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HomeMy WebLinkAbout7.A.2. Acquistion of MaxSolutions Recreation Software and Maintenance Agreement 7,A.J, CITY OF SHAKOPEE MEMORANDUM CONSENT To: Mayor and City Council Mark McNeil, City Administrator From: Sherry Dvorak, Recreation Supervisor Date: June 19, 2007 Subject: Acquisition of MaxSolutions Recreation Software and Maintenance Agreement INTRODUCTION This agenda item seeks authorization of acquisition of MaxSolutions Recreation Software and a maintenance agreement. BACKGROUND The 2003 budget contained funding for upgrading our recreation software package to include an online registration component. However, due to the department's workload the project was not implemented. At the November 2006 meeting, the Parks and Recreation Advisory Board felt that this project should be a high priority for 2007. Thus the 2007 work plan was rearranged and the online registration became a priority. To begin the process of choosing an on-line registration component, staff initially chose three software modules to review. The three modules are described below: 1. We currently use Active Communities "Class" software to handle program registration, facility booking, and Community Center memberships. "Class" is a server-client based product. The City initially purchased the software license for program registration and facility booking in 2000. In 2003, we added the membership module. All of our Class licenses have been purchased through the City's relationship with LOGIS, which is a consortium of local government information services. 2. Active Communities also has a web-based software called "ActiveNet". This new product was developed to respond to organizations need to provide convenient online and in-person services to a community. This is around-the-clock online registration service for classes, programs, league/tournaments, clinics and more. 3. Maximum Solutions initially started out marketing their facility-scheduling project for ice arenas, and "Maxlce" is the software of choice in the arena industry. We currently use "Maxlce" in the Ice Arena. Maximum Solutions then developed a comprehensive software solution to focus on the recreation industry as a whole. "MaxEnterprise" is their traditional server-client module and "MaxSolutions" is their web-based module. After examining the three software modules, staff presented them to the Parks and Recreation Advisory Board and the Shakopee Telecommunications Advisory Commission for their feedback. The following is a summary of the feedback received from each of the meetings: Parks and Recreation Advisorv Board Feedback ./ Preferred web based technology instead of server based. ./ Online system should allow the user to set up accounts. ./ Did not want to see a per registration transaction fee passed onto the users. ./ The current non-resident fee structure should not drive the final decision on the module to purchase. ./ Of the members that made reviewed different software packages, the most user- friendly seemed to be the module by Maximum Solutions. Telecommunications Advisorv Commission Feedback ./ Preferred web based technology instead of server based. ./ Preferred a module that allows creativity in how the site appears (layout). ./ Online system should be a secure site. ./ City should retain ownership of the database, whether is server based or web- based. ./ Online system should allow exporting of information to other types of software. ./ Of the Commission members present, they believed the most user-friendly was the module by Maximum Solutions. Based on the feedback received, it appeared that Maximum Solutions software package would meet our current and future needs, provide remote access for sites like the Aquatic Park, and be the most user-friendly for our customers. Before making a final decision, staff submitted a list of issues generated from the feedback from both meetings. Listed below are the issues submitted to Maximum Solutions software developers. The answers to the issues are in italics. 1. Does the software have the ability to export health care re-imbursement memberships to the health care management's software? Yes, a list can be generated that will give the pertinent information for each type, with the exception of APEX. 2. What is the customer's ability to view a facility by the type of facility? Customers will not necessarily know the name of a facility, butthey know they want to view classroom or ball field availability. Maximum Solutions will develop that enhancement for Shakopee 3. Does the software have the ability of separate barcodes so that an individual could have more than one membership (e.g. aquatic park and community center)? Yes, a person can have multiple memberships. When individual scans, the appropriate membership will need to be selected. 4. What abilities does the software have to add a fee adjustment based on where they live as an automatic fee? Maximum Solutions is recommending the use of their newly announced "additional fees" enhancement to accommodate this function. 5. Does the software have a web-hosted pas (Point of Sale) interface. (Point of sale is a cash register type system.) The new developer is starting with Maximum Solutions April 1 st. We still need to validate the actual completion date for a new pas module. Max is committed to working with Shakopee to develop this hosted application. The earliest this would be available for customer use would be late 2007. Since Shakopee is the only client requesting a hosted pas application, there would be some cost to Shakopee for this development. 6. Does the software have ability to use fingerprint identification instead of membership cards. The best answer at this time is that Maximum Solutions is willing to work with Shakopee and a third party supplier of fingerprint 10 systems to accomplish this. Since Maximum Solutions have not worked with this technology as of yet, they do not know the extent of the work to integrate the two systems. 7. Are all the critical registration pages secure (https://)? Yes Summary of Kev Features Some of the key features of MaxSolutions Recreation Software are listed are listed on the table below: Feature MaxSolutions Real time Features Yes 24/7 Registration Yes Remote Access Yes Unlimited Workstations Yes Distinguish fee types Resident/Non Resident status will be distinguished by using their newly created "additional fees" enhancement to accommodate the City's non-resident fee structure. City can determine programs Yes that are available for online reg istration/viewing. City can designate a number of No registrations of a class available for online registration. Client Account Setup Staff or Client Financial Accounting Cash Basis GL Accounts Yes In choosing MaxSolutions, we would be moving to an entirely new software system that will include registration, membership, facility and on-line registration. The purchase of the Point of Sale module would allow us to have financial accountability for all revenue sources that we currently do not have with our existing software application. IMPLEMENTATION Based on the premise that we move forward with the Maximum Solutions module, the implementation process will require additional time in regards to setup, train and learn the software. Due to the fact that fall information needs to be finalized and submitted by end of July and the transition period of a new director, we don't feel that we can implement the new system in time for fall registration, which is scheduled for August 28. Therefore, we are proposing the following implementation schedule: June City Council approval of purchase of the Maximum Solutions software. July: Setup and training of software begins occurs. August: Begin using softyvare for scheduling Advertise in fall brochure that online will be available starting with winter programs. September Transfer of membership information to new system October Use the new software when planning winter activities. December: Go live with online registration for all programs. According to the representative from Maximum Solutions, implementing the software in this manner is recommended. COST PROPOSAL A formal cost proposal has been received from Maximum Solutions to install MaxSolutions Online. Applications include Hosted Facility, Registration, Membership and the customizable client interface. The proposal also includes the costs to full integrate a Point of Sale (POS) interface with the existing MaxSolutions Online site. Facl1ity SclleduUng 250.00 Activity Registration 250.00 Membership Management 250.00 Customer !nterface' 250.00 Credit Card Processing' POS 8. hwel1!ory !ntegralicn to MaxSoll.mons Online (Customer Development) _ Monthly costs for POS & Inventory WOUld tllen be $250 upon compleUon. Training on Facility, Regis!rnlioo, Membership, Customer Interfare . Afro includes SlUing 8. Receivables, Irwentory, Financial Set-up Expecled Oil-Sire travel Costs' Credit Card verificalion through PayFlow Pro, see 2 {a-c) below. 1;110 0.00 Sales. 'Representative: Matt Carpentier, Eastern Region Sales E.xec. mcarpentier@maxsolulicns.cool, 800-976-6646 www.maxsolutioos,ccm At this time, we are recommending to defer implementation of the Point of Sale module until we get the other modules up and running. Although Point of Sale will be beneficial long-term, we lack the resources to implement all the modules simultaneously, and the most demand is for online registration. BUDGET IMPACT AND FUNDING The total cost for all modules is $16,800. However, since we are proposing to defer the Point of Sale module, our purchase price would be $7,000. In addition to the purchase, there would be $1,000 for the first month's maintenance fee, and $3,200 in training. After we have acquired the software, our ongoing maintenance costs are $1,000 per month. I would like to note that our current LOGIS support fees are $890/month, although we incur additional server and network costs to host this software on the City's network. With MaxSolutions web-based software, we pay no server or network costs. The Telecommunications Advisory Commission has supported funding for online software up to $16,600 in their 2007 budget. With the software purchase cost, first month's maintenance, and training, our total cost would be $11,200. Our 2008 budget request would include funding for the Point of Sale system. RELATIONSHIP TO VISION D. Vibrant, resilient and stable REQUESTED ACTION If Council concurs, move to approve the purchase of MaxSolutions Recreation Software at a cost not to exceed $11,200 and to authorize appropriate city officials to enter into a maintenance agreement for continued maintenance.