ATTACHMENT A
        Recreation Management Software - Functionality Requirements
                                Required Functionality             Included with Product - I Available for Additional 
                                                                    Cost - AC Available in Future Release - FR Not 
                                                                           Available - NA
        System Administration / General
        Software must be designed as a multli-user system, and allow for an unlimited number of users.  If limited, specify the maximum 
        amount of concurrent users able to access the same database at a time.
        If software is cloud based, solution must be accessible from multiple Internet browsers (e.g., Internet Explorer, Safari, Chrome, 
        Mozilla, etc.).
        If server based, City has full management access to the database.
        All modules are fully integrated and share a common data file to allow for sharing of data such as participants, names, addresses 
        and companies with all other system components.
        Staff are required to login only once without having to launch and then minimize separate screens for different functional areas and 
        have access to specific areas of the system based on security rights or privileges.
        System Administrator can create and manage user "profiles" that allow and grant security rights to various functions and areas of the 
        system.  User profiles and rights should be customizable and granular.
        Ability to accurately maintain customer accounts.
        Ability to generate receipts (customer and for in-house use), ability to add notes on receipts (i.e.: try out dates, practice dates, etc.), 
        receipts must have unique sequential numbers and contain NO missing numbers. Receipts can not be deleted and the number can 
        not be re-used.
        Track customer transaction history.
        System allows logging of staff changes to activity records, including activity dates, fees, accounts, departments and categories, 
        instructors and activity-level payroll details and a report is available for review and export by system administrators.
        System allows unlimited combinations of transactions from multiple functional areas onto a single receipt.   An example would be to 
        process multiple activity registrants, reserve a facility, and sell a membership all on a single receipt.
        Software provides for notes/alerts/etc. to be tagged to a customer account, such that upon next staff access of that account or public 
        website login, the customized alert is displayed.
        Software's web portals are configurable to match the branding, style and format of the client's website, reports, and marketing.
        Works within an updatable website to allow customers 24-7-365 self-directed registration access to enroll in Recreation Division 
        programs.
        Help is available 24/7 from within the system for staff as well as on the public facing application for customers.
        When signing up for 1/2 day camps, full day camps and certain day of the week, the system calculates one roster identifying the 
        specific enrollment.
        Bugs fixed in a timely manner; based on urgency.
        Ability to mass email current, wait-listed, and/or prior registrants.
        Ability to email a class roster from the system without having to re-enter the data.
        Online registration, phone-in, and walk-in would communicate so that over enrollment would not occur.
        System administrator has ability to inactivate items and hide them from drop down menus.
        System allows fees for activities or facility rentals to be based on resident designation.
        System provides "autofill" for resident designation by zip code, but staff can override if needed.
        Mobile app available to facilitate activity and facility registration or system is completely mobile friendly.
        System will send receipts to customers immediately when transactions are done.
        Password for online access is sent to customer immediately when requested by email or text/html/sms.
        Software has online built-in waiver functionality, such that customers have to click on “Accept” in order to continue with the 
        transaction in all modules after reading the waiver – this is recorded as an electronic signature.
        Customer data fields include the following and allow for the ability to choose which are required
        ●  First and last name, street address, city, state, and zip code.
        ●  Home, work, emergency, and cell phone numbers
        ●  E-mail address, date of birth, age, gender
        ●  Notation if resident or non-resident (integrated with City GIS program)
        ●  List of people in family/household with each person's email address, date of birth, age, and gender
        ●  Denotation of head of household
        ●  Customer balance, customer type, company
        ●  Customer status (active/inactive, suspended/unsuspended)
        ●  Field for text notes
        For non-integrated usernames and passwords, system can reset a password or send an account ID through email or text/html/sms 
        on the customer/online portal side similar to a "forgot password" process.
        If system-generated passwords are provided, system allows the option for organization to enforce customers to change this initial 
        password the first time they log in.
        System will allow staff to reset passwords and password is not viewable to staff.
        System offers ability to have people attached to more than one household and/or company without having to create multiple 
        accounts for the customer.
        System provides the ability to suspend or freeze an account and provide an alert text that identifies the date range and reason for the 
        suspension.
        System offers staff the ability to do "keyword" or course code (class identification #) searches in all modules, as well as provides 
        advanced search options. Keyword searching includes, but is not limited to, names, customer information, facility names, room 
        names, activity names, and course codes.
        Search functionality automatically includes wildcard characters to allow for partial searches (e.g. staff should be able to search for 
        "sar smi" and receive a search result of Sarah Smith).
        System offers customers the ability to search using the online activity/facility reservation module for activity by "keyword" searches, 
        as well as provides advance search options. Keyword searching includes, but is not limited to, age, location, day of the week, time, 
        category or type.
        System has automatic search for duplicate account functionality, whereby duplicate accounts can be quickly, easily and 
        automatically merged without losing transaction information.
        Please specify criteria used to determine duplicate accounts. Staff have the ability to mark accounts as not duplicate after review 
        causing them to no longer show in search for duplicates.
        System provides the ability to sort lists using multiple-criteria such as first and last name, phone number, city, zip code, etc.
        Vendor provides online or in-person training for all modules of the system for staff.
        Vendor provides instructor-led training for all modules of the system for staff.
        Vendor provides job aids for all modules for all basic functions (enter new customer, register customer for course, book facility rental, 
        make a sale in POS, complete a refund, etc.)
        System should have the ability to provide reports on changes made to customer accounts, which would include voids,
        refunds, discounts, coupons, credits, and awards of scholarship and financial assistance, and should report who made the change.
        System should be able to restrict access to certain transactions (voids, refunds, discounts, coupons, credits, awards of scholarships, 
        financial assistance) based on permissions or assigned roles.
        System should be able to manage and report on security roles for each system task.
        Development
        Vendor provides development, testing, and production environments.
        Activity Registration
        Software allows for both on-line and in-person registrations in real time accurately.
        Software reserves spot in course for customer while customer or staff continues to shop for additional courses.
        System allows staggered registration start dates based on any number of criteria, including but not limited to returning customers, 
        resident status, membership status and online registration versus staff registration.
        System administrators can change registration start dates, online viewing dates, or other dates related to registration in bulk or 
        individually.
        Activity data fields track following elements:
            Activity number, activity name, activity description
            Season, category, instructor, location
            Staff Supervisor
            Activity status (open, closed, tentative, on-hold, instructor paid, etc.)
            Gender
            Beginning date and time
            End date and time
            Days of the week activity meets
            Date that registrations will be first allowed
            Minimum and maximum age
            Minimum and maximum enrollment levels
            Minimum and maximum school grade
            Pre-requisite activity
        Additional expenses associated with activity, such as hourly staff costs, light fees, equipment rentals, add-ons, materials fee, etc.
            Text areas for catalog, receipt notes, and internal staff notes
            Enrollment statistics
            Calculation and storage of all sessions dates and times
        System automatically checks and notifies the operator for the following items at a minimum if they attempt to enroll:
            A participant into an activity if that participant is already enrolled
            A participant into an activity that is closed, cancelled or full
            A participant into an activity that conflicts with an activity the customer is already enrolled in
            A participant into an activity if they are the wrong age, gender, grade, etc.
        System will allow for waitlists and provide the following options:
            Produce and print waitlist confirmations
        Send notifications via email or text to customer with a specified response timeframe before spot becomes unavailable. If response is 
        not received within timeframe, system moves on to next customers.  Feature is customizable and can be disabled.
            Staff can add customized notes to waitlist.
            Waitlist automation can be enabled or disabled by activity.
        System does not require one season to be closed before starting another.
        System allows invoicing (saving a spot for a participant in a class) and allows payment from that invoice including:
              Invoices for multiple children
              Invoices for multiple activities
              Removal of invoice without removing all other invoices attached to transaction/participant
        System to allow an unlimited number of activity fees to be assigned and entered for each activity with the ability to assigning a 
        separate GL account to each fee.
        Fillable PDF's downloaded to class for online customers to view/print/complete or send back electronically.  Returned forms can be 
        printed by staff.  System can save to corresponding participant's account.
        System allows entry of beginning date, beginning and ending time, and selection of which days the activity will meet. System will 
        automatically calculate all session meeting dates, with a complete list of all dates, number of total session meetings, and total 
        session hours.
        Admin can override registration limits if participant is out of age range, grade, etc.
        If you enter a level of swim lesson or camp type, it will list all of the dates and times that are open.
        Participants can be "transferred" from one activity to another using a "transfer" capability in the application and all in one step that 
        does not require one step for deletion and a second step to re-enroll. A single consolidated receipt can be printed that includes what 
        the participant transferred out of and what they transferred into
        Staff using their workstations and participants using the public internet registration interface, access a common database in real time.
        Activity set-up allows for a main category with subsets (i.e. youth classes with subsets of arts and cultural, sports and personal 
        fitness).
        Software requires prerequisites to be met before allowing registration to the next level, such as age, ability, etc.  Function can be 
        overridden.
        System provides a quick view for staff and customers that shows activity start date, end date, time (start/end), location, dates of 
        course and capacity on both the customer account and the activity summary screen
        System must be able to process zero dollar amount class registration.
        Staff can roll over selected activities from one season to another, either individually or in bulk based on specified criteria (i.e. 
        supervisor, date, type of course).
        System allows activities to be copied accurately from one season to another.
        Facility Reservation
        Facility set up allows for fees based on hourly, half days, daily rates, time block, group size and residency.
        Facility data fields are to include all of the following elements:
            Facility name
            Room/field name
            Facility type
            Opening and closing times for each day of the week
            Overlapping facilities (joint soccer field & baseball field, two meeting rooms within a larger room).
            Text facility notes
            Individual "skip dates" for the specified facility
            Default permit disclaimer to use
            Minimum reservation time, in minutes
            Denotation of facility hours
        System will allow entry and management of multiple rooms, facility types and facilities.
        System allows default charges and different fee schedules to be entered for facility types, event types, customer types, and specific 
        days and time of the week, and allows individual/unique charges down to the individual facility level.
        System allows for the following types of reservations:
            One time - one day
            Multiple times a day for multiple different customers
            Pattern
            Activity