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Softball in Australia CRM Implementation to Revsport

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Softball in Australia CRM Implementation to Revsport Softball in Australia CRM Implementation to RevSport Frequently Asked Questions As at 22 April 2021 FAQ’s - Softball in Australia CRM Implementation move to RevSport Table of Contents Why is Softball Australia changing systems? .................................................................................................. 4 Why has RevSport been chosen as the systems solution? ............................................................................. 4 Why will the system implementation take 6 months? ................................................................................... 4 What changes should members notice once RevSport is operating? ............................................................ 5 Can clubs retain their existing non Sports TG websites? ................................................................................ 5 Our club has no website expertise so how will we set up a new website? ................................................... 5 Is Softball Australia conducting a pilot to test the system before going live more broadly? ......................... 5 What is the role of the Super User in each state? .......................................................................................... 6 Will Sports TG continue to be run in parallel whilst implementation is underway? ...................................... 6 What system will winter season clubs use if they are not an Early Adopter? ............................................... 6 Will this implementation disrupt registration in our association? ................................................................. 6 Will training on the system be provided?....................................................................................................... 7 Will the system implementation lead to higher registration fees? ................................................................ 7 How are refunds processed in the new system? ........................................................................................... 7 What if a payment made outside of PIN pay needs to be refunded? ............................................................ 7 Do we know how this new process is operating? .......................................................................................... 7 Why does RevSport require club bank details before we understand the process? ..................................... 7 Why are clubs being asked to enter an ABN? ................................................................................................ 8 How easy is it to get an ABN and administer it? ............................................................................................ 8 Can a club operate on RevSport without an ABN? ......................................................................................... 8 What security is offered to clubs protecting their funds if "hacked"? ........................................................... 9 What is the Club's role with the new registration system? ........................................................................... 9 What is the Association’s role with the new system - who pays funds to Member States ........................... 9 and when? ...................................................................................................................................................... 9 How long is the relationship with RevSport guaranteed for? ........................................................................ 9 Who has access/view the Club's bank details? ............................................................................................ 10 Are we required to submit our bank details? ............................................................................................... 10 Can the person registering pay the Member State component only and then we as an Association collect our fee manually? ......................................................................................................................................... 10 Why is the system designed to require a mandatory payments? ................................................................ 10 How do clubs set up payment plans? ........................................................................................................... 10 Will RevSport be able to process Active Kids & other government voucher based offers? ........................ 10 Can a club set up a Life Member Class where they do not have to pay the fee at registration? ................ 10 Will RevSport include a permit/transfer system for members wanting to play in other associations or clubs? ............................................................................................................................................................ 11 Will RevSport be able to efficiently set up and manage Come and Try Days? ............................................ 11 Why does the registration process include more detail than in the past? .................................................. 11 What is a Softball ID number and why is it needed? ................................................................................... 11 FAQ’s - Softball in Australia CRM Implementation move to RevSport Someone is trying to register and it's not working? ..................................................................................... 11 Who can I contact for further information? ................................................................................................. 12 FAQ’s - Softball in Australia CRM Implementation move to RevSport Why is Softball Australia changing systems? Softball Australia, with unanimous support of all Member States and Territories, made the decision to change systems with the aim to:- Move away from the current SportsTG system which, based on almost unanimous feedback from stakeholders, had not been as effective as needed. The system was also at “end of life”; The current Digital Footprint for all States, Associations and Clubs was far from ideal. Many clubs and associations still do not have a current website connected through to the centralised internet facility; Reduction of rework and errors in the current system. This includes manual transactions surrounding membership, fees and payments processing; Simplify the financial settlements process; and Club and Association Efficiencies: o Time; o Money; o Marketing and support; o Data; and o Communication. Why has RevSport been chosen as the systems solution? Softball Australia assessed 7 systems on 13 different criteria to determine which to choose and RevSport gained positive results on 12 of these. The criteria that was not considered positive related to “transfers and permits” and this matter will be addressed as a part of the project implementation. RevSport was the clear winner of the assessment process. As part of this Business Case development, Softball Australia consulted 20 other national sporting bodies in regards to membership structure and database directions. The findings were:- Many sports had already moved successfully to Rev Sport including:- o Water Polo Australia o Australian Sailing o Netball NSW: Walking Netball o Sport NSW o Snow Australia o Kosciusko Alpine Club o Hockey Australia o Table Tennis Australia o Diving Australia Several others have announced their intention to move to RevSport in the next few years; and Hockey Australia was the most recent sport to move, of similar dimensions to Softball, and they commented how easy it was to get clubs up and running. Why will the system implementation take 6 months? The integration is a big project and Softball Australia is determined to make the changeover with as little disruption as possible. The project includes:- Migration of all 8 Member States and Territories; Training and Mentoring of approximately 575 clubs and 100 Association based administrators; FAQ’s - Softball in Australia CRM Implementation move to RevSport Page 4 of 12 Migration of over 300 existing websites and establishment of 150 others; and Member assistance and communications. This project is one of the highest priorities for Softball in Australia and for that reason additional resources have been employed to manage the extra load and mitigate the risks such a project creates. Formal governance and communication processes have also been implemented to ensure the project is well managed and stakeholders are well informed. These include: Dedicated Project Manager employed to Manage the entire implementation project; Full-time Systems Administrator based in the Softball Australia office; and Steering Committee made up of representatives from Member State and Territories. What changes should members notice once RevSport is operating? Apart from having to learn a new registration system we believe that members will enjoy the benefits of: A streamlined & more contemporary registration system; Enhanced websites with new features & more intuitive functions; A reduced administrative load for clubs & associations; Websites that can be more easily managed; Enhanced payments facilities; Improved competition management; New event management options; and More effective communication. All key stakeholders in the Sport believe that this will make the process of recruiting and retaining members a lot more accessible Can clubs retain their existing non Sports TG websites? All softball organisations will have a RevSport website but are allowed to also have a bespoke website as well if they
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