PowerPoint Presentation

One Source of TruthFrom Spreadsheets to a Data Eco-System

July 11, 2011Charlie Havens, PresenterBuilding powerful Salesforce solutions for Chicagos nonprofits.

www.501c3technologists.com501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits1About 501c3 TechnologistsIT support to small nonprofits in the Chicago area since 1999.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.

www.501c3technologists.com501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits2Pulse Check!Are you with us?Quick survey to start us offTwo survey questions at the end of the webinar Respond to all five survey questions and receive a five dollar gift card!www.501c3technologists.com

501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits3Type your answers into the GoToWebinar question field.Does your organization currently use Salesforce?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.

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3. Have you already eaten your lunch? Y/N :-0501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits4www.501c3technologists.comBenefits of Moving:consistent shared data among users/departmentsever-growing connections, between the tools you usedata eco-system grows to include larger areas of work

Traditional Spreadsheets Thriving Data Eco-System501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits5www.501c3technologists.com

Traditional Spreadsheets Thriving Data Eco-SystemProblems with Change:difficult transitionclean, consistent datade-duplicating records

costtimenew tools

501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits6The mechanics of change can be challenging, but they can be handled:

Train staffOutsource complex aspects

Changing the mechanics of your processes may require time (sometimes long-suffering patience), open mindedness, budget

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but the more substantial change requirements are

501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits7The bigger changes areCultureBusiness Processes

www.501c3technologists.comMoving 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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits8www.501c3technologists.comBudget time and/or money for data, as though it were utilities, rent, and insurance; things you must pay to stay open!

UTILITIES

RENT

INSURANCE501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits9www.501c3technologists.comData needs an advocate. A CHAMPION!

But in the end, it must be more than one person internalizing the importance of data.

501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits10The entire organization or department must own its data.www.501c3technologists.com

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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits11Data eco-systems require several roles.www.501c3technologists.comData Eco-System Patron

Work Process Analyst

Data Eco-System Admin

Lead & End Users

Consumers of the info

501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits12www.501c3technologists.comData 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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits13www.501c3technologists.comWork 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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits14www.501c3technologists.comData Eco-System Administrator

How are the organizations 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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits15www.501c3technologists.comLead UserStaff 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 UserPeople who need to enter data, use, and see data, and make reports based on that data.

501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits16www.501c3technologists.comInformation 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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits17www.501c3technologists.comWhy are you growing a Data Eco-System?What opportunity are you creating?

What problem are you solving?501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits18www.501c3technologists.comBudgetingOrganizations dont 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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits19Trajectorywww.501c3technologists.comDefine purpose

Establish patron

Data migration

Ongoing maintenance

Is that data clean?Are there duplicate records?Are the email 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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits20Data must be CLEAN!www.501c3technologists.com

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

OutsourceOutsourcing?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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits21So much to consider How to proceed?www.501c3technologists.com 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 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits22www.501c3technologists.comThoughtful 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.

OR501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits23www.501c3technologists.comThank You!

Charlie Havenswww.501c3Technologists.comCell: 773-848-0154Email: Charlie@501c3t.com

Wooded Isle Inc.1507 E 53rd St., #135Chicago, IL 60615501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits24www.501c3technologists.comLast questions for gift card4. Was attending todays 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 email giving you a choice of receiving a $5 gift card to either Starbucks, Panera Bread, or Mrs. Fields Cookies.501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits25www.501c3technologists.comYour Responses?

Charlie Havenswww.501c3Technologists.comCell: 773-848-0154Email: Charlie@501c3t.com

Wooded Isle Inc.1507 E 53rd St., #135Chicago, IL 60615501c3 TechnologistsBuilding Powerful Salesforce Solutions for Chicagos nonprofits26