Online Registration Survey

1
Online Registration
An overview, summary, and discussion of the
survey data and an analysis of the most recent
developments in the technology marketplace to
provide insight, assistance, and possible future
collaboration.
Presented by Matt Moran, Perry Alexander, and
Kris Zander
2
Zoomerang Online Registration Survey Results
Question 2
How do you offer registration for the following
groups?
52 states responded
Top number is the count of respondents selecting
the option. Bottom is percent of the total
respondents selecting the option.
3
How do you offer registration for the following
groups?
Question 2

• 41 states use some type of online system
• 11 states use an offline system
• Most player registration systems also collect
  information on coaches and administrators
• Survey shows percentages for three above are
  identical for 40 states
• Referee data is collected by the Federation

4
Does your State Association currently utilize a
Data Management Solution (OMS) provider for
online registration?
Question 3
The seven states that answered no are not
included in the next five slides
5
If yes, who do you use?
Question 4
Three vendors provide service to two thirds of
the states Active Network Affinity Youth
Leagues
6
To what extent do you utilize their services
(check all that apply)?
Question 5
7
To what extent do you utilize their services
(check all that apply)?
Question 5

• OTHER SERVICES
• Player registration
• Will begin State Cup registration online 2008
• Premier League
• Event registration
• We tested them this year with 2 of our leagues.
• Indoor player and coaches registration
• ODP Player Registration and Team Management

8
On a scale from 1 to 10, please rate how pleased
you are with the services offered by your current
provider?
Question 6

• 68 of the states are pleased to very pleased
  with their current provider
• 40 are somewhat pleased
• 2 are somewhat not pleased

9
Do you use different providers/ companies for
various areas of registration? If yes, how are
they divided?
Question 7
10
Do you use different providers/ companies for
various areas of registration? If yes, how are
they divided?
Question 7

1. We do not do referee registration
2. Hammerhead does all but Kidsafe (done by e7)
3. In the process of going to all online
   registration w/ Blue Sombrero but still use
   League Organizer for some of registration needs
4. We do our own Tournament, ODP, Guest Player Form
   and notification to Travel on our site.

11
Do you use different providers/ companies for
various areas of registration?
Question 7

1. Demosphere for on-line registration/ODP/Coaching
   courses/premier league rosters/guest
   players/travel/ Risk Management
2. Got Soccer for League/Tournament registration and
   scheduling Coaching Education- Use our own
   Overall Data Management both rec and travel-
   Demosphere Tournament-Demosphere Guest Player
   Permission to Travel- YLUSA State Cup Application
   and Scheduling- Demosphere
3. We use Affinity specifically for ODP Boys
   Girl's Registration, and Demosphere for
   everything else related to MSYSA programs.

12
Do you use different providers/ companies for
various areas of registration?
Question 7

1. All our tournaments are hosted and managed by
   College in Soccer
2. We use PayPal for online payments
3. e7- Cup Management (registration, scheduling,
   results, communication)
4. We use CMI for ODP registration, plan to use
   Demosphere for all aspects once the entire state
   is on board
5. Outdoor different than indoor
6. At present we use League Organizer for
   registration, will be changing to Demosphere for
   the 2008/2009 seasonal year.

13
What was the main motivator to moving to an
online system?
Question 8
14
What was the main motivator to moving to an
online system?
Question 8

• OTHER REASONS
• Centralized web-based registration and risk mgmt
• Real time data always for the state
  administrators
• We never received data from clubs
• All of the above
• All of the above plus online access to data
• Web based can access from any computer
• Make administrative processes more efficient

15
Has your State Association used a Data Management
Solution (OMS) provider in the past?
Question 9
16
What has been the main reason for NOT moving to
an online system?
Question 10

• Other responses
• We are in the process
• all of the above
• Not sure when we will move to player registration

17
Would you like insight from US Youth Soccer
regarding online systems?
Question 11

• I would forward available programs to member
  clubs.
• Not at this time- we have just interviewed many
  online companies and have narrowed it down to 2.
  We will be bringing it to our board next week for
  a vote.

1. I don't know what you mean by insight
2. Always interested
3. Maybe, depending upon what is meant by insight

18
Would you like insight from US Youth Soccer
regarding online systems?
Question 11

1. We're still without a player registration system
   and any information could be helpful
2. Little late now. Had hoped US Youth Soccer would
   have been involved with this issue much sooner

• Our contract ends 7/08 and we are currently
  reviewing other options, although we are happy
  with Active
• Not at this time.
• As long as there is not an attempt to sell
  another system than that which we now use

19
Would you see a value in a system offered by US
Youth Soccer?
Question 12

1. yes and no
2. At this time we are in a time crunch. Our
   registrar wants to roll out the system, if
   approved, at our AGM in January.
3. the creation of a system that is nationally based
   could eliminate some redundancy in recording
   reporting info.

• COMMENTS
• Already committed to this company for several
  years in a contract
• Not sure... not happy with USSF Ref system

20
Would you see a value in a system offered by US
Youth Soccer?
Question 12

1. BUT AGAIN, ITS A LITTLE LATE NOW
2. If it was free and offered the same type of
   service that we currently have with Active
   (LeagueOne)
3. Standard System would be great for all

1. very open ended question -- it depends on the
   service -- I would recommend hiring Active
2. Yes, but at this point I think that states are
   using all kinds of different systems. Now it may
   be difficult to get everyone to use the same
   system.

21
Would you see a value in a system offered by US
Youth Soccer?
Question 12

• we are very pleased with our service company and
  what they offer.
• If everyone had a universal system.
• It would be great if we all used the same system
  and could get a better price, especially with
  merchant fees

• one unified communication system is critical to
  enable seamless communication
• Yes, if the system meets our needs.
• If it can be customized to meet our individual
  needs
• Not at this time.

22
Would you see a value in a system offered by US
Youth Soccer?
Question 12

1. I think states differ in what they require and
   this could be a problem.
2. as long as it was a centralized database system
   w/ all the features named in question truly
   fully integrated and securitized processes

1. only if it met all of the requirements of my
   state association
2. If it would be easier and cheaper and if each
   state could make its own changes quickly.

23
What would be the goal(s) of an online system for
you?
Question 13
24
What would be the goal(s) of an online system for
you?
Question 13

• OTHER GOALS
• Content managed web site, game assigning, and
  more
• Individual player registration
• Any others that I may have missed
• Referee Registration
• Referee assignment processes
• Referee, volunteer, amalgamation of all data
  bases

25
Have your members requested online registration?
Question 14

• COMMENTS
• 41 states indicated members had requested online
  registration in Question 14.
• 41 states use some type of online system in
  Question 2.
• 6 states cited member requests as a reason for
  implementing online registration in Question 8.

Zoomerang Survey Results Online Registration
Survey Compiled by Matt Moran Charted by Perry
Alexander Feb 01, 2008 1101 AM PST
26
Recent Developments Future Directions
Discussion of the most recent developments in the
technology marketplace to provide insight,
assistance, and possible future collaboration.
Presented by Matt Moran, Perry Alexander, and
Kris Zander
27
Why go online?

• The Survey said
• Centralized web-based registration and risk mgmt
• real time data always for the state
  administrators
• We never received data from clubs
• All of the above
• All of the above plus online access to data
• Web based can access from any computer
• Make administrative processes more efficient

28
Why go online? More reasons!

• End User Satisfaction
• Customer service
• More information
• Communications
• Marketing
• 24/365 Availability
• Growth
• Enhanced web offerings

• Automation
• Streamline processing
• Eliminate paperwork
• Staff productivity
• Staff satisfaction
• Allows for data integration
• Cost savings

29
What can go online?

• Player Registration
• Coach Registration
• Administrator Registration
• Coaching Education
• Olympic Development
• State Hosted Events
• Travel Tournament
• Calendars

• Camps
• Member Directories
• Risk Management
• State Hosted Tournaments
• Tournament Sanctioning
• Awards, Nominations and the like forms
• Insurance

30
Stand Alone the old standard
Different solutions diverse vendors is the old
style
Each system may be good but for the user it means
a learning curve for each, starting over again,
re-entering all data. Multiple passwords,
multiple reporting, no clear picture of overall
use of services. Everything is stand alone.
31
Integration the new buzz word
multiple reporting modules
master database system
One master database system multiple reporting
modules everything works the same. Single
password, multiple reporting and/or unified
report, clear picture of overall use of services.
Everything is integrated.
32
Integration the new buzz word

• Integrated web based database systems
• All systems can talk to each other
• Data stored ONCE and reused
• Online, real time reporting anywhere
• Full featured communications
• Targeting marketing and information
• Club, District, Statewide reporting on all
  services used

33
Kentucky eSystem Modules

• Travel Provides immediate approval for
  out-of-state travel and guest players and
  management
• Coaching Automates coaching clinic
  registration, management and certification
  process 
• ODP Automates registration process for ODP
  tryouts and team management and provides schedule
  of activities
• Tournament Sanctioning Streamlines tournament
  sanctioning process with online approval for
  sanctioned tournaments and program management
• Tournament Hosting- Automates State Hosted
  Tournaments registration and team management
• Camps Automates camp registration and
  management.

34
Kentucky eSystem Modules

• Members Automates annual member renewal,
  collects all member information, provides online
  mini-web site.
• eSystem allows views by member, district and
  state of -participation in all programs. Member
  views available to members.
• For vendor information on Hammerhead eSystems
  modules, please contact todd.cox_at_activenetwork.co
  m, 513-688-0307 ext. 11
• Player Registration in process of conversion
  currently we use LeagueOne to views player
  information
• For vendor information on LeagueOne player
  registration, please contact bill.richardson_at_activ
  enetwork.com 888-543-7223 ext. 3934

35
What Integration Can Do?
36
Selection State
37
Selection District 2
38
Selection Lexington YSA
39
Selection Lexington YSA
40
Selection Lexington YSA

• eSystem allows drill down to the actual online
  form used by the eSystem used to collect the data
• Each Member Association has full access to
  eSystem reporting for their data

41
Selection Lexington YSA
42
Online Registration
If you have questions or need more information,
please contact us by email or telephone
Matt Moran mmoran_at_usyouthsoccer.org
1-800-4soccer Perry Alexander perryalexander_at_insi
ghtbb.com 1-859-619-6199 Kris Zander
kriszander_at_kysoccer.net 1-859-254-1254
43
Online Player Registration Supplement
Most states have a system or several systems. A
few have none. The following slides are for
those that need more information on how to start
and how to select that first system.
44
Why Go Online for Registration

• Central database will
• Provide visibility to the state office for all
  registered players.
• Prevent the same player from being registered as
  a Primary in multiple clubs.
• Provide a method to resolve disputes when two
  clubs register the same player.
• Provide the information that the state office
  requires for billing.
• Eliminate hassles associated with file transfers.
• Improve data quality.

• Risk management easier and more secure.
• Protect sensitive data.
• Ensures that coaches do not receive cards until
  they have been cleared.
• Ease the workload of club registrars by allowing
  clubs to have multiple people working on
  registration.
• Real time access to all registered players,
  volunteers, and teams
• Enforce registration rules and enable workflow to
  reduce paperwork
• No more file transfers

45
Why Go Online for Registration

• Ability to distribute workload. Multiple
  administrators from the same league or league can
  work on the data at the same time.
• Access registration data from any computer (home,
  work, and the road)
• Shared database means everyone is working off the
  same data

• Better real time auditing and reporting.
• Local registrars receive immediate feedback to
  correct any registration errors before they
  happen
• Everyone is always on the same version and
  enhancements can be added statewide with no need
  for sending out or downloading updates
• Keep all histories for players, coaches and teams
  across seasons and years

46
Planning To Go Online

• Talk with your office staff to see what processes
  might be better managed through an online system
• See what solutions other organizations are
  already using
• Talk with other states who are pleased with their
  solution and take a look at their systems and
  their features ask how they use it. Knowing
  what works for other states is the best way to
  pick one

• Identify any unique needs or processes your
  organization uses and discuss those with
  potential vendors
• Talk with software vendors about products they
  have available and look at demos or their systems
  in use by others
• Check what you have seen and against what you
  need
• Pick a system then check the companys results
  with users.

47
Planning To Go Online

• Assign staff to manage the relationship with the
  software vendor
• Make sure all staff members are adequately
  trained and can help members when necessary.
• Ensure the vendor provides ongoing support and
  will be around for the long term so that you get
  the best ROI possible

• Identify prime members who will test the software
  to insure that they can use it in their
  processes.
• Test the system with the select members as a
  pilot
• If the system passes the test, proceed to a
  contract and to a state wide rollout plan

48
Assuring Members Adoption

• Make sure the tools are very visible on your
  website so they know exactly where to go to find
  the tools
• Send out an email blast to your membership
  announcing the new tools available to them. Make
  a big deal about announcing these benefits to
  them.
• Clearly illustrate the benefits and features of
  any online tools you implement

• Make sure the software is easy to use and has
  adequate support tools (Users guide, etc.)
• Provide initial and ongoing training and support
  out of the state office.