When developing business partner programs, PPAI constantly looks for business solutions that are critical to member needs. To ensure that the members’ interest is represented, PPAI’s Membership Services Committee of volunteer leaders is involved throughout the process. Beginning with the identification of a particular program or service, the committee uses a seven-step process to identify, evaluate and select the best partner for each solution. The committee routinely has several programs working in various stages of the development pipeline.
1. Identify Programs and Set Development Priority
A list of program ideas is generated in an annual facilitated committee brainstorming session. The list is prioritized for individual development based on those considered to be most beneficial for the membership.
Throughout the year, new programs submitted for consideration that are not already on the development list are reviewed by the committee. Programs considered to be a fit for the program are added to the list and prioritized.
2. Program Criteria
Each potential program is evaluated using a proven decision-making tool called the Kepner Tregoe (KT) Analysis Grid. In a committee group discussion, a unique KT chart is created for each prospective program by identifying the desired “must” and “want” elements.
· Must elements are mission-critical requirements, any one of which would negate the vendor's value.
· PPAI’s strategy is to deliver time-saving, cost-efficient benefits and business solutions to give members a financial and professional boost over the competition.
· Want elements are desired program requirements but not mission-critical. Each Want is weighted from 1-10 based on its importance (10 being most important).
3. Potential Vendors
Potential vendors are identified by the committee based on personal knowledge, referrals and research. Specific research is conducted to identify, as potential vendors, promotional products industry companies that provide the product or service being developed.
4. Potential Risk Analysis
Programs are run through a deliberate committee analysis to identify potential risks that could arise related to its development, implementation and ongoing servicing as a member benefit. Potential risks are then evaluated to:
a) Determine probability and seriousness
b) Develop strategies to limit the risk
c) Create contingency action plans in preparation for a timely response, if necessary
If determined that the potential risk is greater than the benefit, the program may be modified or further development terminated.
5. Request For Proposals
Using the desired Must and Want elements listed on the KT chart, a Request for Proposal (RFP) is created and distributed to the list of potential vendors.
6. Proposal Analysis
Proposals received are analyzed and a final recommendation is made by the committee.
a. Vendors are evaluated based on the Must program elements on the KT chart:
· At least three business references are thoroughly checked.
· A company’s financial status is thoroughly reviewed, including a business profile and credit report, if available.
· To be considered, the vendor must have or agree to each and every Must element.
b. If appropriate, a summary matrix is created including each company’s program features in a side-by-side comparison view. That document helps the committee members evaluate and compare proposals submitted by potential vendors.
c. The KT chart is completed by the committee, ranking each vendor’s proposal against the desired program elements. Values are assigned by the committee to each Want element, and potential vendors receive an overall score.
d. The committee makes its vendor recommendation based on the information gathered and KT chart score.
7) Final Due Diligence
PPAI staff conducts final due diligence and contract negotiation with the recommended vendor. If negotiations are successful, a contract is executed, a marketing plan developed, and the program is implemented and announced to the membership.