ASG Rec Sports Selection Operations and Member Management System

10%

Status

In Process [In Process]

10% complete, updated on Wed 5/1/24 7:57 PM by Marianne Bacon Juarez

Writting group is halfway through requirements. We paused with end of year activity commitments. Regrouping this week and should be able to complete remaining data points.

UPL has not yet started our RFP initation request. Expect that it will not be opened until June due to their bandwidth likitaqtions with fiscal year end deadlines.

DSS Application Administrator position to support this and other ASG applications was posted today. Expect that role to be filled by mid-July and can add them to the project at that time.

Please let me know any questions. Thank you.
Marianne

Details

Dates
Thu 9/21/23 - Tue 5/6/25

Acct/Dept

ASG Admin

Service

Projects / Project Request

Type

Technology Project / Research and Analysis

Health

Green - On track

Classification

Grow

Requirements

System must meet University standards for all security compliance and integrate with campus ID system so that students, faculty, and staff can use their MSU ID to access the facilities.
Outside of DSS resources, must include Rec Sports management team, SLE BFS, and potentially other University stakeholders in this project.

Created

Thu 9/28/23 10:34 AM

Modified

Wed 5/1/24 7:57 PM

Project Proposal / Business Analysis

Project Goal

State the specific desired results from the project over a specified time period. Example: “This training project will improve our ability to plan projects with accuracy and manage them to meet cost, schedule, and quality goals.”

New comprehensive system to replace custom software applications and better serve the growing and expanding needs of the Recreational Sports and Fitness Services team to manage their facility rentals, business operations, membership management, and membership access to facilities.

Problem/Opportunity Statement

Describe the problem needing to be solved or the opportunity that could be created.

Currently there are multiple custom built applications managed by a consultant to meet the needs of the Rec Sports operations team. As we move into the new Student Rec Well Center set to open in 2026, there is a need to ensure we are offering the most advanced and efficient technology that meets current and future needs of our student population, and aligns with SLE's IT support model and financial goals.

Proposed Solution

Describe what the project will do to address the problem/opportunity. Be as specific as possible including boundaries of solution, who/what will be affected. List any items that are out of scope as known at this time also.

Identify the requirements for a new system, submit an RFI/RFP to UPL to seek potential vendors, meet with vendors and complete robust discovery and analysis to select a single, or main system and identify supplement applications if one system does not meet all business needs. System must meet University standards for all security compliance and integrate with campus ID system so that students, faculty, and staff can use their MSU ID to access the facilities.
Implementation is out of scope for this project.

Project Benefit Category

Select the strategic goals this project will help to achieve

Deliver Outstanding Spartan Experiences
Provide Excellent Service
Increase Revenue
Control Costs
Maximize Occupancy

Portfolio fit and interdependencies

Describe how this project aligns with other departmental/divisional projects and/or overall strategy.

This project is phase 1 of 2. A second project to implement the new solution and transition support to DSS will be needed. While the new building is supposed to have a soft opening in Fall 2025, ribbon cutting in Spring 2026, the goal of this selection project is to select the solution by end of Spring 2024 in order to make construction design decisions and to implement in Summer 2025.

TX Proj 432609 - ASG - Rec Sports R&A of Operational System Needs
TDX Proj ID 426953 - PPO Coordinate Technology Needs for New Multicultural Building

Benefits

Describe any known tangible and intangible benefits of this project. Include any financial savings/gains if known.

Student usage of our Rec Sports facilities has increased since the student tax was implemented last year with an average of 5,000 visits daily. This fee results in no-cost membership in the IM facilities to all undergrad students, and some grad student programs. Students want easy to use, intuitive, mobile friendly apps to make the process smoother. By implementing an off the shelf solution, similar to what is used at other facilities across the Big Ten we can ensure efficient and timely support and access for our members, and be ready for an increase in volume when the new building opens.

Costs

Include any known costs to complete the project, including expected recurring costs after the project is completed (licensing, hardware replacement costs, etc.).

Estimate $55,000 for first year implementation and annual licenses/fees.
Annual $35,000 estimated thereafter.
An application administrator will need to be identified to support this application(s).

In Scope

List and describe the major accomplishments required to meet the project goal as known. Also include information about support needs after the project is completed, including technical support and ongoing training and communication.

membership management for RSFS
membership access to facilities
guest access/validation
facility rentals
equipment checkout
instructional classes
personal training
group fitness activities
schedulers
payment processing
zoom fitness application registration/scheduling
Fitness equipment maintenance scheduling
facility occupancy volume sharing
reporting metrics

Out of Scope

List any items that are specifically excluded from this project as known.

Implementation
employee scheduling, and related payroll
building maintenance applications

Major Obstacles

1. Describe the primary obstacles (certain to occur) to the success of this project as known.

Buy in from the operations team on the need to move to a more universally supported system. Requirements gathering a project planning will need to be relatively quick in order to get an RFP issued and ensure we meet the decision deadline.

Risks

Describe the known risks (threats that may occur) that could cause disruption or failure to the project.

May discover that more than one application is needed to meet business needs.

Desired Project Completion Date

If there is a firm deadline for this, indicate it here. Otherwise, leave blank.

06/30/2024

Impact of Late Delivery

Describe the known impact of missing the above mentioned completion date as known.

If a system is not selected, then subsequent decisions on equipment and interfaces in new building will be delayed.

Ranking: Department

Ranking: SLE

Description

Requirements gathering, RFI/RFP, and selection of a new system for Rec Sports to manage their memberships, facility rentals, tools for business operations, and membership facility access and traffic volume to replace current batch of custom applications with a vendor hosted product.

Manager

Marianne Bacon Juarez

Alternate Manager(s)

Stephene Benkert

Sponsor

Jeff Latinen

Stakeholders (2)

Jeff Latinen

Responsible, Consulted, Informed

ASG Director, final decision approval

Wed 10/11/23 12:19 PM

Richard McNeil

Consulted, Informed

RSFS Director
Consulted and informed

Wed 10/11/23 12:16 PM

Updating...