In honor of ASAE’s Technology Conference, we wanted to re-post an old Splash post for our newer readers.

Technology can be intimidating. We understand that here at MemberClicks. And the less people you have on staff to manage your data, the more intimidating it can be.

But before you even start looking at vendors and developers, there’s one big question: custom solutions or software-as-a-service (SaaS).

Custom solutions involve hiring a developer (or team of developers) to put together a program or database to keep track of your information. Software-as-a-Service involves vendors or providers licensing a piece of software to your organization and often they house your data on their own servers. Many are contract-based or monthly-based.

For the sake of comparison, I’ve compiled a list of things small-staff associations should keep in mind regarding each option.

Updates

• Many SaaS vendors include updates free of charge or for a small fee. The upgrades are released to all customers, and don’t require a custom job for your organization.
• A custom software solution usually doesn’t include upgrades — and they have to be created from scratch. Getting a custom solution upgraded often entails more time and money than your organization may be willing to spend.

Compatibility

• SaaS functions “in the cloud” — that is, your organization’s data is based in the Web. If you upgrade your Windows or Mac software, you won’t have to upgrade your data management solution along with it.
• Custom solutions are often tailored for just one (or a few) versions of Windows or Macintosh. Every program has a life cycle, and when your Windows or Mac software expires, your custom program probably won’t be far behind.

Support

• Your SaaS vendor will probably be around for quite a long time — and often, support is included or very affordable.
• Who’s to say your custom developer will always be around? Technology changes, so make sure your developer is ready to keep up with your needs.

Cost

• Research, development, design — all are included with a SaaS vendor because they serve so many different organizations. The vendor will be able to give you the lowest possible quote thanks to economies of scale.
• Your organization will probably have to pay for the entire project from start to finish, including development and programming costs.

It should go without saying, but every organization’s needs are different. Having a custom solution developed for your organization may be the right option, but there are already so many SaaS vendors out there. Chances are, one of them will be the right fit for your organization.

Every organization has different needs, and I think it’s important to remember that the reason there are so many different options on the market is to fit a variety of needs. If there was just one solution for every organization, it would likely be full of bugs and there’s no way it would be able to comprehensively meet everyone’s needs. Additionally, some organizations want more features from their AMS than others, every organization is a different size … the list goes on and on.

Suffice it to say that, although it can be overwhelming for your organization to choose an AMS, it’s definitely a good thing to have a few different options. Here are a few guidelines to consider when choosing an AMS.

1. Who’s involved? Who in your organization is going to be involved in the shopping process? If your organization is very small (fewer than five or 10 staffers), perhaps everyone should be involved. But who will be regularly using or be affected by the product?

2. How long will it take? Define a timeline for evaluating, implementing and launching the new system. Take things into account such as your upcoming events, membership drive and renewal period – the AMS may be able to streamline those processes. Set date ranges for discovery, demonstrations, questions, decision-making and going live.

3. What do you need? Put together and prioritize a list of all requirements, wish list items and goals that you hope the new AMS will address. Be sure to consult with your organization’s administrators to see what pain points they’re experiencing, and clearly differentiate between the wish-list and must-have items.

4. What can you afford? Factor in the time and human resources the new AMS may save, or even the new revenue streams, such as sponsorship or job board revenue, the new AMS may generate.

5. Who’s out there? Learn abut the different AMS vendors that are in the market. Create a short list. Reach out to similar organizations to see what vendor they are using. Contact ASAE for a list of AMS vendors or use its Buyers’ Guide to search for vendors that meet your needs.

6. Talk to the vendors. Of course, reach out to a list of vendors to get more information. Schedule a time to review your needs, requirements and business challenges.

7. See it in action. Schedule an online demo to see the solution in action. If possible, get your organization’s evaluating committee to participate in the demo, which will help streamline the process.

8. Ask the right question. In addition to exploring the software’s features during the evaluation process, there are so many additional questions you should ask the vendor.

- What is included in the setup?
- What does the implementation process entail, and how long does it take?
- Are product updates included or must you upgrade the software to receive updated features?
- How often is the product updated?
- What technical support and training is included and what are those charges?
- How secure and reliable is the software?
- What additional hardware or software is needed for installation?
- How many admin licenses are included?
- Who hosts the software?
- Who owns the data and website – the client or the vendor?
- What are the vendor’s terms of cancellation?
- If you’re looking at web design as part of the AMS solution, does the vendor use stock templates or is the website custom-designed?
- How does the vendor handle payment processing? Is the vendor PCI Compliant?

There are a great deal of factors to consider when choosing a new AMS. The good new is, with so many options on the market, there’s bound to be a vendor that best fits your organization’s needs.

Technology can be intimidating. We understand that here at MemberClicks. And the less people you have on staff to manage your data, the more intimidating it can be.

But before you even start looking at vendors and developers, there’s one big question: custom solutions or software-as-a-service (SaaS).

Custom solutions involve hiring a developer (or team of developers) to put together a program or database to keep track of your information. Software-as-a-Service involves vendors or providers licensing a piece of software to your organization and often they house your data on their own servers. Many are contract-based or monthly-based.

For the sake of comparison, I’ve compiled a list of things small-staff associations should keep in mind regarding each option.

Updates

• Many SaaS vendors include updates free of charge or for a small fee. The upgrades are released to all customers, and don’t require a custom job for your organization.
• A custom software solution usually doesn’t include upgrades — and they have to be created from scratch. Getting a custom solution upgraded often entails more time and money than your organization may be willing to spend.

Compatibility

• SaaS functions “in the cloud” — that is, your organization’s data is based in the Web. If you upgrade your Windows or Mac software, you won’t have to upgrade your data management solution along with it.
• Custom solutions are often tailored for just one (or a few) versions of Windows or Macintosh. Every program has a life cycle, and when your Windows or Mac software expires, your custom program probably won’t be far behind.

Support

• Your SaaS vendor will probably be around for quite a long time — and often, support is included or very affordable.
• Who’s to say your custom developer will always be around? Technology changes, so make sure your developer is ready to keep up with your needs.

Cost

• Research, development, design — all are included with a SaaS vendor because they serve so many different organizations. The vendor will be able to give you the lowest possible quote thanks to economies of scale.
• Your organization will probably have to pay for the entire project from start to finish, including development and programming costs.

It should go without saying, but every organization’s needs are different. Having a custom solution developed for your organization may be the right option, but there are already so many SaaS vendors out there. Chances are, one of them will be the right fit for your organization.

This is a “reprint” of a post originally published in September 2009. I know we have many new readers, so I wanted to share it with everyone again.

Technology can be intimidating. We understand that here at MemberClicks. And the less people you have on staff to manage your data, the more intimidating it can be.

But before you even start looking at vendors and developers, there’s one big question: custom solutions or software-as-a-service (SaaS).

Custom solutions involve hiring a developer (or team of developers) to put together a program or database to keep track of your information. Software-as-a-Service involves vendors or providers licensing a piece of software to your organization and often they house your data on their own servers. Many are contract-based or monthly-based.

For the sake of comparison, I’ve compiled a list of things small-staff associations should keep in mind regarding each option.

Updates

• Many SaaS vendors include updates free of charge or for a small fee. The upgrades are released to all customers, and don’t require a custom job for your organization.
• A custom software solution usually doesn’t include upgrades — and they have to be created from scratch. Getting a custom solution upgraded often entails more time and money than your organization may be willing to spend.

Compatibility

• SaaS functions “in the cloud” — that is, your organization’s data is based in the Web. If you upgrade your Windows or Mac software, you won’t have to upgrade your data management solution along with it.
• Custom solutions are often tailored for just one (or a few) versions of Windows or Macintosh. Every program has a life cycle, and when your Windows or Mac software expires, your custom program probably won’t be far behind.

Support

• Your SaaS vendor will probably be around for quite a long time — and often, support is included or very affordable.
• Who’s to say your custom developer will always be around? Technology changes, so make sure your developer is ready to keep up with your needs.

Cost

• Research, development, design — all are included with a SaaS vendor because they serve so many different organizations. The vendor will be able to give you the lowest possible quote thanks to economies of scale.
• Your organization will probably have to pay for the entire project from start to finish, including development and programming costs.

I’ve said it before and I’ll say it again: every organization’s needs are different. Having a custom solution developed for your organization may be the right option, but there are already so many SaaS vendors out there. Chances are, one of them will be the right fit for your organization.

You’ve probably heard that we love small staff associations. It’s no secret. But the fact that we work with more 1,400 and have been around for more than a decade doesn’t really tell you anything more – or how we can help you and your small staff association. We’d like to introduce you to who we are and let you know first-hand how and why we serve the small-staff association space.

Our Meet MemberClicks Webinars are a great way to learn more. This is a group webinar so you can sit back and relax as a MemberClicks representative tells you and the other attendees a little bit about us. You’re free to ask questions but your participation isn’t required.

Space is limited, so reserve your seat now!

Date: Tuesday, May 10, 2011
Time: 10:00 AM – 11:00 AM EST
Click here to register for this time slot

Date: Thursday, May 26, 2011
Time: 4:00 PM – 5:00 PM EST
Click here to register for this time slot

After registering you will receive a confirmation email containing information about joining the webinar.

If you’d prefer a more interactive setting, our one-on-one webinars are just the thing! We can give you a personalized tour of our solutions, tailored to your specific needs. Click here to learn more.