9781801070911

276 Ongoing Data Management and Best Practices Configure the Data Import Wizard There are several steps to configure the Data Import Wizard based on the use case: 1. Access the Data Import Wizard via the app launcher (or waffle menu) and select NPSP Data Imports; then click Import. 2. The following wizard opens: Figure 16.11 – The NPSP Data Import Wizard page 3. Confirm that the custom object that shows in the left-hand column is NPSP Data Imports and click it. For NPSP Data Importer, you always want to select Add new records, but you can leave all the additional settings in the center column. Then, connect the appropriate .csv file with your data in the right-hand column. 4. Click Next. 5. This will open the Edit Field Mapping page. Confirm that the fields in the spreadsheet are accurately mapped to the fields in Salesforce:

Responsible ways to import data 277 Figure 16.12 – A sample Edit Field Mapping page for NPSP Data Imports 6. Click Next to review the information. Then, click Start Import. 7. Click OK, and the system will take you to the Bulk Data Load Jobs page to verify the success of your import. 8. Return to the NPSP Data Imports tab and access the To Be Imported list view to confirm the records. Note This import is a staging area; it is not the actual instantiation of data into production.

278 Ongoing Data Management and Best Practices 9. We're almost done. But, first, on the list view page, click Start Data Import. The system will open a page like the following example, where you can more granularly configure the import options: Figure 16.13 – A sample NPSP Data Import Configuration Options page Take a look at the default configuration options. Depending on the data you are importing and the business rules of the nonprofit, these may need to be adjusted for the best results. The batch process size is often a challenge and may need to be configured to 10 or lower. Doing a test run or dry run is helpful to work out these challenges before the actual data is imported.

Responsible ways to import data 279 10. Do this by clicking Begin Dry Run. If the dry run returns errors, these can be addressed in the Dry Run:Errors list view. If the dry run does not return errors, or once the errors have been corrected, we are ready to import the data. 11. Follow the same steps for the dry run, but click Begin Data Import Process on the Configuration Options page. NPSP Data Importer shows the progress, just as it did on the dry run: Figure 16.14 – An example of a successfully completed NPSP Data Importer sample import A quick search for Haley Brown, one of the contacts in the sample data, shows that her contact record was created along with her household and her donation: Figure 16.15 – A sample search for Haley Brown reveals her contact, household, and donation details Haley Brown's family members, affiliated place of employment, and address have been created in related records as well. Voila! All the data in a single import. This is the simplicity of NPSP Data Importer.

280 Ongoing Data Management and Best Practices Note Once you have completed the preceding steps, validate that the data has been imported correctly. This is always a best practice for data imports of any kind. Extending the Data Import tool functionality Have more complex data imports to do? You can extend NPSP Data Importer with advanced mapping. An example of a use case would be importing a custom field on the contact record, such as a checkbox to confirm that a volunteer has been vaccinated, or a standard field, such as an email opt-out, that is not currently a part of the NPSP Data Import object. Advanced mapping is not a complex process: 1. Create the custom field(s) on the object, if needed. 2. Create the custom field(s) on the NPSP Data Import object. 3. Map the new custom field(s) on the NPSP Data Import object to the custom field(s) or standard field(s) of the object itself. Step 1 and Step 2 are familiar to Salesforce administrators. To accomplish Step 3, go to NPSP Settings > System Tools > Advanced Mapping for Data Import & Gift Entry. Toggle the button to enable Advanced Mapping. It may take a few minutes to configure before you see the success screen: Figure 16.16 – A sample Advanced Mapping for Data Import & Gift Entry settings page Now, we are ready to click Configure Advanced Mapping and tell NPSP Data Importer where to write the standard or custom field(s) being added.

Best practices, tips, and tricks 281 Best practices, tips, and tricks Helping your users understand how important it is to maintain the integrity of your data is critical. It really is a team effort to leverage Nonprofit Cloud to get the highest return on your investment. Good data hygiene will protect an organization's investment and return information via reports and dashboards or tableau for more impact on the social issues that the nonprofit is tackling. Get your users on board For all the work that you do in Salesforce, your users probably do much more. They are constantly creating new data and updating existing data. Make it easy for them. Set the matching rules and duplicate rules so that users are easily alerted when they start to create a record that may be a duplicate. Configuring the settings to alert users to duplicates when they edit records can also help with ongoing maintenance and data hygiene. Merging a duplicate record as it is discovered allows distribution of the hygiene duties. Note Merging requires Delete permissions. Providing your users with access to the appropriate data, reports, and dashboards also encourages them to be good housekeepers. Training is an integral part of understanding. Trailhead (https://trailhead.salesforce.com/) is a free training tool that is gamified to encourage users to better understand the system. Document, document, document One of the single best practices that you can adopt when using Nonprofit Cloud, internally or as a consultant, is to document. Document each change, each process, and each discussion. You may not always be the one who is the system administrator. And, putting the thought process together after the fact is difficult when you are trying to troubleshoot something that was created before you began. There are as many ways to document as there are to configure. So, choose one that all of the stakeholders on the team can access. It may be a Google document, it may be GitHub, or it may be a third-party project management app. Start documenting from day one; you will never regret it.

282 Ongoing Data Management and Best Practices Summary In this chapter, we looked at the next steps once Nonprofit Cloud has been implemented, configured, and customized. Data maintenance is an ongoing task that must be done to fully leverage all the functionality of Nonprofit Cloud and NPSP. Data imports are also a regular task, so we have explored how to make this task simple and accurate with NPSP Data Importer and advanced mapping. Managing technology is an important role for a Nonprofit Cloud consultant; however, managing human expectations is equally important. Knowing how to get users interested, excited, and motivated to use the functionality is a valuable tool for your career. Nonprofit Cloud is a flexible and robust tool, and now you are well trained in how to use it to do more good. I wish you the best in passing your Nonprofit Cloud Consultant certification and look forward to meeting you in the Trailblazer Community, https:// trailhead.salesforce.com/en/trailblazercommunity. And remember: Automate what can be automated so humans have more time to do what can't be automated. Resources and additional reading • Standard Matching Rules: https://help.salesforce.com/s/ articleView?id=sf.matching_rules_standard_rules.htm&type=5 • Find and Merge Duplicate Contacts: https://powerofus.force.com/s/ article/NPSP-Merging-Contacts • Constituent Data Management with Nonprofit Success Pack: https:// trailhead.salesforce.com/content/learn/modules/ constituent-data-management-with-nonprofit-success-pack • The Data Are Alright: https://thedataarealright.blog/salesforce/ • Import Data With Nonprofit Success Pack (NPSP): https://trailhead. salesforce.com/en/content/learn/trails/import-data-with- nonprofit-success-pack-npsp • NPSP Data Importer Templates: https://powerofus.force.com/s/ article/NPSP-Data-Importer-Documentation

Index A C Accounting Subledger 16, 99 campaign management 33-35 Account models, NPSP campaign members 33 Case Management 1-to-1 Account model 24 about 22 about 58, 194 Household model 23 additional configurable elements 196 Individual (Bucket) Account model 24 assessments 70 aggregate rollups 202 Case Manager home page 64, 65 assessments 70 case notes 69 case plans 66-68 B client intake 63, 64 inbound referral 64 best practices installing 151 for data integrity 199 key features 62 for data security 199 key objects 62 for reports, creating 250 page layouts, assigning 152 for reports, customizing 250 post-installation configurations 152 for users, leaving organization 201 reporting 71, 72 setting up, for NPSP 194-196 Big Brothers Big Sisters starters 71 URL 76 tools 71 tracking 71, 72 business use cases use cases 58-61 versus nonprofit use cases 20, 21 users access 152

284 importing, ways 274 visualizing 259-262 Case Management, configurable elements Data Import Templates client card 196 using 275 client notes 196 Data Import Wizard configuring 276-279 Case Manager home page 64, 65 document 281 case notes 69 donation features, in NPSP case plans 66-68 about 29 case plan templates 67 In-Kind Gift 30 change management matching gift 30 recurring donations 30 about 104, 107 types 30 Kotter's Eight Steps 107, 108 duplicate data client alerts 71 reasons 266 COE 110, 111 resolving 271-273 Compact Layouts, configuring 165 duplicate rule 267 Contact-to-Contact relationships 146 duplication CumulusCI (Cumulus Continuous mitigating 268-270 preventing 266, 267 Integration) used, for completing post-installation E customizations 244 Education Data Architecture curricula vitae (CVs) 124 (EDA) environments 95 custom code Elevate 16, 99 creating, scenarios 229, 230 Enhanced Recurring Donations 173 creating, with TDTM 229 Entity Relationship Diagram (ERD) 48, 96 customizable rollups Experience Cloud configurations 184 about 202 Experience Cloud interface user stories 203-206 custom objects, of V4S 88 reference link 90 custom test data extract, transform, and load (ETL) 229 creating 239, 240 new functionality, testing F with data 241, 242 field sets 199 new releases, testing 240 Financial Service Cloud 62 D Dashboards 248, 258, 259 data best practices 281 creating, for training purposes 244

285 five whys capabilities, extending for need for 118, 119 fundraising 99 Full Copy Sandbox managing 95 about 136, 240 outgoing funds, managing 95 cons 241 use case 95 pros 240 grants management 15 fundraising features 8-11 H fundraising, with NPSP Health Check 201 about 28 Household model, NPSP campaign management 33-35 donation features 29, 30 about 23 donors and funders, encouraging Account 23 Campaign 23 to next level 32 Contact 23 soft credits 30, 31 custom objects, adding 25, 26 Opportunity 23 G I General Accounting Units (GAUs) 97, 170 General Data Protection impact reporting 248 Regulation (GDPR) 110 Giving Pages forms 99 incidents 71 governance Individual (Bucket) Account basics 108 model, NPSP 24 governance, for Salesforce K Nonprofit Cloud about 108 Kanban 32 architecture 110 Kotter's Eight Steps 107 business backlog 110 communication strategy 110 L data strategy 110 management 110 list views 32 software development lifecycle 110 vision and strategy 109 grantmaking about 15 capabilities, extending 98 capabilities, extending accounting for funds 99

286 Accounting Subledger 16 Elevate 16 M grantmaking 15, 16 grants management 15, 16 matching gifts marketing and engagement options 17 applying, to donations 207 Nonprofit Cloud Case Management configuration, confirming 207, 208 about 54 creating 208, 209 installation link 151 Nonprofit Cloud Case matching rule 266 Meals on Wheels Management features configuring 196 URL 80 customizing 196 mentorship program Nonprofit Cloud Grants first goal 123, 124 Management package 94 five whys 121, 122 Nonprofit Cloud implementation goal of 123 interrogating 119 success 128-131 problem 120 Nonprofit Dreamin case study processes 126-128 root causes 123 about 104 second goal 124, 125 reference link 104 Mentors R Us (MRU) 119 nonprofits Mockaroo considerations 20, 21 using 242 Nonprofit Starter Pack (NPSP) 7 Moves Management 32 Nonprofit Success Pack (3.0) 7 Multi-Factor Authentication (MFA) 200 Nonprofit Success Pack (NPSP) about 19, 138 N Account models 22 account record types 140 new functionality, testing with data Account View button 142 data, for training purposes 244 Contact Delete button 144 Mockaroo, using 242 Case Management, setting up 194-196 Snowfakery 243 data architecture 22 spreadsheets, creating 242 Edit button 142 engagement plans 32 new releases, testing with data fundraising with 28 Full Copy Sandbox 240 installation, decision chart 134-136 Partial Copy Sandbox 241 Lead Convert override 143 levels 32 Nonprofit Cloud building 4-8 Nonprofit Cloud, additional features about 15

Manage Household button 142 287 page layouts 141 permissions configurations 139 Compact Layouts, configuring 165 Relationship Reciprocal helpful list views 164, 165 NPSP objects Settings 145, 146 overall schema 28 required configurations 139 NPSP report packages Nonprofit Success Pack Trial installing 250, 251 reference link 138 updating 250, 251 NPSP bug fixes 236, 237 NPSP reports NPSP Campaign ROI Analysis 258 customizing 252-255 NPSP Data Importer NPSP Reports and Dashboards about 274 about 13, 14 functionality, extending 280 Nonprofit Cloud Case Management, NPSP fundraising New and Edit buttons, on with Service Cloud 15 Tableau 15 Contact 161, 162 NPSP sandboxes New button, on opportunity- best practices 236 functionality, creation and testing 236 related list 160, 161 new staff, training 237-239 Opportunity Contact Roles 162, 163 NPSP bug fixes 236, 237 Opportunity record types 160 Salesforce releases 236, 237 Opportunity stages 157 use cases 236 Opportunity workflow NPSP Upgrade Guide reference link 136 rules, enabling 163 required configurations 156 O sales processes 158, 159 NPSP fundraising features OFM ER diagram 96 automated and manual soft credits, Opportunity 157 Opportunity Contact Roles 162, 163 configuring 167-170 Opportunity record types 160 configuring, for specific Opportunity workflow rules use cases 166, 167 enabling 163 donation allocations, order of execution 230, 231 organizational alignment configuring 170, 171 gift entry, configuring 171-173 about 104 recommended configurations 163 Nonprofit Dreamin case study 104-107 recurring donations, Outbound Funds Module (OFM) about 16, 95 configuring 173, 174 NPSP fundraising features, recommended configurations

288 Program Engagements automating 185-192 configuring 211 recipients 184, 185 funding program, setting up 212-215 funds, disbursing 218 program management features installing 210 about 11 using 95, 97 open source programs 11 leveraging 209 paid programs 12 reviews, creating 216, 217 using 211 Program Management Module (PMM) about 12 P additional optional configurations 194 building blocks 40 Partial Copy Sandbox configuring 178 about 136, 241 customizable configurations 184 cons 241 Experience Cloud configurations 184 pros 241 functionality, working 49-54 installation link 147 Path 32 installing 146 permission sets 180, 181, 199 installing, steps 147, 148 Person Account model 24 objects 40 personally identifiable information post-installation required configuration 148 (PII) 60, 110 required post-installation pledges 30 configurations 179 PMM objects schema 48 sharing rules, configuring 181-183 about 40 usage 54 Program Cohorts 44 Program Engagements 43, 44 Program Management permission sets Programs 41 about 148 Service Deliveries 45 PMM Deliver 149 Service participants 48 PMM Manage 148 Services 42 PMM View 149 Service Schedules 46 Service Sessions 47 Program Management Standard User 148 post-installation customizations completing, with CumulusCI 244 R post-install customizations, recurring donations with CumulusCI configuring 173, 174 advantages 245 profiles 179, 180

Report Builder 248 289 reports relevant 114 creating, best practices 250 specific 114 customizing, best practices 250 timely 114 options 248, 249 Snowfakery 243 report types soft credits, in NPSP creating 256, 257 about 30, 31 Contact Role 30 S Hard Credit Role 30 Household Member 30 Sakichi Toyoda 118 Matched Donor 30 Salesforce Account functionality 5 Specific, Measurable, Achievable, Relevant, Salesforce releases 236, 237 Salesforce V2MOM and Timely (SMART) 128, 259 spreadsheets Measures 107 Methods 106 creating 242 Obstacles 106 System Administrator profile 200 reference link 104 Values 105 T Vision 104 sales processes 158, 159 Tableau sandbox 234 reference link 259 Service Deliveries naming 185-192 Table-Driven Trigger recipients 184, 185 Management (TDTM) Service Delivery summary data initial setup 193, 194 about 222 sharing rules benefits 223 about 199 use case, for disabling trigger configuring, for PMM 181-183 single-result operation rollups 202 handlers 228 single source of truth (SSOT) 99 use case, for disabling triggers 225, 226 SMART goals, by Nonprofit used, for disabling triggers 224, 225 using 222, 223 Dreamin 114, 115 using, to create custom code 229 SMART metrics templates about 234 about 114 essentials 234, 235 achievable 114 Toyota Production System (TPS) 118 measurable 114 Trailhead URL 281 Trigger Driven Management Tables (TDTM) 8

290 installing, steps 150, 151 volunteer interface 88 trigger handler working 84 about 222 verification check object 98 disabling entirely 226 Vision, Values, Methods, Obstacles, disabling, for multiple users 226-228 disabling, programmatically 228 and Measures (V2MOM) 128 volunteer interface, V4S triggers 222 two-factor authentication (2FA) 200 about 88 Experience Cloud interface 90 U website integration 89 volunteers, for Salesforce use cases user acceptance testing (UAT) 129 assigning, to jobs 76-79 user adoption disaster volunteers 83 event volunteers 82 about 111 overview 76 champions 112 random jobs, doing on ad hoc basis 80 early adopters 112 reports, in V4S package 77 encouraging 111 same job, doing repeatedly 80 executive sponsor 111 signing up 79 measuring 113 metrics for success 113 W users 112 watchlists 71 V V4S configurations disadvantages 199 for staff and volunteers 197 recurring jobs, automating 198 staff 's ease of use, configuring 199 volunteers jobs, automating 198 volunteer skills, leveraging 198 volunteers, notifying 198 V4S (Volunteers for Salesforce) about 13, 75, 76 Campaigns 86 Contacts, using 85, 86 custom objects 88 entity-relationship diagram 85 installing 150

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