Presented by: Milner Grimsled May 18 Introduction and Overview Presented by: Milner Grimsled www.CITEC.org www.CITEC.org

Why use a web-based CRM? Equally available to all staff / locations May 18 Equally available to all staff / locations www.CITEC.org www.CITEC.org

Why use Salesforce CRM? The “gold standard” of its field. Low/no cost to non-profits – 501(c)(3) 10 licenses free Additonal licenses $360/year (70% discount) Customizable to our needs www.CITEC.org

CITEC’s journey November 2011 – started using another cloud CRM (and paying $120/month) July 2012 – heard from MassMEP that Salesforce was free for non-profits August 2012 applied with Salesforce for “free use” approval, which was granted Activated account, installed MEPOL’s “package” in “Sandbox” www.CITEC.org

CITEC’s journey September 2012 imported CRM data from MS Access October 2012 – went “live” for all except time records (parallel system for 2 months) November 2012 – went “live” for time records. December 2012 – first used for quarterly NYSTAR/MEP reporting www.CITEC.org

Gratitude List MEPOL – Corinne Dupuy for the “package”, webinar, and phone calls Mass MEP – Kathie & Kim – “show & tell” VMEC – Bill Kuhns for the “Event” package Salesforce Support Staff – email and phone www.CITEC.org

Salesforce functions Current CITEC Uses Not Implemented Yet Sales Pipeline CITEC uses for reporting Accounts / Contacts Opportunities (projects) Time Entries Workshops / Events Chatter Google Docs, Notes, Attachments (minimally) Campaign Products Contract Approval history MEP survey data www.CITEC.org

Opportunity Detail www.CITEC.org

Opportunity Detail cont. www.CITEC.org

Custom Dashboards www.CITEC.org

Salesforce functions Current CITEC Uses Not Implemented Yet Sales Pipeline CITEC uses for reporting Accounts / Contacts Opportunities (projects) Time Entries Workshops / Events Chatter Google Docs, Notes, Attachments (minimally) Campaign Products Contract Approval history MEP survey data www.CITEC.org

AppExchange – extended functionality Appirio Cloud Sync Sync calendars, contacts & tasks with Google Apps Cirrus Insight Links gmail to Salesforce contact / account/ opportunity data Kugamon Account/Contact Sync Batch update of an Account’s contact records Many are free. Some discounted for 501(c)(3) see https://appexchange.salesforce.com/ www.CITEC.org

Salesforce Structure Account (client) is primary Contacts Opportunities Time Entries linked to Opportunity (and thus to Account) Employee making the entry www.CITEC.org

Another way to look at it Account (Contact Roles) Contacts Opportunities Staff Time Entries www.CITEC.org

Data Import As data is imported, Salesforce assigned its own unique “key” –a url for this account: https://na9.salesforce.com/006E000000Crj0i To link data properly must correlate new Salesforce “key” with previous “key” from source file. Export data from last import to get the “key” with which to link the next import. www.CITEC.org

Data Import Import data in order of Salesforce Hierarchy Accounts Opportunities Contacts Time Entries www.CITEC.org

Custom Items Fields Buttons Relationships Validation Rules Work Flows (automatic email notifications) Linked Reports (e.g., Time Totals for this Project) Views www.CITEC.org

Salesforce Reports Report Type: selects the data tables you wish to query (Accounts, Opportunities, et al) Customize the “Sample Reports” and save in a new folder for your own use All the reports CITEC has created are in folders starting with “CITEC …” www.CITEC.org

NIST/MEP Reports CITEC CIF – Client Information File CITEC PIF – Project Information File www.CITEC.org

Questions? Thank you. Milner Grimsled May 18 Questions? Thank you. Milner Grimsled Email: grimsled@citec.org Phone: (315) 268-3778 ext. 22 www.CITEC.org www.CITEC.org www.CITEC.org