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Why an Independent Implementation RFP Matters
Having a separate implementation RFP from your product search RFP has become a non-negotiable.
Bundling AMS product selection and implementation into a single RFP is a common practice but an expensive mistake. A product search gets you a system, but implementation determines whether that system becomes a real solution.
Selecting the right association management system (AMS) is only half the battle. The other half is ensuring it works for your association, which means choosing an implementation partner who can configure, integrate, and deploy it to fit your unique needs without compromise.
In this article, we’ll explore why separating RFPs is essential, how it sets your association up for long-term success, and how to evaluate potential implementation partners once you’ve shortlisted your top choices.
The Opportunity to Prioritize Implementation — Separating RFPs
As we stated, a product-focused RFP only gets you a system — an implementation RFP gets you a solution.
By separating the implementation process from product selection, you take control of how the system will work for your association. A system is only as good as its implementation, and when you prioritize implementation with a dedicated partner, you set your organization up for long-term success.
Here’s how the right implementation partner makes all the difference:
Industry Expertise
Implementation partners don’t just know the product, they know how associations work. From complex membership models to event management, they ensure your AMS reflects your real-world operations.
The added advantage is that you get a system that is made to work for you, not a solution that ultimately demands your staff and members work around it.
Customization Opportunities
No two associations are the same and your AMS should reflect the unique workflows and goals that drive your mission. An implementation partner helps achieve this by providing custom configurations. With a deep understanding of both the software and association operations, they know which features to prioritize and how to adapt them for your specific processes.
The impact? Your team does not end up relying on manual workarounds—wasting time, increasing errors, and limiting the AMS full potential.
Data Migration Efficiency
Your data is your most valuable asset, and migrating it is more than just a technical task. It’s a strategic process. Implementation partners handle data migration with precision, preserving its integrity and accessibility.
The result is reliable data that drives better decisions, ensures accurate reporting, and supports a smooth system transition without losing your historical insights.
Integration Capabilities
Modern associations rely on interconnected systems like marketing platforms, event software, and payment gateways. An implementation partner understands these complexities and ensures smooth, reliable integrations across all your essential tools.
The impact? A unified system for you to work with.
Post-Go-Live Support
Great implementation doesn’t end when the system goes live. Partners provide ongoing support, helping you refine processes, train staff, and maximize your system’s potential.
This way, your AMS evolves alongside your association’s needs, ensuring long-term efficiency and member satisfaction.
How Does a Separate RFP Help You in Long-Term?
When you take a path to prioritizing implementation, you:
Define the process. You get the opportunity to align internally, identify your goals, and communicate what success looks like. A separate RFP ensures your partner knows your priorities regarding implementation. No assumptions, no shortcuts.
Evaluate the right partners. Not all implementation teams are created equal. With a separate RFP, you have the liberty to compare and choose a partner that aligns best with your goals and has similar experience as you require.
Ensure long-term support: Implementation doesn’t end at go-live and neither should your support. A separate RFP allows you to seek ongoing support, training, and optimization — so your AMS evolves as your association grows.
Anything less is a gamble. And with the stakes this high, why would you take that risk?
How to Craft an Implementation RFP That Works
Creating an independent implementation RFP requires time and conversations with the different stakeholders. Here’s how to do it:
- Clarify Your Vision
Before you write a single word, define your strategic goals. What do you want your AMS to accomplish — this year, next year, and five years from now? Your implementation RFP should reflect those ambitions.
- Engage Your Stakeholders
The best RFPs involve input from across your organization. Bring in leaders from membership, finance, marketing, and IT to identify must-have features, data requirements, and future scalability.
- Be Specific and Expect Specificity
Vague RFPs get vague responses. Outline your key requirements, whether they are data migration plans, integration points, user training, or post-go-live support. Ask implementation partners to prove their expertise with detailed approaches and real-world examples.
- Evaluate Methodology and Fit
Not every implementation partner is right for your association. Look for a team that understands your industry, aligns with your culture, and has a proven track record of successful AMS deployments.
Your implementation isn’t just a technical project; it’s a strategic investment. It is time you treated it like one.
A Work in Progress
Creating an RFP isn’t an overnight task—it takes careful planning and alignment within your team. After all the hard work of crafting your RFP and shortlisting the top three to four partners, the next question is: How do you ensure you’re making the best choice?
That’s why we call it a work in progress.
To support you in this process, we’ve created a Partner Assessment Matrix, a structured way to evaluate each implementation partner based on key parameters, assigning scores to confidently determine the best fit.
Now, you’re ready to move forward with your AMS implementation project. And as the saying (almost) goes: When you plan to succeed, you separate your RFPs.
