Important Considerations in Choosing an ASP
By Charles Oakley, ISG Solutions, Rockville MD
The following article was
published in Executive Update, May 2000, a publication of the Greater Washington
Society of Association Executives.
One of the most exciting new trends in information
technology is the movement toward running software over the Internet instead
of over an internal network.
With various vendors now offering application hosting targeted
specifically to associations, you may be wondering exactly what ASPs offer and
how you can take advantage of them in your association.
First, what is an ASP? An ASP, or application service
provider, is similar to an ISP (internet service provider). However, instead
of hosting your website, an ASP hosts the software you use to manage your
association.
Right now, your server is probably in an office down the hall.
But with new technology, your server can be anywhere—across the street or
in a different state. You won't see any visible difference when you run the
application. You can access your software anywhere you can connect to the
Internet.
So how can this help you?
Imagine not having to bring a copy of your conference registration database to
your next offsite conference. Instead you access the actual database—accurate
to the minute—right from your registration booth.
When bad weather hits you no longer have to close down your
association or work with a skeleton staff. Staff members with an Internet
connection can do the same work from home that they can from the office.
The next time you have to upgrade your software, you can go
home early with no worries. The upgrade is the responsibility of the ASP. It
upgrades the software on the server, and the next morning everyone affected
has the new version.
Sounds great, doesn't it? But you need to look carefully at
what different ASPs are offering. ASP is a buzzword in the software community
right now and although the basic concept is the same, the services offered can
be very different. While you are researching your ASP options, and before you
sign on the dotted line, here are some questions you should ask.
-
What performance guarantees are offered? Most ASPs will
commit to deliver at least 99 percent uptime. But look at what's behind
the guarantee. What has the ASP done to ensure that level of reliability?
-
What applications are available? Right now, most ASPs
offer only one application management software package. So your choice of
software may dictate which ASP to use. Make sure the ASP also offers any
other software you need to closely integrate with that main system.
-
Can the applications be customized to my needs? Some ASP
vendors offer only a plain vanilla implementation of the software you
want. If you need customization, ask if the ASP is willing to modify the
software to meet your requirements.
-
Who will provide support? Make sure you'll be getting the
level of support you need and for software, in particular, that it comes
from someone who really knows the application.
-
How often will upgrades and bug fixes be implemented?
Upgrades are the responsibility of the ASP, but you'll need to know when
they are implemented ahead of time.
-
Find out how often your data will be backed up and where
the backups are stored.
-
Ask how the ASP handles security issues like firewalls,
data encryption, and virus protection.
-
Will I really save money? It's important to look at the
total cost of running your applications, not just the cost of purchasing,
leasing, or renting the software. Ask for an estimated total cost of
ownership (TCO) comparison.
-
Who owns what? Make sure you clarify who owns the
software, server, customizations, and data after everything is set up.
-
What if I change my mind? If you later decide that
application hosting isn't for you and decide to bring the application in
house, you need to understand what your options are and what costs are
involved.
-
Will the ASP be around in five years? Look at the track
record of the ASP you're considering and evaluate its stability and
reliability. You want an ASP that understands your needs and is committed
to the association market.
Running your association management software over the Internet
is not for every association. But those associations that take advantage of
the new capabilities ASPs offer will find new vistas opening up in the ways
they can serve their members. If you decide to take a closer look at the ASP
option for your association, examine the various offerings thoroughly,
evaluate costs carefully, and make your decision. Then partner with your ASP
to make your implementation a success.
RESOURCE LINK: Charles Oakley can be reached at (301) 519-3776
or coakley@isgsolutions.com.
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