Can We Run Our Licensed Member Organization Without An It Department?
Licensing bodies exist in many industries, from health care and counseling to cosmetics and construction
. Unlike other membership groups based on hobbies or interests, licensing bodies have to stay abreast of many areas of the law, at local, regional, state and federal levels. The common practice for many years was for managers of these groups to use either large, inflexible enterprise software, customer retention software or specially designed software that cost a bundle. Many groups expanded their workforce to add IT specialists just to handle the implementation and daily use of membership-related functions.
There is a new option for managers of organizations that deal with licensure and its ramifications. New, mission critical enterprise management systems, especially designed for membership organizations, are now available from various firms. However, it is much rarer to find such a solution that has been especially tailored for licensing bodies. The ideal membership software would be a Microsoft-certified, 100% .NET-compatible solution that runs on an SQL server and integrates easily with Microsoft Office and many standard accounting applications.
One size does not fit all
Of the various competing membership applications in today's market, it is difficult to find one that has been designed specifically for licensing groups. In addition to this necessary specialty, you also want to get what is known as framework solution, one that has a core set of features that can be adjusted and configured to handle any emerging new requirements. All of this power can be at your fingertips in a Web environment that can even mimic the look and feel of your own main Web site. It can all be done without your having an IT department, too.
As opposed to a custom software developer that will build an application for any kind of business, you should look for a solution that is based solidly in your industry. The best, most effective solutions will come from professionals with direct, deep experience within your particular industry. This is how you can be certain that the features and functions you need to regulate your profession, be it medicine, engineering or accounting, will be there in your member/license management system.
Other cookie cutter solutions
There are association management applications, of course, but these do not normally specialize in one area, either. A developer in this category will be writing and designing systems for clubs, trade groups, publishing associations and even the local Chamber of Commerce. Changes and upgrades in the application or system will not be targeted to your specific industry or group, but to general business needs. Therein lies the weakness of the general application approach. The specialized approach is the only one that will really work for you.
If your organization goes through frequent changes, and also adjusts with ongoing legislation and regulatory rulings, you will need a system that is flexible enough to continue operating while also integrating new requirements and procedures. Off-the-shelf software is not designed with this flexibility, but licensing body software now becoming available is actually made to meet your needs and to be adaptable to future requirements. This means you can institute new rules and procedures simply, without having to go through major software reinstallations or take your servers down for even a moment.
Offsite, onsite and foresight
Even greater flexibility is available in the best solutions of this kind. You can choose a hosted solution that requires nothing but a computer and Internet connection to work for you and your members. You do not need to employ an IT department of any size to use these powerful tools. In fact, you can even have the Web services of your licensing body software match the design of your main Web site. By adding specialized modules to your system, you can provide your members a range of simple, straightforward services, such as creating and maintaining a member profile, updating education and employment information, and paying dues and fees securely online.
Design and implementing a customized module is also no problem with these futuristic management tools. Whatever special functionality you require can be added quickly and integrated with your system in no time. In addition, the leading edge in member/license management will always meet the most stringent U.S. and Canadian privacy requirements, so neither you nor your members need ever worry about the loss or theft of confidential data.
Bottom line
The latest and greatest member/license management solution is a completely new approach to the situation. With the underlying application specifically designed to manage the sensitive matter of licensure, and to stay abreast of all legal issues involved in your particular industry, you have a custom solution with the power of enterprise software. You really can run a complex, license-granting group without an IT department.
You can choose to host your own application environment, or use a provider's hosting facility, which would have round-the-clock surveillance, redundant data storage, offsite backups and onsite experts. This method will save you even more in hardware in personnel costs. Whichever way you go, the choice for membership organizations with licensing requirements is clearer than ever: Go with the specially-tailored approach, not the one-size-fits-all method. You will be glad you did.
by: Jeff Burns.
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