Implementing Salesforce at
New Eyes for the Needy
Magdalena Adamczuk, Megan Dyckman,
David Kaplowitz, Victoria Leong, Ali
Skoutelas
Agenda
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Description of the Client
Needs and Approach
What We Created
Diagrams
Documentation Overview
Description of the Client
• Non-profit organization located in Short Hills,
NJ.
• Prior volunteer management system included
an Excel file and binders.
– No longer effective due to growth.
• Three distinct groups of volunteers:
– Regular (everyday, older)
– Summer (students)
– Groups (corporate, college)
Needs and Approach
• Decrease the time it takes to reach out to
volunteers.
• Personalize volunteer outreach.
• Increase volunteer outreach from zero to all
250 volunteers.
• Improve accessibility to volunteer information.
• Eliminate outdated volunteer data and keep
the current information up to date.
What We Created
• http://www.salesforce.com/
• Welcome to Your Salesforce
Diagrams
Entity-Relationship Diagram (ERD)
Salesforce ERD
Data Flow Diagram (DFD)
Context Diagram
Custom Report Creation and Client
Documentation
Requirements and Solutions
What the client needed
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New Eyes for the Needy wanted custom reporting that would allow it to make granular
reports on its data in Salesforce. For instance, Jean Gajano, the Community Relations
Coordinator for New Eyes wanted to be able to quickly generate reports on the force of
volunteers on which New Eyes relies, increasing her job efficiency and helping her maintain
relationships with volunteers.
What our team delivered
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To fulfill the client’s needs in a way that would allow them to work independently, we had
to take into consideration that they had no prior experience with Salesforce, which they did
not. We wanted to make no assumptions that anyone reading our documentation had any
technical significant expertise.
As experts on Salesforce, the VU New Eyes team provided guidance to the organization in
the form of personal training and tangible documentation in the form of a manual that any
user logging into Salesforce could easily follow.
Report Documentation
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The VU implementation team drew up a user guide for New Eyes to use when Jean and Sue
want to create custom reports. We used simple screen shots with easy-to-follow steps
written out in text, accompanied by easy-to-see arrow callouts to help the end-user get a
visual perspective on each of the steps in Salesforce’s five-step process for creating custom
reports.
Report Documentation (Cont.)
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Each step of the process was covered with one of these images, in order to
minimize any confusion for the user following the guide.
Success!
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After going over the process with Jean and the team at New Eyes, they were very
pleased with the results. They found the instructions simple and feel comfortable
that they can run reports on their data, using any filter they wish to help them run
their organization.
Documentation Overview
How To
• How to Upload to Salesforce
• How to Add Fields
• How to Create An Event and Send Email
Invitations
• How to Backup Salesforce
How to Upload to Salesforce
1. Save each updated volunteer file as a CSV.
2. Login to Salesforce.com at:
http://www.salesforce.com/.
3. Go to Setup.
4. Expand Data Management and go to Import Custom
Objects.
5. Start the Import Wizard!
6. Step 1: Choose Record.
Select the Regular Volunteer.
7. Step 2: Prevent Duplicates.
You must choose “Yes” to update existing records.
When asked “Which field on Regular Volunteer do
you want to use for matching?” use the default
(ex. it should be Regular Volunteer Name for the
Regular Volunteer updates). When asked “If
existing records are found, what do you want to
do?” choose according to your reason for
uploading.
8. Step 3: Specify Relationships.
Select None.
9. Step 4: File Upload.
Choose the CSV file related to Regular Volunteers.
10. Step 5: Field Mapping.
Many of the fields will automatically download, but some
you will have to use the drop down to fill in. For instance,
“Full Name” should be mapped to “Regular Volunteer
Name”. “Home Address 1” should be mapped to “Home
Address”. “Town” should be mapped to “City”. Make sure
none of the attributes have “None” on the Salesforce side.
11. Step 6: Verify Import Settings.
If there are errors in your data according to Salesforce,
either go back into Excel and fix the data or continue with
the import and make the adjustments in Salesforce.
12. Click Import Now! You can close out of the wizard. You will
get an email notification when the data has been uploaded.
13. Repeat Steps 4-12 for Group Volunteers and Student
Volunteers, adjusting Step 6 as appropriate.
What’s Next
• Megan will be meeting with Jean and Sue over
Winter Break to train them in Salesforce.
• Jean has seen the system, and she is thrilled.
She even sent out birthday cards last week.
Any questions?