9 Considerations When Implementing Multiple Systems at Once
An association management software (AMS) implementation is a big project. “Big” becomes “huge” when you pair an AMS implementation with a content management system (CMS) or learning management system (LMS) implementation. But some associations aren’t stopping there. They’re implementing multiple systems at once, three or more—now we’re talking about a humongous project! Unless you know what you’re doing, things can get out of control quickly.
Implementing more than one system simultaneously requires careful planning and coordination. You want to go into this beast of a project with your eyes wide open, so here are 9 things to know when your association chooses to implement multiple new systems at once.
#1: Assess Your Integration Options
Mission-critical software can’t operate in silos. A flow of data between systems is essential for member-facing processes—like single sign-on (SSO), purchases, registration, and information access—and staff-facing processes, like account reconciliation, invoicing, and reporting.
Systems must play well together. An AMS with an open, bi-directional API allows data to flow back and forth unimpeded and prevents unforeseen project delays and costs.
Before implementation, think about how you want these systems to interact, for example, when selling online courses. Many LMS have e-commerce capabilities but, in most cases, it’s better for the AMS to host e-commerce. Figure out which data sets each system needs for processes involving more than one system and staff needs for reports. Review the data needed during different user experiences and workflows, for example, user login to the LMS.
Talk about integration long before you sign a contract. Make sure you choose systems with an open API that can integrate with each other. Your project can come to a standstill if your system’s API doesn’t play nicely with others. This unwelcome surprise can cause unexpected delays and costs for API calls to the other system and customized code to set up the integration.
#2: Discover Where Everyone Keeps Data
Another cause of AMS project delays is finding out at the last minute about rogue databases, for example, spreadsheets you never knew existed. We’ve found that even people on a small staff don’t know about the data their colleagues are collecting and where that data is living. During the system requirements gathering phase of the project, talk to everyone about where they keep data and ask specifically about spreadsheets.
Your colleagues may be reluctant to give up the spreadsheets they use every day. You’ll need time to convince them otherwise. Let them know you’re building them a hub for all data. As a result, they’ll have easier access to better data and reports.
#3: Make a Plan for Cleaning Your Data
You have three options if your data is in bad shape:
- Clean it up in the old database before migrating it to the new AMS.
- Before migration, export it to Excel and clean it there.
- Wait to clean it until it’s in the new AMS.
Consult with your AMS implementation partner to decide on the best solution and plan for data cleansing.
#4: Keep Your Technology Partners in the Loop
From the start, your technology partners need to know about the other implementation projects. We want to get involved in the big picture because it could affect our timeline.
#5: Develop a Realistic Timeline
Your AMS implementation team will give you a realistic timeline based on the scope of the project. And even though you may get pressure from the board or executive team to have everything ready by a specific event or meeting, it is important to be realistic and understand what’s reasonable.
When you’re doing a multi-system implementation, many factors are out of the AMS partner’s control. Don’t try to force an earlier timeline. In fact, you should probably build in a buffer to allow for delays from other vendors or schedule conflicts on your side, such as staff turnover or staff not being available because of departmental priorities.
A timeline can also suffer when inexperienced project managers are leading the association team. Unexpected issues may knock you back a few steps because you weren’t prepared.
#6: Consider Hiring Professional Project Managers
For a big project like an AMS implementation, especially if you’re getting timeline pressure from leadership, consider hiring a project management consultant. Many project managers in the association community specialize in AMS, LMS, and other system implementations.
Professional project managers know what to expect, particularly with a multi-system implementation. They monitor the project plan, follow up with vendors on issues, keep the project on schedule and on budget, foresee potential issues, manage risks, assign tasks, and provide updates to leadership and other stakeholders.
#7: Appoint a Multi-Project Leader
With multiple implementation projects, one person, not necessarily a technical type, needs to know what’s going on in all of them. They treat the two or three projects as one giant project with a master timeline. This person has, or is given, the authority to obtain cooperation from all department heads who oversee staff involved in the projects. They ensure one team isn’t holding up another, so all the implementations roll out smoothly and integrations are ready on time.
#8: Make Sure Everyone Understands Their Roles And Responsibilities
From the start, share the timeline and individual roles and responsibilities with the staff involved in the projects and their department heads. They need to know what’s expected of them during discovery meetings, data migration, testing, and training.
The project manager can’t do this alone. An executive sponsor must have your back. This internal champion intercedes if someone is not cooperating with you. The sponsor reminds people of the strategic and operational reasons behind these projects.
#9: Lean On Your AMS Partner’s Implementation Team, If They Provide One
MemberSuite’s professional services department assigns to each client a dedicated implementation consultant and project manager who helps them understand what to expect. They help clients anticipate and prepare for possible pain points and explain how to best approach the tasks ahead. But many AMS/CRM providers don’t offer this service. Instead, you’re forced to rely on the vendor’s website for instructions and expected to handle implementation all by yourself. A white-glove service like ours will hold your hand during the entire process, and look out for your best interests, especially during a multi-system implementation.
Learn more about our five-step implementation methodology that sets your association up for success with your new AMS.