Agenda. Overview Systems landscape Data & security model Actors & licenses Requirements, solutions and considerations Closing remarks

Transcription

1 Laptops to Schools

2 Agenda Overview Systems landscape Data & security model Actors & licenses Requirements, solutions and considerations Closing remarks

3 Overview L2S is a non-profit company Receives laptops donated from (~5K) corporations and allocates them to schools or sells them to 3 rd party recycling companies L2S operates in US and Europe L2S is organized into 12 country-based regions L2S has 2 shipping/receiving hubs in Denver and Paris Each corporation donates 300 laptops / month L2S is looking to automate and scale their processes

4 Systems landscape

5 Data & security model

6 Actors & licenses Internal Donation Coordinator (DC s) Salesforce (Sales Cloud) IT Specialist Salesforce (Sales Cloud) Allocation Coordinator (AC s) Salesforce (Sales Cloud) Manager Salesforce (Sales Cloud) External Volunteer Customer Community Virtual Expert Chatter Plus School staff Customer Community Plus Donating Corp User Recycling Corp User Student Chatter Plus

7 Requirements, solutions and considerations Inventory system problems Requirement Solution Considerations/Assumptions Alternatives Duplicated recycling company records Migrate existing data to Salesforce Sync data from Salesforce to Inventory system Use duplicate rules Use an ESB to automate the synching process Salesforce will be the system of record moving forward Data in the Inventory system will serve as a redundancy system Data doesn t need to be transformed considerably Inventory system supports bulk-load WS DC s run manual imports using CSF files with inconsistent format Develop a custom form and enable it in Community Corporations will need to agree to log into the Community to load their own list of donated laptops AC s manually update inventory system and may enter incorrect school or 3 rd party Use automation to assign laptops Configure profile / page layouts to restrict AC s access to laptop assignment L2S business rules for assigning laptop can be automated If business rules cannot be automated, use validation rules and consider using lookup filters Inventory system must be kept in place due to government audits Syncs from Salesforce to Inventory system will maintain data accuracy Integration will be in one direction Updates in the Inventory system should be automated Syncs from Salesforce to Inventory system will be automated in real-time

8 Requirements, solutions and considerations Applications and donation intake Requirement Solution Considerations/Assumptions Alternatives Schools application intake Use a web-to-lead form Lead object to be customized to include required data Corporation donations intake DC s run the import process manually and create shipping record Large corporations need to be able to add additional attributes for end-of-life laptops When laptops arrive the hubs, IT Specialists verify laptop for PII; if so, notify Security Team Develop a custom form and enable it in Community The form should allow a user to enter multiple laptop details or load them form a file The custom form uses an Apex controller to batch-load the data Automate the creation of the shipping record in the ESB Include additional details as Lead object fields Use Laptop flag Use PB-flow to assign Laptop to Queue Security Team Queue receives an when record is assigned that includes link to Laptop record Current process requires corporations to send a CSV file with specific grouping and filtering Corporations will need to agree to log into the Community to load their own list of donated laptops Shipping system exposes WS for shipping record creation

9 Requirements, solutions and considerations Applications and donation intake Requirement Solution Considerations/Assumptions Alternatives Security Team reviews laptop and sends to corporation including batch details and confirmation request for hardware ship or deletion If corporation doesn t respond in 5 days, notify Security Team user they have 24 hours to delete files When the Security Team user deletes the files, they remove the PII flag, assign to previous IT Specialist If the PII flag is not removed, the record should be assign to Security Team user s manager Use Send publisher action Use template to include required information Use a PB-flow with time-based action when the Laptop is flagged with PII to check PII Action if empty, send to Laptop owner Use PB-flow to set Laptop Owner to IT Specialist reference Use PB-flow to set Laptop Owner to current Owner s Manager reference Security Team can see donating corporation Corporations reply to from Security Team and they review confirmation of hardware deletion in response, then manually update Laptop record with PII Action (Return, Delete files) User should manually update the PII flag on the Laptop record IT Specialist field used to re-assign Laptop record

10 Requirements, solutions and considerations Applications and donation intake Requirement Solution Considerations/Assumptions Alternatives IT Specialist adds details to Laptop to designate laptop for schools or recycling If laptop designated for schools are assign monetary value from government website Designation and monetary value should be updated in Inventory system in real time Laptop should be assigned to School AC s or Recycling AC s in the region based on volume of records Add required fields / formulas to determine designation Use PB-flow + Apex to callout government website and update monetary value Use PB-flow + Apex to callout ESB to update Inventory system with new values Use Queues on Laptop for each region and School/Recycling Use Omni-channel to assign Laptop based on current volume assigned to user Government website web service can be accessed from Salesforce No need to bulk-update laptops with monetary value or web service supports bulk requests Use Apex trigger to calculate assignment

11 Requirements, solutions and considerations Allocation and shipping Requirement Solution Considerations/Assumptions Alternatives Determine which 3rd party recycling company pays the most AC s would like to see the avg dollar amount the recycling companies pay historically per laptop model L2S would like to give recycling companies access to website to enter rates they will pay for laptops AC s would like to see top 3 recommended recycling company When recycling company is selected update Inventory system Use roll-up summary field Use a custom object to store this data Expose record page in Community Use a custom report Use PB-flow + Apex to callout ESB to update Inventory system

12 Requirements, solutions and considerations Allocation and shipping Requirement Solution Considerations/Assumptions Alternatives School AC s reviews Inventory to see which schools have not received laptops in the past 12 months L2S would like to optimize allocation by matching requirements with laptop characteristics if a school has received more than 500 in current year, AC manager must approve AC assigns Volunteer to set up laptop L2S would like to track skills and performance When allocation ends send allocation letter to Volunteer and School in local language When all laptops in batch are allocated, send tax donation letter with total in USD and local currency Use a custom report Use Approval process Set up Skills for Volunteers Send Survey to School after Volunteer finishes setup Use PB-flow to send s to Volunteer and School Use PB-flow to send to Corporation including total amounts Multi-language is enabled Multi-currency is enabled

13 Requirements, solutions and considerations Setup and support Requirement Solution Considerations/Assumptions Alternatives School should e-sign receipt Use e-signature from AppExchange Use PB-flow to create Event for Volunteer for set up at School Volunteer checks in with mobile Use Salesforce1 Volunteer checks Event and updates with check-in Volunteer downloads software from cloud storage system Volunteer tracks software installed per laptop Volunteer collaborate with other volunteers Volunteer accesses cloud storage system via SSO Volunteer first accesses Salesforce Community Volunteer uses Salesforce Community page to enter software per laptop Enable Chatter in Community Access Laptop to laptop granted via Sharing Set Develop custom check-in page in SF1 to let Volunteer check-in in fewer steps

14 Requirements, solutions and considerations Setup and support Requirement Solution Considerations/Assumptions Alternatives School would like to record thank you video with mobile and share with donating company L2S like to provide students with forums to ask questions and receive responses from other students and virtual experts Schools access Community via mobile browser and can upload file from mobile

15 Accessibility requirements Cops cannot see other s records Account OWD set to Private Designated contacts at corporations can see tax donation amounts Use FLS and specific custom Profile Only users in Security Team and Managers can update Laptop records with PII Use validation rule Only DC s can edit laptop rates Configure in Profile DC s should see Laptops on their region

16 Accessibility requirements Internal users access systems though corp interanet and sign in seemlesly Setup SSO across SF My Domain & SAML L2S uses AD and users should be automatically provisiones/deprovisioned IdP support JIT user provisioning Recommend Identity Connect Volunteers and Schools use FB or Twitter social sign-on Configure Auth. Providers and RegHandlers enable in Communities

17 Reporting requirements Dashboard for top 10 corps who donated most by region Summary report and dashboard - limit 10 sort desc. Schools to see History of laptops donated and List of all software and license expirations School staff uses Customer Community Plus license Custom reports added in Community L2S trend report on number and monetary value of laptops donated by top 10 corps by quarter over past 5 years Custom report filter by region, date (past 5 years), grouped by quarter summary monetary value

18 Closing remarks Environment strategy Testing strategy Release management Territory-based Role hierarchy Multi-currency Multi-language Business hours