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Elmhurst

Park district registration debacle leads to search for new tech vendor

Staggered sign-up times, new software part of plan to better system

ELMHURST – In addition to making registration process changes, the Elmhurst Park District posted Nov. 28 a request for proposal for software vendors following the two software glitches it experienced with Vermont Systems, Inc. in 2018.

Vermont Systems Inc.'s RecTrac registration software glitch caused slow processing speeds for fall registration on Aug. 4 and spring registration Feb. 24 despite attempts to remedy the problems involved that had the registration software system overloaded.

The district determined that one way of limiting the traffic for registration would be to move registration for its popular gymnastics programs, which generates the most traffic in winter programs registration, to a different day.

The district announced in November that winter program registration times are as follows: 8 a.m. Dec. 1 for gymnastics registration, 8 a.m. Dec. 8 for general programs and 8 a.m. Dec. 17 for non-resident registration. Courts Plus members will also be able to register for programs at 8 a.m. Dec. 8.

"While we can’t guarantee that residents will be able to process their general registrations within seconds on the first day of registration, we’re hopeful that making this change will lessen the burden on the system and ultimately reduce the time spent registering,” Executive Director Jim Rogers said in an Oct. 1 post on the district's website.

The district's staff and the park board's IT committee developed the request for proposal for a new software vendor that is capable of meeting the needs of the Elmhurst community and staff has been in contact with "a number of potential vendors," according to a Nov. 28 Elmhurst Park District news release.

“Within the last year, it’s been made clear that our current software is no longer able to manage the large volume of registration we have, which is disappointing,” Rogers said in a Nov. 28 release. “We will continue to do our due diligence to find a solution that works.”

The deadline for request for proposals is Jan. 1, 2019, and the district will conduct demos with potential software vendors in February ahead of spring registration, the release stated.

For more information about the request for proposal, visit www.epd.org/bids-rfp/2018-recreation-management-software.

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