Cripplegate Foundation is a grant-giving trust which aims to improve the quality of life of people who live or work in our area of benefit which is the borough of Islington and parts of the City of London. It is a proactive funder, whose work addresses poverty and inequality. Their grants improve access to opportunities and promote social cohesion.
The Cripplegate Foundation manage three active grant programmes to fund organisations in the Islington and Cripplegate ward of the City of London. Their legacy grant management system GIFTS were up for review and a decision was taken to move to Salesforce. Salesforce was seen to be a more a flexible and scalable platform that would be able to meet with the Foundation’s evolving needs around the management of grants. The challenge was to:
- Increase efficiency and minimise the administration required to manage grants and associated activities
- Create online forms to collect information on grant applications and monitoring
- To provide real-time grant reporting, accessible from any device and location
- To migrate organisation, contact and grant application data from GIFTS to Salesforce
- To train staff to set up templates, processes and forms to increase control and self-sufficiency and minimise reliance on external parties.
We started by configuring the Non-Profit Success Pack and Lightning experience so that Cripplegate could use the features for relationship and allocation management. Lightning Experience allowed users to make use of the latest Salesforce features available such as Paths (grant lifecycle tracking) and Lightning Record Pages. General Accounting Units enabled the tracking of different programmes and related payments in a way that met reporting needs.
We then installed and configured our own grant management solution, Grantflex. This included customising the application to achieve process improvements across all stages of the grant giving lifecycle. The functionality in the application also enabled us to meet a rapid implementation timescale following the expiry of contract of the legacy system.
With NPSP and Grantflex installed we then needed to tackle migrating the historical data into the “new world”. The quality of the existing data was assessed and Hyphen8 supported Cripplegate in getting over the data they needed.
We then utilised FormAssembly to create a suite of application and monitoring forms. By using FormAssembly we were able to create a seamless process of capturing information required from applicants and creating or updating records in Salesforce. Previously there was significant administration in pushing information from their online application form to their legacy system. This included the pre-filling of forms. A Salesforce Formula field links them to the forms from the appropriate objects, which in turn can be sent out via email templates and the connector pulls in the information and populates the form as required.
With Payments being an area which was previously time consuming we created an automatic creation of payment export files (BACS and SAGE) – We implemented automation processes to create the files necessary to upload to their banking system and accounting system. Payment records could be batched, updated on mass and csv files for export automatically generated for payment runs. This saved administration time in running payments.
As Cripplegate still needed to create documentation for meetings etc, we implemented a Process to generate documents from Salesforce through sDocs. This removed manual effort required by the team to create key documents in the grant management process. The free version of sDocs was used as only a few documents were needed as we had identified processes that could be moved to email templates
As with all technology projects the tool is only as great as the people using it. So onsite training was provided on the new system to all end users. The agenda included going through the grant management processes. Additionally Salesforce system administrator training was also provided to the project lead who would be acting as the system administrator. To ensure they not only felt confident in using the system, but so that they could be as self sufficient as they needed to be to make small amendments to forms etc.