HomeMy WebLinkAboutCSD-04-01
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REPORT
COMMUNITY SERVICES DEPARTMENT
Meeting:
General Purpose and Administration Committee
Date:
November 05, 2001 /'i_ /
CSD-04-01 File #: l'O0
Resolution #:(;jJ/)- 5ft -0/
Report #:
By-law #:
Subject:
"EazyReg" Touch Tone Telephone Registration Update
Recommendations:
1. THAT Report CSD-04-01 be received for information
Submitted by:
Jo p P. Caruana
Dir c r of Community Services
Reviewed bG ~~
Franklin Wu
Chief Administrative Officer
JPC*BT*EB
801
REPORT No. CSD-04-D1
Page 2
1.0 BACKGROUND
1.1 As previously reported to Council in Report CS-1B-01 of June 1B, 2001, the Community
Services Department is in the process of enhancing customer service and improving
communications through touch tone telephone registration for recreational programs.
The Community Services Department is introducing "EazyReg" Touch Tone Telephone
Registration for the winter 2002 aquatics registration session as the Municipality of
Clarington's newest program registration method.
1.2 This new service builds on the foundation of the first program registration module from
the CLASS suite of recreation software first introduced by the Municipality in the summer
of 1999.
1.3 "EazyReg" Touch Tone Telephone Registration is an advanced and user-friendly
telephone registration and credit card payment system that offers our customers access
to register and electronically pay for programs, 7 days a week, 24 hours a day during the
registration period from the comfort of their own home or office using a touch tone
telephone. The key benefits to the customer are speed, convenience, accessibility, and
most important, no more registration line-ups.
2.0 SYSTEM INSTALLATION I TESTING
2.1 All hardware and software has been installed including the Payment Processing Interface
for batch processing of credit cards.
2.2 The main registration line 905-623-EAZY (905-623-3299) has been confirmed and
physically assigned; and, seven (7) additional phone lines have been installed. The
system can handle eight (B) incoming calls at a given time. A search sequence is used
from the main number to search for the first available line as calls are received.
2.3 As the "Voice of Clarington", Community Services staff has recorded all the messages
and the consultant has tested the recordings.
2.4 During the week of November 12th to 16th, a test group (Aquatots 1-3) will be invited to
pre-register for the winter aquatots ;rograms using the EazyReg (live) system. Letters
were sent the week of October 22". This letter provided the test group with EazyReg
system instructions, their family account number and client barcode numbers and
schedule for the winter programs complete with course barcode numbers. Confirmation
letters verifying their registration information will be mailed to them within 5 days of their
registration. A feedback form was also provided for them to fax back or drop off at the
Municipal Administration Centre, Courtice Community Complex or Clarington Fitness
Centre. (A similar test group was arranged prior to the fall registration period, however
due to technical difficulties with Bell Canada, the test group was unable to proceed as
scheduled.)
802
REPORT No. CSO-D4-01
Page 3
3.0 MARKETING I PROMOTION
3.1 An EazyReg logo (below) has been developed and will be used in all publications to
identify this registration option.
3.2 An EazyReg fridge magnet will also be provided to each family as a means to record and
retain their family account number and individual client barcode numbers.
3.2 Instructions were also provided about EazyReg for the winter registration period in the
Fall/Winter Community Guide.
3.3 At the fall registration on August 25th, 2001, the Community Services Department set up
additional tables with Touch Tone Registration infonmation and a "Touch Tone
Champion" was on-site to answer questions.
3.4 In addition to the above, the week of October 15th, 2001, a direct mail campaign to all
clients using the CLASS database was completed which included:
. Instructions on how to use touch tone registration
. Contact infonmation
. Family account number and individual client barcode numbers
. Fridge magnet to record their family account number and individual client barcode
numbers
3.5 EazyReg infonmation for the public will also be available at our municipal website
www.municiDalitv.c1arinoton.on.ca/html/eazvreo as of November 5, 2001. At this website,
new clients will be able to access a printable form that they may submit to obtain their
family account numbers and individual client barcode numbers.
3:6 Customer sign-up forms for new clients, along with promotional material will be located at
every "walk-up" counter in all municipal recreational facilities.
803
, ,
REPORT No. CSO-D4-01
Page 4
3.7 In early November, we will have a feature article in the Clarington This Week I Canadian
Statesman about the EazyReg system.
4.0 COMMENT
4.1 EazyReg will also be utilized for other recreational programs, leisure and fitness
activities.
4.2 Upon discussion with customers at the Fall Registration, August 25th, residents
expressed their desire to take advantage of the EazyReg program for registration, and
this will be an anticipated feature in the registration procedure starting with winter 2002
and future sessions.
4.3 In addition, Community Services staff will continue to review the opportunities for "e-gov"
internet registration in future years.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-6506
804