Conducting a REVIEW
of Your Card Program
Ellen Till
Director, Business & Auxiliary Services
NACCU
March 8-11, 2015
Maera Bradberry
UWF
Location – Emerald Coast
Located in Pensacola, FL, in the panhandle of Florida on the Emerald Coast, the
University is minutes from Pensacola Beach and the Gulf of Mexico.
UWF
Location - Pensacola
• Pensacola is Rich in History – Florida’s second oldest city, over 450 years old
• “City of Five Flags” - The flags of Spain, Britain, France, the Confederacy, and the United States have flown over the city.
• “The Cradle of Naval Aviation” - NAS Pensacola serves as launching point for flight training and is also the home of the U.S. Navy Blue Angels, flight demonstration squadron.
UWF
Location - Campus
The campus is located on a 1,600 acre
Nature Preserve, which includes a 146 acre Wildlife Sanctuary – habitat
for many plant and animal species,
including the Bald Eagle. UWF also has 25+ miles of running/hiking/biking trails on campus.
1963 – Establishment of UWF, the 6th university in
the SUS of Florida
1965 – Groundbreaking; Adopted Chambered Nautilus
as official UWF emblem 1967 – Classes Began
1983 – Freshman enrolled for the first time
About UWF
ENROLLMENT – 2014-15 Academic Year
Undergraduates – 10,358 Total – 12,702
FRESHMAN CLASS – Fall 2014
1,438 students
HOUSING ON CAMPUS
2,215 – Beds in Residence Halls
About UWF
Baseball:
2011 NCAA Div II National Champions
Men’s Tennis:
2014 NCAA Div II National Champions
Football:
2016 to be inaugural year 79 Division II Conference Championships
8 Division II Athletic National Championships
About UWF
About the UWF ID Card
Nautilus Card
About the UWF ID Card
History
1991 – Nautilus Card Program began; Vendor was General Meters
1993 – Joined NACCU
2007 – Major system upgrade; Campus-wide re-carding event; Heartland Payment
Systems bought General Meters 2013 – Review of Nautilus Card program
2015 – Contactless Technology Pilot program, Presentation at NACCU
Learning Outcomes
What We Want You To Take Away
• Summary of Steps Taken during the Review
• Help you determine if you need to do a full self-assessment of your card program or maybe a
review of certain aspects of your card program
• Copies of any materials given to the committee, upon request
Full Assessment
vs.
Self-Assessment vs. Review
What is the difference?
Self-Assessment
encompasses all facets of an operation. It includes the
mission, program, marketing, and finances as well as
technology and equipment, diversity, ethics, and more.
(NACCU Standards &
Review, in UWF’s scenario, was specific to the program policies, technology/vendor, card
equipment, and related marketing and financial aspects.
Self-Assessment vs. Review
UWF Card Program Review
The Reason for the Review
Asked by the VP to perform a review:
• Is current campus card system and/or vendor meeting
our needs?
• Will current
system and vendor be able to meet
future needs and grow with UWF?
Conducting the Review of
the Nautilus Card Program
Established Review Team
Presented Info to Team
and Requested Feedback
Presented Additional Info /
Answers to Questions
Current Vendor Reps Attended
to Answer Questions
Recap, Discussion, and Recommendations
about How to Proceed
Nautilus Card Staff Responded to
Recommendations
1
2
3
4
5
6
Summary
of our
Process
The Review Team
Who Were They?
The Review Team consisted of: • IT Director
• University Commons & Student Involvement Representative
• Library Representative
• SGA President
• Division Budget Director
• Business & Property Development Representative
Served as staff to the Review Team: • Nautilus Card Manager
• Business & Auxiliary Services Director
Meeting One
Agenda Outline
• Welcome & Introductions
• Purpose of the Team
• Broad Overview
o History of the Nautilus Card system from
beginning to present
o An in-depth description of the system today o A basic financial summary
o In-depth information about vendors in the card
industry
• Feedback was solicited from the team regarding the review process and any additional information the team would like to see
Meeting Two
Agenda Outline
Note: Shared answers to questions from Meeting One via email prior to Meeting Two.
• Answered Questions/Addressed Comments about material from first meeting
• Two Paths emerged from team comments after first meeting:
o Matters related to policy and procedure in the
card office
o Matters related to the technology involved with
the card system and where that technology was headed.
Meeting Two
Agenda Outline continued
• Discussion
o The team decided that we had too much
invested in our system to start over. The team asked that our vendor, Heartland, be invited to attend Meeting Three and discuss offerings the team wanted to hear more about.
Meeting Three
Agenda Outline
Representatives from Heartland Campus Solutions attended the meeting and discussed topics of interest identified by the Review Team:
• Integration with HigherOne
• RFID / Contactless Cards
• Mobile Apps
• Event Tracking / Class Attendance
• Off Campus Merchant Program
• .net Framework
• System Integration w/third parties such as WEPA and PaperCut
• Web Services
Questions / Answers Discussion
Meeting Four
Agenda Outline
• Recap of previous meetings was provided
• Discussion
• Recommendations from the team
Note: Following the meeting, the Nautilus Card office reviewed and commented on the recommendations, which were then
emailed to the team along with Meeting Four meeting minutes to ensure accuracy.
Recommendations
From the Review Team
1. Retain Heartland as the ID card system provider 2. Explore Heartland’s mobile apps
3. Pilot contactless door access on campus
4. Explore integration of Nautilus Card and banking partner in the future
5. Review the cost of all Nautilus Card charges and determine if any should be revised. In particular, consider reducing the replacement card fee when a card is stolen.
Recommendations
From the Review Team
6. Look into replacing old Automatic Deposit
Machines (ADMs) with new ADMs as shown in the Heartland presentation
7. Account Pass app
8. Enhance communication about the $10 Annual ID Fee
Conducting the Review
What went well?
Internal Review was accomplished by key personnel from around campus, with specific knowledge,
concerns, and/or issues.
Vender presentation about our system, where the industry is headed, and Q&A were key to the
education of the team.
Research of Peer & Aspirant institutions as well as those in the SUS of FL pertinent to Nautilus Card staff for benchmarking and to the team for
Conducting the Review
What would we do differently?
• Choose slightly different membership for team, adding representatives from Recreation,
Athletics, Housing, and Dining Services also
• Bring in other complementing, peripheral technical vendors for presentation
Ellen Till
Director
Business & Auxiliary Services University of West Florida 11000 University Parkway
Pensacola, FL 32514 850.474.2080
Maera Bradberry
Assistant Director
Business & Auxiliary Services University of West Florida 11000 University Parkway
Pensacola, FL 32514 850.857.6071
