Is your organization considering building a custom association management software solution to replace your existing system?
When it comes to managing the complex operations of associations, a robust and reliable Association Management Software (AMS) system is crucial. However, associations face a big decision when selecting their AMS: Should they build a custom solution or opt for a pre-built software? Custom-built AMS solutions allow organizations to design a system specifically tailored to their needs, but they come with both advantages and challenges that need careful consideration.
Why an Association Would Want to Build an AMS
Custom-built AMS solutions offer a level of flexibility that pre-built software cannot always match. When an association has very specific needs—such as complex member management or accounting workflows, unique reporting features, or integration with custom third-party applications—building a custom AMS can help ensure the system fully aligns with the organization’s mission and operational requirements. Custom AMS systems are also ideal for organizations with specific compliance or regulatory needs that cannot be easily met with off-the-shelf products.
The First Steps: A Thorough Needs Assessment
Building a custom AMS starts with a comprehensive needs assessment. It’s essential to identify the core functionalities required, such as member registration, event management, donation tracking, and communication systems. During this stage, associations should engage with internal stakeholders—staff, volunteers, and board members—to gather feedback on the essential features needed.
The next critical step is understanding the resources and qualifications necessary for the project. This includes identifying subject matter experts (SMEs) within the association who can provide insights into the operational needs, as well as the technical experts who will design the system. Depending on the complexity of the solution, you may also need technology architects to oversee the system architecture and ensure scalability, security, and performance.
The Benefits of Building Custom AMS
A custom-built AMS system offers several key benefits:
- Tailored Fit: Custom AMS is designed to meet the exact needs of the association. It will incorporate only the features necessary for the organization, avoiding the bloat and irrelevant features that often accompany off-the-shelf solutions.
- Control: With a custom AMS, associations have complete control over the system. They can adjust it as their needs evolve, ensuring the solution remains aligned with their goals.
- Data Ownership: When building an AMS in-house or with a trusted development partner, the organization maintains full ownership of its data, which can be important for privacy, security, and compliance.
The Challenges of Building Custom AMS
Despite the clear benefits, building a custom AMS comes with challenges:
- High Initial Costs: Custom software development requires significant upfront investment. Associations will need to allocate budget not only for the development but also for ongoing maintenance, support, and updates.
- Longer Implementation Times: Custom solutions typically take longer to develop, which could mean months and years of planning, coding, testing, and refining before the software is fully operational.
- Ongoing Maintenance: Once the system is live, the association will be responsible for ongoing maintenance, bug fixes, and updates. This requires dedicated internal resources or a trusted external partner, leading to additional ongoing costs.
- Risk of Scope Creep: During development, there is a risk of scope creep, where new features and changes are added beyond the original scope, extending both time and budget.
What Comes After Development: Testing, Deployment, and Training
Once the development phase is complete, it’s time for rigorous testing to ensure the AMS is functioning as expected. Testing should include both functional and user acceptance testing (UAT), with feedback from end-users to identify any usability issues. After testing, the deployment process should include thorough training for staff and administrators, ensuring they are comfortable with the new system and can fully leverage its features.
Risks of Building Custom AMS
While custom AMS solutions offer a high degree of flexibility, they also come with inherent risks:
- High Risk of Failure: Custom software development projects can run over budget, miss deadlines, or fail to meet expectations if not properly managed.
- Long-Term Commitment: Associations that build a custom AMS must be prepared for a long-term commitment in terms of time, resources, and budget. Over time, the system may require updates and new features that add complexity and costs.
- Dependence on Development Teams: Custom AMS systems often rely on specific development teams or vendors. If the relationship with the vendor or internal team changes, it could complicate future maintenance and updates.
Leveraging the Benefits of Customization with Lower Risk
For associations seeking flexibility without the risks of a fully custom-built AMS, there might be a viable option. MemberVerse AMS, for example, provides a low-code architecture, allowing associations to customize the system to meet their specific needs without the risks and costs of custom development. With Salesforce’s robust infrastructure, MemberVerse AMS offers easy scalability and integration capabilities, providing a scalable, cost-effective solution that can grow alongside an organization.
The key benefits of MemberVerse AMS include:
- Lower upfront and maintenance costs compared to custom solutions.
- Scalability to meet evolving needs with minimal ongoing costs.
- Faster implementation times and flexibility, thanks to its low-code structure.
- Tailored customization to meet unique organizational needs, without needing to build everything from scratch.
Conclusion: Building vs. Buying AMS
When deciding between a custom-built AMS and an off-the-shelf or hybrid solution, associations must consider the complexity of their needs, available resources, and long-term goals. A custom AMS solution offers unparalleled flexibility but requires significant investment and resources. On the other hand, off-the-shelf AMS products provide a quick and cost-effective solution but may lack the customization options needed for larger or more complex associations.
Disclaimer: Systems Rewired is an implementation partner for MemberVerse. However, we are also fully capable of working with organizations that are committed to building custom association management software, ensuring that their unique requirements are met with tailored solutions.