HomeMy WebLinkAboutCAP 2013-07-22 Item 2D.2 - Update - On-Line Registration SystemsCity of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Community Affairs and Parks Committee
FROM: Rick Still, Parks and Recreation Director
BY: Dave Johnson, Recreation Superintendent
DATE: July 17, 2013
SUBJECT: On -Line Registration Update
ISSUE
Staff update for Community Affairs and Parks Committee on information and options for On -Line
Registration Systems.
BACKGROUND
The Parks and Recreation Department uses a Software Program called CLASS to manage its
Activity Registrations and Facility Bookings. Through CLASS, participants can register in person
at the Community Center, mail their registration in, or call in to register — all of which are
processed by staff. The system tracks registration, manages activities, integrates with facility
reservations, etc. CLASS also is integrated with EDEN, the City's Financial Software. Our
annual cost for this program is approximately $9,000. Several years ago, a company called
Active Network purchased CLASS and has supported the software. Staff is exploring options to
add an On -line solution that would give participants the ability to register and pay for activities
via the internet.
DISCUSSION
Staff recently conducted an informal survey of other Parks and Recreation Departments
regarding on -line registration. Of the 15 respondents, 4 do not offer on -line registration. The 11
respondents that offer on -line registration use a solution from the Active Network product line.
Survey respondents noted that credit card transaction fees are absorbed by the participant
through cost recovery processes such as fee adjustments. The number of registrations
processed through their on -line solution ranges from 25% (Burien) to 55% (Pierce County). At
the May 2013 School District Provider meeting, the TSD staff was unanimous that most Tukwila
families would not use an on -line system to register for programs due to lack of access to
computers and /or internet.
While Active Network has supported CLASS, they are notifying users that they will only be
supporting it through 2017.
Active Network offers the following options for on -line solutions:
#1 - Hosted Internet Registration (HIR)
HIR is a CLASS -based product. While it's considered a "hosted product ", it is really more of a
hybrid, where the data is still written back to the City's onsite database. The webpages are
"hosted" on the Active Network servers but the data is protected and saved in our environment.
Since this is a CLASS -based product, Active Network will only support it through 2017.
Initial Cost = approximately $12,000
Annual Cost = 3% Credit Card Fees (approximately $18,000)
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#2 - Active.net
Active.net is a fully cloud -based 100% hosted product. The data is stored on the Active
Network servers. This is the program that Active Network is steering current CLASS users to.
Initial Cost = approximately $19,000 + tax
Annual Cost = 6% Transaction fee (approximately $67,000 based on 2012 revenue)
The transaction fee is charged on all transactions, whether conducted on -line or in person. If
we purchase Active.net, it would require us to change the entire system as Active.net does not
integrate with our current CLASS modules.
Customer support from Active Network has been substandard as of late. This coupled with the
phase out of program support is of concern to us and the other local users. There are upcoming
meetings with the local users to identify the common concerns and questions of the group as
well as 2 information sessions set up with Active Network in late July.
OTHER Options - The local network of other Parks and Recreation Departments are setting up
a software symposium in Fall 2013 with 4 - 5 other companies that also sell a similar type
registration system product. We are in the preliminary stages of investigating and reviewing
these other programs and look forward to learning more about them and comparing them side
by side at the symposium in the Fall.
There are a number of items to consider when looking at changing software systems and /or
adding an on -line element, especially cloud -based technology. We are working with the City's
IT Department and Clerk's Office to address them, including but not limited to data security and
access, records storage and retention, integration with EDEN, and installation and /or transition
time. We will include IT and Clerk's Office in the review process to make sure that all items are
addressed as due diligence is important in researching vendor /product options.
RECOMMENDATION
No recommendation at this time.
ATTACHMENTS
None
C:IDocuments and Settings\christy.TUKWILA \Local Settings\Temporary Internet Files \Content.OutlookIFOTTAFSUICAP - 7 22 13 OnLine Registration
Update.doc