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From Backofficeto Campuswide
A look at West Texas A&M University’s
OneCard Program
Audience Survey
• Photo ID Card?• Meal Plans?• Copy Card?• Laundry?• Vending?• Door Access?
WTAMU History
• Pre 1998– Photo ID: PVC card with Polaroid picture
and semester validation sticker • Made and validated at the Registrar’s office
– Meal Card: Laminated card• Made and distributed by Residential Living
– Library: Validations Sticker• Activated by the Library
WTAMU History
• Pre 1998 – Copy Card: Paper with magnetic strip
• Sold by the Library
– Activity Center Pass: Validation Sticker• Activated at the Activity Center
– Athletic Pass: Paper punch card• Passed out at registration
Concept…
One Card
Getting Started
• Scope– Implement a One Card System to
• Consolidate various cards and passes• Consolidate various functions and duties into
one stop shop.• Fully automate validation based on enrollment• Extend Debit card functionality to vending,
laundry, copies, and food service• Ultimately enhance students’ campus
experience
Getting Started
• How would we measure success?– Reliability– Entire campus covered by our reader
network– Having $10-$15k in average daily
deposits
Timeline
Timeline
• Mid 199? The idea begins – ONE Card…
• Mid 1996 – Working committee formed
• Mid 1997 - Bid is awarded• Jan 1998 – Installed system• Feb-July 1998 – Tested and installed
all readers• Fall 1998 – Re-card 8000 Students,
Faculty and Staff
Getting Started• Five person working committee
formed in 1996• Working committee charge:
– Investigate other schools and systems– Campuswide needs assessments– Write an RFP– Review vendors– Make recommendation– Chair implementation Subcommittees
Implementation Subcommittees• ID Office• Card Design and
Marketing• Financial• Building Access• Meal Plan/Food
Service
• Library• Event/Access• Computer Interface• Infrastructure
Implementation Concerns• Functional, Reliable and Added Value• Project Phases• Centralized or Decentralized operations• Organizational Structure • Card Office Personnel• Infrastructure• Re-carding • Interfaces with other systems
Implementation Phases
• Phase 1– ID Production– Meal Plans– Food Court POS– Library Circulation– Student Voting– Activity Access– Medical Service
• Phase II– Bookstore– Vending– Copy Services– Laundry– Ticket Sales– Library Fines
• Phase 3– Residential
Access– Facilities Access
Chose to do both phase 1 & 2 together.
Centralize Vs. Decentralize• Decentralized
– Pros• No New FTE
– Cons• Existing staff already had a full load• Communication difficult• Hard to implement new ideas• Training issues• Database management• Easy to finger point
Centralize Vs. Decentralize
• Centralization– Cons
• At least two FTE required
– Pros• Central administration of system• Consolidate Job responsibilities• Frees other department resources• Improves overall program consistency• Provides one-stop-shopping
Organizational Structure
A ccou n t A ss t.1 F TE
A ss ista n t O ff ice M a na g er1 F TE
ID C a rd A d im in is tra to r1 F TE
D ire cto r o f B ud g e ts , P ayro ll a n d R e po rtingA n d A ssis tan t to the V P o f B us in ess an d F ina n ce
Card Office Personnel• ID Card Office Administrator
– Responsible for ID Department– Database system administration– Manage Subcontractors– Coordinate with all Departments
• Assessment• Implementation• Training
– Troubleshooting and repair
Card Office Personnel• Office Manager
– Manage the office– Design and
implement Office procedures
– Document procedures
– Cross train on all equipment
– Customer Service
• Account Assistant– Customer Service
• ID Card Production• Deposits• Statements• Office help
– Off-Campus Merchant
• Recruitment• Customer Service• Reconciliation
Infrastructure Concerns• Protocols
Supported– TCP/IP– RS 232– RS 485
• Media Supported– Copper– Fiber
• Considerations– Network Vs Line Drivers– Network Stability– IT Support– Ease of Troubleshooting– Equipment Needed– Separation of Networks
• Assess your needs
Interface Concerns
• Need to interface with your Student Information System?
• Need to interface with your financial system?
Operational Concerns
• Campus centered location for ID Office
• Provide good Customer Service• Office Documentation and Polices
– Lost cards– Account closures– Access to cash…
• Marketing
Buffalo Gold Card Today
• Official WTAMU Identification• Activity Card – Games, Activities
Center• Copy Card• Library Card• Meal Plans• Door Access• BuffCash
BuffCash On-Campus Locations• Bookstore• Business Office• University Police
Dept• Food Court• Cafeteria• Vending Machines• Laundry Centers
• Copy Machines• Microfiche
Machines• Cornett Library• Activities Center• Bowling Alley• Athletic Events• Hastings Electronic
Learning Center
BuffCash Off-Campus• 52 Merchants
– Grocery Stores – Convenience Stores – Automotive– Pharmacy – Computer Repair– UPS Shipping Center– Bookstores– Hair Salons– Tanning
– Restaurants – Bakery– Car Wash– Cell phone
Companies– Florists– Gifts Stores– Recreation
On-Line Card OfficeWWW.Buffalogoldcard.com• Virtual Card Office providing
– Deposits by parents and students– Account Balance– Transaction Review– Deactivation of Cards– Office Policies and Procedures– Featured Merchants and Specials
BuffCash Statistics
$0$100,000$200,000$300,000$400,000$500,000$600,000$700,000$800,000$900,000
$1,000,000$1,100,000$1,200,000$1,300,000$1,400,000$1,500,000$1,600,000
1998 1999 2000 2001 2002 2003 2004 2005
Deposits
Sales
Off-Campus Sales
Marketing the Card• Tri-fold Brochure• Posters• Video• Promotions
– Giveaways– Prize Donations– Drawings
• Mail-outs– Letters– Deposit Envelopes– Post-Cards
• Special Promotions– Christmas in
October– Mid-Term Moo-lah– Bookstore, Food
Court, Off-Campus
Check List for Success
• Get your University Administration’s Support.*– Talk dollars and cents
• Cost Savings– Checks– Man-hours– Return on Investment
*By getting your Administrations support first, it will be easier to win support from other departments
Check List for Success
• Get your University Administration’s Support.– Talk dollars and cents
• Accountability– Vending– Laundry– Athletics…
Check List for Success
• Get your University Administration’s Support.– Talk dollars and cents
• Increase Revenue – Off Campus Merchants – Commission 4-10% of
Sales– Percentage of On Campus Card Sales - %– Float on Deposits to the University– Better Accountability on Vending, Laundry and
Copy Services– Office Card Sales – Badges, Lost Card Fee…
Check List for Success
• Get your University Administration’s Support.– Benefits for Students
• More convenient by simplifying their life• Access to some Financial Aid quicker• Safer• Recruitment and Retention• Greater access to Services
Check List for Success
• Get your University Administration’s Support.– Benefits for other departments
• Better Facility Usage Reporting• Time Management• Flexible for a wide range of applications• Accountability• Cost Savings
Check List for Success
• Lobby for an independent ID Card department– Better to serve your card customers– Able to work independently with all
present and future departments and organizations that use the card
– Able to expand as needed without
Check List for Success
• Plan for the Future– Departmental Maintenance– Accrual Revenues for replacement and
expansion– IT Support
Check List for Success
• Market Your Card– Marketing on a shoe string
• Brochures• Parent/Student Conferences• Campus Web site• New Media• Campus News Channel