The Jack Petchey Foundation

About The Jack Petchey Foundation

Founded in 1999 by Sir Jack Petchey CBE, The Jack Petchey Foundation is dedicated to inspiring and motivating young people aged 11-25 across London and Essex. Through funding youth programmes, the Foundation enhances aspirations, achievements, and life experiences-helping thousands of young people realise their potential.

With over two decades of impact, the Foundation has supported numerous projects in schools, youth organisations, and the wider community. To continue delivering their mission at scale, they recognised the need for a more efficient, future-proof system to manage grants and operations.

The Challenge: Managing Grants Efficiently at Scale

Before implementing Salesforce, The Jack Petchey Foundation faced significant operational challenges that slowed down grant processing, reporting, and auditing.

"Our old system made it difficult to access information instantly, process grants efficiently, and generate reports quickly.

We needed a solution that would save time and make our work easier."

-Alison Burrow, Finance and Operations Manager, Jack Petchey Foundation

Allison-Burrow-cropped-300x259

Pain Points 

A growing grant-making portfolio required a scalable, automated system to enhance efficiency and transparency. The team were experiencing the following pain points which they wanted to get rid of from their daily work.

  • Pain Bullet

    Limited Information Accessibility for Grant Officers

    • Grant officers struggled to access data quickly, leading to delays in processing grants.

    • The lack of a centralised system impacted decision-making.
  • Exclamation Bullet

    Inadequate Reporting Capabilities

    • Reports required constant manual adjustments, making it difficult to gain a complete, accurate overview.

    • The 25th anniversary report would have required weeks of manual work using Excel sheets.
  • Pain Bullet

    Time-Consuming Audits

    • Audits took weeks to complete, consuming staff resources.

    • Staff had to be present for auditors, pulling reports and sharing files manually.
  • Exclamation Bullet

    Lack of Custom Report Capabilities

    • The system did not allow internal data experimentation, making process improvements difficult.

    • The team couldn't have their own custom reports, or private reports. 
gallery-panathlon-005

The Solution: A Scalable, Automated Salesforce System Built by Hyphen8

Recognising the need for a robust and user-friendly CRM, The Jack Petchey Foundation chose Salesforce for its customisation, centralised data management, and proven success in grant management.

Hyphen8, a specialist in Salesforce solutions for grant-making organisations, worked closely with the Foundation to implement a fully integrated system.

  • Rocket Bullet

    Automation & Efficiency with Salesforce Experience Cloud

    • Grant Officers can now see applications instantly and process them a week faster.

    • More time spent with young people and grantees, rather than on admin.

    "By automating processes, our Grant Officers can do so much more with their time. Applications are processed about a week faster, and we can now focus on visiting and supporting the young people we fund." - Nadia, Jack Petchey Foundation

  • Rocket Bullet

    Enhanced Reporting & Data Insights

    • Reports that once took weeks can now be pulled in minutes.

    • The 25th anniversary impact report was completed in a fraction of the time.

    "Before Salesforce, compiling our 25th anniversary report would have taken 3-4 weeks of manual work, merging multiple Excel sheets. Now, we generate it instantly, saving at least a week's work and allowing us to celebrate our long-serving coordinators instead of focusing on admin." - Allison Burrow

  • Rocket Bullet

    Streamlined Audits & Compliance

    • Auditors now have read-only access, removing the need for time-consuming prep work.
    • The audit process continued seamlessly, even when staff were unavailable.

    "With Salesforce, audits are so much easier. Auditors get a read-only licence, saving us weeks of preparation work. Last year, I had COVID, and despite being unwell, the audit still went ahead without any issues."

  • Rocket Bullet

    Powerful Reporting

    • While Salesforce has amazing out-of-the-box reporting, the Hyphen8 team created custom reports to enable the team to have exactly what they needed.

    • Each department has their own set of reporting tools.

    • A read-only licence for auditors is available to ensure the team can help auditors do their job with little help from the team. 

hero-gallery-001

The Impact of working with Hyphen8

Days
Applications processed a week faster, enabling more efficient grant distribution.
Weeks
Audits streamlined, saving three weeks of prep work and ensuring compliance.
Weeks
Reports are able to be done in minutes, rather than weeks

The Impact: Time Savings & Greater Focus on Mission

By working with Hyphen8, The Jack Petchey Foundation has transformed its grant management, saving time and improving efficiency across all departments.

  • Smile Bullet

    Long-Term Benefits for the Foundation

    • Greater Operational Efficiency

    • Grant officers spend less time on admin and more time engaging with young people.

    • Automated processes allow staff to focus on strategic work, rather than manual reporting.
  • Tick Bullet

    Scalability & Future-Proofing

    • The system is flexible and adaptable, ensuring it meets future needs.

    • The Foundation can adjust and evolve its processes without external dependencies.

    "Salesforce has changed how we work. We've saved weeks of time, making processes easier and more effective across the organisation."

  • Smile Bullet

    Weeks of Time Saved

    • 3- 4 weeks saved per volunteering report when an anniversary arrives. 

    • Weeks of time per audit preparing saved as the team can now give a 'read only' licence. 

    • All staff have access to custom reports saving them huge amounts of time and effort. 

    • The leadership use reports for trustee meetings, a few clicks and they have all the reports they need. 
  • Tick Bullet

    More Face-To-Face Time Spent With Charities

    • Applications are processed up to a week faster, enabling quicker funding decisions.

    • Grant Officers can now review, approve, and track applications in real time, reducing delays.

    • With less time spent on admin, the team can visit more young people and funded organisations.

    • Greater focus on building relationships ensures grantees feel supported beyond receiving funds.

    • Instant access to applications allows Grant Officers to manage workloads more effectively.

    • Automated processes reduce bottlenecks, ensuring a smoother experience for both staff and applicants.

All processes on Salesforce

"Now all of our processes are on Salesforce we have the time to be out meeting the organisations and young people we support.

That's a wonderful thing, and it's thanks to the Salesforce platform Hyphen8 created for us!"

%
Everything in one place.
4

Why Did You Choose Salesforce and Hyphen8?

Hyphen8's collaborative approach ensured that The Jack Petchey Foundation's internal teams remained in control, while benefiting from expert guidance.

"Hyphen8 took the time to understand our needs and ensure we could own the system ourselves.

They focused on the complex customisations we couldn't manage alone, but left us empowered to maintain and scale our system moving forward."

In Memory of Sir Jack Petchey CBE

Two weeks after this success story was written, Sir Jack Petchey CBE sadly passed away at age 98. His legacy lives on in the thousands of young people, families, and communities he impacted with his positivity and unwavering belief in what is possible with the right support.

The Hyphen8 team extends their deepest condolences to the Foundation and all who were touched by Sir Jack's incredible work.

hero-who-is-jack-pethcey-circle-e8e9c38a6abd1c98be768ee3595832dc-04oheqf7alxn