The Villages team began the rollout of the new Villages automated business operations systems, designed to replace the antiquated and unsupported patchwork of systems to increase operational efficiency and member experience. The implementation is structured in several phases, with Phase One already live as of July 1, 2024, and Phase Two scheduled for launch on August 5, 2024.
Phase 1: Initial Launch on July 1, 2024
The first phase of the Villages automated business operations systems rollout went live on July 1, 2024. This phase focused on these modules and features:
• All Accounting Modules: General Ledger, Accounts Payable, and Accounts Receivable integration streamlines our financial operations and improves accuracy.
• Point-of-Sale (POS) Systems: The Food & Beverage (F&B) and Pro Shop POS updates provide a seamless and efficient member checkout process.
• Internal Team Membership Portal: This portal helps our internal team manage membership data efficiently, improving communication and service delivery.
Additionally, the Pro Shop ran tee times in parallel with the current Chelsea tee sheet system to ensure a smooth transition without disrupting members’ golf scheduling.
Phase 2: Upcoming Launch on August 5, 2024
The second phase, set to go live on August 5, 2024, will introduce several features aimed at enhancing member interaction and accessibility:
• Public Website and Member Portal: Our new Member Portal and updated public site brings a new look, a more user-friendly interface and enhanced functionality to our members.
• Tee Times: This new system integrates tee time scheduling, letting members book tee times directly through the Member Portal.
• Member Directory: An updated directory enables members to connect more easily.
• Calendar of Events and Dining Reservations: Members can now view upcoming events and make dining reservations directly through the new portal.
• Work Order Button: This quick-link button gives members the ability to report maintenance issues directly to the Public Works team. The new work-order management system that went live internally on July 1 handles these requests efficiently.
Continuous Improvement and Future Enhancements
The new Villages automated business operations systems continue to evolve, with new features and functionality improvements being added over the next year. These integrated systems will also enhance data input processes and create more comprehensive report dashboards, making sure that our operations are both efficient and transparent.
Addressing Previous Information Technology (IT) Challenges
This rollout comes in response to significant deficiencies identified with our outdated back-office servers and platforms. Our point-of-sale launch failures in both F&B and the Pro Shop made this clear. Issues include outdated servers, firewall vulnerabilities, and mismanaged onboarding systems, among others. The transition to our new integrated system, alongside the support from our new information technology services provider, marks a significant improvement in our IT infrastructure that promises a more stable and secure environment for The Villages.
Moving Forward
We are confident that the new Villages automated business operations systems will significantly enhance our operational capabilities and member experience. We appreciate everyone’s support and patience during this transition period.
For any questions or more information, please visit the Member Portal for updates on The Villager Online.
