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NPSP Batch Gift Entry

The NPSP Batch Gift Entry brand new tool which can be used to help users enter donations. It is completely different from batch data entry, which is sadly no longer available.  

Batch Gift Entry makes things quicker and easier  for users entering donations . 

Users can choose which fields they want to add, fields from the Opportunity and Payment objects. Can also capture defaults, e.g. donation stage.

Also update existing open donations and prevent duplicate donations from being created by users. 

Batch Gift Entry is well documented on power of hub. https://powerofus.force.com/articles/Resource/NPSP-BGE-Overview

 

Set up my domain, setting up visability to tabs, objects. Configuring field permissions, and users also need visability of two visual force pages. It is reccomended that this is done through a permission set. Even System Administrators need to be granted the permission set. 

  1. Go to the App Launcher and search for Batch Gift Entry.
NPSP Batch Gift Entry App Launcher

02. Click New Batch. The Batch Gift Entry Wizard will take you through several steps. 

Expected count of gifts and total batch amount are used if you know , how many gifts and the total value of the gifts expected. If you are certain the expected count of gifts and the total are correct, you can check the Require Expected Total Match checkbox. 

NPSP Batch Gift Entry- New Batch

03. Now you need to select the fields that you would like to enter, both on the opportunity and the payment object. As the donation involves creating both. 

04. Now we can specify if the fields are required and what the default value should be (if required) . E.g. Donation Stage, Donation Date. 

05. This is when the system is looking for existing open donations, it will match or suggest updating an existing donation- there is documentation on the behaviours of these matching rules. And select the fields that the rule should use as the criteria, e.g. Donation date, Donation Description etc. 

06. Here is the Batch Gift Entry page, select if the donation is an account or contact, any default fields are not-editable, The donation is then added into the batch. 

If there is an existing donation, the system will include a notification to “Review Donations” Users can click to review the donation and update the payment or alternatively create a new opportunity. Updating will not create a duplicate. 

Now we are ready to process the batch, upon clicking process batch you will see an important information notification confirmation page. The import wizard keeps you updated on the progress of the import. 

One the batch has been completed, you can see that the donation has been completed and the status has changed to imported. 

You can continue to add donations to the batch if required. 

How nonprofits can minimise Salesforce implementation costs
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How nonprofits can minimise Salesforce implementation costs

Hyphen8 strives to help nonprofits to minimise Salesforce implementation costs wherever possible. As well as being passionate about our social mission, in the current economic climate, we are all keen to sharpen our pencils. None more so than third sector organisations who need to demonstrate the value of investments to Trustees, donors and other stakeholders, and in some cases to rely on fundraising to pay for the configuration of new technology.

In this blog, I explore some of the main ways that non-profit organisations can keep down the cost of their Salesforce implementation when they engage an external partner.

1. Phased approach

The beauty of the Salesforce platform is that it is completely flexible and easy to configure. So you don’t need to ‘go live’ with all of your processes at the same time. You can fast-track the benefits by taking a phased approach as ongoing changes can be developed and tested in a Salesforce Sandbox (development environment).

  • Prioritise the key processes for phase 1 that will add the most value
  • Phase future enhancements over time in line with available budget
  • Factor in existing software contract renewal timings to reduce licence costs

2. Appoint internal super-users

We are great believers in self-sufficiency – using one of my favourite analogies, we like to give you the fishing rod rather than the fish. This not only reduces reliance on external partners but also increases internal ownership and user adoption. Internal super-users can be trained during the implementation to get involved in the configuration of time-consuming elements such as forms and communication templates.

  • Super-users don’t have to be technical wizards but it does help if they are more technically-inclined
  • Make sure that time can be dedicated to this role without detrimental impact on their day job

3. Minimise scope creep

With careful initial scoping of requirements, your implementation partner can provide accurate cost estimates for the implementation. However, costs can creep up if too many change requests are raised during the project. It is vital that rigorous project management processes are in place so that there is complete transparency on time/costs incurred.

  • Ensure that requirements and deliverables are documented in sufficient detail before the project starts to avoid any disputes over what is in scope
  • Appoint an internal Project Manager who can channel feedback and monitor time logged against requirements
  • Plan and finalise the content of data capture forms, email and document templates before they are handed over

4. Avoid unnecessary bells and whistles

It’s a simple fact (that applies to most things in life) that the more bells and whistles you add, the more it will cost. The Salesforce platform allows you to go beyond standard functionality and develop custom processes, screens, buttons, apps, integrations – the scope is almost unlimited. These are, of course, often necessary but they all take time (and therefore money) to develop. The good news is that it is now more than ever before easier to configure complex requirements using native Salesforce tools. If you do want to keep costs down, we encourage you to stick to standard Salesforce unless it is absolutely necessary.

  • Make sure your partner identifies any requirements that will require custom code that will require specialist skills to maintain
  • Don’t assume that users will reject standard Salesforce functionality until they have tested it
  • Check that your selected partner is up to date with the latest Salesforce tools

5. Prepare your own data

It may sound dramatic but data is the blood that pumps the heart of any database. If users lose trust in the integrity of data in their shiny new system, their interest may wane. Data migration can often be the area that burns a lot of time. Don’t brush this under the carpet, it’s better to invest some internal time to this task to avoid unnecessary costs being incurred.

  • Prepare your data – if you have multiple spreadsheets / data sources – consolidate them where possible or opt to carry out some of the imports yourselves)
  • Only migrate the data that you really need – the more disparate and complex the data sources, the more time it will take to migrate
  • If you don’t have internal capacity, think about drafting in low cost resources (or even family members) to help clean up your data

6. Train the trainer

Training is an important part of the introduction of new technology within an organisation and should not simply be a tick box exercise. Depending on your team’s size, diversity of roles and geographical location, training costs can mount. Especially if all sessions are delivered by an external trainer. So we often recommend a ‘train the trainer approach where an internal user can cascade their knowledge.

  • Choose someone who is engaging and understands your business processes
  • Don’t request lengthy user training materials if these can be managed internally and are likely to change frequently
  • Plan for an ongoing training programme that includes refresher sessions, new starter inductions and advanced training

7. Widen the scope

It is very common for organisations to use a wide variety of applications for different purposes and the ongoing costs for these can add up.  To save ongoing costs, consider whether Salesforce can be used instead. With a rich array of out of the box features and continually enhancements with 3 new releases each year, chances are the platform offers what you need. There are also thousands of plug in specialist applications available on the Appexchange, Salesforce’s app store, many of which are free or discounted for nonprofits.

  • Even if they don’t seem relevant, do make your partner aware of ALL of the apps currently used
  • Have an open mind – it can be difficult to switch away from apps you have used for years but if cost-savings are significant, it’s worth exploring alternatives

8. Choose the right partner

The process of selecting the right Salesforce partner to implement your solution should not be taking lightly. It should not just a case of comparing day rates – it’s more about evaluating who offers the best value for money. It’s also worth investigating whether you qualify for any pro bono time from Salesforce.org or partners that participate in the Pledge 1% programme.  

Your partner should guide you through all of the elements that will help you to save costs and not incur them and:

  • Have experience delivering similar types of solutions to minimise solution design and development time
  • Be able to provide references for projects delivered on time and on budget
  • Demonstrate that they follow best practice in terms of methodology, quality of documentation, project management processes

I hope that this blog provides some food for thought that will help to save money that can be put towards contributing to good causes.  If you need help estimating the cost of your Salesforce implementation, get in touch at team@hyphen8.com

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Salesforce Events Diary 2019

Event Stock Image

Salesforce and the Salesforce community offer some fantastic events throughout the year, here is my handy guide to make sure that you don’t miss out.

London's Calling Salesforce Logo

6 March 2019 London Calling

Europe’s largest community lead event for Salesforce professionals, I love this event, it optimizes what Salesforce is about. Whatever angle whether you are an admin, developer or consultant the day is ram packed for you. Early bird tickets are on sale now. To book your ticket, or to follow the event online check out their website. https://www.londonscalling.net

Salesforce World Tour Astro and Einstein on bikes to London

23 May 2019  Salesforce World Tour London

This is like a mini Dreamforce, the good and the greats from Salesforce descend on London for a one day super event. The event is free to attend, but make sure you register early to ensure a place. The expo event has more apps and partners than you thought existed. There are sessions for every type of Salesforce user from clients to developers, there is something for everyone!

27-28 September 2019 Surf Force - A Salesforce Community Event with a twist....

Surf Force is an annual life-changing networking event with 3 major parts:

  • Surfing together in the sea.
  •  A beach clean-up followed by logging the types of trash for worldwide research.
  •  Educational sessions with inspirational experts.

For Further Information, check out their website https://www.surfforce.co/ 

October - Date TBC Inspire East, Cambridge

  • 30+ sessions
  • Customer stories, admin and developer sessions
  • Hear about Lightning, Communities, Sales and Service Cloud
  • Take inspiration to improve your ROI of Salesforce
  • Boost your technology career
  • Get a taste of Dreamforce in Cambridge – hear about the highlights from the event.
Check Out their website for more information http://www.inspireeast.co.uk/ 

November Date TBC -Salesforce.Org Connected Non Profit, London 

Here is a little snapshot of what you will be able to enjoy on the day:

  • Be inspired to drive change in your organisation
  • Hear from industry experts on how to overcome the toughest challenges faced by nonprofits today
  • Leverage ideas and best practices to help you build better connections with your donors, beneficiaries, advocates, staff, and partners
  • Be empowered to innovate using social, mobile and cloud technologies to accelerate your impact
  • Network and learn from peers and our partner ecosystem how to elevate your solutions and transform your nonprofit into a truly Connected organisation
  • Have fun and make connections with the most innovative community in the nonprofit sector in the UK

Throughout the year- Salesforce User Groups

Salesforce user groups are the perfect place to meet like minded Salesforce individuals, most areas of the country have a user group close by. User groups often have a couple of talks about new features, upcoming releases etc and are strictly not for sales pitches. Networking in between and of course some food and beer to wash down the Salesforce Knowledge.

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How to Prepare for A Salesforce Release

An Admins Top Tips for Preparing for the next release...

Don’t forget to check out our  Winter19 Release Highlights

Salesforce automatically updates your instance of the platform three times a year for free. The upgrade usually takes place out of hours. This means there is no need to download anything or spending time to work out when you can take the system offline to upgrade.

However, as the updates always include new features here are my top tips in preparing for the release.

Join in the conversation

The Salesforce success community is a hotbed of knowledge, ideas and people. Everyone wants to help, and the release readiness group offers a great insight into what will be coming in the next release. Be sure to ask any questions to these Salesforce Gurus. The release readiness group always has a handy spreadsheet with a breakdown of each feature, I find this perfect for adding my own notes to.   

The Salesforce Trailblazer Community is the perfect place to find out more about a release. 

 

Know when it’s coming

To be prepared you must know what is coming and when. Familiarise yourself with the Salesforce Trust Calendar which includes the release date.

Make sure you add key release dates into your diary. 

Know what is coming

You need to know what features are included in the release to know what steps you need to take. Your first port of call is the Salesforce Release Notes, these are in a handy searchable HTML format, which makes it really easy to find the release details for the features you utilize the most.

 

Trailhead

Since trailhead arrived in 2016 it has totally revolutionized the way we can train ourselves. Trailhead offers a badge in release readiness. With new badges being added all the time it is the place to get upto speed.
Check out the release preparation badge. https://trailhead.salesforce.com/en/trails/sf_release_prep

Trailhead Logo - Learn Salesforce, Fun, Interactive, Free.
Trailhead offers and free, fun and interactive way to learn Salesforce. 

 

Look out for any Auto Enabled Features

When reading the release notes pay attention to auto-enabled features. These features are automatically turned on with the release, so you want to prepare for them carefully. The easiest way to find them is by using the online version of the release notes, which has filters for features enabled for users, developers, and admins.

 

Inform Others

Make sure you prepare others in your organisation of the upcoming release. Do you have workaholics who may be online during the scheduled downtime? Make sure that you let them know, during the 5 minutes down time they will not be able to save any records. During my time as a system admin, I used chatter and would remind people a few days before and then on the morning of the upgrade.

Is there a change that is going to make their life easier with little impact to them? Make sure you communicate these updates to the team. Again, this is a perfect example where you can use Chatter for this.  

Test Out Features

As my mum always said you learn the most by doing, so make sure you get a hands-on experience by testing out any new features in a Sandbox preview. Salesforce provides a window for you to refresh your sandbox to the next release, this gives you a head start in checking out any new features.  

If Sandboxes are new to you, check out these Salesforce Sandbox Trailhead Modules. https://trailhead.salesforce.com/en/modules/alm_deployment/units/alm_sandbox

 

Watch Salesforce Release Readiness Live

If you have time make sure you check out the Salesforce Release Readiness live, the broadcast includes product managers providing roadmaps, demos and technical overviews. The dates for Release Readiness Live will be announced in the Release Readiness group in the success community.

 

Look out for Hyphen8 Release Highlights

 

Here at Hyphen8 we know you may not have time to study the release notes, so we will be posting what we think are the main highlights (and any actions you need to take) from the Next Release for Not for Profit organisations in subsequent blogs.  https://hyphen8.com/blog/

 

Enjoy the Enhancements

Salesforce is constantly evolving to enhance the platform, enjoy the latest enhancements. If something is a total bugbear of yours you can upvote suggestions in the ideas community which may be included in the next release. 

Team Hyphen8 Length of the UK Challenge- Raising Funds and Awareness for Group B Strep Support
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Team Hyphen8 Length of the UK Challenge- Raising Funds and Awareness for Group B Strep Support

You may have heard that throughout September the whole team at Hyphen8 have been Running, Walking and Cycling the length of the UK, a whole 874 miles  to help raise awareness and funds for Group B Strep Support.

Group B Strep Support is a UK charity working to stop group B Strep (GBS) infection in babies. Group B Strep Support educate new and expectant parents, doctors, and midwives about group B strep and provide information and support to affected families.

Group B Strep Support provide help and support to families, especially parents, suffering from the devastating consequences of GBS infection.   They also help new and expectant parents wanting more information about testing and how to reduce the risk of GBS infection for their baby.

Group B Strep Support are supported by an eminent and dedicated medical advisory panel. The charity provides free up-to-date and accurate medical information about GBS to health professionals involved in maternity care.

Before we embarked on this challenge I had no idea what Group B Strep was, or how it affected babies.  It was terrifying to know that at least one baby a week dies from Group B Strep. A scary statistic in the modern world of medicine. We all know the dangers of meningitis and know how to spot the signs, but why are we all so unaware of the dangers of Group B Strep? For further information on Group B Strep, please visit their website https://gbss.org.uk/

Selection of images of the hyphen8 team out walking, running and cycling the length of the UK,
From Ibiza to the Gym, the whole team have been tracking every mile. 

From running in Ibiza, to cycling in the gym, all the Hyphen8 team (and dogs!) have stepped up to the challenge. To follow our progress via twitter @teamhyphen8

If you would like to support our September event please donate using this donation  form https://t.co/FryvbJR6Qh

To find out more about what the Hyphen8 team are upto, please see our blog hyphen8.com/blog/