RIC Corp Software Development

Application

Description

Sales and Marketing

This keeps track of all of your potential business. You create sales files for any client you want to do business with, anyone that you are currently working with or clients you do business with all the time. This application will keep track of every event that client is doing. There are Trace Items to record every contact you have with this client. You can set reminders of when you want to work with them next. There are a number of marketing tools included to do mass mailings, calendars of potential business, sales activity reports and goal tracking by Sales Person. This will also track the life cycle of each client from initial contact until they book. You can push just one button and move the event to Scheduling Administration automatically.

Scheduling Administration

This will schedule locations you have on a date/time basis. It calculates all of your rental rates automatically and keeps track of any adjustments that were made, so you will know what was charged vs what could have been charged. You can view your scheduled activity in a Book, Calendar, Inquiry or Profile format. You can collect any statistical information you want along with details on locations, equipment, services, food and economic impacts. You can setup reminders of when things need to be done for the activity, produce contracts or any other event correspondence, attach anything electronic to the activity and add all sorts of comments from an event narrative to event critique. There is an entire sub system for double-bookings. The system will notify you immediately when there is a double-booking. When a double-booking is created or changes all Sales people involved are notified. Sales people can check the status of their double-bookings at any time.

Event Reporting

These are the system defined reports for your activities such as Graphics Calendar, Available Locations, Booked Locations, Food and Beverage, Optimum Space Use, Event Schedule, Client Schedule, Event Information, Detailed Bookings, Adjusted Rates, Settlement Reports, Booking Status Conversion, Events Bulletin, Schedule of Events, Event Attendance List, Scheduled Activity, Event Status Report, Calendar of Events, Event Services Schedule and Location Type Schedule. There is a Sales Report that will show you your sales activity within any date range. Besides all of the system defined reports, there is also a Report Wizard that lets you define your own reports. If the system is collecting the information then this will allow you to create any report you want with that data.

Booking Analysis

This reviews all of your activities in a date range and gives you a summary analysis that can be graphed. This includes an Event Summary, Client Summary, Sales Summary, Events Not Rebooked, Lost Business, Economic Impacts, Location Summary, Event Occupancy, Percent of Occupancy, Space Utilization, Yield Management, PricewaterhouseCoopers Survey, Event Information Report and Budget Tracking which will compare where you stand with actual event bookings compared to where you want to be in event bookings for any date period.

Checklist/Follow-ups

Almost every application has the need to generates Checklists, Follow-ups, Trace Items and Approvals. All of them are centralized in this application. That way the staff only has one place to go to see all the outstanding and/or completed items no matter where they came from in the system. This also allows management to see the status of each person's items so you will know who is on track, who is behind schedule and who is ahead of schedule.

Event Administration

This is where the information the staff needs to put on the event is controlled including Event Schedule, Setup Instructions and Room Drawings. The main goal of this area is the Event Document or Resume. Once that data is entered into the system we can do so much more with it. We can give each department and itemized list of everything they need to do in chronological order regardless of the event and distribute that information electronically. You will be able to generate a Two Week Schedule, Location Schedule, Operations Report, House Notes, Staff Assignments and Equipment Reports. We can even feed Electronic Sign Systems automatically.

Settlement

This is where all the charges and payments for your activites come together. You can generate an Event Quote, a Client Bill and an Invoice. If everyone on the staff does what they are supposed to do in their area of the system, then this section works automatically. This area can access every application in the system and gather all event charges in real time, so everything will be included even if it was entered just minutes before. Taxes are calculated automatically. All of the accounting information is tied to the settlement activity and accounting transactions are generated for our own internal Accounting system or can be passed to other Accounting systems.

Food Administration

This handles all aspects of Food Services. You can do menu planning and pricing as well as concession and bar management. Food could be charged to an activity or billed independently. You can create custom menus or have predefined menus. Pricing can be inclusive or exclusive. You can charge by menu item, standard category, total price or price per person. There is an inventory control feature that can track everything from what is stored where to raw ingredients for meals.

Operations Administration

This is for the building engineers. This generates Work Orders for the engineers so they know what needs to be done around the facility. It also tracks the completion of these work orders, so the system knows how long tasks took to complete, who was involved and the cost to complete the work order. You will know what work orders are still outstanding and why they are outstanding. Anyone on the staff that is authorized can enter a work order as the need arises. Periodic work orders can be setup. This is for anything that needs to be done on a recurring basis, such as preventive maintenance. A new work order will be created at the appropriate time. The recurring invoice would then be reset for the next interval. Work orders can also be tied to Fixed Assets so you will know everything you have done and spent to maintain your equipment.

Inventory Control

This inventory can handle your warehousing needs and can control all of your consumables. These are the things you need to have on hand at all times, but get used up. These are such things as spare parts, cleaning supplies, toilet paper, etc. The system will keep track of how many you have, where they are located and a history of when they were used, how many were used and by whom. They can even be setup to notify you when you are running low or even reorder automatically.

Labor Administration

This controls all of your part time labor. You enter the jobs that your staff does. You then enter your labor pool, what jobs they can do and when they are available. The system will take care of labor scheduling from then on. The system is very fair and unbiased when it schedules. It gives everyone an equal opportunity to work. If someone can do more than one job such as a Ticket Taker and an Usher, then the system will shuffle them so they alternate between a Ticket Taker and an User so they are not always doing the same job. The labor schedule can be overridden and specific requests can be made but on the most part it will be all automatic. Job requests can be added manually but they will primarily come from the events themselves. Based on the booking of the event, the system will know how many people are required and for what jobs.

Security Administration

This handles everything required by the security department. This includes Incident Reports, Situation Reponses, Issue/Receive Equipment, Security Log, Task Tracking, Key Tracking, Parking Decals, Illegal Parking and Suspicious People. Incident Reports of specific types can be flagged and sent to management electronically when they occur.

Box Office Administration

The system does not handle ticket sales, but everything else associated with it. The ultimate goal here is to create the Box Office Settlement. There is also a Ticket Ledger, Event Ledger, Bank Ledger and Daily Tickets. You can also keep track and get reports on Service Charges, Accounts Receivable and Event Refunds.

Accounting

The system has a full functional accounting system that can integrate with the rest of the applications in the system. This includes General Ledger, Accounts Receivable, Accounts Payable, Check Processing, Fixed Assets and Budget Information. Accounting is fully integrated with the rest of the system. If all of the accounting related applications are used, then there is very little data entry required by accounting. The applications will generate all the required transactions. Accounting turns into an auditing task over a data entry task.

On-line Orders

This handles everything needed to sell your products on-line. The main component is the Online Order form. Your customers will be able to click on a link on your web site and place their orders themselves. The order forms are customized by you and can offer any equipment or service that you can provide to your clients. You can include details and pictures for the items you sell. Credit card payments can be accepted so the items are paid for at the time they are ordered. Customer orders and payments can be entered manually by your staff if the customers mail, fax or phone in their orders. The system can then provide the information your warehouse staff needs to fulfill the customer orders.

Paperless Office

Paperless Office is a general application to be used by any staff member. It contains all of the data entry steps from the other applications in the system. This allows the staff to make requests directly without having full access to all the applications. They could enter and review the status of a Work Order sent to Operations. Create an Incident Report, look up a Vendor that does business with the facility. They could enter a Purchase Requisition, Receive a PO and check the status of any Purchase Order. They can make a request for an Inventory item, put in a Payment Request or make accounting Journal Entries. Event Charges, Event Payments and Ticket Sales can be recorded. The staff can get a list of their Labor Schedule and a customized Work Schedule.

Names and Addresses

Most of the applications use Names and Addresses. The system consolidates all of the names in one place. This way names only appear in the system once. If anyone makes an address or phone number change to a name in the system, then everyone who uses that name will have that change immediately. In this application you can inquiry on any name and know everywhere in the system that name is used. You can generate mailing lists, create name and address reports as well as import and export name data. If you run any report in the system that contains a name on the report, there will be a Name List button on the Tool Bar. This will allow you to see any of the Name and Address information for the names on the report.

System Administration

This allows you to set the system controls to customize it for your needs. You can add the people you want to access the system as users and set their security so you can limit what each person can do in the system. There are tools available to review and adjust people's security levels. You also set your departments and holidays here. You can control system wide pictures and Bulletin Board Messages. The system keeps a log of all people's use of the system, so you will know what options each person is using and when they used them.

Additional Features

The system audits all maintenance activity. You will know what was changed, when it was changed and who changed it. This makes everyone accountable for their actions. The system ties to your email server which allows you to send any report as an email message with the push of a button. You can turn any list report into an Excel spread sheet or a mail merge file. There are built in report writers, so if the system is collecting the information you can create a report of your design. There are import/export wizards that allow you to output system data as a file and import data from other systems. You can add your own fields to the system so you can collect virtually any information you want to collect. There is a Current Events section on the Main Menu that will show all the upcoming events. For all of the operations staff they could work right from there. There is a Bulletin Board section that will allow each user to set the options they use the most to get to their tasks easer. There is a Bulletin Board section that the system uses to notify everyone of important information. The system will post such things as Double Booking notifications, published Event Documents, and each person can get a customized Task Schedule just of them. You can also post any information there that you want the staff to see or have easy access to such as the Employee Manual or Emergency Procedures.