Ian

 - just for noting we have done a shop simplification as suggested at last (or last from last) stand up.  Roule is checking it at the moment. 

They should preferably have a profile which includes their personal details/ school centre organisation affiliation if any AND NB their identification as a particular programme roleplayer

Thabisile

 will specify the categories for both implementation and training. It would be important to know how long they have been in their roles (ie when they trained and over how many years they have used the programme) so that we can acknowledge and incentivise/ reward long service and make sure they get trouble free access to the correct resources. 

Great, thanks for the feedback

Jane

. What do you think should be available to this person when they sign up on the new site? 

(2) organisations, schools and centres associated with these individuals..

I am happy with most of what has been suggested.  But I do think we need to make an exception for (i) individuals who have trained to use or train on one or more of our programmes ...;.all their access will change if they have done this and its something they have earned so  this data is important and I don't think we should onboard them as if they are any old member of the public! :)

This makes sense to me

Ian

 - new site, new everything so inviting current people into the new process this way, makes for a good transition to the new; they get onboarded in the same way as everyone else. With our user friendly journeys people should find this process easy and follow the steps naturally. 

Good question. My suggested approach:
- Contacts will not pull through to WordPress, as users will need to create a password and set up 2FA when they create an account.
- When we launch the site, we should send an email to all SalesForce contacts, requesting them to create an account.
- If the person's account email address matches up with the email address on record on SalesForce, we will update the contact in SalesForce. If they don't match, it will create a new contact in SalesForce.
- If users are active in a program, we would most likely add them manually once the site is live. Similarly, historical data of activities may be visible in SalesForce, but I don't think we should import all of that into WordPress when we launch.
Keen to hear your thoughts on this

Rowen

Robyn

Jane

Jacqui

 

Thanks

Thabisile

. I've just chatted to

Annakie

, her team are finalising the data-cleanup and will be finished with uploading contacts and accounts to Salesforce by the end of this week (please note, this is just the contacts and accounts and not the legacy of past courses and materials). The fields and structure of Launching Salesforce will also be finalised by week's end.

Annakie

raised a very good question that I think 

Ian

 will answer - with the integration between Wordpress and Salesforce, if we're adding all the existing contacts and accounts, will that pull through to Wordpress? How are we creating existing Wordpress user dashboards for our already existing users? And just to ensure that there's no duplications when they pull through to Salesforce where they will already be uploaded.

Hi

Rowen

 , I'm happy to sign off on the doc- I've just asked Colleen H to have a final look at the Funder/Supporter data requirements.

Hi

Thabisile

and

Annakie

- we had two tasks for Salesforce. One has passed for data cleaning and the other around categorisations / data lists (which I believe are finalised here https://docs.google.com/spreadsheets/d/11xV6Tx16rj6QhlRdml7h-gYZo0hyO1jTstrguWfIeMU/edit?gid=671485540#gid=671485540).

Thabisile

can you confirm that you're happy with the shared doc's categories / data lists to sign off on that, and

Annakie

  could you let us know where we are with Entry level customisations (ie Launching Salesforce), data cleaning, etc and sign off that task?

Hello

Rowen

 sure, we can add this to tomorrow's conversation. is there anything else you want to note for this meeting?

Robyn

 I can confirm Annakie doesn't need to be at the sanity check, but will be at tomorrow's meeting. Can we please include the question of "what if new courses or resources are added, will they pull through to SF?" because we need to keep this in consideration for SF automation costings

Annakie

I just realised that its possible that we may not need you in the Sanity check meeting, just the 22nd ,

Rowen

 please confirm, apologies for the confusion! 

Lets try for that time - if that works for you

Rowen

 ?

Robyn

I can make 10:15 on Tue 26 Nov, if that works for the rest? 

Thanks,

Jane

 

Rowen

  &

Annakie

  can you make 10 am on Tuesday, 26 November, for 1 hour? 

Rowen

just chatted to

Robyn

 on different things and she confirms she'll invite Annakie to the meeting now focussed on automations on the 22nd and set up another meeting for the Sanity Check re workflows/ tech solutions. Thanks Robyn.

Thanks

Ian

:) 

A question to be answered during the "sanity check" - if a new LMS course or resource is added to website post launch, what would be required to ensure it maps to Salesforce? I know it's a question raised in conversation before, but would love to add it to our "sanity check" meeting

Robyn

 

On a slightly different note:

Jane

has asked if we could include Annakie please,

Robyn

, in our check-in on Nov 22? 

It would mean the focus of that meeting will shift to looking at costings for automations on SF, and finalising that piece of the puzzle. And we would then need to schedule an additional hour for the week afterwards for our "sanity check" of workflows and tech solutions. 

The sanity check I think needs to look carefully at the high level solutions being proposed, so that we get a clear understanding of how all the platforms are being stitched together.

Hi

Robyn

and

Thabisile

- Form Assembly was mentioned several times at the start of the process (it was part of the demo I did on Salesforce) and we listed pricing for it early on. However, I think Matogen decided against it because it's not a match for this programme - it doesn't integrate with Wordpress (can't do user creation, connect with Woocommerce or the LMS). It's a powerful tool when needing JUST lead generation forms.

But it would be good to get greater clarity on how Wordpress will be speaking to Salesforce, please? 

Thabisile

 - our tools document has a number of tools indicated and form assembly is not one of them.  When you say data collection, do you mean forms on the site? If so, I believe we are using Gravity forms 

Hi

Robyn

and 

Ian

, as @Jane mentioned, we've been working on the Salesforce data requirements for Salesforce, and been in consultation with

Annakie

to take her through the what we have so far. As far as I'm aware, no decisions have been made yet regarding a data collection (i.e. Form Assembly or other) and this probably needs to happen quite soon as this will have implications for the Website-SF integration/development? 

Thanks for the update

Jane

 !

Thabisile

Paulene and I had a good meeting working systematically through the piplelines to identify data that we would be wanting to collect at each point for analysis, reporting, communications and for dashboards. We are not yet done but have made progress in a spreadsheet detailing types of data moments against types of data to collect.  Thabisile will be consulting

Annakie

and

Rowen

to see if we are on the right track and we meet again on Wed.

Ian

Robyn

 fyi

Jane

, just following our conversation today: 

Rowen

Thabisile

  can we please get an update on Salesforce progress against milestones as you see them and clarity on where blocks are so we can all work together to resolve.  Will also speak to you in our check in tomorrow Rowen. 

Hi

Jane

and

Rowen

. We started this conversation at the Unit Leads meeting, but there just wasn't enough time to finalise the list. We will continue and have it finalised next week Tuesday. Paulene just needs some time to think though the programmes workflows & Wordpress/Salesforce administration needs. Thank you so much for joining the meeting today, 

Rowen

, it was really useful to have you there!

Robyn

Ian

- please note contract with Connect Solutions / addendum to the Matogen contract now signed  https://drive.google.com/file/d/1Wfte37e90eWZz5JpRvpiEjwJzNKbwLiD/view?usp=drive_link

Robyn

 - could you please remove Jacqui from this task allocation and replace with Thabisile and Rowen?

There is something I would like clarity on however

Rowen

... it relates to this task
Salesforce team brief WordWorks so that they are able to prepare all content and workflow require... Due: Oct 25 • Assigned to: Jacqui B. and Jane C.
Is there any further briefing required to be done Connect Solutions (and if so what briefing is outstanding and what is the plan for it) or is this task done?

Thabisile

fyi

I don't think so and Monday is well and truly done for. As is the rest of the week for me!  I do know that

Rowen

and

Thabisile

 have been in touch and that Rowen is attending a Unit leads meeting at WW tomorrow to share about SF developments. So, I'm happy.  

Rowen

👆Morning, I am not sure if you saw this message from Jane 

Hi Rowen, have you and Thabisile been able to connect?  I agree we should meet up to check in  - how is your Monday?

HI

Rowen

- here's the clarity that we needed .... Thabisile is planning a time to meet with the WW units to check if there is other data they want pulled from Wordpress to SF.  we have until end November to stabilise ...

Jane

the next Stand-up scheduled is Oct 18. Would you like to meet before then? I have been wanting a check on the Saleforce, but haven't had any bites on a meeting request :) Think we do need to meet up sooner rather than later.

That's a great idea.  Please let me know if you want anything from me?

Hi

Jane

, as the website meeting for this week isn't happening, perhaps we can use the Unit Leads meeting on Tuesday morning next week to finalise the "shopping list".

Jacqui

, Bonga, and Paulene are in this meeting, but we could add Colleen H or anyone else needed?

Clarity

Thabisile

Rowen

 -  Matogen will need a stable list of data required to link up to SF by end November.  Of course, this also means SF needs to be ready for those links.  Thabs, my concern is that we need to have checked with other units (and I'm thinking especially of programmes, sales, communications and fundraising that their data interests are represented on the shopping list.  Can you please consider what process you'd like to follow from MEL to extract this from those units?  And please let me know if there is anything you need from me, process-wise. 

Thanks

Rowen

... keen to clarify flexibility and timeframes for final list with

Ian

 maybe at stand up tomorrow.  

Hi

Jane

, just copying my Whatsapp group response here for

Ian

and Matogen team:

This document is actually more for the

Ian

/ Matogen team than for the Salesforce development team. This is a list that they’ll need to ensure can be coded from the site across to the Salesforce.

On Salesforce’s side, the Launching Salesforce is very basic and is only for minor customisations (which accommodate most of what’s already in this list), and there’s easy flexibility to add and change later on.

I think there is much less flexibility from the Matogen/Wordpress side, depending on how Ian and team are planning to allow Wordpress to speak to Salesforce.

Ian

can you confirm or not confirm this :)

Thanks

Jane

:

Annakie

and myself met with

Ian

and

Robyn

for a quick intro (it was just over 30min chat). In that chat we raised the questions about what data Ian and his team will need to pull across to Salesforce.

Annakie

and our team are available for any additional meetings with Matogen as needed.

3. https://docs.google.com/spreadsheets/d/11xV6Tx16rj6QhlRdml7h-gYZo0hyO1jTstrguWfIeMU/edit?usp=sharing
The link above is to a 'data shopping list' Rowen put together and I have commented into.  I am concerned about how much flexibility there is going to be to add to this list as the website gets developed, teams engage with it, and new opportunities for data come into focus or whether we need to have a cross unit discussion on this to ensure a complete list.  Please advise 

Rowen

 

2. Can we keep track here of the Salesforce application?

Thanks so much for this chat!  I have a few loose ends on my list I would like to clarify here.

1.

Rowen

- can you confirm that Connect Solutions (CS) has received the baseline questionnaire from WW ?We have a related TO DO from Matogen that is overdue and I need to know what else we need to do to close it.
See here
https://3.basecamp.com/5752477/buckets/37906279/todos/7826999549/edit?replace=true