Parks and Recreation

PRINCE WILLIAM COUNTY | SUCCESS STORY
Exceeding Expectations: Prince William County, a Satisfied Client’s Story

“I would say the ability for us to customize it to an extent, to ask certain questions or get certain permissions to be signed off on to the process for parents has been great. That means one less step in the process and one less touch point that we have to make with them. We can get all that information from them upfront at sign up.” ~ Ryan Amato, Children Program Manager

Prince William County Parks and recreation serves a community of over four thousand members, offering a wide variety of programs, including preschool, summer camps, winter camps and before and after school care.

The Highlights:

By transitioning to ePACT, Prince William County has saved significantly:

  • 5 – minutes saved accessing critical information in an emergency
  • 8500 – pieces of paper saved each year
  • 1500 – hours saved on managing paper forms each year
  • $35,000 – a year saved after investing in ePACT
“It’s a huge time saver. To not have to email out and collect forms and go back and forth on things like that is huge. Parents get an automatic link to sign up, they go through the process and it’s very simple for us to check. If you haven’t completed it, we can just quickly resend a reminder or whatever. It’s a lot of saving time in the back and forth with parents and families.” ~ Ryan Amato, Children Program Manager

Efficiency and Time Savings

By adopting ePACT, Prince William County Parks and Recreation has significantly streamlined its operations. Staff can access critical information quickly in
emergencies, enhancing their ability to respond swiftly and effectively.

Environmental and Administrative Impact

The move to ePACT has led to substantial reductions in paper usage, supporting ecofriendly practices while easing the administrative load on staff.

Manpower Savings and Financial Benefits

The elimination of paper form management has resulted in considerable time savings for staff, translating into substantial financial savings for the organization.

Secure Cloud-Based Storage

ePACT’s seamless integration with Vermont Systems’ RecTrac allows for automatic updates four times daily. This hands-off process ensures that registration changes are captured promptly, enabling staff to focus more on program delivery rather than administrative tasks.

“Speaking specifically about Prince William County, all the jurisdictions I’ve ever looked at in parks and rec have used Vermont Systems RecTrac. The fact that it communicates so seamlessly with RecTrac to me is a huge plus!” – Ryan Amato, Children Program Manager

Download the PDF version of this use case here.