One of the recurring questions in the Salesforce for nonprofits world is about how we handle money and enter Donations/Opportunities to best track donations, grants, etc. Here, I’ll outline how I handle common scenarios in the Non Profit Starter Pack (NPSP), and how it affects the donor rollup totals. You can find more about the NPSP at http://www.nonprofitstarterpack.org.
First, let’s cover some of the basics of Salesforce and the NPSP so that we are using common terms:
Opportunity/Donation: This is the core “revenue” object in Salesforce. Many organizations rename the Opportunity object “Donation” since that is more familiar terminology. These terms can be used interchangeably.
Account/Organization: Salesforce started long ago with a business to business bias. Because of that history, this is the core object in Salesforce and is central to Salesforce functionality. It is often used to represent Corporations, Nonprofits, Government Agencies, Foundations, etc. Many organizations rename the Account object “Organization”, these terms can be used interchangeably.
***Because the Account object is central to Salesforce functionality we must have an Account for every individual Contact, even when we are indifferent to their employer. See “Account Model” below for more information about how the NPSP makes it easy to handle this requirement.
Contacts: Contacts are people; donors, board members, program participants, volunteers, constituents, etc. This requires little explanation, except to note that for Salesforce to function properly each Contact belongs to an Account.
Account Model: The NPSP has 2 “Account Models” for dealing with individuals, One-to-One and Individual Bucket. You can find more detailed information on NPSP Account Models here. The steps below work in either model.
Opportunity Contact Role: This object lets you connect many Contacts to an Opportunity to identify who influenced a gift. Examples are Donor, Household Member, Solicitor, Honoree, etc. There can only be one Contact Role marked “Primary”. Contact Roles are in a related list on the Opportunity.
Opportunity Account: There is one Account per Opportunity, whether an Organization or an Individual.
Opportunity Rollups: This is an NPSP feature that aggregates Opportunities to Accounts, Contacts, and Households to give metrics like “Total Gifts”, etc. Account rollups are based on the Opportunity Account, Contact rollups are based on the Primary Contact Role, and Households rollups are an aggregate of the Contacts in that Household.
This is a very high-level overview of the topics needed for the following discussion. You can read more about these features at https://salesforcefoundation.screenstepslive.com/s/npsp.
OK, on to the fun stuff!
Before we dig into the 3 scenarios below, I want to mention that your organization might do or define things differently than I am talking about them here. These are not static definitions, but I am trying to use some common scenarios as examples within a larger framework.
1. An Individual Contribution
This is what I would call the most common fundraising scenario. An individual person is giving you a donation from their own personal funds and will be taking the tax deduction on their income tax filings.
- Account: Either the appropriate One-to-One or Individual Bucket Account, depending on your model.
- Primary Opportunity Contact Role: The individual donor’s Contact record.
- Opportunity Contact Roles: Any other Contacts that played a role in this Opportunity, typically Household Members. Think of these as “soft credits”.
In general, the Account tells us who the “legal” giver is, which is an individual in this case. The one-to-one model will tell you specifically which individual, where the Individual Bucket model will tell you only that it is an Individual and you must refer to the Primary Contact Role to find the legal giver.
The Primary Contact Role determines which Contact will get this Donation rolled up to their giving totals. This would be desired in almost every individual giver scenario.
Additional Contact Roles are mostly informative for our records. When we look at a specific Donation, we can see exactly who played a role in this contribution. Additionally, when we look at the related list for Opportunities on a Contact Record we see all Opportunities that they played any role in.
2. A Corporate/Foundation Grant
This is another common giving scenario. This is a gift from a non-individual entity, although there are usually individuals involved in the process of getting the funds.
- Account: The Account that represents the Corporation/Foundation
- Primary Opportunity Contact Role: Usually the primary person you worked with to get this grant, but depends on your NPSP settings (see below).
- Opportunity Contact Roles: Contacts that played a role in this Opportunity, typically employees of the giving Foundation.
In this case, the Account is very straightforward, it is simply the organization that is giving the funds. These funds will rollup to the Account’s giving totals.
The Primary Contact Role is usually your point of contact at the organization making the grant. By default, because the gift is not from a one-to-one or Individual bucket account, this gift will not roll up to the Primary Contact.
- ***However, if you have “Always Rollup to Primary Contact” enabled in your NPSP settings, then this gift will be included in the Primary Contact’s totals. You do not need to mark a Contact as Primary if this setting is enabled and you do not want it included in any Contact’s totals.
The non-primary Opportunity Contact Roles are the people that influenced this grant. Typical roles here are Solicitor, Grants Manager, etc.
3. A Matching Gift
This is a bit more complex of a situation, and can depend on how your nonprofit tracks these types of gifts.
- Account: The Account that represents the matching company.
- Primary Opportunity Contact Role: Typically, the original donor that submitted the gift to their employer for a match.
- Opportunity Contact Roles: Other individuals involved in the match, the person at the company that fulfills matching gifts.
The account again is straightforward, the legal giver in this case is the company making the match.
The Primary Contact Role can behave in one of two ways. By default, as in scenario 2 above, the matching gift amount would not get rolled up to the Contact that made the original donation. However, some organizations like to include this in their donor totals. To do this, enable the ”Always Rollup to Primary Contact” box in the NPSP settings tab. Be mindful that this will affect all Opportunities, and could change how you handle scenario #2.
The other Opportunity Contact Roles can be used to indicate who you worked with at the matching company to process the matching request.
Now that we’ve looked at a few specific examples, let’s talk about this in general terms so that we have a framework to deal with other giving cases.
- Account: Because there is only one Account per Opportunity, this is generally the “legal” giver whether a company/foundation/individual.
- **Note that if you use the Individual Bucket model, you must refer to the Primary Contact Role to find the “legal” giver when the Opportunity Account is the Individual Bucket Account.
- Primary Opportunity Contact Role: This is the most important Contact, usually an individual donor.
- **By default, this Contact gets the gift amount included in their rollup totals only when the gift is legally from an individual.
- ** You can change the ”Always Rollup to Primary Contact” setting to change the default behavior.
- Opportunity Contact Roles: “Soft credits.” Other individuals involved in the donation where you want to see the donation on their Contact record but not in their donation totals.
This is just a primer, and not meant to cover every possible scenario. There are many legitimate ways to configure the NPSP and enter donations, but hopefully this will help you develop a framework for how you’d like to handle donations at your organization. As always, if you feel I’ve totally botched something (which is very likely), please let me know!
Happy New Year!
Salesforce recently dropped the release notes for Spring ’12 and there are several features in there that should be useful for nonprofits. Here are some of my favorites.
- Analytics Edition – this is a paid add-on (not sure about the pricing at this point), but something that every nonprofit needs to seriously consider purchasing. Joined Reports, Bucket Reporting, and Cross-Filtering (i.e. – Contacts WITHOUT Donations) each provide great value to nonprofits when reporting on their data.
- Chatter Now – Instant Messaging right inside Salesforce!
- Chatter Customer Groups – This is a big one. It’s already available, but is going to be turned on by default with Spring ’12, so start thinking about how you’ll want to use it. This is great for creating private Chatter groups for volunteers, board members, etc.
- Social Accounts and Contacts – Keep up to date with your constituents. Let’s you see their Facebook, Twitter, YouTube, Klout, and LinkedIn (for an additional fee) profiles right on the Contact page. Even if you aren’t big on social media, this let’s you add a picture to your Contacts which is great for the development team.
- Cross-object Workflow on standard objects – Finally.
- Workflow Field Updates can fire another Workflow rule – This is pretty cool, allows you to “cascade” workflow field updates.
- Cloud Flow designer GA – Killer new tool for nonprofits. Dead simple drag-and-drop creation of “wizards”. For all the orgs out there that have wanted a custom Donation entry wizard but didn’t have the resources to build one, this is your chance! Also great for creating online forms (volunteer signup, RSVP for an event, human services applications, etc.) since you can add a flow to a public Sites page with literally one line of code.
- Up to 3 filters on Filtered Dashboards - This is a HUGE improvement that allows orgs to consume and analyze relevant data in an elegant way (and will make creating dashboards much easier, not to mention that you’ll need fewer of them). Dashboards are underutilized in general, and even more so by nonprofits. I would strongly encourage admins out there to invest time in building at least one filtered dashboard for your organization.
There is a bunch of great stuff in this release for developers too, but I just wanted to call out some things that will be useful for nonprofits that don’t have developer resources. Let me know your favorites!
I am sitting in the first HELPSudan meeting since Jok has returned, and am getting waves of exciting news.
One of the things we’ve done at HELPSudan is a bit of an experiment; we form close partnerships with the communities that we serve. Our goal is to be able to walk away from a project knowing that the community feels ownership and maintains the work accomplished.
We do not swoop in and do projects like build schools without first asking the community to show their commitment in some form. This has come in the form of things like manufacturing the bricks to build a school, or recruit volunteer teachers before we agree to provide a stipend. We want the community to be as invested in their success as we are.
While Jok was in Sudan, he oversaw the building of more permanent classrooms at Thianwei Primary, which was our first school in Sudan. This project resulted in 4 new classrooms, 3 new pit latrines, 60 new desks, and 280 school uniforms. While that is great news, I am more excited about the tangential results.
Our first headmaster was promoted to Regional Inspector of Schools.
The school, originally on the outskirts of town, is now literally the middle of the village as the families have moved their homes to surround the school.
The community did not ask for all the school uniforms they needed. Instead, they are taking some school uniforms provided by us and asking students to pay a fraction of the cost. They will then take those funds and purchase the additional uniforms they need. Wow!
Wanting to make the most of the new school buildings in the community, the teachers and elders started an adult education program in the evenings to provide educational opportunities to adults that were not able to attend school as a child. Amazing!
As slow and frustrating as working in Sudan can be, these results make it all worth it. We’ve certainly had setbacks working this way and it slows the pace of some projects. But, being intentional about fostering community support and “buy-in”, as well as building capacity in the community, has paid long-term dividends for our organization and the communities we serve. Just wanted to share my excitement.
The thoughts behind this post came up when a colleague of mine pointed me to an “ngo-in-a-box” collection of software and my negative reaction to the Linux operating system and software that needed to be installed and configured (who has time to deal with all of that?). Then, I realized that I live in a bubble where high-speed access is ubiquitous and I can afford it. This is hardly the case in places where the world’s poorest live (like Sudan).
Even then, in my experience working in Sudan, cloud computing with limited access is more efficient for communication and getting things done than desktop software.
If cloud computing is the next big thing for nonprofits, and I truly believe that it is, then we need ISPs to step up and donate or severely discount service to nonprofits. With access to high-speed internet and donations/discounts from Google Apps and Salesforce, we remove all technological barriers to running an efficient and transparent org.
Salesforce and Google have defined corporate philanthropy for technology companies, and enjoy great admiration for their efforts. We need Comcast, et al. to step up and contribute. Massive corporations can help solve massive problems with little in the way of lost revenue and no new infrastructure requirements.
Of course, the natural extension of this is that access, at this point, should arguably be a human right. Internet access is the new gatekeeper – it holds the keys to a level playing field and all people should have the ability to open doors for themselves.
We’ll table that discussion for another day, and pick the low hanging fruit. Nonprofits are working hard to change the world for the better. They deserve to have free high-speed internet access, where it is available, at no cost. (Yes, even the ones fighting service providers for net neutrality.)
I want to give credit and thanks to mobilecitizen.org which has teamed with Clear to provide wireless broadband to education and nonprofits at a significantly reduced cost. Kudos!
If you know of any other ISPs that are providing nonprofits with free or discounted access please leave a comment!
Something that is important to HELPSudan and many of the nonprofits I work with is the ability to segment donors by their giving history. I wrote a formula that will categorize Households based on the donation rollups in the new Households package in the NPSP. I thought I’d share for anyone that would find it useful.
IF( npo02__OppAmountThisYear__c > 0, "Current Donor",
IF( npo02__OppAmountLastYear__c > 0, "LYBUNT",
IF( npo02__OppAmount2YearsAgo__c > 0, "SYBUNT (2 years ago)",
IF( npo02__TotalOppAmount__c > 0, "SYBUNT (Lapsed)", "Non Donor"))))
It can easily be modified to show different or additional statuses based on criteria relevant to your organization, or added to Accounts or Contacts as well. Once you have the formula set up, create a summary report and summarize by your new status formula field. Then, you can build a pie or funnel chart to show you how your donors break down.
One other thing… if you’ve ever wanted to know how much someone has given this year relative to this time last year, the formula is simple though not necessarily intuitive.
npo02__OppAmountLastNDays__c - npo02__OppAmountLastYear__c
You could then run reports on donors whose status is “Current Donor” from the first formula, and has a negative value from the second formula (i.e. – they’ve given less money at this time this year than at this time last year). Now, you’ve identified people that are recently engaged in giving and are likely able to give again right now! Salesforce.com formulas, reports, and dashboards are a great way to turn our existing data into actionable items.
The formulas in this post should work via copy/paste with the latest version of the Householding package for the Non Profit Starter Pack.
I hope that a couple organizations find these useful!
As Salesforce.com grows and their licensing structure and offerings change, it can be hard to keep up with what licenses give you what features. (Note to Salesforce: Please don’t become like Microsoft with your licensing. Simpler is better.)
What often gets overlooked are the free or cheaper Salesforce.com licenses. I’ve used them for a couple things recently, so figured I’d share. Prices listed are based on prices listed at Salesforce.com today. They are subject to change and if you’re a nonprofit you can likely get a discount via the Salesforce.com Foundation.
Chatter Free (free)
Not much to say about this one. If you have people at your company that aren’t Salesforce.com Users, you can give them a Chatter Free license to allow them to participate in your social network. If you’re not yet on Salesforce.com, you can sign up for free at Chatter.com. I’ve not done much with these yet, but I know some people have set it up for their family domain.
Force.com Free (free)
Salesforce.com was shouting from the rooftops about these licenses at Dreamforce 2009, yet they remain somewhat of a secret. You can get 100 Force.com Free licenses either in a new org or added to your existing org by contacting your Account Rep. Here’s what you get.
- Up to 100 users
- 1 free application
- Up to 10 database objects
- 1GB of storage
So, what can you do with this? The best thing I’ve seen so far is a brewery app that tracks the brewing process from ingredients in the door through bottling, and even generates the regulatory documents in a VF page.
Right now, I’m building an app based on Coherence to track whether what an organization thinks they are is in line with what they say they are or what people are saying about them. The app can track data from many sources and then generates a score to show how Coherent an organization is.
You also get Chatter with these licenses so even if you don’t want to build an app, you could import and Chatter about some of your existing data as well as use Salesforce.com analytics.
Chatter Plus ($15/month/User)
I discovered these before Chatter Free was around, and there are a couple key things you get with Chatter Plus that make them actually pretty useful.
- Accounts (read-only)
- Contacts (read-only)
- 10 custom objects
- 1 custom app
- Calendar and events
- Tasks and activities
As you can see, you start to get a nice set of features for a completely reasonable price (especially if you are a nonprofit). One of the biggest differences here, that you don’t get with Force.com Free, is access to the Calendar and Events.
We recently used this with a client to bring artists they contract to perform, into their Salesforce instance. Artist bookings are tracked in custom objects and the contracts are generated by Conga Composer. The contracts are then attached to the Artist’s Contact record via Chatter and approved/denied by the artist with a Chatter comment. (The security model ensures that artists only see their own contracts). The Salesforce Calendar is used by the org to track artists and resources needed at performances, and artists can see their upcoming schedule. Additionally, artists can now collaborate with the org and each other via Chatter groups.
We took a process that existed entirely outside of Salesforce and involved manually generating contracts, sending them via email, waiting for a response via email, not having a central place to track approved/rejected contracts, and managing event resources in a bad web app… and brought it all into Salesforce for a minimal license fee per artist. In addition, tons of value was added to that process by building a community within the organization that includes the artists they work with every day.
As always, I’d love to hear your thoughts and if/how you’ve used these types of licenses.
After re-reading my iPad Productivity post I realized that every single one of the apps I use for productivity is either a cloud app or has cloud-based sync. That truly is a key feature for me since I want move freely between my computer and iPad.