HomeMy WebLinkAboutPark 2016-04-13 Handout Distributed at Meeting - Recreation Management Software (RMS) SystemL 0
Allan Ekberg, Mayor
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Parks & Recreation Department — Rick Still, Director
Recreation Management Software (RMS) System
The RMS system is a tool that is critical to the daily operations and success of the Parks & Recreation
Department. It is used to register participants for classes and activities, schedule and manage facilities,
membership, point -of -sale, financial functions (i.e. credit card transactions, refunds, instructor payments, etc.),
and a variety of reports.
Since the early 1990's, the RMS system that the Department has used is known as CLASS, which is supported by
Active Networks (AN), based out of California, USA. In approximately 2012, AN notified their CLASS customers
that they would no longer support the CLASS platform effective November 30, 2017.
To help us go through the process of replacing this system, we have formed an AdHoc Project team with
representation from Parks & Recreation, Finance, Technology Services, and City Clerk's Office. We have also
developed a Charter to guide us through the process.
Update on where we are at in the process:
71
Milestone
1. Launch Project
Target
7/15/2015
Complete
7/13/2015
2. Understanding of Current RMS System
8/15/2015
8/20/15
3. Identify Needs of Future RMS System
8/15/2015
8/20/15
4. Review RFP's and determine if we should use existing or form our
own.
Sept —Nov
2015
Nov. 2015
5. Draft & Release RFP
Feb. 2016
Feb. 2016
6. Product Demonstrations
May 2016
7. Make Recommendation
May 2016
11.. 8. Negotiate
9. Purchase
June 2016
July 2016
10. Installation /Testing
Fall 2016
11. Go Live
........
1/1/2017
In the current budget, P &R allocates $12,000.00 toward an RMS system, not including hardware or credit card
transaction fees.
The City Attorney is currently reviewing our 96 page RFP prior its release at the end of February. In addition to
the pricing structure, we are asking vendors to respond to the RFP with information on how their solution
handles such things as their Technical Environment (hosted vs. non - hosted), Activity Records, Desktop
Publishing /Promotion, financial Processing, facility Reservations, League Scheduling, Mailing Lists, Master
Records, Membership, Integrated Point -of -Sale, On Screen Viewing, Reports, and Web Access.
Tukwila City Hall 6200 Southcenter Boulevard Tukwila, WA 98188 206-433-1800 -r • WA •r...