6.7. SR 03-12-2012 - Laserfiche WebLink

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Pinewood Golf Course • Point of Sale with Touchscreen • Class Registration Arena • Class Registration Benefits The software upgrade will bring several enhancements to our Parks and Recreation services: • The membership module will allow the Activity Center to effectively track users of the facility. This includes tracking information such as demographics on the activities in which users are participating. • The system will centralize financial inquires and reporting, as well as interfacing with the Finance Department's current software Incode. • The touch screen technology will allow for more efficient and faster service to customers. • The point of sale system will track discounts, gift certificates, and donations. Also, the point of sale system will allow for vendor tracking information. • Web Trac will allow for participants to register online and it's customizable to visually compliment the city website which ties in with the city branding initiative. • The class registration module will greatly expand reporting functions to enhance the ability to track program performance. An example of a reporting function not available through the current system is efficient tracking of resident and non-resident usage and fees. • Marketing tools to recapture repeat business. • Process any number of transactions using any combination of modules and produce a single receipt. • Produce hundreds of possible reports for staff and decision making. FINANCIAL IMPACT Two purchase options for Vermont Systems have been researched. The first option is to fully purchase the modules and the other is to lease the modules. Following is a breakdown of the two options: Purchase Cost Annual Maintenance Full Purchase $51,997 $4,920 Lease $31,777 $9,300 • The full purchase option has a higher initial cost than the lease option, but has a lower annual maintenance fee. With the full purchase option, the additional expenditure would be recovered in 4.62 years from the savings in annual maintenance costs. • Staff researched other agencies that currently utilize Vermont Systems to determine the length of time they have had the system. On average agencies had Vermont Systems for more than eight years and have no plans to change systems. Based on research, the Parks and Recreation Department feels it can make a ten year commitment to Vermont Systems, thus saving the maintenance costs over a longer time period. • The budgeted amount for Parks and Recreation software is a total of $32,500. • Based on the savings over a ten year period, staff is recommending the full purchase option. N:\Public Bodies\City Council\Council RCA\Agenda Packet\03-12-12\Rec Trac Mazch 2012.docx