Arcotect Limited

Having been doing most administration work manually for years, Chung Shan Hot Spring Golf Club ("CSHS Golf Club) is determined to eliminate tedious and time-consuming paper works and to improve the communication between the Hong Kong office and the China golf courses by automating work processes. This is the very first step towards strengthening its professional image.

CSHS Golf Club took the initiative to upgrade and further automate its internal membership system as they saw the importance of riding on technology to deliver quality services to its customers.

Before recommending any solutions to CSHS, our e-Business Consultant first acquired a full picture of how CSHS Golf Club maintained its membership database, processed member's booking request, generated invoice and other account-related data using its legacy accounting system. Then our Consultant evaluated CSHS Golf Club's business model, and thus re-designed a work flow, worked out a feasible solution to fully automate its work processes, which was to set up an e-membership system, tee booking system and an interface mechanism to export data from its existing accounting system.

Effective management of member database is crucial to the success of a company's customer services. The robust membership system powered by ArcotectTM contains member profile database, booking history, member introduction program, supplementary card application program, membership transferal program, search engine, parameter, report of various formats, standard letter templates, print label & debit note generation. The whole membership process was automated, and unnecessary & tedious works was considerably streamlined. To facilitate effective membership management, the system also enables system administrator to update membership status, block/ blacklist members due to various reasons and assign membership number.

Accounting System

The biggest challenge of the project was the integration job of CSHS Golf Club's legacy accounting system which could no longer support the expanding membership size of CSHS. Our Project Consultant had to simulate a similar program and do test run to figure out an appropriate setup of the interface for mapping data export from the legacy system for accounting purpose.

System administrator can create new account, log-in ID & password for authorized internal user. This feature is supported by an embedded role-based access control system to ensure that confidential data can only be accessed, retrieved and viewed by assigned users.

This new system enabled tee booking with certain preset conditions to facilitate multi-location booking, cross checking of duplicate bookings and modification of bookings made and other services related to reservations namely transportation and accommodation arrangements. Once booking is made and confirmed, booking vouchers of the facilities and vehicle will be issued to customers. The embedded Customer Relationship Management (CRM) system keeps records of VIP's activity history and behavior, which is the reference data for customer loyalty and retention program.

Club storage & locker rental status is kept track in order to ensure non-duplicated bookings and allocation under pre-defined conditions.

The case of CSHS Golf Club is a successful example demonstrating with the help of technology, how a traditional operation transforms to an e-Commerce one. Further enhancement of enterprise's performance can definitely ensure quality services delivered to customers. In fact, many other applications can be introduced to further enhance the functionality of the CSHS Golf Club's newly installed system to give customers a more personalized service experience for instance, once booking is confirmed, the customer would receive a SMS (Short Message Service) that confirmed him/her the details of booking and sending him/her the vouchers of transportation and accommodations, using Digital Network Alert System's (DNA) global messaging platform. Any enterprises can perform better with the aid of technology, but whether it will win the customers and gain profits depends on how and when they adopt the powerful resources.

"ArcotectTM was able to modify our ancient membership system to one that is satisfactory. The new e-membership program eliminates tedious tasks and enables our staff to efficiently manage members' data and accounts," Ms Maggie Ng, Accountant of CSHS Golf Club, commented.

CSHS Golf Club is the First Golf Course in China and is the first 36-hole standard golf course for holding golf tournaments. CSHS Golf Club has two courses namely Arnold Palmer Course, opened in 1984, and Jack Nicklaus, opened in 1993, that are named after the professional golfers and also the designers of the two courses respectively. Arnold Palmer Course caught the eyes of the world for holding the first Dunhill Cup in the Asia Pacific Region, an international scale golf tournament.

As an untiring advocate to popularize golfing in China, CSHS Golf Club has been the organizer of the China Open Golf Tournament for Men & Women (Amateur) for years. To acknowledge its quality services and state-of-the-art facilities, Golf Digest of America selected the CSHS Golf Club as one of the 10 Best Golf Courses in China.