System Evaluation & Selection

The Framework provides step-by-step guidance for all the best practices that should be accomplished to evaluate and select a new AMS, LMS, or Website.

Templates filled with association-specific content are used to support all of the major tasks needed to reach an objective decision. Examples…

• The Framework’s RFP contains hundreds of requirements specific to both trade associations and professional societies. We customize it with any requirements that may be unique to your association.

• Side-by-side comparison reports highlight the differences between vendor proposals on cost, functional capabilities, vendor vision, history and core competencies, project management, implementation methodology, technology, and a host of other issues.

• Demo scripts are provided for common business processes specific to each department, and can be customized based on your specific needs. Vendors are asked to conform their presentations to your specified processes so that staff can accurately and fairly compare how each system handles particular business scenarios.

• Workflow diagrams visually describe how key business processes currently work, along with ideas for improvement that should be accommodated by a new system. Business process change documentation is a core part of the RFP.

• Online surveys are used to gather initial assessment information, as well as feedback from staff after each vendor presentation. Functional area questionnaires gather initial requirements and allow staff to collaborate as teams when formulating their feedback.

• The Framework’s decision criteria provides a starting point for your decision team to formulate ideas for how the final decision will be made, and the importance of various factors that need to be considered.

• The Framework’s due diligence guide provides a list of actions that should be accomplished before a final decision is made. The results of the due diligence investigation is part of the material your decision team reviews prior to announcing the final decision.

Seven Major Goals accomplished by ISCG’s AMS / LMS / Website Selection Methodology:

1. Communicates your detailed requirements to prospective vendors clearly and thoroughly so that they can provide an accurate cost proposal.
2. Documents your requirements for the new system, including business process workflows, integrations between systems, reporting / business intelligence, and technical requirements.
3. Provides your decision team with all the facts needed to make an informed, objective decision based on clearly defined decision criteria.
4. Begins defining potential business process improvements so that you and your vendor have a clear vision of the types of improvements you are seeking in a new system.
5. Minimizes potential misunderstandings between you and your vendor about your expectations for the new system and what is included in the price.
6. Protects your business interests in the contract by asking the necessary questions up front.
7. Involves staff at all levels so that everyone has input into the functions a new system should support. Provides mechanisms for staff to provide feedback and opinions about prospective vendor offerings.