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The Scan-in System
Implemented for GVR Tennis Players by the Green Valley Tennis Club
The Scan-in System
● Why Scan-in?– Each day a Volunteer prints Court Schedule and sign-in sheets for 17 tennis
courts, during the summer season, we do this every other day.● then drive to 2, 4 or 6 locations, post tomorrow's court sheets and collect all court sheets
from previous days.
– During the summer – to cut the load in half, we cut off reservations 48 hours in advance and post 2 day court schedules.
– Our volunteers donate their own paper, printer ink, time and fuel. Even if they use a Bike!
– Every week a volunteer deciphers names and GVR numbers eliminates duplicates and tallys up all the sign-ins for all tennis locations.
– During the summer 300 – 400 sign-ins per week, as many as 1300 last winter.● We still have players who 'forget to sign in'!!
The Scan-in System
● How did we get here?– Last Fall, the Tennis Club board agreed to see if
Scanning for Attendance was possible. They funded $500 for testing.
– GVR IT was contacted. Their attendance system would cost an average of $1,500 per location (x 6)● The Tennis Club submitted a 2016 budget request to implement
Scanning for attendance.● This solution would only scan cards and submit the data to
GVR. The Tennis club could get periodic reports. ● No daily court schedule or listing of those currently signed in.
The Scan-in System
● In April, Jon Otto began to tinker with some software solutions to – Scan GVR cards
– Display those currently signed in
– Display the current day's Court Schedule
– Summarize daily usage
– Submit Tennis Usage to GVR
– Merge Court Reservation information and usage
– Monitor the usage of Courts assigned to Leagues
The Scan-in System
● In May Kim Steinhilb and Jon began to test and revise the prototype Scan-in System● In June the system was demonstrated to The Tennis Club Board
– The Board liked what they saw
– Approved a Beta Test in July
– and allocated $2000 (their Max) to begin to implement the system
– Anticipated cost to the club $600 per facility.
● Kim and Jon demonstrated Scan-in to Jim Conroy, David Jund, Guy Sundvik, Payton Snyder and Randy Cheatham of GVR. – They liked what they saw and agreed to paint the system boxes, install mounting brackets, provide power
and network to the 6 tennis locations, working within their other projects.
– We agreed to implement the system, site by site, as each became ready.
● The Beta Test started in mid-July.● The West Tennis Center system was totally rebuilt and finally implemented the end of August.● Late September Madera Vista was installed.● October 8th, Desert Hills was installed
The Scan-in System
● Remaining to be installed:– Canoa Hills – The Network is under the receptionist's feet. A waterproof Access point has
been acquired and cable needs to be run to the Northwest corner of the facility. The Scan-in station and schedule display will be located on the North side of the wall under the awning.
– East Center – an electrical contractor will cut a trench from the back of East Center to the Tennis courts for power and network, we will move the current sign-in station to under the awning for The Scan-in station and schedule display.
– Both East Center and Canoa Hills require a water proof container. GVR has ordered one unit which needs to be tested.
– Las Campanas – GVR is installing a security system to enter the Racquetball Building. The conduit will be part of the security project and have a hotspot network and a Security network. Scan-in will go where the clipboards are currently located. The Schedule dsplay will be integrated into the bulletin cabinets.
– Installations at all three are TBA after power and network are available.
– A new cabinet has been ordered to replace the RubberMaid cabinet at Madera Vista.
The Scan-in System
The Scan-in System
The Scan-in System
The Scan-in System
The Scan-in System
What's a Splash Screen
What's in The Scan-in System
● '2 in 1' convertible Laptop● 2 computer fans w/ screens
– Fresh air In and Out
● Power box & receptacle– 6 plug and 2 USB ports
– Surge protector
● Slot Scanner● Lots of Styrofoam● Lock
