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Case Study: of Inherited an org

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Don Miller edited this page Nov 18, 2021 · 11 revisions

Case study of a non-profit data improvement project in an inherited org

Started by establishing the nature and scale of data issues.

Classified into five categories:

  • Duplicate data
  • Inactive data
  • Inaccurate data
  • Incomplete data
  • Insecure Data

Metrics and measures

Identified important metrics and took baseline measures from which to track progress. E.g. identified the ‘key fields’ on accounts and contacts and measured how many records have all/none complete.

Prevention

  • Run Health Check reports on a regular basis: Optimizer, data health reports in NPSP, Portal Health Check (type ‘health’ in Setup), etc.
  • Run Optimizer report at least quarterly
  • Reviewing Release Updates
  • Consider adding validations and automations
  • Implement a Data Hygiene Plan
  • Create and maintain current documentation of standard operating procedures

For each issue category, planned possible strategies around ‘prevention’ and ‘treatment’.

Examples of solutions or treatment:

  • Run duplicate job(s) (for us, using Duplicate Check app) to identify and merge existing duplicates
  • Delete Anonymous Households
  • Where contacts have a salutation as a first name, move this to correct field
  • Identified priority groups of records (e.g. councils) to manually enrich data from desktop research
  • Convert to Lightning, if not already on Lightning; use Lightning Usage App and Lightning Transition Report (check your Lightning Experience readiness)

Examples of of data maintenance plan designed for prevention:

  • Set up duplicate monitoring to better understand causes of duplicates and for ongoing management
  • Design a solution/process for archiving inactive contacts
  • Build flows to update data (e.g. household address) when it is updated elsewhere (e.g. contact address)
  • Identify all data collection methods and ensure key fields are included
  • Resources needed: 1 day a week of Salesforce Admin, 3 days a week of data assistant. Time period: 6 months. Duplicate Check Premium.

Issues specific to data security:

  • MFA implementation guides to improve org security
  • Optimizer Report - covers improvement steps directly related to data security
  • All upgrades or releases related to guest user access, including adding sharing settings for objects where guest users have access
  • Constant attention to release updates

Resources:

Tools

  • Apsona dedupe
  • No Duplicates
  • Data Loader
  • Excel Connector to mass update fields
  • Data Connector for Salesforce (same as Excel Connector except published by Google Cloud)
  • Salesforce Insights
  • Salesforce Import Wizard
  • Field Trip or similar app for data hygiene/quality (determines what % of time it is populated)
  • Elements.cloud determines how a field is being used - how used in a business sense or business process mapping

Videos

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