City of Newark Facilities Management Solution Department of Parks and Recreation Presented by Awista, Nat, and Seungyeob Slide Background designed by PT Line UAPP 677- 010 Planning IT
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City of NewarkFacilities Management Solution
City of NewarkFacilities Management Solution
Department of Parks and Recreation
Presented by Awista, Nat, and Seungyeob
Slide Background designed by PT Line
UAPP 677-010Planning IT
Statement of the Problem Statement of the Problem
The city of Newark Department of
Parks and
Recreation has a cumbersome and
inefficient
reservation process for facilities.
Background Background
Currently the city of Newark Parks and Recreation (NPR) department uses a paper system for reserving city facilities. The process for reserving a park space is as follows:
Caller requests form from NPRCaller requests form from NPR
A filled-out form is sent back to NPR along with payment for the facilityA filled-out form is sent back to NPR along with payment for the facility
NPR sends a confirmation that the form was received and they will reserve the date for you if it is availableNPR sends a confirmation that the form was received and they will reserve the date for you if it is available
If the date is not available, the individual has to pick another
date
If the date is not available, the individual has to pick another
date
NPR also gives a briefing on thereservation process and park rulesNPR also gives a briefing on the
reservation process and park rules
NPR mails out the reservation form. NPR mails out the reservation form.
Facilities (parks and locations 1) Facilities (parks and locations 1)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
<Category>
< Source : City of Newark >
Facilities (parks and locations 2) Facilities (parks and locations 2)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
<Category>
< Source : City of Newark >
Facilities (map) Facilities (map)
< Source : City of Newark >
City of Newark Population City of Newark Population
< Source: U.S. Census Bureau, 2006 Population Estimates >
Our specific solution of the problem - Mission and Objectives
Our specific solution of the problem - Mission and Objectives
Mission: To find an efficient solution to managing NPR’s facilities reservation process
Objectives: < For NPR > - Internally manage the facility schedule - Tracks payments and follow-up needs - Reduces and streamlines the reservation process
< For the public > - Quick access to public calendar for dates - Online payment with reservation - Ability to reserve more than one space - Immediate results
Description of the rationale Description of the rationale
Single Client Database eliminates data redundancy
User security and group access decrease administration time
Familiar look and feel reduce learning curve
Centralized Information makes easy online access to data < source : Pacific Tier solutions, Inc. >
Our specific solution of the problem - Objective: Reduces and streamlines the reservation process
Our specific solution of the problem - Objective: Reduces and streamlines the reservation process
Log on
< source : Pacific Tier solutions, Inc. >
Our specific solution of the problem - Objective: Ability to reserve more than one space
Our specific solution of the problem - Objective: Ability to reserve more than one space
Rental facilities
< source : Pacific Tier solutions, Inc. >
Our specific solution of the problem - Objective: Quick access to public calendar for dates
Our specific solution of the problem - Objective: Quick access to public calendar for dates
Search for facility availability
< source : Pacific Tier solutions, Inc. >
Our specific solution of the problem - Objective: Immediate results
Our specific solution of the problem - Objective: Immediate results
Search result
< source : Pacific Tier solutions, Inc. >
Our specific solution of the problem - Objective: Online payment with reservation
Our specific solution of the problem - Objective: Online payment with reservation
Invoice
< source : Pacific Tier solutions, Inc. >
Our specific solution of the problem - Objective: Track payments and follow-up needs
Our specific solution of the problem - Objective: Track payments and follow-up needs
Confirmation
< source : Pacific Tier solutions, Inc. >
Our specific solution of the problem - Objective: Internally manage the facility schedule
Our specific solution of the problem - Objective: Internally manage the facility schedule
Reports for internal purpose
< source : Pacific Tier solutions, Inc. >
Our specific solution of the problem - City of Charlottetown
Our specific solution of the problem - City of Charlottetown
Located in Prince Edward Island, Canada
Has a population of 32,245 (in 2001)
Manages recreational facilities via the city’s web-site by clicking here
< source : City of Charlottetown, PEI, CA >
Likely Risks Likely Risks
Facilities remain underused
Encourage users and customers to share
their experience with the software
System crashes – downtime of site, loss of data Frequent reports and backup
electronic data
Benefits Benefits
o Neighboring cities can utilize the site to reserve parks
o Time for reservation is more efficient
o Can increase total revenue for the city
o Won’t work someone out of a job
o Online registration and calendar form online will provide
immediate
feedback
o If you can reserve the space or not
o Provides calendar output and summaries of reports
o Easier follow up with customers (if even needed)
o Easily updated list of new facilities
o Maximize the use of city facilities
- Which will pay for the cost of the software
Estimated Cost and Available Source Estimated Cost and Available Source
Costs * - Cost of the software - $1920 annually - Cost for set-up and training - $750 - Cost of advertising – employee hours Total cost: $2670 plus hours
Available Source - Grants from State Govt. - Annual budget of the city
* http://dynacal.com/pricingcity.asp
Basic Plan of Work Basic Plan of Work
Purchasing the software ( 1 month ) - Contacting, Contracting, etc.
Training Seminar (1 week )
Implementation (ongoing/1 year) - Uploading software on the website - Updating NPR advertisements - Evaluation of the software and process - Increasing facility use, revenue and efficiency - Customer feedback
Current 2 Recreation Superintendents to implement and manage the plan
- Joe Spadafino : Superintendent NPR - Tyler DeBruin : George Wilson Center Coordinator NPR
Alternatives Alternatives
Voice mail reservation system- Still too time consuming
Electronic form- Still can’t check facility availability
Keeping the system- Still same problems
Opposing Arguments Opposing Arguments
Q & A
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