501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits One Source of Truth From Spreadsheets to a Data Eco-System July 11, 2011 Charlie Havens, Presenter Building powerful Salesforce solutions for Chicago’s nonprofits.

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits About 501c3 Technologists IT support to small nonprofits in the Chicago area since Specialize in organizations with fewer than 20 staff (but have supported as many as 90 workstations). Focus is Salesforce solutions for nonprofits without IT staff and who strategically decide to outsource such skills.

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Pulse Check! Are you with us? Quick survey to start us off Two survey questions at the end of the webinar Respond to all five survey questions and receive a five dollar gift card!

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Type your answers into the GoToWebinar question field. 1.Does your organization currently use Salesforce? 2.Is your primary data storage in spreadsheets? Y/N If you are using something else, type the name of that product – Salesforce or another product Have you already eaten your lunch? Y/N :-0

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Benefits of Moving: consistent shared data among users/departments ever-growing connections, between the tools you use data eco-system grows to include larger areas of work Traditional Spreadsheets Thriving Data Eco-System

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Traditional Spreadsheets Thriving Data Eco-System Problems with Change: difficult transition clean, consistent data de-duplicating records cost time new tools

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits The mechanics of change can be challenging, but they can be handled:  Train staff  Outsource complex aspects Changing the mechanics of your processes may require time (sometimes long-suffering patience), open mindedness, budget… …but the more substantial change requirements are…

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits The bigger changes are  Culture  Business Processes Moving to an organization that has a culture of processes and continuous improvement based on a data eco-system requires a shift in the importance given to data.

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Budget time and/or money for data, as though it were utilities, rent, and insurance; things you must pay to stay open!  UTILITIES  RENT  INSURANCE

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Data needs an advocate. A CHAMPION! But in the end, it must be more than one person internalizing the importance of data.

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits The entire organization or department must “own” its data. Not everyone need be an expert! Some need to know how to generate or read reports Some may only need to type in certain kinds of data Others need to be intimately involved in determining what needs to be tracked and measured

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Data eco-systems require several roles. Data Eco-System Patron Work Process Analyst Data Eco-System Admin Lead & End Users Consumers of the info

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Data Eco-System Patron/Sponsor (yes, these people are usually Saints!) Like getting a puppy for a gift, someone must insure that it gets the care, feeding, and shots, that it requires. Though that patron and the actual care-takers within the household may both change over the life- time of the pet, for the pet to be a healthy part of the household, someone must be its patron and see that there are care-takers.

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Work Process Analyst What is worth tracking? How will data impact our processes? Where does this system need to expand, grow, contract? How fast should it grow and what resources will it require?

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Data Eco-System Administrator How are the organization’s decisions about its data eco-system implemented, enforced, controlled, shared? Which users get access to what data and what can they do with that access? How is one area of data related to another and how might we track or report on that relationship? How can we build systems that make this tracking and entering of data easier and more fool proof?

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Lead User Staff who become the internal experts on the use of the system or parts of the system The ones who help train new staff (and everyone else!) End User People who need to enter data, use, and see data, and make reports based on that data.

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Information Consumers Consumers of the resultant information. Those who use it to evaluate outcomes of processes. Are our processes producing outcomes aligned with our mission?

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Why are you growing a Data Eco-System? What opportunity are you creating? What problem are you solving?

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Budgeting Organizations don’t often budget time or money for spreadsheets. However, you are: Building something more robust. Making data central to how your organization achieves its mission. TimeMoney

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Trajectory Define purpose Establish patron Data migration Ongoing maintenance Is that data clean? Are there duplicate records? Are the addresses formatted correctly without extra spaces before, after, or mixed into the address? Are names separated by first, last, middle, suffix, prefix, Is the punctuation consistent? Mr, Ms, Mrs. with periods following or without? Are formats consistent for phone numbers and dates?

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Data must be CLEAN! Cleaning Tools, Shortcuts, Resources Spreadsheet functions: Concatenate, VLookup, Trim, Substitute Within Salesforce: third-party tools such as Apsona for Salesforce, Demand Tools Export into database for clean-up Outsource Outsourcing? Questions for consultant: How will your data need to be separated? Will you need separate spreadsheets for donations pledged, donations made, for contacts, households, and organizations? How do related records on those separate spreadsheets get “related” to each other?

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits So much to consider… How to proceed? A bad option and two good ones: Just Do It! Tell a consultant to implement things the way they know best. (Watch the good ones gulp, and then, run.) Begin the internal processes yourself and create a plan for learning and transitioning. Take your time, talk to others, study the resources available through Salesforce and Salesforce Foundation. Start with a consultant, or after doing some of the internal work yourselves, transition to a consultant to guide you in the mechanics and/or business process considerations.

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Thoughtful planning will result in a robust thoughtful foundation on which to build. The end results will be a healthy, powerful and useful growing data eco-system. OR

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Thank You! Charlie Havens Cell: Wooded Isle Inc E 53rd St., #135 Chicago, IL 60615

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Last questions for gift card 4. Was attending today’s webinar was worth your time? (This will NOT affect you gift card eligibility! And no one is going to “get in your grill” if you answer “no!” We appreciate your honest feedback.) 5. Given your answer to #4, share one thing you found useful, or not useful. For those who answered all five questions, 501c3 Technologists will send you an giving you a choice of receiving a $5 gift card to either Starbucks, Panera Bread, or Mrs. Fields Cookies.

501c3 Technologists Building Powerful Salesforce Solutions for Chicago’s nonprofits Your Responses? Charlie Havens Cell: Wooded Isle Inc E 53rd St., #135 Chicago, IL 60615