EVENTS AND PROGRAM FUNCTIONAL REQUIREMENTS:

Req. # Requirement Vendor

Response

Comments

282

CAMP Registration

Currently using CAMPBRAIN for camps (both online and database backend) that does not meet all of the requirements. The intent is to replace this system

283

Ability to import existing data on

campers/participants from different computer applications and transfer seamlessly into new software to archival (e.g. from Filemaker or CAMPBRAIN)

284

Method to manage wait lists for a # of individual programs and sessions

285

Ability to place campers together in same group if requested if within same age grouping

286

Ability to confirm registration by return e-mail (Novell GroupWise/Outlook) - auto email (either individual or on mass, able to attach individualized content - e.g. confirmation letter for each participant with their individual name, amount paid)

287

Ability for customers to enter and submit on-line registrations

288

Ability to identify appropriate sessions/programs available on online registration based on age/grade of participant and not allow customers to register for more than one age group

289

Ability for staff to identify new on-line registrations

290

Ability to process on-line registrations with minimal

administrative work - online data collected on a user registration interface should flow directly into offline system

291

Alert when session is full or when a certain number has registered and indicate as full online via

automatic capacity updates

292

Method to set limits to on-line registrations for different age groups and for different weeks via manual override of automatic capacity updater

293

Ability to validate membership to apply discounts.

294

Ability to recognize and apply other forms of discounts for multiple family members

295

Ability to move between current and archived database (e.g.: Ability to view/compare campers booked for upcoming year with any of the previous year’s registration).

Ability to provide visual cue for different years EVENTS FUNCTIONAL REQUIREMENT

296

Differentiate between internal and external customers

Req. # Requirement Vendor Response

Comments

(i.e. Zoo departments vs. outside groups)

297

Can notify resources of their booking requirements (e.g. animal visits, set-up, audio/visual, security, etc.).

Proponents should identify how this function is handled (e.g. work-order, e-mail, etc.)

298

Staff must be able to make changes to all reservations in real time

299

Identify the status of a booking (e.g. prospective, tentative, confirmed, cancelled, completed) and use status in the query function

300

While a certain number of fields will be mandatory, staff should have the option of creating an

"incomplete" record, as long as it is flagged as such.

Proponents should describe how their solution addresses this requirement

301

Produce report/signage on standard letter or legal size format showing meeting name, begin and end time, and location. And whatever selected/individual fields selected

302

Facilitate the scheduling of recurring events for a given customer. Proponents should describe how their solution supports this feature

303

Provide a waiting list option when a requested booking is not available. Proponents should describe how this waiting list is managed

304

Maintain a history of usage by client, group, organization, etc and make this information easily accessible by staff. i.e. enable proactive customer service and non-variable data (eg name, address, ph

#)/usage history carries over year over year

305

Provide the ability to generate a confirmation notice to clients. Proponents should identify how this feature is provided (e.g. letter, email, fax etc.) Plus additional program information such as maps and notes (eg.

photo or illustration) Confirmation letter should be able to be auto emailed on mass with each clients individual/specific information

306

Capture details regarding events such as allow for overall comments on the what happened with the events, or problems that may have occurred

307

Support the categorization of problems by type

308

System must be able to handle multiple reservation

requests concurrently

309

System facilitates booking more than one event for the same client at the same time

310

Ability to characterize facilities by type and capacity

311

Ability to track resources required by event and to

Req. # Requirement Vendor Response

Comments

track the associated work requests to fulfill these requirements

312

The system should be able to track the movement and location of equipment as well as maintain an up to date inventory of resources

313

Maintain real-time inventory of resources in use and available by location

314

Resource providers must be prompted to record the return of their equipment upon completion of an event CORE TABLE UPDATES

315

Designated staff must be able to add/modify/delete the following:

• pricing,

• rate plans,

• discounts,

• client contact information,

• group classifications,

• event types,

• venue locations,

• equipment types,

• Services

• Event forecast/budget amount

• Other core tables

316

Staff with appropriate access levels, must be able to setup, update or override default dollar amounts for each unit of equipment or service

317

Ability to capture details of time spent per resources and costs (including external costs such as billing) associated with each event

318

Interface with Accounts Receivable, for costs associated with the use of services, pace leasing, equipment and other resources

319

Develop online quotes on the projected cost of the event for the customer and send via email or fax electronically

CUSTOMERS, ORGANIZATIONS &

PARTICIPANTS

320

Record information about customer organizations for Group Booking including and not limited to :

• Organization Name,

•

Number of Participants

Req. # Requirement Vendor Response

Comments

•

Age of Group

•

Special Needs

•

Additional notes /requests

•

Etc.

321

Record information about event participants for program event registration including but not limited to:

• Name, (s) of participants and parent/legal guardian, custody information

• Contact Information, including emergency contact

• Medical or Special Needs

• Registration Status,

• Booking Information,

• Events attended,

• Payment Information

322

Provide user defined fields to record information such as and not limited to:

• Before & after care,(CAMP)

• Discount eligibility,

• Age group,

• Membership status,

• Merchandise ordered,

323

Provide the ability to flag customers that had a problematic event including a comment field

324

Link customer with events for that customer by age, name etc

325

Ability to associate participants with events and programs

326

Ability to produce List of Participants for an event/program plus specialized information such as allergies etc. based on selected/identified fields customized to appear and ability to adjust layout/look of these lists/reports and ability to organize those lists based on specified queries

327

Ability to select participants to create invitations to events

328

Ability to confirm actual attendance at events and programs

329

Ability to validate Membership status prior to accepting/approving registration

EVENTS & PROGRAM QUERY AND REPORTING

330

Ability to produce the following queries and reports:

• Registration Status List

• Attendance List, with identified/selected fields of information

• Medical and Special Needs List

Req. # Requirement Vendor Response

Comments

• Before and Aftercare List

• Overnight Attendance List, Meal plan list

• Ability to do "find" and create list of special items

• Individualized confirmation letter

• Participant Registration information

• Sign in/out sheets

• Participants names list

• Checklist by program and session

• Official invoices and receipts

• Daily deposit journal by payment method

• Unallocated payments by participants (if allocation is a part of it all)

• Etc. (Other such reports in the context of customers, events, programs, registration, etc.)

331

Provide the following query reports by day and facility, sorted by time of day or alphabetically or type of event

• Equipment requirements

• Setup requirements

• Audio-visual requirements

• Special requirements (e.g. Zoomobile, Animal requirements, etc.)

• Staffing requirements

• Catering requests

• Catering requests

• Etc. (Other such reports in the context of requirements with respect to events and programs)

332

Generate the following reports for a given time period

(e.g. week, month, year):

• Requests and actual usage by internal division, unit or by external client,

• Problem events and customers, by type, including the description of problems,

• Average duration of events by facility and by room,

• Event type,

• Total cost per event,

• Space utilization as a percent of capacity, daily deposits for auditing purposes

• Etc. (Other similar operational and statistical reports)

333

Generate a periodic revenue summary (by day, week, month, year) or by category of event. Plus a method to accurately track stats for all requirements for a set program. i.e. actual revenue (would reflect

deductions for multiple siblings and refunds) TICKETING SYSTEM

334

System must be able to print card stock tickets (approx size of 2" x 5.5") as proof of purchase for

Req. # Requirement Vendor Response

Comments

admission to various Zoo events and services

335

Card stock to be fed using continuous form design

336

System must be able to capture and pull the following

client/group/family/organization/individual info for printing on face of ticket:

-Corporate Name -Event day (s) -Event date (s)

-Event time (s) (for concerts, shows, etc)

-Event location (Waterside theatre, Courtyard, Group Events tent, etc)

-admission/service category (general, senior, child, Free child, parking, zoomo, workshop, tour, Bush Camp... etc)

-free text section

-other information to be determined by the Zoo (eg.

event partners' logo, etc)

337

System must be able to provide categorization of events - eg. Picnic, Corporate Day, Zoo Day, Reception etc. public program, school workshop

338

System must be able to generate barcodes for

redemption processing and tracking purposes should be scan able and one-time use

339

Barcode to be programmed for single scan use only and would be connected to the individual

340

System to track redemption by admission/service category for each event/participant/family/youth group/session (multiple in one day) for chargeback purposes

341

Perforation between text at top 2/3 rds of ticket and bottom of ticket (top portion retained by Guest Services and bottom portion returned to guest.

342

Sequential numbering along bottom of ticket (centered or to right side).

343

System must allow user to access other system applications during a print batch - i.e., a print batch will not lock user from accessing other applications

344

Option to do a search./find & print certain group of

tickets or individually

In document REQUEST FOR PROPOSAL CUSTOMER RELATIONS MANAGEMENT (CRM) SYSTEM RFP 24 ( ) (Page 47-53)