scheduling/reservation capabilities for any facility type, such as gyms, fields, courts, auditoriums, pools, pavilions, parks, etc.

Must provide the capability to manage any number of facilities by a hierarchy of facility type, location, and unique identifier as described by the user. System should provide for reporting and analysis of reservations by each of the hierarchy types (by location, by type, by specific facility).

Software must manage facilities with overlapping areas/rooms (not allow double bookings in overlap situations).

Must allow for specific operating dates/hours for each facility (open and close).

Must allow linkage of unique reservation comments to each facility, where that comment/note prints on the customer receipt.

Must allow linkage of unique maintenance comments to each facility, where that comment/note prints on the staff maintenance schedule report. System must also include maintenance setup image (JPG, BMP, etc.) link.

Facility capacity must be tracked. System must allow for a search function when processing reservations based on capacity desired.

The customer/organization data must be shared with the activity registration, membership, league scheduling, and other system modules. A single file for customer data that is accessed by all parts of the software is required.

System must allow for multiple fees for each facility, each of which is linked to a unique general ledger account number.

Software must allow for tracking, billing, and collecting of billable services such as staff costs, custodial fees, lighting, clean up and security.

Software must allow for premium billing, where rate differences are automatically calculated based on season, time of day, day of week, or holidays.

The system will store facility images (pictures) for access/display, including display on the Internet and receipts.

System must allow for unique facility questions to be set up for prompt during facility reservations process. These questions, defined when setting up the facility, will be presented for input during the reservation. Example: Do you need on-site security?

The system must be integrated with the activity module and the league scheduling module so that when an activity or league is linked to a facility, it automatically reserves that facility into the overall booking schedule.

Ability to link facilities into facility groups to allow for reserving multiple facilities in one step.

System must allow the user to maintain as much history as desired. Reservations may be kept in database indefinitely. This requires that data purges include the option for the user to select the date ranges and types of reservations to be removed.

Facility Reservations – Processing

Must allow for the following types of reservations:

One-time reservations—one day only

Pattern reservations—every Tues. and Thurs. for the next four months (in one process)

Random Pattern reservations – any combination of any date sequence (in one process)

Internal reservations—reservations not linked to a household or organization

Activity/Event reservations

League schedule reservations

Software must print a reservation confirmation, with reprint and/or multi-copy options.

Software must allow for a customer to reserve multiple facilities, for any date ranges, in a single process. Also, must allow restrictions by administrators.

Software must provide the ability to email reservation confirmation receipt, with contact email address information.

Software must provide optional, user-defined rules and regulation letter (also referred to as the contract) to be printed when a reservation is made. This letter must be printed on a separate page, with the reservation details included.

Letter must be mail-merge capable from proposed system database fields.

Software must warn operator if a conflict exists prior to the completion of a reservation.

Software must allow for the booking of rain dates while booking the main reservation.

Software must allow for reservation setup and cleanup time assignment.

Fees must adjust automatically based on time/dates of the reservation, and the fee being a daily rate, hourly rate, flat rate, flat rate plus, or weekly rate fee type.

Software must allow for fee discounting at the time of the reservation.

Prior to the completion of a repeating/pattern reservation, all line items must be listed (displayed), to allow for adjusting or deleting items without having to process another transaction.

The system must provide capability to maintain (make changes to) current reservations (i.e., system does not require deletion of current reservation and re-entry of a new reservation to make a change.

The system must allow for the cancellation or date/time change of a reservation.

The system must provide for updating charges, partial payment processing, damage deposit payments and refunds, payment reversals, and credit balance refunds.

The system must allow for reprinting receipts and batch printing of receipts.

The system must create and track invoices.

Must have the ability to schedule multiple weeks without having to enter the user information into each time slot. Must also be able to exclude specific time slots during the scheduling process.

Ability to track reservations into user-defined statistics and reporting groups. Example: All reservations that were for weddings.

System must not allow double bookings.

System allows for minimum time prior to bookings and maximum advanced reservation times.

Example: Ability to allow reservations six months out, with no reservations allowed within three days of reservation date.

System must allow for bookings past midnight (over 2 days) without having to make multiple reservations (24 Hour reservations).

Facility Reservations –

All reports must include an option to view on screen prior to printing.

Detailed facility listing included.

Facility schedule by date included, with option for individual locations or facilities.

Numerous standard facility schedule report formats, listing, calendars, and block reports (all with multiple print options).

Ability to run marketing report listing all customers with reservations for user-defined search Range. Example: All customers who reserved pavilions in the last month.

Location schedule (all individual assets/facilities at a single location – together) by date included.

Customer based reservation report that will show for the customer all reservations that they have made for a specific date range (used for organizations such as little league & youth soccer).

Reservation calendars by specific facility and location.

Maintenance reports by facility and/or date, showing any reservations special needs and set-up requirements (with setup photo include option).

Ability to reprint receipts/permits at any time.

Billing reminder print included.

Facility usage report, showing usage statistics is required, with graph option.

The system must allow for the printing of rules and regulations letter at the time the reservation receipt/confirmation is printed.

Software must include on-screen, information-based viewing capability.

Software must include schedule viewing by month, week, and day views.

Must allow facility schedule inquires by date (i.e., see schedules for any date/date range).

Ability to view reservations for a specific facility in calendar format.

Inquiry by any level of the facility hierarchy—view reservations by type, location, and/or ID.

Software must provide for viewing of all reservation details for a given facility, such as who made the reservation, the purpose, when, for any given date range.

Software must allow for viewing schedules for multiple facilities at the same time.

View detailed reservation information using a mobile phone (Android or iPhone).

Inquire reservation information by customer/organization name or reservation number.

Membership Management – Membership / Pass

The system must provide for any number of pass/membership types.

Any membership type can be valid for a date range or a designated number of visits (computerized punch), or a combination of both.

Visitations can be limited by pass type, day of week and time of day. Use restrictions may be placed on membership types.

The system must allow for a renewal rate, different from the new rate for the membership type.

New rates and renewal rates must be discountable.

System must provide the capability to link the revenue from each pass type to unique general ledger codes and sub account codes.

Must be able to track visit history and statistics for each membership type.

Must be able to track sign-ins (check-ins) as well as sign-outs (check-outs).

Must be able to enter the length of the pass in months (to automatically set the expiration date X months from today’s date) or set the default membership and expiration dates for each pass type.

Must allow for additional fee charges for each visit, optionally for each membership type.

Age restrictions by membership type. Example: Youth memberships valid for 0–20 yr olds.

Assignment of valid and invalid visit sound files for each pass type. Sound files must play at time of entry (when ID is swiped) to alert attendant.

Must allow the linkage of a unique comment code to each pass type that will print on a customer’s receipt during a pass registration.

Must provide a method for manually posting attendance and revenue data from remote locations that are not “real time” to the central database.

Must retain prior year’s membership data for comparative reporting purposes.

Membership Management – Membership / Pass Processing

Pass registration option to process by customer or individual member.

Option to assign pass/membership numbers automatically or manually.

Unlimited membership types are allowed for each member. Example, we have members who belong to the pool and fitness center. A single ID card must be all that is required.

Unique waiver/contract is required for each pass/membership type that will print with the sale of a membership. The contract must be able to have “mail-merge” functionality from the database.

System must have an option for use of Key FOB ID Cards and/or be able to use preprinted -third party ID cards, as well as a digital barcode.

During a member visit, a pass or ID card holder must be able to sign in by name or number, or by swiping membership card. The system should automatically check for an expired or suspended pass or ID card, display the member image (if desired), play the appropriate sound file (good visit/bad visit or happy birthday) then allow the optional entry of a visit purpose, guest fees, and/or additional member entry fees.

System includes a minimum time between member visit check. Example: A member’s swiped card cannot be swiped again for X minutes.

Membership visit check-in using touch screen configuration.

Ability to display member notes and alerts during check-in process.

Visitations must be tracked and reported by day by AM/PM/evening and by the hour.

The system should automatically update the members visit history as well as the membership type totals with no manual posting, for each visit processed.

Must be able to note a purpose during the swipe/entry process.

The system must provide for daily entry (daily use/non-members) processing with automatic fee calculation.

The system should provide for optional receipt printing. System must be able to send receipts to customers via email with no additional steps.

The system must track pass suspensions with a date range for the suspension.

System must have the ability to inactivate lost cards (rendering it unusable).

System must provide for membership renewals.

System must provide for membership cancellations, with refund options.

System must provide for membership transfers of one membership type to a different type.

System provides for mobile handheld interface allowing for remote location and mobile visit check-in tracking.

Member image validation is required on the mobile unit as well.

System must have the ability to track membership check-in while in any screen.

Example: You are conducting an activity registration; the member check-in can happen without leaving the registration process.

System must provide for updating charges/fees, payment reversals, partial refunds, partial payments and credit balance refunds (for universal use in department).

Membership Management – Reports and Inquiries

Must print a pass member report, listing all members bypass type, membership date range, with or without addresses and show for each member: name, primary guardian, membership date, expiration date, status, amount due and pass membership type.

Pass visit history report, with summary or detail option, showing visits by individual and/or in total, by type or by date with graph option.

Unique family pass report, showing the number of unique families that are registered for memberships, by type.

Membership analysis report, showing how many new and renewed members, how many expired, and total revenue bypass type.

Membership fee analysis reports must be provided that show revenues for any membership, sales date range, by membership type or member.

Daily visit/entry report, showing the number of visits by hour, by membership type for any date range.

Visit entry (usage) reports by location must be provided.

Membership comparative report, showing monthly attendance and revenue totals by membership type for current and previous year with variance included.

Provide a listing of all members with a balance—credit or debit.

Print and track membership installment bills, with statement option.

Ability to update the member’s photo/image.

Provide marketing reporting feature to target specific demographic groups by creating labels and personalized letters for mailing. This capability must provide multiple selection criteria, such as membership type range, pass number range, membership dates, expiration date, minimum balance owed, demographic codes to include/exclude. Must include direct email capability.

Must be able to print invoices for membership billing purposes.

Software must include on-screen, information-based viewing capabilities.

The ability to inquire about membership information— but not make changes—is required.

Inquiry view of all pass members on screen. To include: name, membership type, membership & expiration dates, age, gender, etc.

Provide inquiry by customer/member file with visit history view.

Inquiry by membership type offered, showing membership fees and renewal fees.

League Scheduling

The system must provide for the scheduling of any number of leagues with up to ninety-eight (98) teams each with normal regular season, round robin, and single and double elimination tournament league types.

League data must contain the following:

League beginning and ending date

An extension play date, used for scheduling cancelled games

Beginning and ending times, and days of the week for league play

Restrictions (i.e. residency or age requirements) and option to require that all participants have an active membership.

Number of teams in the league

Number of games each team will play

Minutes (duration) of the game, including set-up minutes needed

Custom league Waiver (with option of one per team or one per player)

Allow for up to nine league fee line items, with each fee capable of being linked to the same or separate general ledger account code. (to include the Resident/Non-Resident options).

System must allow for unlimited schedule exemptions by team, by facility and for the entire league. Exemptions are times when either the team, the facility, or the entire league will not be able to play. The schedule for the league needs to be adjusted to meet the exception when creating the game slots.

System must maintain the following team and member data:

Team name

Primary contact, address, and phone number

Secondary contact, address, and phone number

Exempt times and exempt dates

Team members names, addresses, gender, and phone numbers (with notes)

Capability to track and maintain individual team member statistics

Team members may be selected from the central database of households and members

Multiple facilities with unique times for each may be linked to each league.

Example: three different fields are used for the men’s softball league.

System must provide for league schedule template import and customization (user-defined schedule templates).

System provides for the import of league and team data from the program registration function in the software. Enrollments may take place in the program registration module, then automatically feed the league scheduling module the information creating team rosters without having to duplicate data entry.

League Scheduling – Processing

The software must have the ability manage:

Little League baseball fields – quantity 12 Little League softball fields – quantity 8 Soccer fields (varying sizes youth to adult) – quantity 21 Baseball fields – quantity 4 Football fields – quantity 4

Software must automatically reserve/book facilities during the schedule generation.

System provides ability to cancel games, then reschedule.

System identifies any facility conflicts during the scheduling process.

System provides for mobile interface (Android, iPhone) allowing for remote location and mobile league attendance tracking.

System must allow for team registrations for leagues.

Team players must also be tracked.

System allows for league payments and reversals.

System provides the ability to email or text various teams in the event of a change to the schedule (i.e. cancellation, additional date(s), etc.)

League Scheduling –

Summary and detail league set-up information reports.

Software must produce league team rosters.

League revenue reports, must be available to display revenues/fees for each league

League statistics report, to verify balanced league schedules.

Software must provide a multi-league master schedule print.

Balance due listing, which includes all the teams with a balance due (i.e., owing money).

Provide the ability to print mailing labels, letters and direct email messages to league coaches, players, and officials.

Provide marketing reporting feature to target specific demographic groups by creating labels and personalized letters for mailing. This capability must provide multiple selection criteria, such as League range, current leagues or prior leagues, team captains/coaches, players, minimum balance owed, demographic codes to include/exclude. Must include direct email capability.

Software must include on-screen, information-based viewing capability.

The system must allow for inquiry into the league team/roster information.

Point of Sale / Inventory Control

System must allow for the sale of inventory items (with full inventory control), miscellaneous sale items, tickets, and services.

Any items sold in point of sale must be able to be linked to any revenue account number.

Allow for unlimited sales category/transaction codes.

Must be able to link default price and sale quantity to each unique transaction code.

System must allow for up to a 15-character, user-defined, alpha-numeric code for each inventory item. Each trans code may have as many of these inventory items associated with it as needed.

Must automatically maintain inventory data such as quantity on hand, reorder point, normal stocking level, and quantity on order.

Must track sales history for at least 24 months.

Option to set retail price manually, or automatically by flat markup % based on cost, or by margin.

Allow for a sale date range with an associated sales price to automatically apply during dates entered.

Maintain average cost of inventory items and last cost for items.

Ability to associate vendors (with primary vendor toggle) for each inventory item.

Inventory pricing allows for adjustments in default price based on time of year and time of day—automatically.

Ability to conduct inventory count/update in real-time and batch mode via mobile device (Android, iPhone).

Point of Sale/Inventory Control – Processing

The system must allow for the sale of an unlimited number of line items for each transaction.

Inventory counts must automatically be updated when an item is sold in the point-of-sale process.

Must allow for the selection of the item/service/ticket to be sold by either of the following methods:

Selecting the item from a list

Barcode (UPC or other) scanning

System must allow for an item discount at the time of sale.

System must provide the option to print or not print receipts and the option to email.

System must allow for the deletion (void) of a single item during a transaction, without having to start the transaction over again.

System must have the ability to sell and redeem gift certificates. System must maintain gift certificate balance and all transaction history associated with each certificate.

System must provide the option to link a transaction to a customer/household for reporting and statistical purposes.

System must provide for coupons or discounts, with the ability to discount a flat dollar amount or a percentage amount. In the case of a percentage, must be able to take percentage of last item sold (in the current transaction) or all previous items sold (in the current transaction).

Point of Sale/Inventory Control –

System must generate an inventory listing with item numbers, descriptions, unit of measure and current inventory levels.

The system must provide an inventory price list.

Software must provide inventory sales comparison report that shows year to date sales versus last year to date sales, with differences, broken out by month.

Sales history report for any inventory item or range of items for any date or date range showing sales information including receipt #, sale amount, margin and cost of goods sold.

Sales history by item, showing all transactions affecting an individual item.

Report that lists items that are selling well and those inventory items that are not selling well.

System must provide for summary sales reports, showing net of all sales for any date, time and employee range.

Ability to target demographic group by type of items purchased and create mailing labels, letters, and/or emails for each group.

System must allow for customizable POS sales reports with total user control of all included sales items.

Ability to associate a marketing code (e.g., Zip code) at the time of purchase, and then use this code for demographic and marketing reports.

Software must allow for viewing of transaction code information, including budget information.

Software must allow for viewing of inventory item information, including quantity sold and budget information.

Internet Processing – Online Options

System allows for REAL-TIME access directly to the central recreation database. Transactions are complete in one operation, with rosters, financials, schedules, demographics, and statistics automatically updated.

The system controls online access to the database via customer ID and password.

System controls what database information is allowed for online viewing and/or processing. Information (for web display and use) only needs to be managed once.

Must have the ability to accept credit cards, debit cards, e-Checks, apple wallet, gift cards, etc using a third-party processor.

Is credit card, debit card, e-Check, apple wallet, etc.

account information stored in database for refunding purposes?

Proposed software application supports PCI compliance

A convenience or transaction fee can be applied to all on-line transactions. This fee can be defined by the Town.

System must allow for customers to view their shopping history and reprint old receipts.

System allows for customer to update their own personal information (phone, emails, as allowed by system admin) and pay off existing balances.

Online system functions are controlled in the central recreation system/database. No duplication of data is required.

Must provide for an option for employee access to the system via the Internet for general system functions such as reporting, inquiring, and daily processing. This feature must allow for employees with nothing more than an internet connection the ability to work with the software.

Ability to have images, videos, and graphics display on the website.

System allows for online program registration.

System allows for detailed program information—current counts, comments, fees, dates, times, instructors, holidays, and ages can be viewed.

System must allow for online lottery program registrations.

System must allow for controlling the number of registrations that are allowed via the Internet.

Example: If the program has a max count of 25, must be able to set the max number of enrollees via the internet to 15 (reserving 10 slots for walk-ins/mail-ins).

System must have a method for calculating automatic enrollment discounts for the enrollment of second or third child into the same session or program type. We offer a sliding fee scale for multiple program enrollment and require a method for calculation of these during Web registrations.

System must control the dates and times allowed for online registrations by program, and by customer residency type.

System must include a detailed program search function allowing for customers to search for programs online. Flexible keyword search capability is required.

System displays waivers/hold harmless agreements (unlimited formats) with “I Agree” “I Disagree” buttons for customer input. If the customer selects the “I Disagree” option, the registration process is not completed.

System will present custom program questions during the online enrollment process.

Detailed program registration receipts are provided in PDF format both onscreen and directly emailed to the customers email address.

System allows for online facility reservations.

System allows for detailed facility information to be displayed including schedules, comments, fees, and facility images.

System must include a detailed facility search function allowing for customers to search for available facilities online. Search criteria include types, locations, amenities, keywords, dates, times, headcounts, and day(s) of the week.

System must control which facilities are allowed/available for online booking.

System must control minimum and maximum days in advance that a reservation can be made.

Facilities may be setup to allow for online schedule viewing only—no online reservations allowed.

Facility setup allows for associating an online image and/or movie for each park asset.

System allows for detailed membership information to be displayed including description of membership, fees, age criteria, and valid membership dates.

System displays waivers/hold harmless agreements (unlimited formats) with “I Agree” “I Disagree” buttons for customer input. If the customer selects the “I Disagree” option, the membership process is not completed.

System must control which memberships are allowed/available for online registration. Option of requiring pre-registration of membership before registering online for programs.

Ability to track membership check-in/online visit processing with complete membership validation and daily entry processing.

Current members may view existing memberships and expiration dates.

System allows for detailed league information to be displayed including league and team schedules, game times and dates, game locations, and posted game scores.

System allows for a graphical display of rental sites online, displaying availability (both open and booked sites).

The graphical display must allow the patron to make site reservations directly from the display.

Technical Requirements

Do you offer a cloud solution?

Can the servers be hosted on the Town’s network?

Does your system use Microsoft SQL Server as the database software? If no, please list what database software you do use.

Does your software run on Chome, Firefox, Edge and Safari?

Does your software use concurrent licenses? If not, please explain how your software is licensed.

If additional licenses are required in the future, can one license be purchased or is there a bundle purchase required? Please explain.

Does your system integrate with Azure Active Directory to allow for single sign-on?

Does your software require any third-party software?

If yes, please list the software and indicate the if the cost of software will be included with this project or if it is something the Town will be responsible to purchase separately.

Will you interface with our existing financial management system (Munis)? This is typically a csv or text file output from your system that would meet the file format requirements from Munis.

Does your software have any special hardware requirements? This includes scanners, card printers, etc. Please list hardware requirement.

Will the Town have access to the database for reporting purposes?