Case Studies.

HRF faced several challenges with its previous CRM system, including:

• Data Silos: Data was fragmented across different platforms, leading to inefficiencies in campaign tracking and donor engagement.
• Limited Reporting Capabilities: The existing system lacked robust analytics and reporting functionalities, impeding data-driven decision-making.
• Scalability Issues: As HRF expanded its donor base and fundraising initiatives, the current CRM could not accommodate evolving needs.
• Manual Processes: Key workflows such as donation tracking, grant management, and donor engagement were heavily manual, leading to operational inefficiencies.

Maintask was engaged to implement Salesforce NPSP to address HRF’s unique needs. The implementation covered:

• Data Migration: Effective migration from previous CRM, consolidating donor data and ensuring data integrity.
• Revenue Tracking: Comprehensive tracking of donations from multiple channels, including online contributions, direct mail, and event revenue.
• Automation: Implementation of workflows for donation processing, grant tracking, and donor engagement.
• Reporting & Dashboards: Custom dashboards and reporting tools to provide actionable insights.

User Training: Extensive onboarding and training to ensure successful adoption.

The Salesforce implementation delivered significant improvements for HRF, including:

• Improved Donor Engagement: Automated workflows streamlined donor interactions and enhanced relationship management.
• Enhanced Data Insights: Custom reports and dashboards provide real-time visibility into fundraising performance.
• Operational Efficiency: Reduced manual effort through automation, enabling staff to focus on strategic initiatives.

Scalability: The flexible Salesforce platform positioned HRF for future growth and expansion.

Challenge: GemOne faced significant challenges with their Salesforce implementation, initially carried out by a previous consultant. The issues included:

• Lack of satisfaction with the initial implementation.
• Data inconsistencies and systemic errors in critical areas, like invoicing, were causing errors and delayed payments.
• Staff turnover, including the loss of a key process manager, further disrupting operations.
• Limited internal expertise and training, affecting 60+ salespeople and additional team members across three global regions.
• Financial constraints due to limited funding.
• Specific technical issues with FinancialForce SCM, including inaccurate inventory data.

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Solution: Maintask stepped in with a comprehensive hypercare support plan to address GemOne’s challenges. The focus was on stabilizing and optimizing their Salesforce environment. Key actions included:

• System Stabilization: Reconfigured and optimized Sales Cloud, CPQ, and Billing to address data inconsistencies and streamline the quoting processes.
• Invoicing Automation: Overhauled the invoicing process, ensuring accuracy and timely payments for GemOne’s clients.
• Data Fixes: Identified and resolved critical data issues, recreating orders where necessary to ensure system reliability.
• Enablement: Provided supporting materials and best practices, equipping GemOne’s sales teams and operations staff to use Salesforce effectively.
• Inventory Management: Addressed inaccuracies in FinancialForce SCM, enabling better and more accurate inventory tracking.

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Results: Our hypercare support provided immediate and measurable benefits for GemOne:

• Stabilized their Salesforce operations.
• Resolved urgent issues that had disrupted business processes.
• Improved cash flow by ensuring timely client payments through proper invoicing.
• Enabled efficient use of Salesforce tools across three global teams with tailored training.
• Increased confidence and trust in their Salesforce environment.
• Delivered solutions within a tight budget, maximizing value.

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The Woman’s Club of Minneapolis faced the challenge of implementing Salesforce from the ground up and migrating a significant portion of their operations there. The entire Salesforce needed to be integrated with their membership management software, website, , and Office 365.

Maintask opted for a solution consisting of two phases. First, we implemented the Core Salesforce CRM using the Nonprofit Success Pack and performed data ETL from previous CRM system . Data evaluation, mapping, migration, validation, and user acceptance testing were conducted to ensure data integrity. In the second phase, the transition of marketing activities from Mailchimp to Marketing Cloud Account Engagement (MCAE) was facilitated by conducting a data audit, performing ETL processes, and setting up integration with Salesforce. Additionally, we set up a third-party software, Stripo, allowing the client to build templates more efficiently and transfer them to MCAE seamlessly.

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The Woman’s Club now has an efficient system for revenue tracking from various types of donations and ticket sales combined with marketing automation. The system is integrated with Wix and Office 365. The client still uses separate membership management software, operating two partially integrated systems.

• Greenfield Salesforce implementation.
• Data ETL from their old system to Salesforce.
• Salesforce NPSP was customized to fit membership and donor categories, including data import and contact management.
• Multi-channel revenue tracking and custom handling for various donation types allow for clearer and more compelling recourse management.
• MCAE (Pardot) integration accompanied by employee training.
• The client can effortlessly import and sync email templates to Pardot.
• Creating automated marketing campaigns and engagement journeys tailored to The Woman’s Club’s audience is now available.
• Integrations with Wix for online payments, Office 365 for activity logging, and Jonas for accounting were completed.

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Be Equitable encountered difficulties in sourcing an internal Salesforce administrator possessing the specific skills they required for the platform's optimal administration. Their concerns also extended to potential staff turnover, with the worry of needing to hire again should the selected individual depart. They were aware that they needed assistance with Salesforce but were uncertain about how to obtain it.

Maintask addressed these concerns through introducing the Support+ ongoing services package. This managed services solution delivers immediate access to a dynamic support team, eradicates the worry of staff turnover, and supplements Be Equitable's team with added administrative capabilities. By leveraging this package, Be Equitable was able to enhance their Salesforce operations, thereby liberating core employees to concentrate on more strategic tasks.

A significant enhancement in BE's Salesforce capabilities.

- Completely replaced an internal Salesforce administrator capacity, reducing the costs of an internal Salesforce administrator by 40%. 
- Providing complete and care-free support for Salesforce and websites both. Taking the burden off the team so they can focus on moving the business forward.
- Working with and supporting specialized tools like Certinia PSA (FinancialForce PSA).

SFL faced significant challenges in collecting and managing hundreds of thousands of student data points, as well as monitoring their extensive array of local events and activities. These hurdles limited its ability to effectively track progress, evaluate program impact, and engage students in the process.

Maintask implemented a customized Salesforce instance running NPSP, providing SFL with a holistic solution that integrated fundraising and program management. Leveraging Experience Cloud, Maintask extended SFL’s core Salesforce org to empower students through an engaging gamification system. This innovative approach allowed students to log in, submit data, view real-time progress, and engage with their peers through leaderboards.

SFL witnessed a significant improvement in data collection efficiency and accuracy. With Experience Cloud, students were now actively engaged, providing valuable insights into their local events and activities. The gamification system fostered friendly competition, motivating students to participate and contribute more. Through these enhancements, SFL experienced enhanced program management, increased student engagement, and improved reporting capabilities. The new system allowed SFL to grow from:

• 750 volunteers to close to 4000 volunteers a year
• 11,000 attendees to more than 600,000 offline and online participants a year
• A yearly budget of $3,000,000 to $7,000,000

Planning and executing a large-scale, dinner-style event demands rigorous organization and coordination. The Competitive Enterprise Institute (CEI) had been using Salesforce as their primary data management system. However, they were dissatisfied with how their existing event management applications were managing their dinner event. Specifically, they sought a more streamlined process for seating and check-ins that could be integrated directly with Salesforce, an area they identified as lacking.

Maintask devised and implemented a tailor-made Salesforce application for CEI. This solution offered an integrated database structure and a visual illustration of the seating plan that connected seamlessly with other Salesforce data. Simultaneously, it included an outward-facing check-in system equipped with QR scanning and printing functionalities.

• CEI saves up to 30% of the time in event preparation as compared to before.
• The Maintask apps allow for easy management of up to 5,000 dinner participants or tens of thousands of event participants.  
• Salesforce was integrated with a website and form software for event registration (FormAssembly).

The results were significant:

- CEI now saves up to 30% of staff time in event preparation as compared to before.
- Custom event apps allow for easy management of up to 5,000 dinner participants or tens of thousands of event participants.
- Salesforce was integrated with a website and form software for event registration (FormAssembly).

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With over 100 users, FIRE had long acknowledged the need for extensive Salesforce services. They had previously engaged a company to provide these services but were dissatisfied due to the lack of personalized service and the low level of attention received. Their quest for professional assistance often led to inadequate responses, commonly a link to a help article, if even that.

Maintask addressed this challenge with Support+ managed services package. This solution offers access to a prompt and proactive support team and includes comprehensive admin-level work from small field edits to complex flows and architecture assistance. This package allowed FIRE to elevate its Salesforce operations, leading to enhanced internal procedures and a better understanding of its revenue streams and programs. 

A significant enhancement of FIRE's Salesforce capabilities.

- Added complex Salesforce capacity for a fraction of the cost. 
- Provided individualized onboarding training for all new employees working with Salesforce, so that they can focus on what matters most.
- Provided specialized architecture and best practices consulting. 
- Created a realiable way of managing and executing clean up processes for optimal data quality.