This document outlines features, requirements and recommendations for the implementation of iMMS: an

online Internet Membership Management System from the Golf Computer Systems golf management suite.

Copyright 2012 Golf Computer Systems – Tel +61 7 3366 6696

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Golf Management Software Overview Golf Computer Systems

Outline Golf Computer Systems (GCS) develops computer software applications to manage various

facets of golf administration and operations.

The key areas that are covered by GCS software are:

Membership Management

Online Membership including Accounts

Golf Bookings / Reservations

Online Tee Time and Facilities Bookings

Golf Handicapping, Competition and Tournament Management

Member / Player Kiosks

Television Leader Boards

Online Leader Board and Historic Results

Point of Sale

Web site development

This document focusses on the online Internet Membership Management System, termed

iMMS, and outlines the various features available within the module.

Technical requirements and support and maintenance services are also outlined within this

document.

Should you wish to discuss any aspect of any of the GCS modules in further detail please feel free

to contact Stuart McGregor on 07 3366 6696.

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iMMS Software Overview

iMMS is an online module that delivers content from the GCS database individually to members

via the club’s Web site.

The GCS Membership Management System (MMS) is a prerequisite of iMMS.

Content made available to members online includes:

Selected personal details

Selected membership details

Editing of selected data fields

Mailing lists – opt in

Marketing interests – opt in

Editing of member PIN

View ledger balances

View ledger transactions

View transaction item detail

View POS purchases to account

Display and print account statements

Pay outstanding balances online

Top up credit accounts – e.g. e-Wallet

Member Details Following login online by individual members, iMMS presents selected membership details to

the member and, at the club’s discretion, allows selected data to be available for editing by the

member. By this means members can take responsibility for the timely maintenance and

upkeep of contact and personal details that may otherwise take months to filter through to the

club database, if at all.

Traditionally club databases become notoriously inaccurate over time. iMMS can and does

change this significantly. When a member edits details such as contact or personal information

and submits the changes to the club, the changes are held for approval by a staff member. Bulk

changes can be easily accepted by an authorized staff member with just a couple of mouse

clicks, and then saved and written to the main database immediately. Significant staff time is

saved in removing the need for manual data entry and data accuracy greatly enhanced.

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Importantly, the data a member can view and edit is controlled by club administrators. A

configuration module allows administrative selection of those data fields that are to be

displayed, and whether each is mandatory and/or editable. By this means the ability of the

member to modify data is under the direct control of the club.

Similarly, members can be given access to multiple address types, mailing lists, and marketing

interests. Each is individually controlled by the club, so once again the system is designed to

comply with club policy. This flexibility permeates through all of the GCS software modules.

Mailing Lists Any number of mailing lists can be established within the club based membership system (MMS)

and any or all can be flagged as being available for member selection online. Members can then

select those mailing lists that are applicable to them and can nominate the address to which

each mailing list should be applied. This also includes email addresses to enable email

broadcasting of information to members within nominated mailing lists from within MMS.

Marketing Interests MMS allows creation of any number of marketing categories, and any number of interests within

each of the marketing categories. Each marketing category can be individually flagged as being

available for member interaction online. Members can then select various marketing interests

that are applicable to them and these in turn flow back to the main club database following staff

approval. Once recorded against the member record, marketing interests can be used to group

and filter members for mailing and reporting purposes.

Member accounts The iMMS member account module displays account details, allowing members to satisfy many

account queries themselves online, thereby reducing queries to the club.

The initial view displays to the member the balances of those ledgers flagged as member-visible

online. This is again under club control. Members can then view individual ledgers (subs, house,

prizes, e-Wallet etc) by financial periods, displaying the opening balance at the beginning of the

period, and all transactions affecting the ledger over the selected financial period.

Transaction drill down allows a further level of detail, displaying item level detail on invoices and

also on POS transactions where MMS is linked to point of sale. Members can see exactly what

was billed to them on subscription invoices, and what was purchased on each POS transaction,

almost eliminating queries regarding POS charges.

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Online payments Payment of outstanding balances or top up of credit based ledgers such as e-Wallets can occur

from the iMMS pages. We use an online payment gateway provider, SecurePay, to securely

process payment transactions. SecurePay is owned by Australia Post.

Payments processed online immediately pass to the club’s nominated bank account and are

receipted automatically to the applicable ledger on the member account. Allowing online

payments and top ups reduces staff time spent processing these receipts given the automated

receipting process.

When an online payment is made the member receives a confirmation by way of email receipt,

and the club also receives an email notification of a payment transaction.

Online payment capability is optional and carries additional costs of setup and transaction costs

to the payment gateway provider. Please contact us for pricing details.

Your Web site or ours iMMS will operate as a functional part of your Web site regardless of whether your Web site is

developed by GCS or by another Web developer or company. We provide the complete set of

Web pages that comprise iMMS and deliver these ready to use.

Because the iMMS member Web pages reside on a Web server at the club, all that is required of

the main Web site is a button or link that takes or transfers the user to the iMMS site. This

transition can be seamless, and in cases where there is already member login on your Web site

we can generally share the user login credentials (username / password) so that the user is

recognized in iMMS immediately without need to re-enter login details.

Optionally we can redesign the iMMS pages to have a look and feel that is almost identical to

your main Web site theming. Members are unlikely to notice any difference as they move into

the iMMS content, and can be returned back to the main Web site when required.

Importantly, where members can currently view their details on your Web site, any editing of

member details should be left to iMMS exclusively so that changes are then fed directly to the

club membership system (MMS). We can optionally provide an interface back to an external

Web provider to pass changes to member details in real time.

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Features at a glance Online Membership

- member login – username and PIN - view selected member details - edit selected member details - edit PIN’s - changes automatically fed to Membership System for staff acceptance

o no need for staff re-entry of data - join into selected mailing lists and nominate preferred address - join in to selected marketing interests - view account balances for each ledger type in use and activated online - view transactions per month by ledger type

o club defines how many months history can be viewed - drill into transactions for detail

o items that comprise invoices o items purchased on POS transactions o reduces queries to club admin staff

- print statements online - make account payments online

o secure online payment o payment of outstanding balances or top ups o club receives immediate email confirmation of payment o funds credited to club bank account immediately o immediate receipting of member account electronically in Membership

Management software o reduces cash handling on site

for further details please visit http://www.golfclub.com.au/golf-management-software/online-

membership.php

Online Member Application Form

- membership application form online - joining members complete form and payment - members can choose from club-nominated member categories - pricing is calculated by category - ideal for social memberships to reduce staff input

view an example at

http://www.manlyskiff.com.au/index.php?option=com_content&view=article&id=146&Itemid=

54

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Technical

Support & maintenance Support services are provided via telephone, email and Internet. Support matters are generally

dealt with immediately to minimize disruption, so you are not issued a support “ticket” that is

queued and dealt with at some later date.

GCS require “on demand” remote access to provide immediate and timely support. Preferred

remote access software is RDP, TeamViewer or pcAnywhere. All GCS modules are supplied with

an initial 12 month support and maintenance contract that provides software support as and

when required, and periodic software updates throughout the maintenance period. Annual

renewal is offered ahead of the anniversary of the support and maintenance contract. We

endeavor to deliver periodic feature updates that are of real substance and value, providing

tangible benefits beyond the support functions.

We do not run site specific version control so all updates are provided to all clients, ensuring

smooth operation of all software modules.

Database and Module Structure GCS software is developed and written in Delphi; a strong and robust database development

language accompanied by a broad range of powerful development tools and components.

Current software modules are developed in Delphi 5 and are being progressively redeveloped in

Delphi RAD Studio XE. Online modules use ISAPI extensions.

The database engine behind the GCS modules is Nexus, a Client/Server database model with the

engine residing on the server and client side workstations accessing executable applications via

desktop shortcuts. Nexus is SQL compliant. The GCS software modules comprise a range of

separate executable applications, each managing its own area within a modular application

suite. All applications share common data tables within the broader database.

LAN Platform The GCS applications will operate on Windows 2000 Server and beyond. Windows 2008 Server

R2 is preferred. Workstations will ideally run XP Pro or Windows 7. As with most application

software, the higher the server, network and workstation performance specifications, the better.

Web Presence Online applications operate on IIS or Apache Web Server housed on the database server

operating at the club and connected to the outside world via broadband internet connection.

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Payment gateways can be incorporated to process online transactions via third party HTTPS

connection. Our preferred gateway provider is SecurePay, a company owned by Australia Post.

Online access is via http on port 80, 81 or 82, or where SSL is invoked on port 443. Necessary

ports need to be open and forwarded as required. SSL is not required where our recommended

payment gateway is invoked as the payment is processed on a separate HTTPS site and the user

then returned back to the iMMS modules.

High speed Internet allows for optimal performance of content delivery.

Remote Hosting Though not the usual environment on which we operate, GCS software modules can reside on a

hosted server environment (cloud). This environment has proven to produce excellent results to

date.

Contact Details

Golf Computer Systems

Stuart McGregor

Tel: 07 3366 6696

Mob: 0418 735325

Email: stuart@golfclub.com.au

April, 2012

www.golfclub.com.au