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The AMS Selection Process: Key Steps and a Case Study

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Selecting a new AMS can be a daunting task. Learn a time-tested process for identifying and selecting the AMS that's right for your assocation. Hear how one association used this process to replace a system they had been using for more than ten years. This process and the associated case study will help you determine what your needs are, how to review the appropriate products, and how to select a system that fits your organization's needs and budget.

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The AMS Selection Process: Key Steps and a Case Study

  1. 1. Key Steps for Selecting an Association Management System - And a Case Study Presented by Wes Trochlil Effective Database Management, LLC and Mike Murphy American Sociological Association Tuesday, December 14, 2010
  2. 2. © 2010 Effective Database Management, LLC www.effectivedatabase.com Keep Three Things in Mind <ul><li>We’re discussing off-the-shelf software. </li></ul><ul><li>No system is perfect. </li></ul><ul><li>Most of your success requires time, not money. </li></ul>
  3. 3. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><li>Needs Analysis </li></ul><ul><li>RFP Development </li></ul><ul><li>Identifying Potential Vendors </li></ul><ul><li>RFP Response Review </li></ul><ul><li>Product Demonstrations </li></ul><ul><li>Selection/Contract Negotiation </li></ul>
  4. 4. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><ul><li>centralize all data in one source and eliminate redundant data management </li></ul></ul><ul><ul><li>improve the view of the customer (holistic view) </li></ul></ul><ul><ul><li>improve staff efficiencies </li></ul></ul><ul><ul><li>improve customer service </li></ul></ul>
  5. 5. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><li>Needs Analysis </li></ul>
  6. 6. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><li>Needs Analysis </li></ul><ul><ul><ul><li>Start by identifying your functional areas </li></ul></ul></ul>
  7. 7. © 2010 Effective Database Management, LLC www.effectivedatabase.com Needs Analysis Examples <ul><li>Fields - membership </li></ul><ul><li>name, address, membership type, membership expire date, join date </li></ul><ul><li>Functionality - membership </li></ul><ul><li>“ Graduate” first-year members to full membership </li></ul><ul><li>Pro-rate members that join mid-year </li></ul>
  8. 8. © 2008 Effective Database Management, LLC www.effectivedatabase.com
  9. 9. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><li>Needs Analysis </li></ul><ul><li>RFP Development </li></ul>
  10. 10. © 2010 Effective Database Management, LLC www.effectivedatabase.com Critical Elements of an RFP <ul><li>Background of organization </li></ul><ul><li>Business objectives </li></ul><ul><li>Timeline of project </li></ul><ul><li>Overview of functional areas </li></ul><ul><li>Vendor questions </li></ul><ul><li>Specific questions and needs </li></ul>
  11. 11. © 2010 Effective Database Management, LLC www.effectivedatabase.com
  12. 12. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><li>Needs Analysis </li></ul><ul><li>RFP Development </li></ul><ul><li>Identifying Potential Vendors </li></ul>
  13. 13. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><li>Needs Analysis </li></ul><ul><li>RFP Development </li></ul><ul><li>Identifying Potential Vendors </li></ul><ul><li>RFP Response Review </li></ul>
  14. 14. © 2010 Effective Database Management, LLC www.effectivedatabase.com
  15. 15. © 2010 Effective Database Management, LLC www.effectivedatabase.com
  16. 16. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><li>Needs Analysis </li></ul><ul><li>RFP Development </li></ul><ul><li>Identifying Potential Vendors </li></ul><ul><li>RFP Response Review </li></ul><ul><li>Product Demonstrations </li></ul>
  17. 17. © 2010 Effective Database Management, LLC www.effectivedatabase.com The Key Steps are… <ul><li>Identifying Objectives </li></ul><ul><li>Needs Analysis </li></ul><ul><li>RFP Development </li></ul><ul><li>Identifying Potential Vendors </li></ul><ul><li>RFP Response Review </li></ul><ul><li>Product Demonstrations </li></ul><ul><li>Selection/Contract Negotiation </li></ul>
  18. 18. © 2010 Effective Database Management, LLC www.effectivedatabase.com Price Intangibles Decision Points Functionality Best choice
  19. 19. © 2010 Effective Database Management, LLC www.effectivedatabase.com Key Steps for Selecting an Association Management System Wes Trochlil, President Effective Database Management [email_address] 540.338.9404 Mike Murphy, Director, Governance and Information Systems American Sociological Association [email_address] 202.383.9005 ext 327

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