Aplusify’s Checklist to Keep Your AMS Healthy
Internal User Engagement: Does staff know what their roles and responsibilities are as it relates to your AMS? Get buy-in from internal staff by giving them the tools to succeed.
- Identify what’s different in AMS and how it specifically affects the staff and their specific job function.
- Provide easy-to-follow guides, instructions and checklists.
- Create a process where staff can provide constructive feedback.
- Ensure you communicate with the staff changes before they happen.
External User Engagement: Be sure you understand how the new AMS will affect your members and key stakeholders.
- Have a clear communication plan to explain to members what they need to know and do. Be sure to focus on how it all improves their experience with the association.
- Create reports/dashboards that give you insight into problem areas that members are having trouble with.
- Ensure that you have a plan to collect and address questions/problems.
Data Hygiene: You spent a lot of effort ensuring that your data migrated correctly to your new AMS. Now, it’s time to make sure the data stays clean.
- Define what you would consider “dirty data.” For example, which of the following would you want to correct:
- Duplicate records based on email addresses
- State Abbreviations not capitalized
- Membership levels not accurately allocated to the right members
- Individuals not attributed to correct companies because of spelling discrepancies
- Assign a staff member or department to be responsible for cleaning data.
- Determine how often the data should be reviewed and cleaned.
- Setup reports, dashboards and/or triggers that will alert you when dirty data occurs.
- If you find certain errors consistently happen, review field types and requirements.
App Integration: As your AMS becomes a routine function, you will want to explore how existing or new can be integrated. Much like you planned for implementation, make sure you have a plan.
- Who will be responsible for collecting and approving requests for app integrations?
- What information will you need to gather in order to determine an app should be integrated or not?
- What is the approval process?
- If approved, who champions the integration process and ensures the AMS integrity.
- Make an integration plan with requirements, development plan, integration, launch and post-launch activities.
Organizational Capacity to Manage AMS: Having an AMS is like a garden. You will want to make sure it is being attended to. Do periodic check-ins to make sure there’s no gap in making sure your AMS is working for you.
- Is staff able to meet assigned tasks they are required to do within the AMS?
- Is your AMS team, able to troubleshoot issues that might arise for internal or external users?
- Can your AMS team keep up with requests for new dashboards, reports, or changes to the AMS?
- Does your team have enough technical knowledge to complete an upcoming app integration?
- Conduct a routine gap analysis to determine what the gaps are and potential solutions that could include training staff, employing technical staff, or working with a service provider who can provide you with immediate help.
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Kickstarting Your AMS – The Implementation Journey
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