Goals: Understand client requirements, existing systems, and desired features.
Solution Planning & Customization Design
Duration: 2–4 weeks
Activities: Map out workflows, identify integration points, plan custom features.
Development & Customization
Duration: 4–8 weeks
Includes: Software customization, integration with existing systems, data migration.
Testing & Validation
Duration: 2–3 weeks
Activities: User acceptance testing, bug fixes, final adjustments.
Training & Deployment
Duration: 1–2 weeks
Includes: User training sessions, documentation, go-live support.
Post-Go-Live Support & Maintenance
Ongoing as needed
Customisation
Custom registration workflows
Unique approval or verification processes
Integration with CRM, billing, or existing membership platforms
Custom reporting and dashboards
Branding and UI customization
Data points for customization feasibility:
API accessibility & SDK options
Modular architecture supporting plug-ins or extension
Cloud vs. on-premise deployment flexibility
Additional Costs
Setup & Implementation Fees: Usually range from $5,000 to $20,000, depending on complexity.
Customization Costs: Additional charges vary based on scope—could be $2,000–$30,000+.
Maintenance & Support: Typically billed annually, around 15–20% of the software license/initial cost.
Training Fees: Sometimes included, or charged separately ($500–$2,000 per session).
Additional modules or features: May incur extra costs.
Training
Initial Training: Usually includes live webinars, on-site training sessions, or recorded tutorials—lasting from a few hours to multiple days.
User Documentation: Comprehensive manuals, quick-start guides, and online knowledge bases.
Dedicated Support: Access to customer support via email, phone, or chat, often with tiered service levels.
Ongoing Education: Periodic webinars, refresher courses, or online workshops to ensure users stay updated.
Onboarding Assistance: Some providers assign onboarding specialists to help with setup and initial usage.
Security Measures
Data Encryption: Both at rest and in transit, using protocols like SSL/TLS.
Access Controls: Role-based permissions to limit data access.
Regular Security Audits: Vulnerability scans and compliance checks.
Data Backup & Disaster Recovery: Routine backups and contingency plans.
Compliance Standards: Adherence to GDPR, HIPAA, or other relevant regulations.
Audit Trails: Detailed logs of user activities for accountability.
Updates
Frequency: Many SaaS providers release updates quarterly or biannually; some may push smaller patches monthly.
Management: Updates are typically managed via automated deployment with minimal downtime.
Communication: Vendors usually notify users in advance about major updates or feature releases.
Testing: Critical updates often go through internal testing before deployment; some vendors offer beta programs.
Support Post-Update: Ongoing support helps troubleshoot issues that arise after releases.
Data Ownership and Portability
Ownership: Typically, organizations retain full ownership of their data stored within MemberCheck—meaning the vendor acts as a processor, not the owner.
Data Access & Export: Most providers offer tools or protocols to export data in common formats (CSV, JSON, etc.) to ensure data portability.
Retention & Deletion: Contracts generally specify data retention periods and procedures for data deletion upon request or contract termination.
Scaling Up / Down
Scalability: MemberCheck usually offers flexible plans allowing organizations to scale up (more users, features) or down as needed.
Adjustment Policies: Often, changes can be made with short notice—sometimes with prorated billing.
Additional Costs: Scaling may involve one-time setup fees or adjustments to ongoing monthly/annual fees.
The terms & conditions for contract renewal and cancellation
Renewal Terms: Contracts typically auto-renew annually unless canceled within a specified notice period (e.g., 30–60 days before expiry).
Cancellation: Usually, organizations can cancel with written notice, often effective at the end of the current billing cycle.
Termination Fees: Some agreements include penalties for early termination, while others allow free cancellation.
Data & Refunds: Upon termination, data is returned or securely destroyed; refund policies vary.
Compliance
GDPR (General Data Protection Regulation) – for handling data of European citizens.
HIPAA (Health Insurance Portability and Accountability Act) – if handling health data.
SOC 2 (Service Organization Control 2) – regarding security and privacy controls.
ISO/IEC 27001 – for information security management.
