Choosing the right software for your camp: TechnoTrends.

Camp management can be an imposing task. No longer is it confined to just managing campers and staff. Now data management is an even more important component. This means that in order to compete and survive in today's market, camp owners and directors need the most up-to-date tools available if they are to effectively manage their camp's operation.

Camp management software has been around in many formats for years. Camps have created their own 'homegrown' systems; have partnered with other camps to create systems; and have purchased systems designed specifically for the industry. Those systems range from the simple database used to collect data to the most complex systems that utilize computer logic and improve efficiency.

Camp management software, however, may be a misnomer, as in reality what owners want and need is administrative software. Not only do owners and directors want to be able to manage day-to-day operations, they also want to be able to have access to up-to-the-minute data so they can make strategic decisions based on real-time statistics. They want to be able to access this data quickly and have their camp administrative team connected to the same database in order to communicate with each other. In addition, they want their campers to be able to communicate with them and register electronically via their camp Web site. They know campers have grown accustomed to doing business online; therefore, their software must be able to address this need.

John Hall, owner of Camp Horizons in Harrisonburg, Virginia, puts it this way, "While we operate a traditional summer camp, the way we do business is anything but traditional. We have been using camp management software for several years, but quickly outgrew its capabilities. We had to have software that allowed us to better understand and manage the administrative functions of our operation. With our new administrative software, our directors and all of our administrative personnel are on the cutting edge of technology, and we have to stay there if we are to compete and survive. We can track inquires and enroll campers, view comparative trends, and automatically house campers based on pre-defined criteria.

"Even more important, our camp families now can go online and register or view their accounts or make payments without the need to personally talk with a camp staff member. And we can do this with one fully integrated system. Before choosing our current software, we looked at what it would take to add the online capability and quickly determined that to do so would require dealing with a third-party vendor, which would have been OK, except the basic system package was still not adequate. We also took into consideration the group aspect of camps. We draw a significant percentage of our business from off season groups. Therefore, we needed the ability to track and place groups, and all that it entails."

Choosing Your Software

When selecting software, it is important to receive input from all of the people in the camp who will be using the new software. The software you choose should meet your immediate needs, but should also be capable of addressing and handling your future needs as well. Talk with references from the various vendors, especially those from similar camps.

Cost

While price will ultimately come into play, do not necessarily let price alone be the defining factor--until you have thoroughly reviewed your options. Work closely with your financial department and do a return on investment analysis on all the packages. When comparing the costs of individual software products, take a look at what is included in the purchase price. Some vendors bundle features together, while others choose to sell each function separately.

Your analysis should also include factors beyond the initial up-front cost of the software. If there are addons that must be purchased to optimally use the software--such as online registration software--be sure to include the cost and user fees for them. Additionally, include the cost of ongoing maintenance/support fees and any charges necessary for data conversion in your analysis.

The Company

Also, take a close look at the software company. Understand their mission statement, and see how well their philosophy matches yours--and ask the references if they truly do what they say. Then, make sure the system will be easy to use. If your staff can immediately use the system with little training, they will instantly be more productive.

Security

Security is another important feature that should be evaluated in the selection process. Knowing that your data is safely stored and protected is critical. Security should be a huge issue for all camps, and your software should be able to address the concerns in an easy-to-use fashion. For optimum protection of your data, you need to be able to assign different tasks to camp personnel and then give them the level of system authority they need to do their jobs. Not everyone in your camp needs to access all of the data. However, each person does have critical data they need. You should be able to control the amount and type of data each person can view. You should not have to worry about the wrong set of eyes seeing the wrong information. Be sure to ask your software vendor how their security works and have them show you how you are protected.

Investigate Your Options

Everyone knows that computers have come a long way in the past twenty years. So, too, has the technology behind camp administrative software. The technology of just a few years ago has quickly been replaced with even better, more powerful, quicker, and in most cases, cheaper software. Now more than ever, computers are affordable for most camps. Investigate all of your options. The length of time any one company has been in business may not be a good predictor of whether or not the system they make is right for you. The right system for your camp will be the one designed to meet your needs today and well into the future. It will be the system that your staff can use and the one backed by a support team focused on you.

The job of a camp administrator is a tough one. You need the right tools to manage your operation. Once you get these tools, you'll be able to spend more time with campers and less time with paperwork.

Derek Wyse is president of RecSoft, developers of CAMPWISE, a browser-based administrative software designed specifically for camps and conference centers. For more information, contact [e-mail] or www.campwise.com