Implementing Appetize POS at UT Arlington Presented by

Implementing Appetize POS at UT Arlington Presented by: David Angel, University of Texas Arlington 1 | CBORD 2018 User Group Conference | Presentation

A Little About Us University of Texas at Arlington • Enrollment: 42, 000 (global: 58, 000) • 8000 residents living on campus • 420+ acres • 100+ buildings 2 | CBORD 2018 User Group Conference | Presentation

A Little About Us Campus Card Operations - Mav. Express • 9 full time staff • 12 part time students • Point of Sale • Access Control (3500+ locations) • Class Attendance • IT for HousingAuxiliary Services • Res. Net - Cable TV and Internet • Star. Rez 3 | CBORD 2018 User Group Conference | Presentation

A Little About Us Point of Sale – Where we’re coming from • MICROS 9700 4. 0 (3 physical servers) • 21 WS 4 LX/WS 5 a • 7 Revenue Centers • 1 Chartwells employee (ready for retirement) using Windows 8 with EMC installed to manage all programming 4 | CBORD 2018 User Group Conference | Presentation

A Little About Us Point of Sale – Where we’re coming from • MICROS 9700 4. 0 (3 physical servers) • 21 WS 4 LX/WS 5 a • 7 Revenue Centers • 1 Chartwells employee (ready for retirement) using Windows 8 with EMC installed to manage all programming 5 | CBORD 2018 User Group Conference | Presentation

A Little About Us Point of Sale – Where we ended up • Appetize (cloud hosted) • 34 ELO Android Terminals • 9 KDSKitchen Printers • 17 Revenue Centers • Access to Appetize Connect from anywhere 6 | CBORD 2018 User Group Conference | Presentation

A Little About Us Point of Sale – Where we ended up • Appetize (cloud hosted) • 34 ELO Android Terminals • 9 KDSKitchen Printers • 17 Revenue Centers • Access to Appetize Connect from anywhere 7 | CBORD 2018 User Group Conference | Presentation

Why the Change? • MICROS 9700 is terrible (is Simphony better? ) • OIT wanted to move away from Server 2008 • Physical Servers were approaching 4 yrs • New dining hall, and existing renovations required 10 new cash registers (we got lucky) • WS 4 LX… really? . . . • We didn’t pay for it… • Chick-fil-a renovation, and new dining service partner 8 | CBORD 2018 User Group Conference | Presentation

Why the change? … • Micros 9700 is terrible (is Simphony better? ) • OIT wanted to move away from Server 2008 • Physical Servers were approaching 4 yrs • New dining hall, and existing renovations required 10 new cash registers (we got lucky) • WS 4 LX… really? . . . • We didn’t pay for it… • Chick-fil-a renovation, and new dining service partner 9 | CBORD 2018 User Group Conference | Presentation

We needed something new… but what? On September 19 th 2017 (while I was on vacation), CBORD sneaked in an email about their new partnership with Appetize. By October we harassed CBORD for pricing. In February we had our 1 st demo. In May we had a PO issued. 10 | CBORD 2018 User Group Conference | Presentation

Why Appetize? • We were done with on-site hosting… • Both Simphony and Appetize offer cloud hosting • It’s not MICROS (Oracle Hospitality)… • 9700 left a bad taste in our mouth • If we are going to have to learn a whole new system, let’s go with something more simple • It was cheaper (sorta). • The initial implementation is slightly higher, but annual licensingmaintenance* is cheaper. *Appetize doesn’t offer hardware maintenance contract 11 | CBORD 2018 User Group Conference | Presentation

Why Appetize? cont… • We needed all new hardware anyways • Would Oracle shorten the life expectancy of their equipment? • We’re simple • We’re not married to MICROS, Appetize does everything we need. • What does the future hold? • Being a newer (smaller) company, and a new partner with CBORD, we felt Appetize had more room from growth and customization. (“They fixed that in Appetize…”) 12 | CBORD 2018 User Group Conference | Presentation

Why Appetize? cont… • CBORD Support has been Fantastic • Best helpdesk support. Ever. • Why not? • How many times do you have a chance to try something entirely new? 13 | CBORD 2018 User Group Conference | Presentation

Why Appetize? cont… • Aaron and Valerie!!!! 14 | CBORD 2018 User Group Conference | Presentation

Why Not Appetize? • SVC Discounts don’t apply back to appetize (yet) • SVC Tax Stripping don’t apply back to appetize (yet) • Appetize does not report Tax amounts to Gold (yet) • Meal plans do not work offline (yet) • All registers of a particular RVCVendor report to a single location in CS Gold (for now) • Starbucks Interface Issues (supposed to be fixed 10. 12. 2018) • Chick-fil-a dynamic ordering not available (yet) • Label Printers not supported (yet? ) 15 | CBORD 2018 User Group Conference | Presentation

Why Not Appetize? • CBORD is aware of all of these issues, they will be resolved (if not already by the time of this presentation) • We’ve already seen updates come through in the 2 months since implementation. 16 | CBORD 2018 User Group Conference | Presentation

So you’ve made the decision, now what? - Timeline November 2017 Pricing for Cloud Simphony and Appetize 1. How many wired registers will you need? 2. How many wireless/handheld registers will you need? 3. How many cash drawers will you need? 4. How many receipt printers will you need? 5. How many registers will need customer facing price displays? 6. How many UPC scanners will you need? 7. How many kitchen printers will you need? 8. How many kitchen display systems will you need? 9. How many scales will you need? 10. How many registers will need to accept credit cards? 17 | CBORD 2018 User Group Conference | Presentation 11. How many merchant ID’s will need to be configured? 12. How many revenue centers will you need created? 13. What types of revenue centers? (cafeteria/dining hall/coffee shop)? 14. Will you need condiment programming? 15. How many revenue centers have condiments? 16. Will we need to program any menu cycles? 17. How many revenue centers use menu cycles?

So you’ve made the decision, now what? - Timeline November 2017 Pricing for Cloud Simphony and Appetize • Spend time working with CBORD on device options. • We ended up with 2 different types of terminal stands. 18 | CBORD 2018 User Group Conference | Presentation

So you’ve made the decision, now what? - Timeline November 2017 Pricing for Cloud Simphony and Appetize • Spend time working with CBORD on device options. • We ended up with 2 different types of terminal stands. • We were quoted for 9. 7” i. Pad KDS mounts, when 12. 9” mounts are available. 19 | CBORD 2018 User Group Conference | Presentation

So you’ve made the decision, now what? - Timeline November 2017 Pricing for Cloud Simphony and Appetize • Both solutions are expensive and required approvals. (your mileage may very) • Exclusive Acquisition Justification - EAJ (did not need to go out for bid) • No change to CBORD Master Agreement (though legal was involved) • Voluntary Product Accessibility Template - VPAT • Information Security Rider (7 pages of questions, 9 pt font) • PCI Attestation of Compliance - PCI AOC • Criminal Background Check – CBC (required at UTA for vendors on 20 | CBORD 2018 User Group Conference | Presentation site)

So you’ve made the decision, now what? - Timeline November 2017 Pricing for Cloud Simphony and Appetize February 2018 Appetize Demos • CBORD was kind enough to give us multiple demos • Demo with Dining Services • Demo with Information Security Office • Get your questions asked and over to CBORD before hand 21 | CBORD 2018 User Group Conference | Presentation

So you’ve made the decision, now what? - Timeline November 2017 Pricing for Cloud Simphony and Appetize February 2018 Appetize Demos 22 | CBORD 2018 User Group Conference | Presentation April 2018 Purchase Order Issued

So you’ve made the decision, now what? - Timeline November 2017 Pricing for Cloud Simphony and Appetize February 2018 Appetize Demos April 2018 Purchase Order Issued May 2018 Project Kickoff with CBORD • CBORD will review Roles and Responsibilities (hint, you’ve got A LOT of work to do) • Client Responsibilities: • Credit Card Processing Information (Also Starbucks) • Menu Items • Tenders and Tax Rules • Employee Roles and Privileges • Staging Room, implementation schedule and training • Follow-up calls every 2 weeks for remainder of project 23 | CBORD 2018 User Group Conference | Presentation

Client Responsibilities • Credit Card Processing Information • You need to start thinking about this NOW. • We were told we could re-use MIDs, this ended up NOT being correct. • Plan on new MIDs taking anywhere from 15 -20 days to be issued, once requested (Who is requesting these? ). • Setup a call with appropriate vendors (e. g. CBORD, Freedom. Pay, Chartwells Treasury Office, on-campus Chartwells Controller). Don’t skip this step! 24 | CBORD 2018 User Group Conference | Presentation

Client Responsibilities • Starbucks Gift Card Processing Info • At the time of this writing, we’re still waiting for guidance on how to make this work… 25 | CBORD 2018 User Group Conference | Presentation

Client Responsibilities • Menu Items • We were told that CBORD would be able to pull Menu Items from MICROS, this ended up to NOT be the case. Hopefully this has changed. • Use your Menu Item Sales reports to see what you can do without. • Appetize allows for longer menu item descriptions than MICROS. • Double check your barcodes! MICROS 9700 removed leading 0 s and was OK with that, however Appetize requires the entire barcode, including leading 0 s. • Are you going to use menu item photos? • https: //www. barcodelookup. com/ (includes bulk lookups) 26 | CBORD 2018 User Group Conference | Presentation

27 | CBORD 2018 User Group Conference | Presentation

Client Responsibilities Staging Room and Initial Setup 28 | CBORD 2018 User Group Conference | Presentation

Client Responsibilities Staging Room and Initial Setup • Plan for enough power outlets for: • POS Terminals • Printers • KDS • Network Switches • Laptops 29 | CBORD 2018 User Group Conference | Presentation

Client Responsibilities Staging Room and Initial Setup • Low power consumption (16. 5 watts per terminal) but take into account the heat generated from the extra bodies (~100 watts) and equipment. 30 | CBORD 2018 User Group Conference | Presentation

Client Responsibilities Staging Room and Initial Setup • Make sure you’ve got enough network ports and IP addresses! 31 | CBORD 2018 User Group Conference | Presentation

So you’ve made the decision, now what? - Timeline November 2017 Pricing for Cloud Simphony and Appetize February 2018 Appetize Demos April 2018 Purchase Order Issued May 2018 August 2018 Project Kickoff CBORD Onwith CBORD site • Short of unpacking and powering on the registers, CBORD did most of the setup and programming. • Have a deployment timelinepriority list. Ideally CBORD will be involved for the go-live of all the locations. • TEST TEST • Setup a time for managerclerk training while CBORD is on site. 32 | CBORD 2018 User Group Conference | Presentation

Issues Like all new systems, there will be issues. • Barcodes – MICROS doesn’t include leading 0’s, but required by Appetize. • Registers were rebooting several times a day (fix is being worked on). • Registers with many (5000+) menu items are slow to respond. • Confusion with cash drawer assignments (or not able to unassign). 33 | CBORD 2018 User Group Conference | Presentation

Questions? 34 | CBORD 2018 User Group Conference | Presentation

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