Parks and Recreation

HIGHLANDS PARK DISTRICT | SUCCESS STORY
Enhancing Experiences on the Shore of Lake Michigan

“If you are using paper, STOP! That is it. This is such a streamlined way of going about things. It’s such a better way of getting information. It’s such a better way to request information from families.” ~ Mike Koeing, Program Director

Just north of Evanston and Chicago Illinois, the Highlands Recreation District caters to a vibrant community of over 200 plus members, delivering a diverse array of programs, including camps. ePACT has given them a better way to approach their youth management.

The Highlights:

By transitioning to ePACT, Highlands Park District saved hundreds of administrative hours, streamlined the collection of critical information, and ensured a secure archiving process to meet state licensing requirements.

• 5,000 – minutes saved for families filling out forms and waivers
• $2,083 – in annual administrative costs savings after investment
• 500 – plus pages of forms and waives saved annually

Immediate Updates from Families

Families rely on ePACT records to communicate essential participant details for all their children’s enrolled activities. Staff promptly receive notifications for any
new information, ensuring immediate access, even during ongoing programs.

Efficient Information Management

Our staff can effortlessly monitor form submissions via a centralized dashboard, easily sorting for specific details essential for program preparation,
such as special requirements or medical clearances. Records and documents seamlessly transfer between programs and authorized personnel, ensuring
comprehensive and well-informed assistance.

Enhanced Experience for Families

Upon registration, families promptly receive their ePACT invitations. Automated reminders gently prompt families who have yet to submit their information.
Automated reconfirmations for returning participants and those attending multiple programs guarantee that their details remain up-to-date.

Secure Cloud-Based Storage

ePACT provides a secure repository for all forms, waivers, and uploaded files, ensuring compliance with stringent data retention policies. Information is
automatically purged after a designated retention period, enabling the Highlands Recreation District to meet regulatory standards effectively. Staff
can efficiently store and retrieve records as needed, all while adhering to state licensing requirements.

“ePACT has not only provided us with a secure and paper-free way of managing emergency information but has elevated our overall
approach to youth program management. We wholeheartedly recommend ePACT to organizations seeking a comprehensive, efficient, and user-friendly solution for
enhancing their emergency preparedness and communication efforts.”  –  Mike Koeing, Program Director

Download the PDF version of this use case here.