City Of Newark Final

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  • Awista
  • City Of Newark Final

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

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