Planning for Divisions
Meeting Goals
 Provide Baseline Overview of Divisions
 Review Divisions Plan & Testing To Date
Topics Covered in this Plan
 Divisions
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What are Divisions
Core Concepts
Affected Areas
Best Practices
Implementation Considerations
 Divisions for Customer
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Strategy & Approach
Partitioning & Capacity Planning
Impact Assessment for End Users
Testing & Use Cases
Next Steps/Action Items
What are Divisions?

Divisions allows organizations with large data sets to segment data into
logical sections, delivering more optimal performance and usability to end
users.

The Divisions feature was released during the Winter ’05 Release and is
currently in deployment for some of salesforce.com’s largest customers.
Divisions is part of the VLO (“Very Large Organization”) product feature.

Divisions is designed to scale up to 100,000 users from one organization
based on data segmentation in the 1m range.

Divisions will improve the search queries and results returned back to the
users because the search will be limited to the end users’ division.

Fundamentals:
– Ability to create multiple divisions within one organization to increase
performance and system management
– Allows for searches, reports and list views to be more meaningful to
end users.
– Flexible user interface for setting up, transferring data and managing
divisions.
Partitioned System with Divisions
Global Organization
Division A
2500 Users
8 Tabs
1
5 Administrators
m
1 million records
Division B
5000 Users
1 10 Tabs1
10 Administrators
m
m
1 million records
Division C
500 Users
3 Tabs 1
1
4 Administrators
m
m
500,000 records
Division D
2000 Users
15 Tabs
1m
3 Administrators
1 million records
Best Practices

Partition Data into Logical Data Sets - Data should be divided into
logical data sets that are meaningful to the end users. For example, if
you organization has a North American sales team, the divisions
could be partitioned into four divisions: East, Central, Midwest, West.

Data Volume and Capacity Planning - Each division should be limited
to 1 million records at the Account or Lead level, and capacity
planning should be considered prior to the implementation of
divisions.

Testing and Rollout – Divisions should be initially deployed in the
Sandbox environment and the implementation should be performed
during non-business hours to minimize end user impact.

Communication & End User Training – Communication plans should be
established to communicate the changes to the salesforce.com user
interface and end user training should be modified to educate users
on best practices for optimizing their search results.
Implementation Considerations

Once Divisions are enabled, the feature cannot be turned off for your
organization.

When divisions are enabled, one global division is automatically
created for your organization and all records are assigned to that
division by default. The default name for this division is "Global,"
which you may customize if you wish (e.g. All).

Currently, an organization can create a maximum of 100 divisions,
including any inactive ones.

When you transfer divisions for accounts, all records related to a
particular account, such as contacts and opportunities, inherit the
division of that account. Page layouts and field-level security must
be setup as appropriate.

A user’s default division determines the division assigned to all new
accounts and leads he or she creates, unless the user explicitly sets
a different division. When users create records related to an account
or other record that already has a division, the new record is
assigned to the existing record’s division; the default division is not
used.

Remember to set the default division for all users, even those
without the "Affected by Divisions" permission. Records created by
users without that permission are still assigned to a division.
Divisions for Sample Customer
Strategy & Approach

Strategy: Organize data in the most logical format that minimizes user impact
and enhances the users search experience
– Provide flexibility for the long term, capacity planning, expansion
– Ease of administration, management of divisions
– Complies w/ salesforce.com Best Practices and recommendations

Approach:
– Partition and Organize Data: Divisions will be based on Customer Markets
groups. This includes 32 - 35 groups, or Customer Markets.
– Capacity Planning: Plan for growth and capacity w/in divisions.
– Impact Assessment: Outline impact areas for end users.
– Develop Process: Determine process for transferring divisions.
– Testing: Test process and perform use case testing, comparing test
cases in Sandbox against Production.
– Training & Rollout: Develop communication plan, training and rollout
divisions to the organization.
Capacity Planning Model
Capacity Planning Summary

Model based on sample data in Customer production org. Initial assumption for
Model 1 is based on the average of each user having 300 Clients/Prospects
and 5x Activities.
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Model 2 and 3 assume that data increases 2x and 3x, respectively. Users and
divisions remain evenly distributed.

In all 3 models, the data volume after divisions for each is within the salesforce.com
recommended best practices. There are no cases in which Salesforce.com
“Account Tab” (or Customer “Client/Prospects”) records are greater than 1m
for any division based on the original assumptions.

If a division grows to data volume above the threshold, Customer will have the
ability to break a division into 2 divisions.
Impact Assessment for End Users

Home Page - Divisions drop box
will appear on the Home Page for
all users.
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Reports
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When adding and/or modifying reports,
the users will see and added step to
specify division.
After opening a report, in the Report
Options area, the user will see a drop
box for divisions that should be
defaulted to “Current.”

List Views – When adding and/or
modifying list views, the users
will see and added step to
specify division.
Divisions Setup Process
Sandbox (Test Environment)
1. Refresh Sandbox (“Test”) Instance
2. Setup Divisions in Sandbox
3. Use DataLoader to perform mass update via API in Sandbox
4. Validate and test use cases
Production
1. Contact salesforce.com to enable Divisions
2. Setup Divisions in Production
3. Communicate plan to end users
4. Use DataLoader to perform mass update via API
5. Validate and re-test use cases
6. End user communication and training