AMENDMENT NO. 1 TO PRODUCTS AND SERVICES AGREEMENT
into as of this This Amendent No. 1 to the Products and Services Agreement ("Amendment No. I') is entered day of bre _ 2012, (the "Amendment No. 1 Effective Date") by and
between CITY OF SANTA MONICA ("Customer" or "City") and THE ACTIVE NETWORK, INC. ("TAN"). Customer and TAN are also singularly referenced herein as a "Party" and collectively as the "Parties."
RECITALS:
A. Customer and TAN previously entered into a written Products and Services Agreement dated on or about August 1, 2011 (the "Original Agreement") for a software license for use of the ActiveNet software system by the City, and related support and maintenance services. All capitalized terns not otherwise defined in this Amendment No. I shall have the meaning set forth in the Original Agreement.
Customer and TAN now desire to supplement and amend the Original Agreement to include a state-of-the-art, web-based, hosted, recreation management softivare systein for the City's Community and Cultural Services Department to provide activity registration, facility rental, and membership modules as well as data collection and reporting capabilities set forth in TAN's Statement of Work and Quotation attached as Exhibits 1-A and 2-A hereto, and in accordance with the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants, recitals and promises contained in this Amendment No. I and other good and valuable consideration the receipt and sufficiency of which is hereby acknowledged be each Party, the Parties hereto hereby agree as follows:
SECTION 1. CHANGES TO THE ORIGINAL AGREEMENT.
The Original Agreement will be modified and amended as follows:
Ongoing Fees, The "Ongoing Fees" section of the General Terms within Exhibit I of the Original Agreement will be deleted in its entirety and replaced with the following:
Online Service Charges for the City of Santa Monica's Community and Cultural Services (including Park and Recreation) and Santa Monica Bike Center:
Customer agrees to pay an annual subscription fee (the "Subscription 'ee") in an amount no less than $33,000 per year to TAN for the use of he ActiveNet product in accordance with the Subscription Fee pricing set forth below. When a monetary transaction is made, the transactions are subject to the payment processing transaction fees set forth below.
Commencing from the Amendment No. 1 Effective Date, the Subscription Fee will be billed quarterly. Customer recognizes this subscription will be reviewed annually and acknowledge that there could be an increase in the vearly Subscription Fee based on the chart below, The Subscription Fees based on annual revenue are outlined for each - 1 -
The Subscription Fee Payments.
i. Year 1. For the period commencing from the Amendment No. 1 Effective Date up through and including June 30, 2013, the Subscription Fee will be pro-rated by month of Go Live as based on a yearly Subscription Fee of $33,000.
il, Years 2, 3 and 4. For the remainder of the term, the Subscription Fee will range depending upon the amount of annual revenue generated through the ActiveNet's system for the prior 12 month Year 2 (FY 2013-2014)
Santa Monica Annual Revenue in Annual Subscription
ActiveNet Fee
Below $4,500,000 $33,000
$4,500,000
$35,000
$5,000,000 $40,000
$5,500,000 $45,000
$6,000,000 $50,000
_Year 3 (FY 2014-15)
Santa Mouica Annual Revenue in Annual Subscription
ActiveNet Fee
Below $4,500,000 $33,000
$4,500,000 $37,500
$5,000,000 $42,500
$5,500,000 $47,500
$6,000,000 $52,500
Year 4 (FY 2015-16)
Santa Monica Annual Revenue in Annual Subscription
ActiveNet Fee
Below $4,500,000 $33,000
$4,500,000 $40,000
$5,000,000
$5,500,000 $45,000
$50,000
$6,000,000 $55,000
An additional fee of 2.3% will be applied to all staff entered transaction using payment processing technology. An additional ECP (electronic check payment) processing surcharge of 1.5% will be applied to offline ECP payment
Payments entered directly by participants through the online interface using payment processing technology will be assessed a Service Charge of equal to 2.99% on all online payments.
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There are no advertising offers - Active Rewards or Active Reader - on the public access interface.
The Subscription Fees are fixed according to the chart above for the term of this Agreement. TAN will provide customer with 30 days' notice of pricing changes. Customer agrees to such change unless Customer the date such change is first implemented. provides TAN with written objection to such change within 30 days from for collecting all registration fees, reservation fees, enrollment fees or Collection of Fees and Approved Charges, TAN will be responsible rental fees or other fees charged by Customer (collectively, the " Fees") for the reservation and enrollment functions of the City's Community and Cultural Services and for the Bike Transit Center, and all approved charges assessed by TAN ("Approved Charges").
Daily Deposits of Fees. All Fees are Customer's exclusive property, while Service Charges shall be retained by TAN. Except as otherwise set forth herein, any and all Fees collected by TAN shall be sent to Customer daily through an automated clearing house (ACH) or other direct deposit as directed by the Customer's Finance Department in writing and Approved Charges shall be retained by TAN.
Refunds. TAN shall not be responsible for processing or marking any refunds. All refunds involving payment processing technology or ECP by Customer will be assessed a $0.10 fee charge by TAN to Customer. TAN nay reimburse itself for any credit card chargebacks and associated fees ut of reistration fees collected by it. In the event such funds are not available. Customer agrees to reimburse TAN for any chargebacks or maintain a separate system referred to as Safari, which is also owned by TAN and Maintenance of Safari Products. TAN agrees to continue support and purchased by the City through a separate Software License, Maintenance Services and Hardware Purchase Agreement dated on or about May 2004. TAN agrees to continue support and maintain the Safari Products until the earlier of the date that the ActiveNet System is in production or until October 31, 2013. The Parties also agree that Effective Date, and any outstanding paid fees for Maintenance for the Safari product will Maintenance payments for the Safari product will end upon the Amendment No. 1 be credited back to Santa Monica.
of reports that will be visible in Payment Manager showing all payments received from Payment Manager/ActiveNet. Functionality shall include a single set ActiveNet as a line item for both Payment Manager and ActiveNet. The payments can be automatically exported from ActiveNet on a schedule determined by Santa Monica to a FTP site and imported into Payment Manager from the FTP site using Payment Manager.
The summarized file files will include date, item description (defined by City's Finance Department), and amount. Any additional customization may be subject to a change order.
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D.
Books and Records. All of TAN's books and records of all Fees and Approved Charges collected pursuant to this Amendment No. I shall be maintained in be maintained in a manner that allows for daily reconciliation of deposits (including the accordance with generally accepted accounting principles. The City requires records to cooperate with the City for the exchange of information necessary for daily reconciliation amount of deposit, credit card transaction, registration record), and TAN agrees to and verification of the payments made pursuant to this Amendment No. I.
E.
upon ten (10) days advanced written notice, during TAN's normal business hours, at City's Right to Audit Books and Records. Once per calendar year, TAN's business location, the Customer shall have the right, at its own expense, to employ an independent Certified Public Accountant to examine TAN's books and records related to this Amendment No. I provided that all of TAN's books and records remain the Confidential Information of TAN.
Scope of Work and ActiveNet Quote, In addition to the Services set forth in the Original Agreement, TAN will provide all of the Services identified in the Statement of Work attached hereto as Exhibit I-A and incorporated herein by reference.
The Services will be provided in accordance with the ActiveNet quote - #18720 attached hereto and incorporated herein as Exhibit 2-A.
SECTION 2. AGREEMENT REMAINS IN EFFECT.
remain in full effect according to its terms. The Agreement and this Amendment No. I, as well as any Except as expressly set forth herein, all of the terms and conditions of the Original Agreement exhibits attached to each respectively, shall be read in concert to the fullest extent possible and be considered collectively as a singular agreement. In the event any of the terms and conditions of the this Amendment No. I shall prevail only as to the subject matter expressly stated herein. Agreement conflict with the terms and conditions of this Amendment No. I, the terms and conditions of SECTION 3, GENERAL,
A,
Miscellaneous. If any one or more of the provisions of this Amendment No. 1 is held to be invalid, illegal or anenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision of this Amendment No. 1, and this Amendment No. I shall be construed as if Amendment No. I are for convenience and reference only and will not be deemed to limit, characterize or such invalid, illegal or unenforceable provision had never been contained herein. The captions used in this in any way affect any other provision contained herein. All provisions of this Amendment I will be enforced and construed as if no caption had been used. This Amendment 1 will be assigned automatically and only upon the assignment of the Agreement according to its terms.
B.
attached to each respectively constitute the entire agreement between the Parties with respect to the Entire Agreement. The Original Agreement, this Amendment 1 and any exhibits respect to the subject matter referenced in each. The Original Agreement and this Amendment No. 1 may subject matter thereof and supersede all previous negotiations, comments and writings by the Parties with any officer, agent or employee of Customer, either before or after the execution of the Agreement or this be changed only by a written agreement signed by both Parties. No oral agreement or conversation with Amendment No. 1, shall affect, alter or modify the obligations hereunder.
C.
separate counterparts, which counterparts when combined are hereby deemed to constitute a single Counterparts and Facsimile. This Amendment No. 1 may be executed by the Parties in - 4 -
have the same effect as an originally executed document. document, and the Parties may execute this Amendment No. 1 by facsimile and such facsimiles) will written. The Parties hereto have executed this Amendment No. 1 effective as of the date first above ATTEST: CITY OF SANTA MONICA
a municipal corporation
arak P. Harman
By:
SARAH P. GORMAN (AW) D GOULD
City Clerk
City Manager
APPROVED AS TO FORM:
Lanstal
City Attorney
THE ACTIVE NETWORK, INC.
by its authorized signatory
Per:
Name: MATT LANDA
Title: CEO
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EXHIBIT 1-A
STATEMENT OF WORK
activeNETWORK™
communities
Statement of Work
Santa Monica
ActiveNet
(activeNETWORK*
communities Statement of Work
STATEMENT OF WORK
Scope
Stages
This section outlines the overall approach to the implementation of ActiveNet. The stages are performed utilizing an iterative approach. The following is a brief description of each stage of the Active Network methodology. Steps performed with the guidance of an Active Network consultant will be referred to as guided implementation cycles for the remainder of this document.
The following subsections will define each stage in detail:
• Plan - plan the implementation, analyze business needs, and define configuration requirements Contigure - configure the software in accordance with decisions made during planning.
Data Be enter all data pertaining to the products and services that will be managed in ActiveNet Test -- test the functional integrity of the system configuration against business cases Audit - audit entered data for accuracy, consistency, completeness, and currency Train - train system users on software operations
• Project Manage- manage scope and schedule throughout project execution Plan
Objectives
Objectives for the Pian stage are:
• Understand project goals
Gain management business perspective
• Understand current and future business functions and needs • Define configuration requirements
Tasks
The initial planning stage consists of a business process review. During this time Active Network will ensure proper due diligence occurs to thoroughly understand your business model and to define system requirements. The Active Network will leverage market experience to advise on industry best practices and discuss opportunities for efficiency gain. ActiveNet utilizes an iterative approach and therefore each implementation cycle will begin with a planning session focused on the aspect of the business being implemented.
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Configure
Objectives
Objectives for the Configure stage are:
: Configure the software in accordance with decisions made during planning Empower system administrators to understand and interact with configuration controls Tasks
Each guided implementation cycle is focused on system configuration. During guided implementation time, system administrators set system controls in accordance with decisions made during planning. An Active Network consultant will provide guidance during system configuration and provide insight into the implications of their decisions. System administrators will be empowered to make configuration changes as their business demands.
Data Enter
Objectives
Objectives for the Data Enter stage are:
• Enter all data pertaining to the products and services that will be managed in ActiveNet Empower system administrators to understand best practices for entering system data. • Empower system administrators with a strategy and tools to collect and enter data.
Tasks
Each guided implementation cycle includes a portion of data entry. Data entered during the guided implementation is a subset of the entire data required to manage all products and services offered by your organization. The primary goals of data entry during guided implementation are to test configuration decisions and to ensure the system administrators understand best practices for data entry. Upon completion of the guided implementation cycle, your organization will need to perform data entry for the remainder of those services. The Active Network will provide strategic guidance and tools to assist with this data entry.
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Test
Objectives
Objectives for the Test stage are:
Test the functional integrity of the system configuration against business cases Empower system administrators fo understand best practices for testing system integrity Empower system administrators with a strategy and tools to test system configuration Tasks
Each guided implementation cycle includes a portion of tests. The data entered during the guided implementation is utilized to test the system in accordance with business cases. The primary goal of function testing is to empover system administrators to perform function testing to ensure the software the guided implementation cycle, your organization will need to perform additional function testing. The provides efficient workflows and accurate reporting in accordance with project goals. Upon completion of Active Network will provide strategic guidance and tools to assist with this data entry Audit
Objectives
Objectives for the Audit stage are:
Audit entered data for accuracy, consistency, completeness, and currency • Empower system administrators with a strategy and tools to audit data Empower system administrators to understand best practices for auditing system data Tasks
Upon completion of data entry, system data should be audited to ensure accuracy, consistency, completeness, and currency. Upon completion of the guided implementation cycle, your organization will need to perform data auditing. The Active Network will provide strategic guidance and tools to assist with this data auditing.
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Train
Objectives
Objectives for the Configure step are:
Empower system administrators to understand best practices for conducting end-user training Empower system administrators with a strategy and tools to conduct end-user training Tasks
Each guided implementation cycle includes a portion of training. The primary goal of training is to ensure system administrators understand the control required to navigate the software. Upon completion of the guided implementation cycle, your organization will need to train all end users on software operations. The Active Network will provide strategic guidance and tools to assist with training.
Project Manage
Objectives
Objectives for the Project Manager stage are:
Establish and maintain project management tools, including meeting agendas, task list, issues log, risk log, project schedule, etc.
• Conduct periodic status reports to reconcile project tasks to the project schedule Tasks
Project management services will be spent maintaining project management tools and conducting periodic status meetings. The primary goal of the project management work is to ensure that the project goals are achieved and project scope and resources are managed within the defined project schedule.
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communities Statement of Work
Deliverables
The following is a list of implementation deliverables:
• Activity Registration (FlexReg) - the module used to manage the instructional and recreational programs offered by your organization
• Private Lessons - the module used to manage private lessons offered by your organization • Facility Reservation - the module used to manage the scheduling and rental functions associated with your organizations facilities.
• Membership Sales / Validation - the module used to manage the membership packages offered by your organization
• Public Access - the module that allows customer to purchase your organizations services activities, • Point of Sale - the module used to manage retail sales transactions performed by your organization leagues, memberships and rentals) online.
Deliverables Details
Active shall use best efforts to cover all applicable Safari functionality convertible to ActiveNet during allotted time. If additional or more in-depth coverage of specific topics is required, additional time may be purchased as needed at a current cost of:
• $100 per hour for standard services
• $175 per hour for senior services
• $200 per hour for technical services
The following functionality shall be provided in the respective ActiveNet modules:
Payment Manager/ActiveNet
rom ActiveNet as a line item for both Payment Manager and ActiveNet. The payments can be automatically exported fron ctiveNet on a schedule determined by Santa Monica to a FTP site and imported into Payment Manager from the FTP sit Payment Processing
• Process registrations, transfers, and refunds,
• Include multiple enrollments for family members on a single receipt. • Accept immediate payment or installments in cash, check, credit card, or from credit on account • Payment Plans and automatic billing are included functionality that can be turned off or on • Multiple taxes and fees can be automatically applied during registration. • Wallet ID for refunds without card present
• The ability to manage gift cards and report on outstanding and used gift cards will be present • Manage credit on account functionality will be present and can be turned off or on • Scholarships in ActiveNet can be used to manage a financial assistance program, and as such can be discounts or treated as payment for accounting practices
• Discounts in ActiveNet can be user defined and limited to specific user types
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• ° Coupon Codes can be limited to selected areas and to specific user types Residency can be determined by geographic area, zip code, or street address import file. Residency/Non-residency can have different payment rates and registration windows • The schedule for exporting payments from ActiveNet into Payment Manager shall be whatever time Santa Monica chooses,
Activity Registration
Functionality shall include activity and program registration. In this module Santa Monica will have the ability to manage all activities, events, and program registrations.
The Public Access module will be available24 hours a day, excluding scheduled outages and maintenance updates • Credit card processing
Receipts will have the functionality of sending an Automatic email confirmation : In the Activity registration module the ability will be present to specify prerequisites, instructors, gender and age restrictions, class size, registration dates, multiple pricing and options. • Track instructor fees based on enrollments and payments. • The Instructor Payment Due Report will show all fees tied to a class, the instructor's payment structure, the amount owed to the instructor, total paid to instructor, and balance due for the activity. • Manage all registrations, withdrawals, and waiflists
• Automate waiver processing, from generation to completion tracking • Central view of customers and their transaction histories View past receipts, usage patterns, and demographic statistics Track contact information for individuals and families
Customer registration reports will be present, showing statistics, and recent activity info Revenues and enrollments for specific activities, cafegories, customer types and facilities can be monitored and • Skills can be used for activities, instructors, officials, customers, or programs. These skills can be prerequisite skills for activity registration. Skills can be a set value designated by The City of Santa Monica • There will be more Profile Settings in ActiveNet than in Safari, allowing for greater control of staff access.
Facility Reservation
Functionality shall include booking and facility reservations, In this module Santa Monica will have the ability, for example, to reserve a pool for a private swimming lesson, reserve a room for a birthday party, or rent out a soccer fielo Ictive's facility reservation software will allow Santa Monica to eliminate double-bookings, speed up reservations, an automate third-party permit approvals.
• The online facility booking feature can be turned off or on at the facility level • Hours of operation, allowable reservation periods, required preparation times, and minimum and maximum capacities are all fields designated and adjustable by the City of Santa Monica • Deposit and pricing details are adjustable with the flexible charge options • For processing reservations requiring multiple approvals or third-party permits automated emails and web approval tolls will be available
Manage facilities that overlap to eliminating double bookings • Equipment can be managed by either check-in/check-out or rental Membership can be a perquisite for booking the facility • Quick Reserve can be used to speed up bookings, it will display facility groupings and availability for each The ability to search for facilities by name, type, amenities, site and geographic location will be present • The Scheduling Calendar can be configured to view multiple facilities at once by day, week or month
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communities Statement of Work
• Global skip days, such as New Year's Day, can be set preventing reservations on dates designated as skip days • Facility Reservation integrates seamlessly with Activity Registration and Membership and Pass Management • Information entered in one module will automatically update in all related functional areas • Santa Monica will have four options in terns of calendars:
• Calendar - Daily: Illustrates one facility per day per page • Calendar - Daily Multi-Resource: Illustrates multiple facilities per day per page • Calendar - Monthly: Illustrates either one facility per month per page or multiple facilities per month per page
• Calendar - Weekly: Illustrates either one facility per week per page or multiple facilities per week per page • There are various formats available for each calendar and they can be printed in Adobe, HTML and Excel.
Membership
Functionality shall include the member management software solution. In this module Santa Monica will have the ability to process membership sales, create photo identification cards, manage passes, and track usage statistics from a centralized system.
• Santa Monica shall have the ability to create and sell various types of memberships and passes, with flexible pricing options
• Memberships will have the ability to be time-specific, with allowances for day-of-week and time-of-day validation • Computerized "punch card" passes can be managed so that they are usage-specific, limiting total number of member visits
• Access can be controlled to facilities like gyms and pools by specifying entry point access for each type of package or pass
• Photo ID cards can be customized with unique attributes: identifiers (pictures, bar code, magstripe), layouts (logo and background images), and content (your organization and customer information) • Santa Monica can issue multiple cards for family memberships • Membership management hardware, including mounted or hand-held card magstripe readers or barcode scanners are available for use with ActiveNet
• Revenues can be tracked by pass type and utilization statistics • Lists can be generated that include contact phone numbers, membership effective and expiry dates, and balances outstanding
• Membership data can be reviewed by package category or customer type • Historical comparison reports are available showing changes in active, renewed, expired, withdrawn, transferred, and suspended accounts
• The ability to check in and out for security and building control is present in ActiveNet League Scheduling
Functionality shall include Active's automated recreation league management software solution. In this module Santa.
Monica will have the ability to manage individual and team leagues, tournaments, and round-robins. It supports full integration with Activity Registration and Facility Reservation to prevent duplicate entries and scheduling conflicts. • Configure your exact league structure
• League names, descriptions, start and end dates, no-play dates, league types, officials and facilities for each league can be customized
• League schedules are coordinated using the Manage Schedule calendar • League schedules are automatically balanced based on multiple parameters including time, week, day of week, and game site
• Online league access is provided
• The ability to schedule, swap or delete games is present • The ability to assign players to each team and teams to each game is present 1:800.661.1196 | [email protected] www.activenetwork.com 8/29 CactiveNETWORK*
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Validation rules prevent site and team conflicts
Games are viewable for each team, with number of home and away games, timeslots, and game sites Games can be quickly allocated evenly across teams using Team vs. Team Distribution screen • Game results can be tracked including home team scores, away team scores, tied game notes, and postponed game • All information including contact coordinator such as coach, officials, and team caption can be keep within ActiveNet.
• A mailing list can be created to support quick email communication of updates to all officials • The Officials Schedule report will include dates, times, and sites for each official Point of Sale
Functionality shall include Active's Point of sale (POS) software solution. In this module Santa Monica will have the ability to streamline payment processing and order tracking in a variety of POS environments - including drop-in facilities, concession stands, and pro shops.
Touch screen capability with customized layouts
Fees are adjustable and can be defined per Santa Monica's requirements • The Point Of Sale module will be able to check in and out equipment • Interface to credit card processing systems will be seamless, for automatic credit card verification • Customizable payment buttons and programmable items are available • ActiveNet will have the ability to set up UPC codes for products, print labels, attach to POS items • Maintaining vendor contact information will be present within ActiveNet. • ActiveNet will have the ability to Automatically notify staff when inventory goes below a certain volume • The point Of Sale module will integrate with Activity Registration, Facility Reservations, Membership and Pass Management. ActiveNet will have the ability to process a Payment for a course, book a room, buy a membership, and purchase a basketball, all in one transaction.
Public Access (Online)
Functionality shall include the Public Access module. Santa Monica customers and parents will have around-the-clock access to our activities, facilities, memberships, child care and leagues on the Internet.
Customers will have the ability to update their profile, change password, add family members. Santa Monica will have the ability to limit these controls.
Customers will have the ability to view daily schedules for themselves and their family members • Customers will have the ability to print past receipts and view prior transactions • Customers will have the ability to make payments on their account • Customers will have the ability to search for activities, complete waivers, and register online • Customers will have the ability to search for facilities, availability, and reserve online • Customers will have the ability to buy and renew memberships and passes online Customers will have the ability to search for child care availability and easily book specific days Customers will have the ability to register online for leagues • Customers will have the ability to register teams or groups for recreation leagues • Customers will have the ability to view game schedules and team standings online • Officials will have the ability to print team rosters, post final scores, and email game updates • Instructors and coaches receive their own online privileges • Print rosters and attendance sheets
• Email activity updates using Public Access email tool • The City will have the ability to block on-line functions for customers as desired via existing configuration tools
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communities Statement of Work
• Customers will have the ability to search for activities by fields determined by Santa Monica. These options includes, but are not limited to: Activity Number, Keyword for Activity Name, Activity Type, Activity Location, and/or Activity Instructor
Marketing
built-in to ActiveNet and used for registrations, reservations, and memberships. Functionality shall include the ability to build customer lists, email, print labels and brochure export tools. These tools are • ActiveNet will have the ability to create custom lists based on criteria as broad as demographics, interests and age or as defined as activities
• Automatically assign customers to lists will be an option for users to select • ActiveNet will have the ability to assign "interest lists' to activities Subscription lists will be present
The ability to send text or HMTL emails with links will be present in the software Automatic opt-out feature to comply with CAN-SPAM regulations will be available • ActiveNet will have the ability to track emails opened and clicked-through • In ActiveNet staff will be able to store, schedule and re-use email templates • The ability to export specific activity information including times, facilities, description and pricing in CSV or RTF format will be present
• ActiveNet data can be imported into graphic design programs • Santa Monica will have the ability to link from ActiveNet to graphics, photos or videos already hosted online Mail merge and mailing labels functionality will be present ActiveNet shall have multiple filters to drill down details and the ability to save the format • ActiveNet will have the ability to have reports emailed automatically on a user defined schedule • ActiveNet shall have multiple export formats -- HTML, Excel, or PDF The following reports are available in the program. However, not all report will necessary apply to Santa Monica as it depends on the functionality used.
General Reports
Audit Trail Ise this report to view changes to system records in various ActiveNet modules. To specif which modules to log system record changes for, see General System Configuration - Chang:
Log.
Answer suestion This report lists all the answers given for custom questions asked during registration for File Export see is ely to expor spec or tables from your databasa s a ver conselected. separated values) file.
Financial Reports
A/RAging Report This report displays aging information about accounts receivable from customers, listing balances that are currently due, past due for 1 to 30 days, 31 to 60 days, 61 to 90 days, A/R Statements and repo praysces customer statements (or Invoices) for customer account balances, A/R Summary
A/R Transactions
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Account Distribution date or range of dates. for each account, all charges are listed with the receipt number, This report shows debit and credit transactions for each GL account for a particular Actual Profit/Loss transaction description, and debit or credit amount.
Actual vs Budgeted This report is used to show the actual profits and losses for your agency.
Profit / Loss
This report displays the budgeted amounts vs. the actual amounts for your agency.
This report displays agency payment distribution information for all transactions, Agency Distribution grouped by G/L accounts. The agency payment amount represents the amount due to the agency from all transactions made in ActiveNet that were pald for using credit cards. The transaction fees (If applicable) from the credit card payment amount. agency payment amount Is calculated by is calculated by subtracting the credit card fees and This report displays agency payment information for all transactions of a particular Agoncy Payment date for a given date range. The report shows the amount due to the agency from transactions made in Activelet. The amount due to the agency is calculated by getting the credit card payments amount minus the credit card fees and transaction fees (if appicable). This report displays the entered budget amounts and allows you can see the expected Budgeted Profit / Loss
budgeted revenue. Included is the budgeted revenue, budgeted other expenses, budgeted wages, budgeted profit/loss and budgeted profit/loss percentage.
Cash Distributon by This report displays cash distribution amounts by payment type for each GL account Account for a particular date or date range. For each account, amounts for each payment type are listed (cash, check, credit card, debit memo, manual deduct, electronic funds transfer (EFT), and journal entry payments).
This report displays a list of cash receipts for a particular date or date range, It shows Cash Receipts the receipt number, receipt date and time, staff user ID, payer name, payment type, payment detall, and payment amount. A summary Is also displayed at the end of the report, showing Cash Receipts Export the total payment amounts per payment type, and the grand total amount.
This report matches Payments on Account not paid by credit card to GL accounts.
This report displays information about the usage of coupons by customers. It shows the Coupon Usage Report coupon code, activity for which It was used, name of customer who used the coupon, name of staff member who accepted the coupon, the merchandise redeemed by the coupon (for merchandise coupons), and the discount amount.
This report displays the log of credit card transactions by customers. It Includes the Credit Card / ECP receipt number, transaction date and time, masked credit card number (only the last 4 digits are displayed) and expiration date, customer name, transaction amount, and transaction result (whether the card was Approved or Declined).
CredIt on Account This report displays details and amounts of Credit on Account transactions, It shows basic customer information, description of the transaction, transaction date, receipt number, Deferred Revenue This report shows deferred revenues and their detalls, such as revenue site, transaction sites, facility, daycare programs, and recognized revenue. It can optionally display deferred revenue detalls such as summary report, report modules, and group by.
Departmental Revenue This reports is used to view the amount of revenue generated by selected departments over a certain time period.
Discounts Report
Expense Report
Expense Export This reports is used to export payroll data to use in a spreadsheet or other program.
Financial Export
This page is used to run the export process for financial records This report displays financial statistics for a given date range. It shows the total amount Financial Statistics public sites), as well as the percentage of the Online amount and number of transactions fron he overall values. Statistics are displayed for different kinds of transactions such as Activity and Daycare Enrollment, Facility Reservation and Locker Rental, Membership Sale and Gift Certificates This report is used to print gift certificates. Gift Certificates can be printed at the time of
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Instructor Hours
Export This report can be used to create a template for instructor hours data to export to an external payroll program.
Internet Income by This report displays the internet income amounts earned by the agency from Site transactions for selected sites, grouped by G/L accounts, It shows the G/l. account number and name, receipt number, date and time of each transaction, transaction description, Net Revenue Report This report displays the net revenue earned by the agency from the different transaction modules, It shows their regular sales.
Override Audit Use the Override Audit report to see which system users have authorized overrides for different types of transactions over a given date range.
This report displays information about customer payment plans. Each customer's Payment Plan
payment plans are listed, Including the payment plan number, date created, recept number, billing cycle, first payment date, amount charged and paid, and balance due.
This report is used to audit receipts and refund vouchers for ActiveNet transactions. It shows Receipt Audit receipt number, date, and time, payer name, payment type, payment amount, and transaction details such as transaction descriptlon, customer name, fee name, G/L account, amount charged, and amount applied.
Refunds This report displays a list of refund transactions. It shows the receipt number, date, and time, payer of the original transaction, payment type of the refund, refund detalis and notes, Refund Export Use the Refund Export page to export refund data for auditing.
Reprint Receipt This report is used to reprint receipts and refund vouchers.
This report displays a list of scholarships granted to customers and the usage of their Scholarship / Financial scholarships. For each scholarship, it lists the customers granted the scholarship, start and expiration date of the grant, amount of the scholarship grant, amount redeemed, and Aid
scholarship balance. For customers who have used their scholarship, the report will list transaction details (for example, name of the activity enrolled in), transaction amount, and transaction dates.
This report displays a log of system usage by system users. It displays the system users System Usage Log who logged in to the system during a given date range, and shows the logon time, logout time, duration of logged on time, and workstation. It can also show a count of the number of transactions performed during each logged on session of each user.
This report will (for the customers selected); evaluate payments made in the selected year for base registration fees in Activities, Memberships and Daycare programs that Tax Receipt
have a configured Tax Receipt Eligibility. Each payment will show the full amount paid (excluding any merchandise Items or optional fees) and the eligible percentage amount. When multiple customers have been selected, the system will generate one receipt for each payer.
Team Statement This reports shows Accounts Recelvable transactions and statements for one or more teams.
You can filter the report by individual teams.
This report shows comparison data between transactions for 3 date range periods. It Transaction compares the number of transactions and revenues both on the staff site (front desk) and Comparison customer public access site (online). Comparison reports for Activity, Daycare, Facility, and Membership transactions are available.
Transaction Export se the Transaction Export to run the export process for activity transactlon record Unredeemed Gift
Certificate Report his report is used to report on the amount of gift certificates sold. This Includes bot Z-Out Report
Note that Z'd out transactions can no longer be volded. They must be voided prior to the 2-out or they will have to be refunded
Population Report
Customer Awards Use the Customer Awards report to show the awards that have been received by customers for a particular season or date range.
Customer Listing Use the Customer Listing report to show a list of customers and their details such as name, address, age, gender, phone numbers, and geographic area.
Customer Revenue The Customer Revenue report displays the total revenue earned by the agency from specific
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customers. This report lists the total number of transactions made and amounts paid by customers in the activity registration, facility reservation, daycare registration, membership In additlon to customer names and skills, the Customer Skills report Includes the evaluation Customer Skills
date and qualification date for each skill, the name of the evaluator, the expiry date, and the Customer Statement Use the Customer Statement to get information about a customer's (or family's) payment status for activities during a particular period.
The Customer Waivers report displays a list of customers and their waivers, with detalis such Customer Walvers
as the waiver due date, waiver status, receipt number, and description of the activity or membership package where the waiver is attached.
Company LIsting Use the Company Listing report to show a list of companies and their details such as name, address, phone and fax numbers, and geographic area.
Email open/click The Emall Open/Click Through report shows the results of email batches sent to customers. through This report indicates how many emalls were acknowledged (meaning opened and clicked through), unacknowledged (opened but not clicked through), and how many were not sent The Emails page is used to define automated mass email messages to customers.
Emails/Form Letter/ Custom lists are used to select email recipients based on specified criteria. Email Text Messages content is aiso defined to include the subject and body of the email message. The custom list of email recipients and email content definition may be saved and reused in the future as necessary.
Email opt-out The Email Opt-out report shows a list of customers who opted to be removed from your organization's email list after they were sent email from an emall batch.
For each emall batch that you send to your customers, the Email Results report indicates how Email Results many emails were sent successfully and how many failed. The customer names and emall addresses of both successful and unsuccessful emails are listed.
Gender Statistics To view gender statistics for members and non-members organized by age group, run the Gender Statistics report.
Instructor Schedule Use the Instructor Schedule report to complle Information and create a schedule for specific Instructor Weekly To view avallability and bookings for a one-week perlod for one or more Instructors, run the Schedule Instructor Weekly Schedule report.
Labels Use the Labels report to create labels for envelopes used in customer mailing lists.
Member vs, Non- To display member vs. non-member statistics organized by age group, run the Member vs.
Member Statistics Non-Member Statistics report.
The Potential Duplicate Customers report will present the user with a list of customers that Potential Duplicate share criteria that can be selected on the report filters (like: Birth Date, Gender, Address, Customers Phone, Emall Address etc.) The results can be then analyzed and running the Merge Duplicates utility is much easier and more targeted.
System Users To vlew a list of all users at one or more ActiveNet sites along with their statuses and attributes, run the System Users report.
View Email Batches Use this page to search for and display mass email and text message batch definitions.
Registration Report
This report prints attendance sheets used to monitor activity attendance. The sheet has Activity Attendance a grid of all enrollees and activity dates, where attendance of each enrollee can be marked on Sheet
Activity Attendance This report prints an attendance sheet for a particular date. The sheet will include the list Sheet - Daily of enrollees, check in and check out times, with space for the enrollees' signatures.
To track staff changes to activity records, use the Activity Change Log report. You can track changes to instructors/payroll, fees and discounts, expense GL accounts, dates and times, and Activity Change Log departments, categories and other categorles.
This page is used to create an activity catalog that can be printed or used as a template for actual catalog printing. Activities may be included in the catalog based on Activity - Create given criteria. The catalog can be produced In Ascli (CSV) or camera-ready (RTF) format, both Catalog of which can be edited as desired.
Activity Overview reports are used to view an overview of activity detalls. These Include Activity Overview activity fees, dates, instructors, and locations.
Activity Results This report Is used to display results for activities. The report can be configured to display
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Activity Revenue different kinds of information by selecting various filter and report options.
To view revenue information for activities, run the Activity Revenue report.
Activity Text Activity Text reports are used to view catalog descriptions of activitles. Included are activity receipt notes, online notes, season, category, and location.
This report is used to view activity registration numbers, Included is the minimum and the number of residents and non resident registrants, the number of holds, waitlists, and open maximum number of registrants permitted for the activity, the actual number of registrants, ActivityTotals
Activity Withdraw / Transfer reports are used to summarize information about activity, instructor or department transfers for specific activities or within specific date ranges. The Activity Withdraw / information included in the report is: the customer who is withdrawing or transferring, the Transfer system user who completed the transaction, the amount of sessions completed and remaining, Average Fee Per the activity and instructor to transfer to and the price difference between the two activitles.
Customer To display the average fee charged to specific customer types within specific activitles or activity types, run the Average Fee Per Customer Type report.
Use the Customer Attendance report to print attendance sheets for specific customers that Include each customer's activities. You can use the sheet to mark attendance for each Customer Attendance customer's activity meeting dates.
This report displays a standard company roster which can be configured to display different kinds of company information by selecting various report options. A legend of the different Company Roster types of enrollments can be found at the bottom of the report.
Company Totals This report is used to display information regarding company totals.
Deposit Due Report This report is used to view deposit amounts made by customers for an activity, and the customer's remaining balance.
Enrollment Distribution To view the customer types and percentage distributlon among selected activities over a specific date range, run the Enroliment Distribution report.
This report provide details of facility usage by activities. Included are the list of facilities Facility Usage booked by each activity, the dates and times of the bookings, the start time required to begin set up, and the time at which the facility needs to be ready.
Instructors Instructors reports are used to view instructor contact details. Included is the address, phone, fax, and email of the instructors. Notes on their qualifications may also be listed Instructor Attendance reports are used to keep track of Instructors and the classes they teach.
Included is the name of the instructor, the names and dates of the classes they are scheduled Instructor Attendance to teach, whether they actually taught the class, and If they didn't, the name of the substitute Instructor Change Log Use the Instructor Change Log report to track changes made to avallability and payroll configuration to instructor records.
This report Is used to create letters of agreement (contracts) between instructors and Instructor Contracts the agency. Included are the activities to be handled by the instructor, the activity dates and times and the instructor's fees.
Instructor Mailing Label reports are used to create mailing list labels for activity Instructor Labels
Instructor Payment
Instructor Payment
History
Instructor Sign-In
Private Lesson Booking Use the Private Lesson Bookings report to view the booking status for private lessons for specific customers (instructors or students).
Registration Activity. To view registration detalls for a particular activity or set of activitles, run the Registration Registration Rollover Ast vite Registration Roll-Over Results report to view the resulks for activity enrollments you roll-over from one season to a different season.
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This report displays a standard activity roster, with actlvity Information and basic enrollee information which does not Include payment details. The report can be configured to display different kinds of customer information by selecting varlous report options. A legend of the Roster (Brlef) different types of enroliments can be found at the bottom of the report.
This report displays an expanded version of the activity roster, with more enrollee information, including payment detalls. The report can be configured to display different kinds of customer information by selecting various report options. A legend of the different Roster (Expanded) types of enrollments can be found at the bottom of the report.
This report displays a standard activity roster similar to the Roster (Brief) report, but will include payment details. The report can be configured to display different kinds of customer Roster (with information by selecting various report options. A legend of the different types of enrollments Payments) can be found at the bottom of the report.
Substitute Instructors reports are used to view Informatlon regarding substitute Instructors and the activities in which they substituted. Included is the total days and hours they substituted and the number of registrants for the activity, Details regarding the Instructors Substitute Instructor contact information will also be included.
This report displays the transcripts for activitles that customers have taken or in which they are currently registered. This Includes the activity name, the number of sessions, the Transcript Report instructor, and the activity grade.
Facility Reports
Bookable Equlpment To display information about equipment inventory, run the Bookable Equipment Inventor report. This report Includes the option to run reports on avallable, damaged, lost, booked, or Inventory
To display a one-day calendar for specific equipment, facilities, and instructors, run the Calendar - Daily Calendar - Daily report. Each equipment item, facility, or instructor will have its own one-day calendar, where bookings for that date are displayed.
Calendar - Daily Multi To display a one-day calendar with multiple columns for specific equipment, facilities, and Resource instructors, run the Calendar - Daily Multi-Resource report.
To display a one-month calendar for specific facilities, run the Calendar - Monthly report. Each Calendar - Monthly
facility will have its own one-month calendar, where bookings for that month are displayed.
To display a one-week calendar for specific equipment, facilities, and instructors, run the Calendar - Weekly Calendar - Weekly report. Each equipment item or facility will have its own one-week calendar where bookings for that week are displayed.
The Charge Matrix report shows a list of instructor, facility, and equipment reservation charges Charge Matrix that are applicable depending on transaction factors such as customer type, event type, or site. For example, different rates may be charged to commerclal or non-profit customers for renting the same facility, and different rates may be charged for banquet events or meetings.
Use the Clalm Charge report to display charges that have been clalmed against customer Claim Charge Report
Use the Deposits report to display information about damage/security deposits collected for Deposits Report
facility and equipment rentals.
Facility Waitlist Use the Facility Waltilst Confirmation report to reprint facility waitlist confirmations that were Confirmation Report originally generated as part of a faclity waltlist request.
To generate a list of customers who currently have places on facility waltlists, run the Facility Waitilst report. The Facility Waitlist report shows a summary of facility waitilst requests, Facility Waltlist Report Including customer details, information about the timeslots that customers have requested, Bookable Equipment This report displays information about equipment Inventory. Incided is the option to run .
Inventory reports on avallable, damaged, lost, out or retired equipment.
The Lockers report shows specific lockers and their detalls, such as locker room, name, size, Lockers locker combination, and current customer. You can optionally display locker reservation details such as reservation dates and times and reserving customers.
To display a log of changes made to permits, run the Permit Change Log report. The Permit Permit Change Log Change Log is a report version of the Change Permit Status page.
Permit Extra Booking Use the Permit Extra Booking Fees report to display a list of reservation permits for the Fees schedule of extra booking fees.
Permit Master Report To display a master list of reservation permits, run the Permit Master report.
The Reservation DOT report displays a grid of specific dates, equipment, facilities, and Reservation Dot Report Instructors as well as displaying whether a facility has a reservation on a particular date. Dates when a facility is reserved have an 'R' printed on the grid. Dates with no reservations have a
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dot "." printed on the grid. This report offers a broad view of facility reservations on a particular date or in a date range.
Reservation Master
Report The Reservation Master report displays a master list of facility, equipment, and instructor reservations for a specific date range or for other criterla.
Resource Utillzation Use the Resource Utilization report to see the usage of available resources (facilities, Report equipment, instructors) as a percentage over a specific date range. Use this report to vlew the hours and days avallable and actually reserved, as well as sub-totals for facilities, equipment, or instructors,
Point of Sale/Inventory Reports
Inventory Reports This report shows the current inventory quantity (stock on hand) of POS products, as well as other details such as department, class, subclass, vendor, and reorder point quantity.
Membership Usage This report displays usage Informatlon for specific membership packages. This report lists each individual usage of a package, including the member's name, pass number, and date and time Physical Inventory This report produces a physical inventory sheet that can be used when performing a Sheet physical inventory count of POS products.
POS Product Labels This report is used to produce print labels for POS products. This Includes the product name and description, the price of the product and UPC barcode.
This report displays a list of POS products that require reordering, It shows their current Reorder Report
stock on-hand quantity, the reorder point quantity, last quantity ordered, and a column is provided where staff can write the quantity to reorder.
Replacement Cost This report shows the current inventory quantity (stock on hand) of POS products and the estimated cost of replacing them, based on the last price paid to a vendor.
Membership
Membership This report lists çustomer memberships and their membership packages that have Autorenewal been auto-renewed. The report includes member name, package name, renewal type, renewal amount, and the date the membership expires.
Memberships by This report lists customers and their membership packages. This includes customer Customer name, member number, membership packages owned, pass number, membership expiration date, and any amount due on the account.
Memberships by This report displays membership Information grouped by membership packages. This Package Includes customer name, member number, pass number, membership expiration date, and any amount due on the account.
Membership Labels This report is used to create membership mailing labels for mass malling purposes.
Included are the names and mailing addresses of the selected customers.
This report show the number of current membership renewals and future expirations Membership Renewal
Expiration of selected membership packages. This Includes the number of late and early renewals the number of memberships that will expire within 1, 2, or 3 or more years, and current This report displays membership retention information of selected packages for a Membership Retention particular period. It shows the total number of members of the package, the number of retained members during the period, and the retention rate.
Membership Statistics
change In memberships from the previous year.
Membership Transfer nis report displays information about membership transfers. This includes the nam no phone number of customers who transferred from one package to another, the packad they transferred from, and the package they transferred in to.
Membership Usage This report displays usage information of selected packages. This will list each individual usage of a package, including member name, pass number, and date and time of usage.
Package Basics This report lists basic information about membership packages such as membershi luration, expiry date, maximum number of passes, maximum number of uses, maximun number of uses per day, and total fee amounts
Package Text This report displays text descriptions of membership packages, including catalog description, receipt notes, and user notes.
Package Totals This report displays sales information about selected membership packages. This includes number of active passes, number of memberships sold, renewed, refunded, and transferred, and their corresponding amounts.
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Pass Productlon This report produces membership passes by batch for selected members or membership (Batch) packages.
League Scheduling
This report shows the schedule of games for a league or tournament, including game League Schedule dates and times, game sites, and optionally include team and league contacts, officials, and scores.
This report shows the team standings in a league, Including the teams' win-loss-tied League Standings record, percentage of games won, number of games behind the leading team, number of Home and Away games won and lost, and record in last 5 games.
Use the Official Fees Summary report to detail the number of hours specific officials worked Official Fee Summary during league or tournament games, along with the fees they incurred in working for those games.
This report displays a list of assigned officials for scheduled games of a league or Officials Schedule
tournament,
This report displays Information about the roster of selected teams, Including player Team Roster.
name, player number, address, phone numbers, and age.
This report shows the schedule of games for selected teams, including game dates and Team Schedule times, game sites, and optlonally include team and league contacts, officials, and scores.
This report shows a graphical diagram of the bracketing of tournament games, with Tournament Bracket Information such as the teams playing against each other, the game date and time, and game site.
DayCare/Day Camp/ Flexible Registration
This report produces an attendance sheet that can be used to manually register the Time Attendance Sheet In and Time Out of each student in a session.
Attendance Sheet - This report produces a daily attendance sheet that can be used to manually register the Time In and Time Out of each student in a session.
This page is used to create a program catalog that can be printed or used as a template for actual catalog printing. Programs may be included in the catalog based on given criteria.
The catalog can be produced in Ascli (CSV) or camera-ready (RTF) format, both of which can be edited as desired.
This report shows the list of students enrolled in a daycare program, and includes enrollee details such as name, age, gender, and other optional details such as emergency contact information, customer and staff notes, and payment informatlon. The Enrollee LIst Is similar to the Roster, except that the roster provides a daily list of enrollees for each day specified, while the Enrollee List only provides one general list of all enrollees without specifying the dates when they are attending.
This report displays daycare program detalls such as catalog number, site, daycare fees, The Program Revenue report prints attendance sheets that are used to monitor the total roster Program Revenue and daycare revenue.
This report displays the results of the existing automatic daycare roll over process for Roll over Results a selected date range. This Includes customers who are successfully rolled over ('Registered'), Roster
Sessions
Campaign Reports
Trackagn Donation maid bet goals and against the overal a paign paken there take ignont to Tracking Campaign Goals reed to track the progress that your campagners, teams, and divisions have made towards. [email protected] / wwww.aclivenetwork.com 17/29 1,800.661.1196
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Tracking their campaign goals? Run the Campaign Goals Tracking report.
Run the Donations report to view donatlons made by customers across a given date range.
Donations The Donations report displays the customer name, date, donation campaign, and amount for each donation listed. This report also displays a sub-total of all donations made by each customer along with the total amount of all donations.
Donor Card Want to print out a card that you can distribute to your campagn prospects to solicit donations? Run the Donor Card report.
Equipment Rental/Loan
Lendable Equipment Need to track the current available inventory of your lendable equipment? Run the Lendable Inventory Report Eguipment Inventory report.
Lendable Equipment Want to generate a list of all unreturned equipment along with the customers who have signed Signed Out Report it out? Run the Lendable Equipment signed out report.
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Training
Based on experience with over 4,000 implementations, The Active Network recommends a specific number of training days. Effective training allows successful use and desired outputs of any software. It is through effective training that key persons (those who will be using the system themselves as well as training future staff) become comfortable and confident with it and are able to experience and make sure of the full depth and breadth of the product. "Training" not only includes the training of the staff, but also evaluating current business practices, working with the team to achieve consistency amongst procedures, development of a software implementation plan based on the constraints and parameters your organization is currently bound by, etc. The Active Network takes a "Train-the-Trainer" approach, whereby the key stakeholders involved in the project will, after the implementation/training, feel comfortable training any part-time staff in using ActiveNet, as well as be able to work behind the scenes adding courses, setting up facilities, driving out data for reporting purposes, etc.
The consultants who implement the software are the same ones that will do the training. Upon implementation of the software, the consultant will create a trainer database which mimics your live database. This database allows your staff members to play with your database in a safe environment. This trainer database is also beneficial for new staff members to leam your operations management software without corrupting your database.
The training includes the following:
Training for up to 10 people onsite and 5 people remote (As mentioned, Active takes a "train the trainer approach" whereby we train a select number of people who become points of knowledge on the product and then pass the information along to other employees)
• A complete set of user and system manuals covering all operations and functions. These manuals are built into ActiveNet's user interface
• A trainer database which emulates your live database and allows for a "safe environment" to learn the software Suggested Training Environment
Our suggested training environment includes a quiet room, equipped with an appropriate number of PC's and Internet connectivity. A PC compatible data projector is also strongly recommended for case of instruction. In the case of remote (telephone) implementations, a conference line or speaker phone will be required. Please also note that peripheral hardware (such as printers or scanners for Point of Sale or Memberships) should also be present as necessary. All computers used for training should be able to access Microsoft Live Meeting, which is the online utility we use for remote training.
Participating staff should arrive with procedural forms, fee listings, and schedules where possible. It may also be pertinent to retain contact with the IT Department (for web customization tasks) and the Finance Department (for financial policy reference) as needs arise.
Suggested Training Agenda
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This is a sample training agenda for the module Santa Monica has purchased. This sample can be fine tuned for different module priorities.
DAY 1: PROJECT LAUNCH AND GENERAL SETTINgS CONFIGURATION 8:30 - 9:30 Project Launch Meeting
Project Team, IT
General participant introductions, review of project flow, scope, Representatives), requirements, expectations and potential risks Financial Establishment of break times and the overall agenda Representative(s) 9:30 - 11:30 Introduction to ActiveNet
Project Team, IT
Demonstration of implemented modules from the end-user Representalive(s), perspective, including an interface tour, a preview of applicable Financial 11:30 - 12:00 transactions, the reports interface and Public Access. Representative(s) Workstation Setup ActiveNet System
Confirmation of ActiveNet setup, internet connectivity, Java Administrator(s), IT installation and desktop shortcuts Representative(s)
12:00 - 1:00 Lunch
1:00 - 4:00 General Settings Configuratlon
Project Team,
iscussion will focus on determining customer profiles, standar Financial transactions, business locations, reporting needs and financia. Representatives) procedures
• Tasks will involve an introduction to the Startup Checklist and entry of general system settings, financial settings, business sites, GL accounts, customer types, address variables and marketing variables
4:00 - 4:30 End of Day Meeting Project Team
Q&A period and review of implemenlation notes
Review of completed events and expectations for nex! day DAY 2: FACILITY RESERVATION CONFIGURATION
BASON
8:30 - 9:00 Outstanding Issues Meeting
ActiveNet System
Wrap-up of outstanding items from previous day Administrators) 9:00 - 12:00 Facility Reservation Configuration ActiveNet System iscussion will focus on reserved facilitles, reservation fe Administrators), Key structure, reservation approval processes and existing reservatio End Users Tasks will involve entry of centers, facility types, facility groups, an amenities
12:00 - 1:00
1:00 - 4:00 Facility Reservation Configuration (Continued) ActiveNet System Administrators), Key
4:00 - 4:30 End Users
Project Team
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DAY 3: FACILITY RESERVATION CONFIGURATION
8:30 - 9:00 Outstanding Issues Meeting
ActiveNet System
9:00 - 12:00 Wrap-up of oulstanding items from previous day Administrators) Facility Reservation Testing ActiveNet System
Tasks will involve a "refresh" of the Trainer website, and testing of Administrator(s), Key previously entered data by performing end-user transactions and End Users recording results and changes
12:00 - 1:00
1:00 - 4:00 Facility Reservation Configuration (Continued) Tasks will involve completion of facility data entry AcliveNet System Discussion will focus on policy changes as they pertain to Administrators), Key End Users
ActiveNet and documenlation of changes
4:00 - 4:30 End of Day Meeting
Project Team
Q&A period and review of implementation notes
: Review of completed events and expectations for next day.
DAY 4: FACILITY RESERVATION. TRAINING
8:30 - 9:00 Outstanding Issues Meeting
ActiveNet System
9:00 - 12:00 Facility Reservation Training Wrap-up of outstanding items from previous da.. Administrator(s).
ActiveNet System
Tasks will involve front desk transactions, hands-on training in Administrators, Key Simple reservations, repeated reservations, quick reservations, End Users permit functions and modifying permits
12:00 - 1:00
1:00 - 4:00 Facility Reservation Training (Continued)
ActiveNet System
Tasks will involve completion of training in facility reservations and Administrators), Key examination of reservation reports End Users
• If applicable, training may be undertaken in facility services as 4:00 - 4:30 offered through Public Access
End of Day Meeting Project Team
Q&A perlod and review of implementation notes
Review of completed events and expectations for next day DAY 5: ACTIVITY REGISTRATION CONFIGURATION
8:30 - 9:00 Outstanding Issues Meeting
Wrap-up of outstanding items from previous day ActiveNet System 9:00 - 12:00 Administrator(s)..
ActiveNet System
Administrator(s), Key
End Users
Tasks will involve entry of registration settings, GL account harge/discount templates, activity categories, custom question and checklist items
12:00 - 1:00 Lunch
1:00 - 4:00 Activity Registration Configuration (Continued) ActiveNet System
Tasks will involve development of an activity numbering scheme Administrators), Key and entry of instructors, supervisors, activities and Public Access End Users
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details
4:00 - 4:30 End of Day Meeting
Q&A period and review of implementation notes Project Team Review of completed events and expectations for next day DAY 6: ACTIVITY REGISTRATION CONFIGURATION
8:30 - 9:00 Outstanding Issues Meeting
ActiveNet System
Wrap-up of outstanding items from previous day Administrator(s) 9:00 - 12:00 Activity Registration Testing
ActiveNet System
Tasks will involve a "refresh" of the Trainer website, and testing of dministrators), KE previously entered data by performing end-user transactions and nd User recording results and changes
12:00 - 1:00
1:00 - 4:00 Activity Registration Configuration (Continued) ActiveNet System
Tasks will involve completion of activity data entry Administrators), Key Discussion will focus on policy changes as they pertain to End Users ActiveNet and documentation of changes
4:00 - 4:30 End of Day Meeting
Projeci Team
Q&A period and review of implementation notes
Review of completed events and expectations for next day DAY 7: ACTIVITY REGISTRATION TRAINING
8:30 - 9:00 Outstanding Issues Meeting
ActiveNet System
Wrap-up of outstanding Items from previous day Administrator(s) 9:00 - 12:00 Activity Registration Tralning ActiveNet System Administrators), Key
End Users
tracking and customer / team managemen!
12:00 - 1:00
1:00 - 4:00 Activity Registration Training (Continued) ActiveNet System™ Tasks will involve completion of training in activity registrations and Administrator(s), Key examination of registration reports End Users
If applicable, training may be undertaken in activity registratior services as offered through Public Access
4:00 - 4:30
Project Team
DAY 8: ENHANCED CUSTOMER VIEW TRAINING AND RESOURCE SCHEDULER TRAINING 8:30 - 9:00 Outstanding Issues Meeting ActiveNet System 9:00 - 10:00 Enhanced Custon outer Cog tens from previous day. Administrator(s) Key End-Users,
Selection and arrangement of drag and drop widget utilities ActiveNet System Configure ECV User Interface, enhanced customer application Administrator(s) settings, general settings, display settings and layout
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Customize display fields and edit filter options
9:00 - 12:00 Enhanced Customer View End-User Training
Key End-Users,
Tasks will involve entering customers, viewing customer records to ActiveNet System Include detail, famlly, history, account balances, etc. Administrator(s) Hands-on training in editing customer records, activity and FlexReg 12:00 - 1:00 Lunch
1:00 - 1:30 Resource Scheduler Configuration
Configure Resource Scheduler general settings, display settings Key End-Users, ActiveNet System
1:30 - 4:00 Resource Scheduler End-User Training Administrator(s) Key End-Users,
Tasks will involve front desk transactions, hands-on training in ActiveNet System simple reservations, repeated reservations, and quick reservations Administrators) utilizing the Resource Scheduler
4:00 - 4:30 End of Day Meeting Project Team
Q&A period and revlew of implementation notes
Review of completed events and expeciations for next day DAY 9: MEMBERSHIP REGISTRATION CONFIGURATION
9163
8:30 - 9:00 Outstanding Issues Meeting ActiveNet System 9:00 - 12:00 Wrap-up of outstanding items from previous day Administrator(s) Membership Registration Configuration ActiveNet System
Discussion will focus on available memberships, membership Administrators), Key organization, membership fee structure and existing membership End Users Tasks will involve entry of membership settings, membership types, entry points, pass layouts and membership hardware 1200-1:00
Membership Registration Configuration (Continued) ActiveNet System Tasks will involve completion of membership entry including GL Administrator(s), Key 4:00 - 4:30 accounts, charges / discounts and membership packages End Users End of Day Meeting Project Team
Q&A period and review of implementation notes
Review of completed events and expectations for next day DAY 10: MEMBERSHIP REGISTRATION TRAINING
8:30 - 9:00
ActiveNet System
9:00 - 12:00 Wrap-up of outstanding items from previous day Administrator (s)- ActiveNet System
Tasks will involve a "refresh" of the Trainer website, and testing of Administrators), Key previously entered data by performing end-user transactions and End Users 12:00 - 1:00
1:00 - 4:00
ActiveNet System
Tasks will involve front desk transactions, hands-on training i Administrators), Key nembership sales, refunds / withdrawals, transfers, voidin End Users receipts, receipt management, renewals, membership
management, pass production, pass validation and reports • If applicable, training may be undertaken in memberships issued
1.800.661.1196 | [email protected] www.activenetwork.com 23/29
activeNETWORK"
communities Statement of Work
through Public Access
4:00 - 4:30 End of Day Meeting
Q&A period and review of implementation notes Project Team Review of completed events and expectations for next day DAY 11: POINT OF SALE CONFIGURATION AND TRAINING
8:30 - 9:00 Outstanding Issues Meeting
ActiveNet System
9:00 - 12:00 Wrap-up of outstanding items from previous day Administrator(s).
Point of Sale Configuration
Discussion will focus on saleable ilems and services, item / service ActiveNet System organization, item / service fee structure and existing Possystem And rat, Key Tasks will involve eniry of product departments, classes, sub- classes, Gu. accounts, products, charges/discounts, POS layouts/buttons, POS workslations and applicable POS hardware Point of Sale Testing ActiveNel System
Tasks will involve a "refresh" of the Trainer website, and testing of Administrators), Key previously entered data by performing end-user transactions and End Users recording results and changes
Point of Sale Tralning ActiveNet System
Tasks will involve front desk transactions, hands-on training in POS Administrators), Key sales, refunds, tender options and end-of-day practices including End Users overages/shortages and POS reports
If applicable, training may be undertaken in POS coupon services as offered through Public Access
End of Day Meeting Project Team
Q&A period and review of implementation notes
Review of completed events and expectations for next day DAY 12: LEAGUE SCHEDULING CONFIGURATION AND TRAINING
SHANSANE
8:30 - 9:00 Outstanding Issues Meeting
Wrap-up of outstanding items from previous day ActiveNet System 9:00 - 12:00 League Scheduling Configuration Administrators) ActiveNet System
Discussion will focus on league organization, league fee structure Administrator (s), Key Tasks will involve entry of league settings, GL. accounts, End Users charge/discount templates, activity categories, custom questions, 2:00 - 1:00 checklist Items, league types, leagues, tournaments and schedules 1:00 - 2:00
ActiveNet System
asks will involve a "refresh" of the Trainer website, and tesling Administrators), Key eviously entered data by performing end-user transactions ar End Users 2:00-4:00
ActiveNer System
Administrators), Key
End Users
4:00-4:30 LEnd of Day Meeting
Project Team"
1.800.661.1196 [email protected] | www.activenetwork.com 24/29
active NETWORK*
communities Statement of work
Q&A period and review of implementation notes
_Review of completed events and expectalions for next day DAY 13: PUBLIC ACCESS CONFIGURATION AND TRAINING
8:30 - 9:00 Outstanding Issues Meeting
ActiveNet System
Wrap-up of outstanding items from previous day. Administrators) 9:00 - 12:00 Public Access Configuration
Project Team, Web
Discussion will focus on available Public Access services, Masters) registration goals, customization needs and marketing plans • Tasks will involve entry of introduction page information and image button preferences, uploading of images and extra detalls, customization of FAQ content, setup of online permissions and finalization of text and color content
12:00 - 1:00
1:00 - 2:00 Public Access Testing
Project Team, Web
Tasks will involve a refresh" of the Trainer website, and testing of Masters) previously entered data by performing end-user transactions and recording results and changes
2:00 - 4:00 Public Access Training
Project Team, Web
Tasks will involve hands-on training in registrations and Masters), Key End reservations, searching for information, account management tools Users and troubleshooting techniques
Additional tasks will involve examination of applicable marketing fodis, including lists, email campaigns and applicable reports as well as managing public perception
4:00 - 4:30 End of Day Meeting
Project Team
Q&A period and review of implementation notes
Review of completed events and expectations for next day DAY 14: SYSTEM ADMINISTRATOR TRAINING AND PROJECT WRAP-UP 8:30 - 9:00 Outstanding Issues Meeting
ActiveNet System
Wrap-up of outstanding items from previous day Administrators) 9:00 - 10:00 Startup Checklist Review
Key End-Users,
Tasks will involve confirmation and completion of all remaining AcliveNet System items including general settings, financial settings, Public Access Administrators) settings and establishment of passwords, permissions and other 9:00 - 12:00 security settings in preparation for live use System Administrator Training (Continued) Key End-Users, Tasks will involve training in population management Including ActiveNet System customer types, customer account data fields, customer Administrators) 12:00 - 1:00
1:00 - 3:30
Project Team
Tasks will involve training in financial management including including Finance journal entries, journal transfers, expenses, payments on account, Representatives) debiting accounts and the credit card log
Additional tasks will involve examination of daily, weekly, monthly and yearly procedures necessary in maintaining the ActiveNe!
1.800.661.1196 [email protected] / www.aclivenetwork.com 25/20
activeNETWORK*
communities Statement of Work
system data
3:30 - 4:30 Project Wrap-Up Meeting
Q&A period and review of implementation notes Project Team, IT : Representative(s),
Discussion will focus on policy changes as they pertain to Financial ActiveNet and documentation of changes
Representative(s)
Review of completed events and expectations for the future
1.800.661.1196 [email protected] www.aclivenetwork.com 26/29
Sample Training Schedule
• No dates have been scheduled for Santa Monica and this does not reflect a guarantee of timeline. These are This this a sample training schedule based on the expectation of contract execution in November 2012. sample timeline based on similar size organization implementation schedule.
ACTIVE Network. This schedule can be modified based on module priority and staff needs of The City of Santa Monica and Active takes the Train the Trainer approach training the core users (up to 10 people in onsite, up to 5 people in remote training). Santa Monica's core users will need to train the rest of the staff before the go live date. • Once contracts are executed, a conference call will be scheduled to schedule the training on mutually agreeable dates. If BPR services are purchased then only the BPR will be scheduled and a consultant will perform a thorough needs analysis with your organization to inform the development a project schedule.
General Settings
Facility Reservation
Enhanced Customer & Resource Scheduler
Membership- Day 1
Membership- Day 2
Activity Registration
- Days
League Scheduling
League Scheduling - 4 hours
0.5 Point of Sale
Public Access
Financial Import
Go live
1/6/2013 2/15/2013 3/27/2013 5/6/2013 6/15/2013 7/25/2013 Out of Scope
• Only products and services specifically defined in the contract will be considered within project scope.
Assumptions
• Your organization will assign the below project roles and those individuals will be available as needed by the project schedule:
Project Sponsor - engage stakeholders, ensure buy-in from top-down • Project Manager - coordinate with the Active Network Project Manager, procure resources, manage scope, schedule, quality and risk mitigation
• System Administrators) - manage, maintain and support the ActiveNet system, train end-users on an ongoing basis
• Technical Representative(s) - This individual should be available "on call" during the lifespan of the software to assist with internet connectivity, database management, ActiveNet website upgrades, workstation and peripheral installations
• Financial Representatives) - It is important to ensure that a designated Financial Representative is in place to monitor ActiveNet Accounting functionality. A selection of reports are available within ActiveNet for this purpose and they should be reviewed on a daily, weekly and/or monthly basis by the selected individual to ensure that end users are performing transactions correctly, that the ActiveNet System Administrator has setup the system according to your organizations needs, and that the financial data within ActiveNet is accurate and pertinent. • Your organization will effectively lead project-related change management activities (creating materials and facilitating workshops).
• Your organization will provide the resources necessary to deliver implementation services (i.e training room, internet access, computers, whiteboard).
• Your organization will perform work associated with each task within the allocated timeframe.
Constraints
• Implementation services are limited to the hours defined in the contract. Services may be purchased or withdrawn (not to be billed) as project needs dictate
•
The availability of Active resources for the execution of Project activities will be governed by the following factors:
o Project management, consulting and technical resources will be available between 6AM PST and 6PM PST. Times need to be defined 4 weeks in advance of engagement dates unless otherwise specified.
o Services delivery will be conducted and billed in 8 hour time blocks. • Professional services must generally be booked 6 weeks in advance of engagement dates unless otherwise specified and are subject to availability.
Cactive nerwork*
communities Statement of Work
• Due to partial office closure, Active resources will not be available for project work between December 15 and 31.
• Implementation services are subject to our cancellation policy, Active Network requires that cancellation or rescheduling requests be submitted twenty-eight full calendar days prior to engagements. This provides sufficient time for resources to be allocated to alternative billable projects
1.800.661.1196 | [email protected] / www.activenetwork.com 29/29
EXHIBIT 2-A
QUOTATION
ACTIVE
network:
Quote
18720 - 1
The Active Notwork
10182 Telesis Court, Suite 100
San Diego, CA, 92121, United States Date: 11/09/2012
Expires R 11/30/2012
Customer:
STEVE YESKULSKY
CITY OF SANTA MONICA
BIL: STEVE YESKULSKY
tn: STEVE YESKULSK
City of Santa Monica CITY OF SANTA MONICA
CITY OF SANTA MONICA- COMMUNITY RECREATION DIVISION CITY OF SANTA MONICA- COMMUNITY RECREATION DIVISION 2600 OCEAN PK. BLVD. 600 OCEAN PK. BLVO
SANTA MONICA, CA 90405 UNITED STATES ANTA MONICA, CA 90405 UNITED STATES Account Manager: Walsh-Krenicki, Jessica Payment Terms: 30 NET Line Product Units Unit Price Total Price
Qty Discount
1.0 ActiveNet - Activity Registration Selling (USD) Selling (USD) Ea 1 $0.00 $0.00
2.0 ActiveNet - Facility Reservation
Ea 1 $0.00
$0.00
3.0 ActiveNet - League Scheduling
Ea 1 $0.00 $0.00
4.0 ActiveNet - Membership
Ea 1 $0.00 $0.00
5.0 AcliveNet - Point of Sale
Ea 1 $0.00 $0.00
6.0 ActiveNet - Public Access 1
Ea $0.00 $0.00
7.0 AcliveNel - Technical Professional Services - Data Conversion. Hr 8 $200.00 $1,600.00
8.0 ActiveNet - Standard Professional Services - General Settings Hr 8 $100.00 $800.00
9.0 ActiveNel - Standard Professional Services - Activity Registration Hr 24 $100.00 $2,400.00
10.0 ActiveNet - Standard Professional Services - Activity Registration - Hr Customer Enhanced View 4 $100.00 $400.00
11.0 ActiveNet - Standard Professional Services - Facility Reservation Hr 16 $100.00 $1,600.00
12.0 ActiveNet - Standard Professional Services - Facility Reservalion - Resource Scheduler $100.00 $400.00
13.0 ActiveNet - Standard Professional Services - Membership Hr 16 $100.00 $1,600.00
14.0 ActiveNet - Standard Professional Services -Point of Sale with Hr 16 $100.00 $1,600.00
•
ACTIVE
network.
Quote
18720 - 1
Inventory Management
15.0 ActiveNet - Standard Professional Services - League Scheduling Hr 12 $100.00 $1,200.00
16.0 ActiveNet - Standard Professional Services - Public Access Hr 16 $100.00 $1,600.00
17.0 ActiveNet - Standard Professional Services - PreProject Planning Hr 18 $100.00 $1,800.00
18.0 AcliveNet - Standard Professional Services - Refresher Training (Beach House or other business units) Hr 112 $100.00 $11,200.00
19.0 ActiveNet - Senior Professional Services - GIS Import Hr 8 $175.00 $1,400.00
20.0 ActiveNet - Senior Professional Services - Financial Integration Hr 16 $175.00
$2,800.00
21.0 ActiveNet - Senior Professional Services - • ActiveNet Financia Export for Payment Manager Hr 16 - $2,800 $0.00 $0.00
22.0 ActiveNet - Senior Professional Services - • Payment Manage Financial Impor Hr 32 - $5,600 $0.00 $0.00
23.0 ActiveNet - ACH Remittance- Every 1 week
Ea 1 $1,500 $0.00 $0.00
24.0 ActiveNet - Daily Onsite Fee (min 3 days)
Day 10 $500.00 $5,000.00
25.0 ActiveNet - Safari Migration Discount
Hr 1 -$30,400 ($30,400.00) ($30,400.00)
Total(USD)
$6,000.00
ACTIVE
network.
Quote
18720 - 1
General
• Client shall pay TAN all fees for licensed software purchased hereunder upon delivery of the software.
Delivery of licensed software shall be deemed to have occurred upon TAN's email transmission to customer's designee of an FP link permitting download of the software from TANs designated online site, or where delivered in the form of physical media, FOB Origin • Triver of to fores varo, wienever occurs is, aldupon dermeny or A censed onate or implementions pee ned y cute or at hid all ving thre •Sales taxes, where applicable, are not included and prices are in the currency of the country of installalion (subjaci to change without notice).
Hardware, operating system, 3rd party software and site preparation are not included unless olherwise noted. • Quoted prices for onsite services do not include airfare. If onsite services are required, economy alfare will be assessed and invoiced separalely. Onsite services are billed in minimum, 8 hour daily increments. • The software and manuals are available for downfoad.
All hardware sales are final. Hardware is covered by standard manufacturer's warranty. Equipment that is defective upon arrival will be replaced. RMA process will apply for items after support has indicated there are no alteratives. •
old and will not beater more men by AN lient must notify TAN in writing of any defective hardware within 7 days of its receipt. Any nolices received after 7 days concering defective hardware will be null and Method of Payment:
Invoice Me Purchase Order Number:
Credit Card Visa
MasterCard American Express
Credit Card Number:
Expiration Date: _
I hereby Agree to Pay above quote with the stated Method.
Customer Name: City of Santa Monica
Signature:
Name: SAVIS YESKEL
Title: SYSTEMS ANALYST
Effective Date: 12/12/12
End of Quote