Free Auto Bill of Sale Form by agd11897

VIEWS: 165 PAGES: 32

More Info
									                                                                                                     If the selected answer is NO the
                                                                                                    Proposer may offer an alternative
                                                                                      Yes      No                 solution              Comments
Function   MEMBERSHIP MANAGEMENT

           Data Entry Format

           Can the system be configured to follow a defined address formats only?
           Will address change to a household membership have the option to
           change all associated members?
           What is the maximum number of phone number entries per individual
           member? Add the question for emergency contacts also... should we put a
           minimum number (min of 1)

           Will memberships be renewed per household member?

           Will the system auto notify of an expired membership?

           Is there an individual field for birth date?

           Are there individual data fields for gender?
           Can credits be entered to membership without there being real money, but
           update g/l?

           If paid by check can check# be entered?

           Is there a notes field? Maybe specify character size

           Can a member's course registration allow for subsidized payments?
           Can the system cross reference a member with other associated
           household members?
           Does the system allow association of different last names under
           household member number?
           Can address fields be programmed so that text can be entered in one
           format only for consistent searches?

           Is there an individual data field for special medical ids?

           Can membership fees be auto filled based on membership type code?

           Ability to prorate membership fees



                                                                                      Page 1
                                                                                          If the selected answer is NO the
                                                                                         Proposer may offer an alternative
                                                                           Yes      No                 solution              Comments

Can fields be auto populated for renewals?
Can membership charges be set based on grid location? For example,
within City limits or outside limits
Can deletions or additions to household memberships be done with
minimum required data?
Will age auto calculate based on date of birth entry? On screen display
and in specified reports such as rosters
Can renewals be done at household level and update any selected
associated members?

Can membership charges be set based on age?

Type of Data to Capture

Can memberships be discounted based on a user criteria?

Can household memberships hold credits?

Can money be transferred between household members?

Can memberships be "suspended" for collections?

Does the system allow for email addresses for each household member?

Can you associate all family members to the household number?
Can a household member number be established? (Facilitates marketing,
demographic data tracking etc)

Will the system search both active and inactive members?
Can "grid" locations be created for designating address is inside City
limits?
Explain how the system will identify a facility day user verses a member
for entry.

Can address information include "grid" locations

Can membership record contain medical information


                                                                           Page 2
                                                                                              If the selected answer is NO the
                                                                                             Proposer may offer an alternative
                                                                               Yes      No                 solution              Comments
Electronic Data Capture

Will the system auto notify of an invalid member card scan?

Will card support id validation?

Does it support bar code reading?

Can the bar code system be easily adapted to a photo id system.

Is the bar code and photo id system easily interchangeable?
Will member cards have both bar code and user readable identifier
numbers?

Can memberships include photo ids?
Can memberships be auto notified via email regarding pending expiration
date?

Core Function

Will system print membership cards?

Will system auto generate membership numbers?

Will system auto log user id on any membership file changes

Will the system auto log user id for new membership creation?

Can duplicate receipts be printed stating receipt is a duplicate?

Can search criteria be defined by multiple data fields?

Does the note field auto log user and time?

Will system print invoice for total due?
Can system be auto configured to print required forms based on data
input? Auto fill with specified info, i.e. Name, address, registration, etc.

Can system interface with cash register? Or point of sale

Screen Display


                                                                               Page 3
                                                                                           If the selected answer is NO the
                                                                                          Proposer may offer an alternative
                                                                            Yes      No                 solution              Comments
Is member participation history available to view from membership
screen?
Does system display total membership amount due? (ability to select
whether you want credit to be applied to remain as a credit)

Does the system display method of payment received?
Is the emergency contact information easily available from a search
screen?
Does the member screen contain separate fields for first, middle and last
name?
If any information on the member screen is incomplete will the system
auto notify user?

Data Management

Can expired/non-renewed memberships be archived?

What is the maximum number of memberships?

Can ad hoc queries be done using any data fields?

Can system generate a pending expiration mailing list?

Can an address search be done on as little as a house number field?
Can premiums/surcharges be determined based on number of
registrations per participant
Can system merge memberships if participant has one membership and
renews with a different number... maintain history
Can associated memberships be split where they are no longer
associated

Can system process multiple membership types based on user-defined variables?




                                                                            Page 4
                                                                                                        If the selected answer is NO the
                                                                                                       Proposer may offer an alternative
                                                                                           Yes    No                 solution              Comments
Function   COURSE MANAGEMENT

           Payments and Refunds Processing

           Can course type be coded to include a applicable tax type code?

           Can course be defined as a "play pass" membership?

           Will system do bulk course registrations?

           Can a course participant list be generated for a drop-in course

           Can the system accept installment payments?

           Can subsidized course receipts be tracked separate from other course receipts

           Are course refund requests processed through system?

           Can roster include any outstanding balances due by participant?
           Will course registration fee be auto calculated based on participants
           membership type?

           Can course be coded for multiple payment types? (ie. scholarships, CCC etc)

           Can course refunds be restricted to a time frame?
           Can discounts be auto applied based on number of household course
           participants?

           Are late fees entered as flat fee code?

           Does the receipt print the refund policy?
           Can course information be designed to include additional activities w/w/out
           fees?

           Can drop-in course payments be interfaced with POS cash register?
           When a participant cancels a course can the paid fee be transferred to the
           membership as a credit or to another course?

           Will system print invoice for total due?

           Does the system have a fee table?

           Can paid course fees be batch uploaded to Finance software?


                                                                                         Page 5
                                                                                                If the selected answer is NO the
                                                                                               Proposer may offer an alternative
                                                                                   Yes    No                 solution              Comments

Does the system display method of payment received?

If paid by check can check# be entered?

Can multiple methods of payments pay for course?
Can system track how refund will be applied (ie cr to membership, xfr to other
course, or chk)?

Does the tax auto charge based on course type code?

Can system track subsidy payments, by course, by member?
Can any surcharges assessed to different membership types be auto
calculated and applied to proper G/L?

Do duplicate receipts print the word "duplicate" ?

Can the method of course refund payments be type coded?

Do course refunds require system access level security?

Does system display total course registration amount due?

Can paid course fees be batch uploaded to Finance software?
Can the system accept installment payments? And distribute the payment to
proper G/Ls

Can the method of course refund payments be type coded?

How are insufficient funds checks handled in the system?

Is there user defined criteria for course refunds?

Can late fees be defined as a variable rated fee?

Does the overriding of a course fee require system access level security?

Can system interface with cash register?

Is the fee table system administrator defined?

Enrollment

Does the system track activity/class enrollment totals?


                                                                                 Page 6
                                                                                              If the selected answer is NO the
                                                                                             Proposer may offer an alternative
                                                                                 Yes    No                 solution              Comments

Doest the system support enrollment transfers?
Can the system display on screen enrollment inquiries at various facility
sites?

Can the system handle waiting lists and roster changes.

Will course registrations be denied when membership is expired?

Will course registrations be denied when membership is invalid?
Can multiple registrations for one member be entered through one screen or
minimal steps?

Will course enrollment data auto update with each registration?

Can course be flagged for participant restrictions?

How long is course data retained on member's account?

Does the system support lottery enrollments?

Can course registration be denied if member has balance over-due?

Will registration in course update enrollment in real-time?
Can system auto notify user if membership is due to expire before the end of
course?

When member enrolls in course can fee auto fill based on membership type?

Will system automatically display open and closed classes?
Can the system display on screen enrollment inquiries at various facility
sites?

Will system auto notify expiring memberships @ time of registration?

What is the Key ID used for course registration
Can second choice activities be calculated for any participants placed on
waiting list?

Can bulk deletions be done?

Is there user defined criteria for course withdrawals?

Web Interaction


                                                                               Page 7
                                                                                               If the selected answer is NO the
                                                                                              Proposer may offer an alternative
                                                                                  Yes    No                 solution              Comments

Will on-line course registrations be denied when membership is expired?

Will on-line course registrations be denied when membership is invalid?

Can course registrations be done on-line?

Are on-line course registrations completed in real time?

Can system interface with email for communication to participants?

Can the system define pre-registration options; mail-in, phone-in or on-line?

Can courses interface with an on line course catalog?

Course Creation/Display

Will course type codes auto fill the applicable fee?

Can course code attributes (ie. alpha/numeric) be customized?
Can the system track prerequisite requirements, insurance forms, age
limitations for each class or activity?

Can leagues be defined as a play pass course?

Can screen display course number and description?

How many characters can course code contain? (is there a min and max)

Can course code be customized to auto fill fee for play pass?

Can course set up be defined to auto print any associated forms?

Does the course data contain enrollment capacity information?

Can course codes be customized to identify season? Or type of activity

Can course code be customized to identify Instructor or staff lead?

Can course code be customized to identify associated facility?

Can course fees be updated by membership type code?

Can course fees be date driven? (ie. early registration discounts)


                                                                                Page 8
                                                                                             If the selected answer is NO the
                                                                                            Proposer may offer an alternative
                                                                                Yes    No                 solution              Comments

Can screen display course time frame?

What is the course data history cycle?

Can screen display instructor name?
Can one course be defined using multiple time frames as a attribute (ie.
summer camp)

Information Reporting and Retrieval
Can the system provide "carry-over" of activity information form season to
season (eliminating the need to re-enter similar information)?
Will system calculate instructor pay based on course paid receipts less tax
and premiums?

Can the data history cycle be system administrator defined?

Can participation in a course be tracked for demographic marketing?

ability to retain history on each course

Can course report contain non-paid registrations?

Can course rosters be printed?

Will historical course data contain add/drop/transfered sold courses?
Can course participation reports include demographic information of
participants

Can course reports contain user defined participant demographics.
Can course data be archived by season to allow for re-use of course codes
and descriptions?

Can reports contain needed equipment for number of participants?
Can courses be searched by user defined query (ie name, number, times,
dates, age, type, etc)?

Can course report contain partial paid registrations?

Miscellaneous

Does the system include an invoicing feature?

Can the system track equipment/supplies for each class or activity?

                                                                              Page 9
                                                                                               If the selected answer is NO the
                                                                                              Proposer may offer an alternative
                                                                                  Yes    No                 solution              Comments
Can scanned docs/images attach to membership (ie parental consent
forms)?

Is membership number required for purchasing a drop-in course?

Will system allow direct marketing to previously "sold" course participants?




                                                                               Page 10
                                                                                                              If the selected answer is NO the
                                                                                                             Proposer may offer an alternative
                                                                                              Yes       No                 solution              Comments
Function   FACILITY RENTAL

           Data Entry Format
           Can reservation screen auto fill all associated fees based on criteria
           selected?

           Can rental screen auto fill for facility rental fee?

           Can rental screen auto fill for applicable taxes?
           Does the system allow recurring events by hour, daily, weekly or monthly
           date lists?

           Does the system allow booking of recurring events?

           Can renters demographics be captured at time of registration/rental?

           Can set up and clean up time be auto included in a reservation time slot?

           Can the system prevent double bookings?

           If a facility is reserved, can a renter be placed on a prioritized waiting list?
           Can second choice facilities be activated for any renters placed on waiting
           list?

           Can attribute data be contained independent of facility?

           Does system allow user defined rules and regulation formating?

           Data/Screen Display

           Does rental screen contain contact information?

           Will system maintain customer history based on name?

           Can system display calendar of facility availability?

           Is it an easy display of schedules for multi facility searches?

           Can data be sorted or filtered based on user defined criteria?

           Will system automatically display open and closed rooms/facilities
           Can screen provide multiple scheduling grid views (single or multiple
           facilities including single or multiple days?

           Can facility reservation be flagged for participant restrictions?
           Can facility availability be viewed by any staff member with system
           access?

                                                                                              Page 11
                                                                                             If the selected answer is NO the
                                                                                            Proposer may offer an alternative
                                                                             Yes       No                 solution              Comments

Does the system display method of payment received?

Data Processing/Printing

Can facility rental process auto print required forms?

Can a completed reservation print required forms for rental contracts?

Can rental schedules and calendars be displayed and printed?

Is there the ability of ad hoc reporting?

Can facility rental reports contain user defined participant demographics.

Can system auto print rules and regulation letters?

Can system print damage deposit receipts?

Does the receipt print the refund policy?

Do duplicate receipts print the word "duplicate" ?

Revenue Management
Will payments, deposits and refunds integrate with core rec system
module?
Does system process refunds and payments automatically to appropriate
revenue codes?
Will facility reservation fee be auto calculated based on fee ordinance
category?

Can fee parameters be pre-defined?

Will system track reservation fees paid?

Will the system track deposits separate from fees?

Does system track taxable and non-taxable charges separately?

Can taxable/non-taxable facility rental tables be predefined in system?

Can system auto bill for taxable attributes (ie chairs, grills etc)?

Can fee be auto calculated based on time?

Can partial payment be accepted?


                                                                             Page 12
                                                                                                 If the selected answer is NO the
                                                                                                Proposer may offer an alternative
                                                                                 Yes       No                 solution              Comments

Can invoice inquiries be performed?

Can deposits be applied toward balance due?

Will system track fee balances due?

Will system print invoice for total due?

Can the system prepare or delete batch invoices?

Can system recalculate late return fees?
Can system accept multiple types of payments (ie cash, charge or
checks)?

If paid by check can check# be entered?

Can refunds be restricted to paid reservations only?

Can rental refunds be restricted to a time frame?

Can refunds be applied as a credit to membership account, if available?

Are damage deposit refunds handled through access level privileges?

Can completed reservation print itemized invoice?

Can facility reservation be denied if member has balance over-due?

Will payments interface with cash register for itemized receipts?

Can system interface with cash register?

Can credits be auto applied?

Core Function

Does the system provide for staff scheduling for facility rentals/usage?

Is facility rentals a separate module?
Does the module interface with course module to auto reserve rooms for
classes

Can attribute data have an associated fee table?
Can the system allow for facilities with defined attributes (ie shelter #'s or
rooms etc)?



                                                                                 Page 13
                                                                                                If the selected answer is NO the
                                                                                               Proposer may offer an alternative
                                                                                Yes       No                 solution              Comments
Can system include additional facility rental items. i.e. Resources,
equipment, linens, etc.

Does the system have the ability to group resources by facility
Does system handle reservations for multiple courts (i.e. basketball,
tennis, etc.)?

Can facility data contain location, feature, size, capacity?

Do facility rental fee codes have uniform data attributes?
Any forms available for facility rentals be user-defined and edited by select
security level users?

Does the system allow for adding addenda to contracts

Can the schedule data be filtered or sorted?

Can multiple schedule data be edited or deleted by users in one step?

Does the system track activity/class enrollment totals/attendance
Can the system display on screen enrollment attendance inquiries at
various facility sites?

Can the system provide attendance history for each rental

Can the system handle waiting lists

Can schedules for facility rentals be managed from anywhere?

Can the system track prerequisite requirements, insurance forms, etc.?

Does system allow cross site booking?

Can conflict resolutions be handled either manually or automatic?
Will system integrate with Open Office for all forms, letters, and
documents?

Can system interface with email for communication to participants?
Can automated messaging (email or Letters) be requested for pending
payments on facility reservations?

Can automated messaging contain user defined fields?

Can rental patterns be tracked?

Can system contain receipt confirmation of signed rental agreements?


                                                                                Page 14
                                                                  If the selected answer is NO the
                                                                 Proposer may offer an alternative
                                                  Yes       No                 solution              Comments

Is there a facility lighting control interface?

Can system track rental demographics?

Can facility availability be viewed on line?

Can reservations be initiated on-line?




                                                  Page 15
                                                                                                  If the selected answer is NO the
                                                                                                 Proposer may offer an alternative
                                                                                  Yes       No                 solution              Comments
Function   ATHLETICS

           Team Management
           What is the maximum number of teams tournament that can be displayed
           or printed?

           Can system display schedules, teams and players?

           Will participant data be captured? How?

           Can the league schedule be redefined if needed?
           Can leagues be defined (ie teams , players, resident, non-resident,
           demographically)?

           Does the system manage leagues?

           Is the player attributes (ie memberships cards) user defined?

           Can Officials be managed in the system?

           Can the system generate schedules for tournament play?

           Can team attributes be user defined?

           Are statistics tracked?

           Does the system manage players?

           Can teams be generated based on user defined player demographics ?

           Is the type of play user defined? (ie round robin, elimination etc)

           Will rules and regulations auto print for participant?

           Web Interaction

           Can league standings and statistics interface with on-line display?

           Can schedules be printed and emailed?

           Can system interface with email for communication to participants?

           Can registrations be done on line?

           Can bulk email be set up for communication to participants?

           Can program/course information be formatted for on line publishing?

                                                                                  Page 16
                                                                                             If the selected answer is NO the
                                                                                            Proposer may offer an alternative
                                                                             Yes       No                 solution              Comments

Core Functions
Can system accept multiple types of payments (ie cash, charge or
checks)?

Can system auto print required forms?

Will system print invoice for total due?

Will system auto notify expiring membership at registration

Can system apply multiple payments?

Can system handle discounts?

If paid by check can check# be entered?

Does the system display method of payment received?

Will player registration be denied when membership is invalid?

Will player registration be denied when membership is expired?

Can team registrations be flagged for participant restrictions?
Will system track league fees based on user-define criteria, i.e. Fee
Ordinance?

Are fees auto filled from fee table based on user selected criteria?

Can the league module interface with facility reservations to book fields?

Is a membership number required for league registrations?

Is League Managing a separate module for the core module?

Does the system provide for access level security?

Can participant demographics be captured at time of registration?

Can league registration be denied if member has balance due?

Can tax be defined in a table?

Can refunds be applied as a credit to membership account?

Will tax auto fill?
Can league fees be customized for additional fees if needed? (ie
surcharge, improvement fees)


                                                                             Page 17
                                                                                            If the selected answer is NO the
                                                                                           Proposer may offer an alternative
                                                                            Yes       No                 solution              Comments

Can player's refunds be restricted to a time frame?

Can refunds be restricted to paid registrations only?

Can fee be auto calculated based on participants membership type?

Can additional fees that are applicable be easily selected for auto fill?

Do duplicate receipts print the word "duplicate" ?

Can system interface with cash register?

Is there the ability to customize a minimum of 3-4 additional fee fields?

Is there a waiting list feature?

Does the receipt print the refund policy?

Information Reporting/Retrieval

Can reports be generated to display booking calendars?

Can revenue reports display specific fee types collected?

Can additional fee revenue be easily tracked and reported?
Does the system provide mailing lists for direct communication to
participants?

Can reports be generated to display statistical use of facilities?

Can reports be generated using various data fields for ad hoc query?

Can league/team reports contain user defined participant demographics.

Can system print rosters?

Can scores and standings be recorded?




                                                                            Page 18
                                                                                                        If the selected answer is NO the
                                                                                                       Proposer may offer an alternative
                                                                                        Yes       No                 solution              Comments
Function   GOLF MANAGEMENT

           Is there a Point of Sale System that includes:

           Reservation fees

           Green Fees

           Cart Rental fees

           Pro-shop sales

           Gift Cards

           Play passes

           Discounts, coupons

           Price Check Feature

           Is there a Membership Management system that includes:

           Scanning of membership card capability

           Input of name, address and demographic information

           Auto-generating membership numbers
           Ability for all memberships to expire on the same day, regardless of issue
           date

           Is there an Inventory Management System that includes:

           Ability to scan SKU numbers of products

           Ability to track inventory

           Can the Tee-Time Reservation system:

           accommodate on-line tee times

           accommodate telephone tee times

           accommodate in-person tee times

           Tee-Time reservation linked to point of sale system

           Starter scheduling feature linked to reservations




                                                                                        Page 19
                                                                                           If the selected answer is NO the
                                                                                          Proposer may offer an alternative
                                                                           Yes       No                 solution              Comments
Can the system provide a reporting function that includes, but not
limited to:

Cash reports to settle transactions, per user defined time frames

Cash reports generated for monthly reporting by G/L or entry description
Cash reports to be user defined, such as by time frame and/or G/L and/or
type of activity

Inventory reports to track inventory

statistical reports to measure inventory trends and sales

Scheduling reports based on tee-time reservations

Membership reports tracking usage and demographic information

Reports that track discounts and coupon usage

Marketing:

Ability to generate e-mail newsletters

Ability to track coupons

Ability to track types of discounts used




                                                                           Page 20
                                                                                                       If the selected answer is NO the Proposer
                                                                                        Yes       No         may offer an alternative solution     Comments
Function   CONTRACTUAL INSTRUCTORS

           Instructor Management

           Can the system produce instructor contracts or agreements?

           Will system maintain historical Instructor data ie pay, classes, time?

           Can the system print Instructor assignments?

           Can a participation count per course be tracked per instructor?
           Can system track personnel information such as job descriptions,
           performance appraisals , etc?

           Can Instructors be tracked with specific demographic data?

           Payroll
           Can system calculate instructor pay based on user defined criteria (ie
           exclude course surcharges and taxes)?
           Can system calculate multiple pay rates based on hourly, percentage or
           flat fee rates for multiple instructors assigned to an activity?
           Can the system calculate instructor pay with different pay rates depending
           on class assignment?

           Information Reporting and Retrieval

           Does system print/display rosters?

           Can rosters be printed at any given time?

           Can reports be generated calculating class enrollments?

           Can the system generate payroll reports by user-defined criteria?




                                                                                        Page 21
                                                                                                           If the selected answer is NO the
                                                                                                          Proposer may offer an alternative
                                                                                           Yes       No                 solution              Comments
Function   REVENUE MANAGEMENT

           Core Functions

           Does system support user defined revenue codes?
           Can ALL reports related to revenue be broken out by REVENUE location
           AND requested by specific sites individually AND as a whole?
           Does the system include a point of sale module?
           Can system interface with cash register?
           Will system print itemized receipts?
           Will system reprint receipts with "duplicate" noted?
           Is there the ability to run batch invoicing?
           Can system batch invoice member late fees and outstanding balances to
           members, with copies to instructor and facility mgr? Could the batch
           invoicing be user defined?
           Can the system calculate resident or non-resident enrollments with
           respective fees?

           Can system track course expenditures?

           Will system calculate income/expense/net revenue reports? By program

           Can basic cost analysis functions be supported? For facility or program
           Will system give balance due notification to staff when membership card
           is scanned?
           Can instructor pay be user defined by a variety of criteria such as revenue
           code, percentage of revenue, etc.

           Can historical data be easily retrieved for analysis?

           Does the system have a defined process for revenues held as deposits?

           Can all transactions be tracked with an associated user id?

           Can member statement be printed on demand for any defined time frame?
           Will receipt itemize transaction types? (ie credits applied, outstanding bal,
           new charges)

           Can transaction postings interface w/General Ledger accounts?

           Does the system have the ability to sell gift certificates

           Payments, Balances, Credits, Refunds


                                                                                           Page 22
                                                                                           If the selected answer is NO the
                                                                                          Proposer may offer an alternative
                                                                           Yes       No                 solution              Comments
Can the system post revenues automatically to respective fee codes ie
tax, premiums,)? By Revenue Location

Will system process refunds, activity class transfers, etc?

Does system auto apply refunds to appropriate fee codes?

Can credits be held on members account for general spending?

Will system support full and partial payment plans?

Does system allow for tracking of payment plan participants and fees?

Can subsidy payments be tracked apart from general revenues?
Does system have a scholarship function that can track scholarships
awarded?

Will system assess late fees automatically based on time frames?

Will system generate late fees automatically based on business rules?
Does system allow for optional sales tax and additional charges such as
supplies, manuals?
Does it allow for cancellations with full or partial refund processing,
discounts and other miscellaneous transactions that interface with
program General Ledger account number?
Can system process returned checks posting charge backs to appropriate
fee codes?

Can system process returned check letters automatically?

Can system process payment for returned checks?

Will system auto bill return check fees?

Will system apply for cancellation with full or partial any balance due?
Will system allow member credits automatically to refund processing,
discounts and other miscellaneous transactions that interfaces with the
G/L

Ability to recognize promotional coupons
Is there an mandatory 3rd party payment processor for credit card sales?
For on-line sales?
How will revenue not related to memberships or course registration be
handled in the System?

Information Reporting and Retrieval
Will system produce end of day/period financial reports to facilitate
deposits?


                                                                           Page 23
                                                                                          If the selected answer is NO the
                                                                                         Proposer may offer an alternative
                                                                          Yes       No                 solution              Comments
Will course rosters include any outstanding member balances?
Can reports be run for outstanding member balances?
Does system allow for purge or archiving reports that can be run at our
discretion?
Can revenue reports be exported in open standards formating?
Can revenue reports be customized?




                                                                          Page 24
                                                                                                       If the selected answer is NO the
                                                                                                      Proposer may offer an alternative
                                                                                       Yes       No                 solution              Comments
Function   DATA CAPTURE

           Will system support bar code reading and ID validations?

           Will system interface with mobile/remote bar code readers?

           Can demographic data be user defined?

           Is data available w/user defined queries
           Will system have the ability to capture user-defined demographic data on
           participants?

           Will system capture and maintain data forusage?analysis? (ie How many
           Will system capture membership facility future
           expired memberships?, how often a member participates in programs,
           etc.)

           Will system capture data on courses for future analysis?

           Can data capture include time of visit?

           Can data capture include purpose of visit?

           Define where or which facility the data was captured?

           Can system report/graph peak flow times, or facility usage?

           Can system track/report fees associated w/facility access?

           Can "grid" information be centrally updated?

           Can addresses with grid location be associated data fields for searching?




                                                                                       Page 25
                                                                                                        If the selected answer is NO the Proposer
                                                                                         Yes       No         may offer an alternative solution     Comments
Function   MARKETING/ADVERTISING

           Can data be exported for use in marketing materials? What format?
           Is there user defined direct marketing functions? Such as ability to run
           mailing lists by participant usage, facility, demographic information, age,
           etc.

           Can mailing lists be customized?

           Can mailing labels be printed?

           Is there e-mail functionality?

           Does system allow bulk e-mailing?
           Can the results of source marketing communications be tracked? (ie How
           did you hear about this course?)

           Assign geographic area for target marketing.

           Can data be integrated into Desk Top Publishing software
           Does system allow for importing/exporting of course descriptions? What
           format would be used?

           Can course catalog be viewed/searched on screen?

           Does system integrate with an on-line catalog module?




                                                                                         Page 26
                                                                                                            If the selected answer is NO the
                                                                                                           Proposer may offer an alternative
                                                                                             Yes      No                 solution              Comments
Function   REPORTS


           Does the system provide Ad-hoc reporting capability?

           Does the system provide the City with the ability to customize reports?

           Financial Reports

           Can financial reports be user defined queries?

           Will the system provide daily cash reports for deposits?
           Will Daily Cash reports display user defined data fields?

           Will the system track course/program revenues?

           Will the system track revenue by facility and assigned revenue location?

           Report expenditures and revenues with user defined criteria?

           Can system correlate demographic data with revenue reports?
           Ability to run a report that shows where participants live, how far they
           traveled.
           Individual/group payment history report using user-defined criteria, such as
           timeframe

           Can deposits held on account?

           Reports for Taxes revenues collected?

           Reports of premium/surcharge revenues collected?

           Tracking and report subsidized incomes?

           Report by participant the amount of subsidized income, by type?

           Can system report and track Grant funds?

           Are aging reports a system function?

           Participation Rosters
           Does the system have the ability to run multiple reports or rosters with user-
           defined criteria, that include any of the following combinations:
           Name
           Age
           Address


                                                                                            Page 27
                                                                                                 If the selected answer is NO the
                                                                                                Proposer may offer an alternative
                                                                                  Yes      No                 solution              Comments
Emergency Contact Information
Balance Due
Sign-in/Sign-out
Can the rosters be individualized by type of program? And the program's
needs, i.e. Athletic league rosters, summer camp, etc.

Statistical Reports

Reports with user defined dates and data criteria?

Does the system provide analytical reports with graphing capability?
Can the system provide statistical analysis on facility usage per user-
defined criteria, such as facility, time-frame, etc.?
Can the system provide statistical analysis on participation types per user-
defined criteria, such as demographics, geographic area of participant, age,
program, etc.?
Can the system provide reports with membership demographic
information?
Can the system provide reports with trend analysis?

Facility Rental Reports
Does the system provide reports on facility rentals, such as tracking facility
rental revenues?
Does the system provide a calendar feature to display rental of defined
facility per user-defined time-frame?
Does the system allow for the integration with open source formats in order
to develop rental contracts and print the contracts?
Does the system allow for reports to be generated per rental that display
user-defined needs such as equipment, room set-up, etc.?

Facility Usage Reports
Does the system allow for reports to be generated per user-defined criteria
for the following items, at minimum:

Indicate the times when rooms are in use
Indicate which rooms are in use
Indicate how rooms are used

Indicate who uses the rooms
Can reports be generated per room and per facility which may include more
than one room?

Instructor Reports

                                                                                 Page 28
                                                                                              If the selected answer is NO the
                                                                                             Proposer may offer an alternative
                                                                               Yes      No                 solution              Comments

Can Instructor pay reports be displayed in user defined formats?

Can instructor pay reports be displayed or printed?

Can pay reports be generated per Instructor?

Can pay reports be generated per facility?

Can pay reports be generated per time-frame?

Can pay reports be generated per program?
Does the system provide a feature for scheduling instructors? And
generate a report for instructor schedules? Per instructor, per time-frame,
etc.
Can the system generate reports on the history of instructors such as
revenue, participation levels for their classes, types of programs they
instruct, etc.?




                                                                              Page 29
                                                                                                     If the selected answer is NO the Proposer
                                                                                     Yes       No          may offer an alternative solution     Comments
Function   SYSTEM REQUIREMENTS

           Is the system capable of:

           Interfacing with Open Office for document output support?

           Interfacing with Evolution for email functions?
           Exporting revenue data in .csv or.txt formats for posting to City
           Financial System?
           Exporting data in open source standards?

           Auto-generating transaction numbers?
           Maintaining all transaction number for audit purposes?
           Displaying voided/cancelled transaction numbers for audit
           purposes?

           Maintaining a retrievable history of every transaction number?

           Defining security levels for data access control?
           Attaching scanned images/docs to membership info? (ie parental
           consent forms)

           Displaying scanned images/documents from any site?

           Automatically noting all entries with the user id?


           Considering Web Interface options can the system provide:
           Integration with 3rd Party Payment Processors?
           Remote hosting of on-line module?

           Does the system offer printing/form functions that include:
           Flexibility to use plain paper for all printing commands (special forms
           not required)?

           Developing custom forms by end user?

           Modification of system forms by end user?

           Is the system software:

           Open source compliant?

           Scalable?

           Customizable?

                                                                                           Page 30
                                                                                                     If the selected answer is NO the Proposer
                                                                                     Yes       No          may offer an alternative solution     Comments

                 Internet aware?

                 Firefox compatible?

                 Compatible with the defined City infrastructure?

                 Is the System's User Interface:

                 Designed for intuitive screen navigation?

                 Designed to make functions easily accessible from a central menu?
                 Designed to provide consistent screen navigation across the
                 application?

                 Terminology consistent across all modules?


Licensing        Does the software have a defined licensing structure cost for:

                 Concurrent users?

                 Per User?

                 Per Seat?

                 Per location?

                 Per module?

                 Does the software offer:

                 Unrestricted number of concurrent users?

                 A software maintenance cost schedule?

                 Upgrades included with maintenance cost?

Proposer Services Can the Proposer provide:
                 List Hours of Support
                 Is there 10 X 7 hours of support available?
                 Is the Maintenance/Support contact number a toll-free or long
                 distance for the City?
                 Un-bundle support costs?
                 All inclusive software support option?
                 Software support per module?
                 Proposer installed hardware support?

                                                                                           Page 31
                                                                            If the selected answer is NO the Proposer
                                                            Yes       No          may offer an alternative solution     Comments
Proposer installed database support?
Proposer installed peripheral device support?
A defined support structure?
A formal Implementation Plan?
A single point of contact during Implementation?
Migration of current client data?
Are upgrades included in the annual maintenance costs?
When would the City have to pay for additional upgrades?
Estimated Costs?
Opportunity for remote hosting of entire software system?




                                                                  Page 32

								
To top