ASG Rec Sports Selection Operations and Member Management System

80%

Status

In Process [In Process]

80% complete, updated on Fri 1/31/25 2:50 PM by Marianne Bacon Juarez

Changed Percent Complete from 70% to 80%.
Compliance review complete, and approved. Preferred vendor and MSU working through statement of work and schedule to write into contract. MSU General Counsel will review and once agreed upon we will award bid and get PO issued.

Current TENTATIVE SCHEDULE:

Vendor onsite= training and configuration/user data entry July 28th - 31st.
Go live with new site August 4th. With enhanced vendor remote support.
Brush-up training/return of onsite vendor support August 18th to train student staff

Thank you all for your patience as navigate this lengthy process. I will update you once schedule is confirmed and contract signed.

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 2/5/25 2:25 PM

Project Proposal / Business Analysis

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 433663 - PPO Coordinate Tech Needs for New Student Rec & Wellness Build

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

Marcus Jackson

Consulted, Informed

RSFS Director

Fri 7/12/24 4:23 PM

Updating...