Transitioning to HEDA from NPSP
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The document details Smith College's transition from the Nonprofit Success Pack (NPSP) to the Higher Education Data Architecture (HEDA) in their Salesforce implementation, outlining key decision points and timelines. It highlights the lessons learned during the upgrade process, including the use of sandboxes for change management and the importance of system architecture. The presentation serves as a guide for managing data migrations and system configurations effectively.
Transitioning to HEDA from NPSP
- 1. Smith College – from NPSP to HEDA Tom Neuburger, Associate Director CRM Center of Excellence tneuburg@smith.edu Jason Jensen, CRM Application System Analyst jjensen@smith.edu Yes it can be done
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- 3. Smith College - from NPSP to HEDA Background Comparing NPSP to HEDA The Move Lessons learned / where we are now Q&A Agenda
- 4. Salesforce in use at Smith College Office of Alumnae Relations • Spring 2014 • Alumnae Engagement and Interactions using native Salesforce (Tasks, Cases, etc.) • Alumnae Community • Marketing Cloud • Cvent events (including Reunion) Office of Development • Fall and Winter 2015 • Opportunity Tracking for Major Gifts • Tasks (visits and ‘to do’ lists) • Secondary contact info (business email, seasonal homes) Two main departments impacted by NPSP/ HEDA
- 5. Decision Points and Key Dates Timeline at Smith Alumnae Relations Salesforce Community NPSP 3.0 Salesforce for Higher Ed HEDA Salesforce for NonprofitsNPSP Mar 2015 Dec 2015 Using Opportunities to track Major Asks Major Gifts Mar 2016 Sep 2015
- 6. Out of the box Salesforce NPSP HEDA Household Account Model Preferred phone/ email/ address on Contact Relationships object Affiliations object Modifications to Opportunity Household Account Model Preferred phone/ email/ address on Contact Relationships object Affiliations, Primary per type No Mods to Opportunity Employer Account Model Limited number for phone/ email/ address Difficulty tracking Spouse, Legacy Alum, assignments Custom ‘Interests’ Object No Modifications to Opportunity object, allows for future growth Plain Vanilla approach Modifications to Opportunity object not being utilized Comparison Why we went to NPSP, what we would gain/ lose moving to HEDA
- 7. System Architecture Defining the system of Record CRM Solution . . Proposal Management Institutional ERP (Banner) Alum Name, Email, etc Staff Assignments Gift Processing Pledge Processing Visit tracking Opportunity Mgmt Data Loader Ratings Prospect Strategy Alum Name, Email, etc Staff Assignments Gift Processing Pledge Processing Visit tracking Opportunity Mgmt Ratings Prospect Strategy System of Record Shared Activities (Data Sync) One Time feed to Salesforce KEY Read access only Data Feed Contract Approvals Fundraising Initiatives Fundraising Initiatives Alumnae Community
- 8. Timeline of Data References Sandbox 1 Sandbox 2 Production NPSP References Temporary Custom Fields HEDA References Updating Formulas, Workflows, Visualforce, and Apex Remove DestinationBuild
- 9. Sandbox 1 Sandbox 2 Production Deploy Transition Fields Change Set Uninstall NPSP Install and configure HEDA Outbound Change Set – HEDA Dependencies Deploy Transitional Fields change set from Box1 Uninstall NPSP Install HEDA Deploy HEDA Change Set from Box 2 Repopulate data Attempt to uninstall NPSP – Received errors Create and document custom “transition fields” in triggers, vfp, workflows, etc. Uninstall NPSP Outbound Change Set - Transitional Fields Production references HEDA after transitional fields are first referenced Box 1 references transitional fields Box 2 references HEDA fields Working Environments and Change Management Leveraging Sandboxes and Change Sets
- 10. Some Technical Considerations Dependencies Dependencies may also include custom buttons, page layouts, record types, flows, processes, etc. Reports – Work with management and user base to identify reports that might require being rebuilt Data Migrations Data does not need to be moved to transitional fields – but should it be? If necessary, backup production data before deleting NPSP fields HEDA Configuration Review, familiarize yourself, and configure HEDA in a sandbox to determine how a deployment to production will work. Sneak HEDA into Production like a Ninja
- 11. Lessons Learned • Use multiple sandboxes to create change sets at various steps of the upgrade • Refresh/ deploy new sandboxes for your work • Move fields on standard objects, backfill data later • Practice, practice, practice What worked for us
- 12. Tom Neuburger Associate Director, CRM Center of Excellence tneuburg@smith.edu Jason Jensen CRM Application Systems Analyst Salesforce Certified Administrator and Developer jjensen@smith.edu
- 13. Thank You
Editor's Notes
- #3: Key Takeaway: We are a publicly traded company. Please make your buying decisions only on the products commercially available from Salesforce. Talk Track: Before I begin, just a quick note that when considering future developments, whether by us or with any other solution provider, you should always base your purchasing decisions on what is currently available.
- #5: Over 3 Million emails sent in the past 12 months
- #6: At a cross roads, Non Profit or Higher Ed. Salesforce strives to be a Campus wide tool, not just for one dept/ division
- #7: Interests – Acapela group, Regional Clubs, Board of Trustee members Opportunity model for NPSP more in line with Membership model of giving.
- #8: For certain object such as Relationships, we could just delete and rebuild from System of record. Other institutions may need to back up the data before removing. Npe01__WorkEmail__c remapped to hed__WorkEmail__c
- #9: Temporary fields – On the Contact, Account, Opportunity objects Two Data Sets for Production, one from Sandbox1, one from Sandbox2
- #10: Repopulate and Celebrate (dancing bears)
- #12: OK to use concepts from NPSP like ‘lifetime giving’ fields.