the ams selection process: key steps and a case study

Key Steps for Selecting an Association Management System

- And a Case Study

Presented by

Wes TrochlilEffective Database Management, LLC

and

Mike MurphyAmerican Sociological Association

Tuesday, December 14, 2010

© 2010 Effective Database Management, LLCwww.effectivedatabase.com

Keep Three Things in Mind

1. We’re discussing off-the-shelf software.

2. No system is perfect.3. Most of your success requires

time, not money.


The Key Steps are…

1. Identifying Objectives2. Needs Analysis3. RFP Development4. Identifying Potential Vendors5. RFP Response Review6. Product Demonstrations7. Selection/Contract Negotiation



1. Identifying Objectives• centralize all data in one source and

eliminate redundant data management• improve the view of the customer (holistic

view)• improve staff efficiencies • improve customer service



1. Identifying Objectives2. Needs Analysis



1. Identifying Objectives2. Needs Analysis

• Start by identifying your functional areas


Needs Analysis Examples

Fields - membership• name, address, membership type,

membership expire date, join date

Functionality - membership• “Graduate” first-year members to full

membership• Pro-rate members that join mid-year



1. Identifying Objectives2. Needs Analysis3. RFP Development


Critical Elements of an RFP

1. Background of organization2. Business objectives3. Timeline of project4. Overview of functional areas5. Vendor questions6. Specific questions and needs



1. Identifying Objectives2. Needs Analysis3. RFP Development4. Identifying Potential Vendors



1. Identifying Objectives2. Needs Analysis3. RFP Development4. Identifying Potential Vendors5. RFP Response Review



1. Identifying Objectives2. Needs Analysis3. RFP Development4. Identifying Potential Vendors5. RFP Response Review6. Product Demonstrations



1. Identifying Objectives2. Needs Analysis3. RFP Development4. Identifying Potential Vendors5. RFP Response Review6. Product Demonstrations7. Selection/Contract Negotiation


Price

Intangibles

Decision Points

Functionality

Best choice


Key Steps for Selecting an Association Management System

Wes Trochlil, PresidentEffective Database Management

[email protected]

Mike Murphy, Director, Governance and Information Systems

American Sociological [email protected] ext 327

mailto:[email protected]

the ams selection process: key steps and a case study

Technology