How to Choose an Agency Management System
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The document provides guidelines for selecting an agency management system, emphasizing the importance of evaluating agency needs, system features, training, security, scalability, and costs. It outlines nine key factors to consider during the selection process, including data conversion and software/hardware requirements, and warns that choosing the right system can significantly impact agency efficiency and decision-making. The document also introduces Partner XE, a scalable agency management system designed to enhance productivity for independent insurance agencies.
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How to Choose an Agency Management System
- 1. How to Choose an Agency Management System
- 2. 2 CONTENTS Introduction............................................................................................3 9 Key Things to Consider....................................................................4 1. Your Agency.......................................................................................5 2. Training & Service ..............................................................................6 3. Features / Workflow Requirements ...................................................7 4. Security .............................................................................................8 5. Scalability ..........................................................................................9 6. Affordability .....................................................................................10 7. Conversion of Data...........................................................................11 8. Software / Hardware Requirements ................................................13 9. Evaluation of the Software Provider.................................................14
- 3. 3 How to Choose an Agency Management System Changing your current agency management system is a challenging endeavor—figuring out which one to choose, even more so. Depending on which system you choose, your agency management system will have the functionality to be so much more than a simple database program that houses the names and contact information of your clients. It will empower you to make critical business decisions by providing visibility into all facets of your agency. It will also enhance customer service, streamline workflow and increase employee productivity in addition to providing E&O protection and much more. There are currently more than 70 Agency Management Systems on the market, all with varying levels of functionality, support and pricing, and even in a best case scenario converting from one system to another is an investment in the future that takes time and resources. For these reasons and more, taking the time up front to determine which system and vendor makes the most sense for your agency is very important.
- 4. 4 9 Key Things to Consider
- 5. 5 What type of agency are you? What are your agency goals and what direction is your agency is moving? What are your current and future automation needs? What will the learning curve be for both new-hire and tenured associates? What will be the total ownership cost over time? What results are you looking for in an Agency Management System? Your Agency As you begin the process of deciding whether to purchase a new Agency Management System, it is important to conduct an in-depth analysis of your agency’s requirements and needs. Consider the challenges you have overcome in the past and what challenges you might face in the future. When shopping for an Agency Management System for your agency, there are several crucial factors to consider: 1.
- 6. 6 Training & Service There are many facets of training to consider when selecting a new Agency Management System. When evaluating a new system, focus on the training offered to new and existing clients. Here are some things to consider when evaluating the available training packages. YES NO Will you require training on the system both before and after launch? Will you need assistance creating best-practices for usage continuity? Would the availability of technical support and system administration be helpful to your agency? Does the training provided apply to how certain features are applicable to the insurance industry? What level of training does the Agency Management System company provide? Are additional training initiatives available, and if so, what is the cost? What level of knowledge do your employees have of computer concepts & terminology? Would your agency benefit from a robust training package or do you feel confident that your employees will succeed in learning on their own utilizing a technical manual? Do your employees learn better in a physical or digital learning environment, or would both be beneficial? What are the primary ways in which training is delivered? Onsite, web, phone? What type of user groups exist? 2.
- 7. 7 Features/ Workflow Requirements Because each system has its own strengths and weaknesses, you should also consider the features that are most important to you in your new system. What do you want your system to be able to accomplish for you? Are all of the features you need included in the package, or are they sold as an add-on? Here are some things to consider. YES NO Do you want Real-Time connections to your carriers? Do you want an accounting module that is integrated with your management system? Do you want to be able to sync your Outlook folder with your management system? Do you want to be able to operate in a paperless environment? Do you have remote producers that will need access to your system? Do you want a system you can access “on the go” on smart phones and tablets? Do you want a system that manages documents efficiently? Do you want a system that will help you effectively manage prospective clients? Would you benefit from a system that enables you to Cross-Market and Up-Sell Successfully? Would you like to easily access client Information? 3.
- 8. 8 Security Inadequate software design and engineering are the main causes of most security vulnerabilities in deployed systems today. With the increased need to protect your computers from foreign software and software from foreign hosts running it, it is important to focus on the security capabilities when purchasing a new Agency Management Software. Here are some things to consider. YES NO Does the Agency Management System work well with most anti-virus programs on the market? Does the Agency Management System experience overly high system outages (downtime)? Is your agency data backed up in case of a future loss? What type of security is provided to you? What protection is provided contractually? Where and for how long is inactive data held, and is it protected as well? What security measures does the Agency Management System provider take when hiring Technical Support analysts? 4.
- 9. 9 Scalability In electronics, scalability is the ability for a software to handle a growing amount of work in a capable manner and its ability to be enlarged to accommodate that growth. You want to ensure that the Agency Management Software that you select has the ability to grow along with your business. Here are some things to consider. YES NO Will the speed of the Agency Management System be compromised when additional users are added? Is the data storage space provided for client data limited to a specific amount? Does the system provide the ability for new features as the needs of your business grows? Do you have the ability to add additional hardware to the system without compromising efficiency? Can the Agency Management System have the ability to be moved from a smaller to a larger operating system and take advantage of the larger operating system in terms of performance? 5.
- 10. 10 Affordability From start-up costs to additional licensing costs, there are many items you should factor in when reviewing the overall cost of your new system. What are the start-up costs for the new system? Will there be a charge for data migration and how long will the process take? Is there a monthly support cost tied to the system? What hardware costs are involved in getting the system up and running? Is there an annual license fee? Does the software have a cost per user, and if so, do you pay per user or can you bundle? Will there be a charge for carrier downloads? What is the long term pricing history for clients over the last five years? 6.
- 11. 11 Conversion of Data How much work will the agency be expected to do during the conversion of data? Who does the data mapping—the agency or the provider? How many conversions of systems X have they done? How much data was converted? What was not converted? What type of support will be provided during the conversion process? 7.
- 12. 12 Software/Hardware Requirements A desktop software application is characterized by the selling of licenses for end-users. Once the licenses are sold, the vendor-customer relationship is over. Desktop software applications can only operate on the machines they are installed on. Licenses to operate the software can be purchased individually or as a group, limiting the number of individuals able to operate the software. In addition, customers are responsible for downloading necessary upgrades and when a new software version is released, additional money must be spent for an upgrade. 8. In comparison, Software as a Service (SaaS) delivers applications to users from a central location. A provider hosts the application on a server and allows users to access the application across a network. This means that SaaS allows a user to take the data everywhere. SaaS virtually runs any application on a Web browser- supported computer. At the business level, SaaS makes the vendor a customer’s partner who provides complete business solutions.
- 13. 13 Software/Hardware Requirements Many individual tend to believe that the level of software and its cost should be their main concern when purchasing an Agency Management System. It is a common misconception that the hardware is merely the platform within that runs the application. This misunderstanding could not be further from the truth. Individuals purchasing a new Agency Management System should choose hardware that is technologically advanced, and not dedicate their system choice to the requirements of the software. Electronic image processing is beginning to take the lead in Agency Management Systems and computer systems that support a graphics environment is pivotal. If an agency is purchasing a computer system that cannot adequately handle graphics, they may face processing difficulties in the next few years. Here are some things to consider. YES NO Do you foresee increasing the number of employees at your agency, requiring additional software licenses? Do the computer systems you are currently using support a graphics environment? What is the current status and age of the computer hardware in your office? Will the business conducted for your agency be completed in-house or do you have remote employees? What new hardware will you need to purchase to utilize all the features offered with a new Agency Management System? What new software will you need to purchase to utilize all of the features offered with a new Agency Management System? 8.
- 14. 14 Evaluation of Software Provider How long have they been around? What is the ownership structure (owner operated, venture/private equity)? Where are most of the clients? References for clients greater than 5 years and clients less than 6 months? References for clients who converted from the same system? 9.
- 15. 15 Reasons You Might Need a New System There are more than 70 Agency Management Systems available throughout the country for an agency to choose from. Agencies vary in size and can range from one CSR/ one producer management system, to a complex multi-user system that consists of 250+ terminals. So how do you know if your agency needs to add or change your Agency Management System? Ask yourself, the following questions: YES NO Would I benefit from improved service from my provider? Would a better system or procedural performance benefit my agency? Would the ability to store more information about my clients and their policies be helpful? Would providing stronger security controls benefit my clients? Do we currently have continuity of daily operations? How would the business benefit from an overall increase in client satisfaction? How much stronger would my agency be if I reduced operating costs? Once you’ve decided if a new Agency Management System is right for you, find out what technology options best fit your needs. Reading publications such as this one and the Anderson Agency Report, which focuses on the operation and technological improvements in the insurance agency business, is a great start in the right direction!
- 16. 16 Introducing Partner XE from SIS Partner XE from SIS is an online hosted, feature rich, affordable, easy to use, scalable Agency Management System designed to streamline workflow and increase productivity for independent insurance agencies of all sizes. Partner XE’s scalability makes it the right Agency Management System for any size agency. Innovate, yet easy to use, Partner XE streamlines business operations and helps manage all areas of an independent agency, including customers, policies, claims, scheduling, accounting, marketing, and more! Our experienced Columbus, Ohio based service team is comprised entirely of highly trained customer service personnel, knowledgeable insurance professionals, and expert technical specialists. Paired with our extensive training program, which consists of classroom training, webinars, helpful video tutorials, and FAQs, we are dedicated to being there when you need us most. PartnerPartnerPartnertttPPartnePartnerartnerartner 4181 Arlingate Plaza, Columbus, Ohio 43228 | 800.747.9273 | www.sisware.com
- 17. 17 Tell us more about your needs 1. Agency Client Type i. Commercial ii. Residential iii. Both 2. Current Management System 3. Number of Users 4. What are the main things you look for in an AMS 5. What has to be in an AMS 6. What is not a big deal to have in an AMS 7. What are the main things that would stop you from purchasing an AMS 8. Is the Purchase Price or the ROI more important when considering an AMS 9. What is the biggest frustration you have with your current system 10. What do you like most about your current system Subscribe to receive regular information and updates from SIS here.