Rectrac Module Analysis

This next group of articles will be dedicated to analyzing the VSI product Rectrac and how you can get the most out of what you pay for the module and support. I will break down what the module is actually for and how you can use it in everyday applications plus how it’s used outside of the intended function also. I’ll discuss how the maintenance you pay for the modules applies and doesn’t depending on what you do for support.

Rectrac Modules that will be discussed:

  • System Administration (SA)
  • Global (GBL)
  • Activity Registration (AR)
  • Facility Reservations (FR)
  • Pass Management (PM)
  • League Scheduling (LS)
  • Point Of Sale (PS)
  • Rentals (RN)
  • Court Reservations (CR)
  • Locker Rentals (LK)
  • Trip Bookings (TP)
  • Incident Reporting (AC)
  • Golf Reservations (GR)
  • Child and Youth Services (CYS)
  • Personal Trainer (PT)

Each of these modules will be reviewed and discussed over the next few weeks to have a better understanding what these modules can and will do for your recreation department and what they will not do for you and your department. Please come back soon to find out more about the modules.

Rectrac Software Analysis Download

Over the last few weeks I’ve discussed the configuration and analysis of VSI’s Rectrac installations over a network. This is a basic overview of why you should have a group that is fluent in your software setup help train and manage your recreation software.

Morse Associates can help you accomplish all of your needs when it comes to managing your software or moving forward on a project and you mneed to know what software can best suite your departmen needs now ansd in the future.

You can download my free whitepages about the RecTrac Database Software Configuration Analysis now.

RecTrac Database Software Config. Analysis Pt. 2

Database server configurations can come in many different types. It depends on the Park District or Recreation Departments needs and budgets. Ultimately you don’t want to put your data at risk or your network’s reliability in question either when deploying these types of databases.

Server Deployment

You can deploy and configure software based on the needs of the Recreation Department or Park District by looking at the following criteria:

  • Products to Deploy – How many software products are your department planning to use?
  • Department Size – Do you have a large recreation department staff?
  • Department Resources – Do you plan to have new server(s) or client workstations installed?
  • Department IT Staff – Do you have access to department IT personnel or consultants?

If you have software that needs to run on an existing server and you plan to deploy a Recreation database (like RecTrac) alongside that software then you need to consider the impact now and in the future.

As I mentioned in the prior article, the RecTrac software with the Progress RDBMS backbone software are large and will use up resources on your server, which can limit your usage of other programs that run on the server or can affect your network stability if the server is also your DHCP server.

Do you have the staff to maintain the software and the database administration that goes along with this type of software? You need to plan for the constant administration and management of a RecTrac database and this along with the daily operations that occur when using the software.

You can configure the database a number of ways but ideally you should have a central Database Server,  an Application Server and client workstations. If you run the Webtrac software, then you should deploy a Webtrac Server which communicated with the Database server through the Application Server. This will give you the best level of resource management and security when deploying the RecTrac software.

If you use the FinTrac software, for financial management, then this can be deployed on the same Database server and is developed as such by the vendor. This type of deployment can be a security issue and resource only because you have sensitive employee records along with less sensitive household information in a RecTrac database.

RecTrac Database Software Configuration Analysis

Today I want to talk about differences in server configuration when running VSI’s Rectrac, Fintrac and Webtrac software. This may come as a surprise to Recreation department IT tech’s or not, but it really needs to be considered when configuring a Recreation or Parks department with the database software from this vendor or any others.

  • Have you ever wondered why your server runs slowly with a Rectrac/Webtrac/Fintrac database running along with your department system files?
  • Have you ever wondered why your network might be slow at times to access your file server?
  • Are you frustrated about your IT department because of system issues and what I’ve mentioned above?

Here are some facts about using the Rectrac, Webtrac, Fintrac software on existing file or DHCP servers.

  • The software is relatively large.
  • The software is a resource hog.
  • The software needs constant administration.
  • The software backups are large and will eat up disk space fast if not administered correctly.
  • The software comes in many configurations that can help ease the network drag.

Now I’ll discuss the ways you can configure a typical Rectrac database server and clients, later in this series discuss how to configure servers more.

Rectrac can be run local, over a network with local files, or over a network completely. I’ll explain each below and the impact each will have on your network.

  1. Run Database Local
    This means the Rectrac database was installed on a client and is only ran on that workstation. There’s very minimal impact on the network, only to process emails from the database if you choose to do so and backups.
  2. Run Database Server with Local Files
    This means you have a Rectrac database installed on a server and client workstation(s) are communicating with the server with locally installed files on the client to run the software. The network impact is that data writes back and forth to the server are dependent on the speed of the network, automated tasks running on the server, backups and emails from the database.
  3. Run Database Server with Network Files
    This means you have a Rectrac database installed on a server with local files on the server to run the software on clients. The network impact is that data writes back and forth to the server are dependent on the speed of the network, automated tasks running on the server, backups, emails from the database and you are running all software files off the server to the client.

Typical Recreation departments or Park Districts will use option 2 because they have more than one client and they are spread out over the town or city. This allows for files to run the software to not impact the network and thus run faster for end users. This causes other time consuming tasks (I’ll touch on later) for the IT department.

Please stop back when we discuss how to configure servers.

Online Recreation Software Seminars

Morse Associates wants you to get the most out of your recreation software and support. We have been running Online Seminars for our customers on how to use their software more efficiently and productive during our sessions. We run our seminars using Online Presentation software through Dim Dim that will remotely show desktops and white boards for presentations.

We recently showed a customer how they could use one of their Rectrac modules for use within their Ice Arenas. They had looked at other software to do this but the system they are currently using and paying for will do the job much better than another to purchase.

You can visit the online session form and sign up today to learn more.

What your Parks and Rec dept is missing?

Each town brings to their patrons a different Parks and Recreation experience, but is one better than another?  Having spent many years in the Parks and Recreation field, I have seen many different styles of Parks and Recreation Departments.  There are some that are a force to be reckoned with in their town.  They offer large facilities that include pools, tennis courts, racquetball courts, basketball courts, workout gyms, movie facilities, and much more.  They also offer beaches, outdoor pools, golf courses, restaurants, boating facilities, multiple parks, ice rinks, skateboarding parks, dog parks, buildings for functions, and the list goes on.  Many people argue that these Parks and Recreation Departments can afford this type of operation which allows for many more amenities.  Yes, they are correct in thinking that the more money a community has the better their Parks and Recreation programs should be.

That leads me to this question; what about the communities that are well off monetarily and have lousy Parks and Recreation programs?   This question I can speak to from close experience.  I live in a large, well off town that has high taxes and a high income level, but our Parks and Recreation programs and facilities are lacking.  In our town we have 5 parks, 5 ball fields, 2 beaches, 4 basketball courts, 4 tennis courts, a bike path, 2 natural areas and 1 snack bar that is ran during baseball and soccer season by private organizations.  I understand that to some that is a lot, but we are a town that is the third largest in our state with 17,000 residents.  The town has a total of 58.6 square miles, of which 36.9 square miles is land and 21.8 square miles is water.  The median age is 33 with a median household income of $70,000.  Our Parks and Recreation department’s Mission Statement is “to enhance the quality of life of all residents by providing a variety of leisure time activities through exceptional programs, facilities, customer service, and leadership that exceeds community expectations”.

I find their mission statement a bold and ambitious one.  I respect the fact that they want to provide “exceptional programs” for all.  The only problem I see with this mission statement is that they have not communicated with the community to learn what their expectations are.  If they want to “exceed expectations”, they have to first learn what the expectations are.  They are in the “business” of serving their community, so they need to spend more time listening to the community.  A simple survey once a year would be a start.  There also needs to be more open forums for community members to attend to speak their opinions on the Parks and Recreation program.  The future of our “leisure time” needs to be reviewed as well.  Times are changing and Parks and Recreation needs to change with it.  There needs to be a continuation of family and community programs that brings us into the future.

Now, I’m sure my thoughts and opinions are echoed among many other cities and towns.  Nothing is more powerful than the written word, so take the time to write down your thoughts and present them to your Town Parks and Recreation Board, and ask for a response.  I am going to do the same today and I will write a follow up on this post, sharing what I received for a response.

www.morseassociates.net

Parks and Recreation Customer Testimonial

The Grand Forks Park District in Grand Forks, ND provided us with a testimonial on how we helped their Park District accomplish many projects over the last two years.
Please visit www.morseassociates.com for more information on how we can help your Parks and Recreation department or Park District do the same.
“Morse Associates helped me get our Vermont Systems, Inc. software up and running when my other job responsibilities began eliminating any time I had available to work on RecTrac.
At about that same time, Shawn Morse left Vermont Systems and decided to start his own consultant business. I was able to let Shawn know what I wanted to accomplish and in a very short time we were up and running with whatever module we were working on.
Morse Associates knew the software extremely well, responding quickly and knowledgeably to my inquiries. If we hadn’t found Morse Associates we wouldn’t be as far along as we currently are with our transition to RecTrac and its’ many modules.”
-Colette LeClerc
Business Manager
Grand Forks Park District
Grand Forks, ND

Recreation Support & Consulting Services

Morse Associates is more than just support for your recreation software. We have a large list of support and consulting services for your Recreation Department or Park district that can enhance the way you use your software or how your customers interact with your department overall.

Please take a look at a few of our services below and visit our website at www.morseassociates.net for more information.

Recreation Software Consulting

Whether you are looking to buy or implement a program for your Parks & Recreation Department, our professional software experts will provide targeted services to get the job done.  We can work with your budget and needs to help you find the software that is right for you.

  • Software Recommendations: With a knowledge base of most Recreation Softwares on the market today, we make recommendations that fit your department’s needs.
  • Efficient Procedures: We learn your department’s procedures inside and out to make them more efficient and increase productivity.  This in return can make your department more environmentally friendly.
  • Marketing: Increase registrations and profits.

Project Management

  • Manage large and small projects. Such as new software, new facilities, and web registration.
  • We manage large and small projects such as; choosing a new software and bringing it online, bringing new facilities online with your software, and introducing web registration.

Add-On Services

  • Web 2.0 (blogs & website interaction)
  • Mobile Website
  • Database Storage

Please visit our Recreation Services and Support page to learn more about what Morse Associates can provide to your Park District or Recreation Department today!

Recreation Software: Webtrac Website Traffic Analysis

We recently performed an analysis and review of excessive Webtrac website traffic for our client.  They had received over 2500 hits during a time frame of two days in January of this year and wanted to know how this occurred and how it could be solved. It was felt that this could have been an attack on the Webtrac site and web server.

We worked with both the IT firm that our client uses and the vendor to the Webtrac software (VSI) gathering as much information to conduct our review.

We found that Rectrac (the backbone to Webtrac) does not provide any reports on analyzing Webtrac website traffic based on the IP address. In working more with VSI we located a log file on the webserver using IIS in the following directory: C:\WINDOWS\system32\Logfiles\W3SVC1\ to analyze the incoming Webtrac traffic.

This is a cryptic log report but will allow you to review all traffic hitting the Webtrac web server and identify the IP addresses of web-bots and such affecting the Webtrac website.

Here’s is an excerpt from our analysis and review report to our client:

The following IP address and domain was where most of the traffic originated from:

66.249.67.84/crawl-66-249-67-84.googlebot.com

I had installed a robots.txt file on 2/11/2010 within the webserver’s root directory of the Webtrac website to control what/where bots can crawl through the website. I set it to disallow all crawling.

# Discourage all web indexing
User-agent: *
Disallow: /

This issue was created by an excessive amount of Bot crawling done by Google on those two days and since the install of the robots.txt file this has controlled the issue.

My recommendation is that your IT consultant installs an IP filtering system allowing review of any excessive website traffic IP addresses in the future.

We can provide this level of recreation software analysis and review for your Parks and Recreation Department or Park District as a reasonable cost today. Please visit our recreation software support and consulting services page to find out more about what Morse Associates can do for you.

Recreation Software Audit and Review

We would like to introduce this as part of our suite of services to any new or existing customer: Recreation Software Audits.

This service will include the following:

  • Review Current Recreation Software Usage or Office Processes
  • Review Current Recreation Software Options
  • Review Current Recreation Software Updates and/or Patches
  • Review Current Recreation Software Modules
  • Review Current Recreation Software Database Information
  • Review Current Recreation Software Speed

There will be five areas that we will rate on a scale of  one through five.

  1. How current the recreation software is.
  2. How it affects daily processes. (Help or Hinder)
  3. Database condition.
  4. Database speed over the network.
  5. Cost effectiveness.

If this interests you and your recreation department, please contact Morse Associates today to review your recreation software.