Cloud-Based Facility and Recreation Management Solution

The Vendor is required to provide a cloud-based facility and recreation management solution for university.
- Goals and Expectations of the Project
• Ensure 100% PCI-DSS compliance for all financial transactions via point-to-point encryption (p2pe)
• Maintain a "scan-to-access" response time of less than 1 second for student and staff entry using agency credentials
• Successfully migrate membership data from the fusion onprem environment to a cloud-based server
• Integrate the platform with central services, including single sign-on (CAS/DUO) and the PeopleSoft registrar database
• Consolidate all sports and recreation services (memberships, registrations, facilities, intramurals, clubs, aquatics, fitness) into a single integrated system
• Provide a seamless, online and mobile-friendly interface for students, staff, and community members to register, book, and manage activities.
• Enable self-service capabilities (account management, waivers, payments, schedules).
• Deliver real-time reporting and dashboards for participation, revenue, facility usage, and program performance.
• Improve registration flows, reduce cart abandonment, and support flexible pricing models (memberships, passes, drop-ins).
• Enable online payments, refunds, credits, and promotions.
• Support growth in programs, users, and facilities.
• Ensure data privacy, secure transactions, and compliance with institutional and regulatory standards
- Identity, Access & User Management
• Provide real-time evening upload(s) student/staff validation
• Provide native compatibility with HID encrypted cards.
• Provide centralized user profiles (students, staff, community members).
• Household/family account functionality
• Standardized interface across various types of devices (Mobile, desktop or tablet)
- Membership & Account Management
• Membership management (term-based, annual, day passes)
- Program Registration & Enrollment
• Configurable registration rules (priority access, quotas, eligibility)
• Online registration for programs (intramurals, fitness classes, lessons, clubs etc.)
• Waitlist functionality and automated notifications
• Cart and checkout system with real-time availability
- Facility Booking & Scheduling
• Real-time facility booking (courts, fields, studios, ice, pool)
• Conflict detection and calendar management
• Public-facing facility availability views
- Point of Sale (POS) & Payments
• Integrated POS system for front desk operations
• Support for multiple payment types (credit card, debit, online payments)
• Provide native Moneris integration supporting P2PE to minimize PCI audit scope.
• PCI-compliant payment processing
• Refunds, credits, and financial tracking
- Reporting, Analytics & Data Export
• Standard and customizable reports (participation, revenue, utilization)
• Dashboard functionality for key metrics
• Export capabilities (CSV, Excel, API access)
• Ability to demo interested features live
- Communications & Notifications
• Automated email and notification system (registration confirmations, reminders)
• Segmented communication (by program, membership type, user group)
- Security, Audit & Compliance
• Audit trails for transactions and user activity.
• System uptime requirement of 99 percent or greater
• Comply with full AODA compliance meeting WCAG 2.1 Level AA standards (VPAT required)
- Data Migration & Implementation
• Require a validated Data Migration Report confirming transfer from Fusion OnPrem.