Project Updates

• May 31, 2024: Kickoff Slides & Recordings

  This past week we had the Salesforce and Ascend CRM Project Kick-off! Representatives from Attain Partners, our implementation consultant partner for the project, were on-site May 29th – May 31st. Staff from across UA took part in various sessions over these three days. Thank you all for your participation in the meetings in-person and virtually. We are excited to embark on this journey! 

  For transparency and easy reference, below please find slides and/or recordings from the most relevant sessions. As always, if you have any questions, please contact Mai Vang.

  UA Salesforce-Ascend Official Kickoff
  May 29, 2024 | 9:00am-11:55am

  • Agenda: Kickoff, Introductions and Excitement with Attain Partners
    • Introduce teams and roles
    • Project Vision and Goals
    • Review Project Timeline, Schedule, Methodology
    • Provide a comprehensive overview of the upcoming events and activities scheduled for the next few days
  • Slides: UA Salesforce-Ascend Official Kickoff PowerPoint
  • Recording: Click to View Recording (Passcode: F#8Qe9NN)
     

  Salesforce and Ascend 101
  May 29, 2024 | 1:00pm-1:55pm

  • Agenda: Salesforce and Ascend 101
    • Introduction and Tool Familiarization: Begin the session by introducing participants to the Salesforce and Ascend tools.
    • Provide an overview of the tools' interfaces and main navigation features.
    • Dive into an exploration of exciting and valuable features within Salesforce and Ascend.
    • Conduct a dedicated workshop to define and clarify key terms associated with SF/Ascend.
    • Facilitate an interactive Q&A session to address specific queries and provide additional clarification as needed.
  • Slides: Salesforce and Ascend 101 PowerPoint
  • Recording: Click to View Recording (Passcode: 7MqK2^iS) - Note this session is the first hour of this recording
     

  Agile Methodology 101
  May 29, 2024 | 2:00pm-2:55pm

  • Agenda: Agile Methodology 101
    • Introduction to Agile Methodology: Defining the core principles and values of Agile. Understanding the collaborative nature of Agile development.
    • Expectations for Attain vs. UC Riverside; Clarifying distinctive expectations and roles for participants from Attain and UC Riverside. Aligning teams with specific goals and responsibilities within the Agile framework.
    • Sample Schedule Overview: Providing a detailed outline of the scheduled sessions and their respective timings. Highlighting key activities and milestones throughout the project.
    • Session Breakdown and Objectives: Breaking down each session to elucidate its purpose and learning objectives. Ensuring participants grasp the significance of each module and its contribution to Agile proficiency.
  • Slides: Agile Methodology 101 PowerPoint
  • Recording: Click to View Recording (Passcode: 7MqK2^iS) - Note this session starts at about 01:06:19 timestamp
     

  Salesforce/Ascend Project Vision & Goals
  May 29, 2024 | 3:00pm-4:55pm

  • Agenda: Salesforce/Ascend Project Vision & Goals
    • Ideation Session: Engage in a dynamic brainstorming session to generate innovative ideas for the vision. Collaboratively craft a concise and compelling vision statement that reflects the organization's aspirations.
    • Goal Formulation: Define specific and strategic goals that align with the envisioned future, providing a clear roadmap for implementation.
    • Alignment and Refinement: Align the vision and goals with core values, gather feedback, and iterate for refinement, ensuring coherence and authenticity in preparation for strategic implementation.
  • Slides: Salesforce/Ascend Project Vision & Goals PowerPoint
  • This session was not recorded due to the format. During the session we collaboratively completed a Lucid board to brainstorm project vision statements. We did not choose a final statement in this session, and will be scheduling a follow-up in June to complete exercise.
     

  Attain Change Approach and Deliverables
  May 30, 2024 | 8:00am-8:55am

  • Agenda: Attain Change Approach and Deliverables
    • Introduction to Change Management Principles: Overview of fundamental change management principles and their significance in the implementation process.
    • Review of Statement of Work (SOW) Deliverables: In-depth examination and discussion of the deliverables specified in the Statement of Work to ensure alignment with project goals.
    • Comparison of Current vs. Future State Activities: Analyzing the current activities and processes in contrast to the envisioned future state, identifying key changes and improvements.
    • Next Steps in Implementation: Outlining the crucial steps and milestones for a seamless transition, emphasizing proactive measures to address challenges and ensure success.
  • Slides: Attain Change Approach and Deliverables PowerPoint
  • Recording: Click to View Recording (Passcode: xW^8.*8f) - Note this session is the first hour of this recording
     

  Attain Engagement and Training Introduction
  May 30, 2024 | 9:00am-10:45am

  • Agenda: Attain Engagement and Training Introduction
    • Engagement Approach Strategies: Outlining effective strategies for engaging stakeholders at various levels within the organization. Identifying key elements that foster commitment and enthusiasm during the change process.
    • Discovery of Current Communication Practices: Conducting a comprehensive assessment of existing communication channels and practices. Identifying strengths and areas for improvement to enhance the effectiveness of change-related communications.
    • Analysis of Current Training Practices: Evaluating the current training methodologies employed at the UC Riverside. Assessing the alignment of current practices with the organization's goals and recommended best practices.
    • Training Approach Development: Exploring tailored training approaches aligned with the specific needs of the UC Riverside.
    • Crafting customized engagement, training, and communication strategies based on the specific context and needs of the UC Riverside.
  • Slides: Attain Engagement and Training Introduction PowerPoint
  • Recording: Click to View Recording (Passcode: xW^8.*8f) - Note this session starts at about 00:49:04 timestamp
     

  Data Strategy: Data Health Assessment Process
  May 31, 2024 | 9:00am-10:55am

  • Agenda: Data Strategy: Data Health Assessment Process
    • Integrations Process: Integrations involve combining disparate systems and functionalities to work seamlessly. This process ensures that data flows cohesively across various platforms, promoting efficiency and a unified operational landscape. Attain's approach to integrations focuses on harmonizing diverse components to enhance overall system functionality and streamline business processes.
    • Migrations Process: Migrations entail the transfer of data and applications from one system to another. Attain's migration process involves meticulous planning and execution to ensure a smooth transition. This includes validating data, minimizing downtime, and addressing any compatibility issues. The goal is to facilitate a seamless migration that minimizes disruptions and optimizes the performance of the new environment.
    • Governance Process: Governance refers to the framework and policies guiding data-related decisions and actions. Attain's governance approach encompasses establishing clear structures or reviewing existing structures that are in place for decision-making, defining responsibilities, and ensuring compliance. This process guarantees that data is managed consistently, securely, and in alignment with organizational objectives and regulatory requirements.
    • Data Management Process: Data management involves the end-to-end control and optimization of an organization's data assets. Attain's strategy focuses on organizing, storing, and utilizing data effectively throughout its lifecycle. This includes implementing data storage solutions, defining access protocols, and/or ensuring existing data, stores or access protocols are in place providing data accuracy and relevance, fostering a foundation for informed decision-making.
    • Data Hygiene Process: Data hygiene addresses the quality and cleanliness of data within an organization. Attain's approach involves regular audits, cleansing, and validation processes to maintain accurate and reliable data. This ensures that the data used for decision-making is free from errors, inconsistencies, and redundancies, contributing to more reliable analyses and strategic planning.
    • Health Assessment Process: The Health Assessment Worksheet serves as a prelude to the comprehensive evaluation of an organization's data landscape. Attain employs this tool to gather essential information about data processes, governance structures, and overall data health. This initial step aids in identifying potential areas of improvement and forms the basis for developing tailored strategies to enhance the client's data capabilities.
  • Slides: Data Strategy: Data Health Assessment and Process PowerPoint
  • Recording: Click to View Recording (Passcode: 9+iaSW$S) - Note this session is the first hour of this recording
     

  UA Data Deep Dive
  May 31, 2024 | 11:00am-3:00pm

  • Agenda: UA Data Deep Dive
    • Timeline - Tiered Migration Approach: Attain employs a tiered migration approach, intricately aligning migration and integrations with a functional sprint delivery schedule. This involves a detailed examination of the timeline, ensuring that each phase aligns seamlessly with functional requirements. Technical exploration delves into optimizing the schedule for efficient migration and integration processes.
    • Data Validation Approach for Migrations and Integrations: Attain conducts a meticulous exploration of the data validation approach for both migrations and integrations. This includes in-depth scrutiny of methods and tools employed to ensure the accuracy, completeness, and integrity of data during the transfer process. The technical deep dive focuses on validating data at every stage, minimizing the risk of errors and discrepancies (Identifying complex data transformation and business rules)
    • Delta Loads Attain delves into the intricacies of delta loads: The incremental transfer of data changes. This involves a technical examination of how the system identifies and transfers only the changes since the last update. The approach ensures efficiency in data transfer, reducing redundancy and optimizing resources.
    • Environment Setup Attain performs a detailed technical analysis of the environment setup. This includes configuring the infrastructure, software, and networking components to create an optimal ecosystem for migration and integration processes. The deep dive ensures the environment is robust, scalable, and aligned with the project's technical requirements.
    • Attain Provisioning: The technical exploration of Attain provisioning involves a detailed analysis of the tools and mechanisms used to provision resources. This includes the automated allocation of computing resources, software configurations, and user access privileges. The deep dive ensures efficient resource management, reducing manual intervention and potential errors.
    • Technology & Deployment Processes: Attain scrutinizes deployment processes with a technical focus, examining the methods employed to release and technology options and configurations. This includes the evaluation of deployment automation, rollback procedures, and version control. The deep dive ensures that deployment is a controlled and efficient process, minimizing downtime and risks.
    • Roles and Responsibilities - Team Formation: Attain's approach to roles and responsibilities and team formation involves a technical analysis of skill sets, expertise, and resource allocation. The deep dive explores how the team is structured to handle technical challenges, ensuring that each member's role is aligned with their strengths and expertise. This optimization contributes to a more effective and streamlined project execution.
  • Slides: UA Data Deep Dive PowerPoint
  • Recording:  Click to View Recording (Passcode: 9+iaSW$S) - Note this session starts at about 00:55:16 timestamp
• May 23, 2024: Project Kickoff with Attain and UA Project Teams Assembled for Implementation

  This information was covered in the May 2024 Lunch 'n Learn, but key details are called out here for visibility. The slides and full meeting recording are available on this resource hub.
   

  Project Teams - Staffing and Roles
  
  As shared at our May 2024 Lunch 'n Learn, the project will be organized into functional sprints (e.g. Bio Demographical, Gift & Pledge Processing, Prospect Research and Management, etc.). As the CRM will ultimately impact each department, this is a collaborative effort. UA Department heads have identified the appropriate representation on the project teams based on staff roles and business expertise, which represent more than 40 UA staffers. 

  You can view the full project team, including the staff participants and a high level explanation of the team roles here: UA Technology Transformation Project Teams as of May 2024

   

  Project Kickoff
  
  We are excited to formally kick off our Salesforce Ascend CRM implementation on campus May 29-31 with Attain Partners (our implementation consultant partner for this project) coming on site to facilitate. Several meetings will be held over these three days with the project team and key stakeholders. All impacted staff have been invited to these meetings and should contact Mai Vang (mai.vang1@ucr.edu) with questions. Overview of Kickoff Meetings:

  • May 29
    • Formal Kickoff with all UA staff and central ITS colleagues 
    • Salesforce and Ascend 101 with all project team members
    • Agile 101 with all project team members 
    • Project Vision and Goals with project leadership and key project team members 
  • May 30
    • Change Approach and Deliverables with project leadership and change management team 
    • Engagement & Training Introduction with project leadership and change management team 
    • Leadership Check-in and Next Steps with project leadership and central ITS leadership 
    • Project Roles and Responsibilities with project leadership, key project team members, and central ITS stakeholders
  • May 31
    • Data Strategy: Data Health Assessment with project leadership, CMT, data team members, and central ITS stakeholders
    • Data Deep Dive with project leadership, CMT, data team members, and central ITS stakeholders
• February 12, 2024: UA Transition to Zoom Phones in March

  February 12, 2024: UA Transition to Zoom Phones in March

  ITS is working on transitioning campus phone lines to Zoom Phone Services as part of the ITS Digital Transformation initiative.  ITS has invested in the unified, modern telephony platform (Zoom Phone Services) to replace outdated and soon-to-be unsupported technology. This new, reliable, and flexible phone service will keep UCR connected and allow everyone to communicate more effectively and efficiently. ITS has currently scheduled University Advancement to migrate to our ORG’s phone lines to Zoom in March. ITS is currently validating phone information and we will have a “go-live” date soon. As part of the transition, ITS will be providing step-by-step guidance on Zoom Phone configuration, desktop and mobile app usage, and active call management via a training session. In addition, live support will be available to our team during the migration to ensure a smooth transition. To learn more about Zoom Phone Services, including frequently asked questions, please visit the Zoom Phone Services webpage.

• February 5, 2024: UA Selects Attain Partners to Serve as Implementation Consultants

  February 5, 2024: UA Selects Attain Partners to Serve as Implementation Consultants

  After a thorough evaluation of two potential implementation consultant partners, the UA Leadership Team has selected Attain Partners to help realize our UA Technology Transformation goals. The scope of work will include implementation of both ascend/Salesforce (including event management and alumni/donor digital portals) and Marketing Cloud. This covers design and configuration, data migration, data integration, and testing. Their engagement will also provide comprehensive change management programming for the entire UA staff as well as developing detailed training and adoption plans. Throughout the implementation they will lend expertise in project management and business process consulting to ensure we reach our desired end state.

  Attain Partners is a professional services firm dedicated to delivering impactful results in the higher education and nonprofit sectors. Attain has completed 1,000+ Salesforce projects since 2005 and maintains a 4.97 out of 5 Customer Satisfaction score. They were recently awarded the Salesforce.org 2022 Education Partner of the Year, a strong testament to their commitment to client success. Additionally, Attain Partners were the first certified implementation partner for UC Innovation/ascend, and their advancement technology practice works solely with ascend/Salesforce implementations.

  Lastly, we are pleased to announce that Salesforce has cleared procurement, and leveraging UC systemwide Salesforce agreement, UA now has an agreement in place to meet our needs for this project. We remain on track for a formal kick-off this Spring.

• December 15, 2023: UA Selects ascend CRM

  December 15, 2023: UA Selects ascend CRM
  
  The UA Leadership Team endorsed a recommendation from a cross-functional Advancement CRM Selection Workgroup made up of UA subject matter experts to move forward with procuring ascend by UC Innovation to replace Raiser’s Edge as Advancement’s next CRM. Ascend is an Independent Software Vendor that provides all-in-one fundraising and constituent engagement solutions built natively on the Salesforce CRM platform. Ascend is one of two such solutions certified and available natively on the Salesforce App Exchange. This means that ascend can be installed on top of our Salesforce instance, like an app installed on a smartphone. This will allow us to leverage the power and capabilities of Salesforce and a single data model, thus achieving our outcomes of a more integrated technology landscape for University Advancement. Following this recommendation and endorsement, we will begin the procurement process with ascend.
  Click here to read the workgroup’s full recommendation and findings.
  Thanks to the Advancement CRM Selection Workgroup members:

  • Mai Vang, Lead
  • Lisa Wilson, Gift Administration
  • Ian Foster, Stewardship
  • Matt Heimdahl, Prospect Data Analytics
  • Kimberley Harvie, Prospect Moves Management
  • Dalyn Montgomery, Alumni Engagement Marketing/Analytics
  • Nesha Crossman, Unit-based Development
  • Crystal Sankey, Central-based Development
  • Iris Tam, CMT
  • Teri Eckman, Central ITS
  • Kim McDade, Executive Sponsor
  • Josh Carter, Executive Sponsor
•  October 25, 2023: VCUA Formally Announces UA’s Transition to Salesforce

   October 25, 2023: VCUA Formally Announces UA’s Transition to Salesforce

  Message from VC Monique Dozier, distributed to all of UA in her VCUA Monthly Message: October 2023:
  University Advancement needs a technology infrastructure that fully supports our ambitious goals. Unfortunately, our team currently relies on disparate tech solutions that aren’t up to the task and don’t easily support data exchange.
  Our present primary software solution, Raiser’s Edge, is a legacy database that can’t offer what we truly need: a 360-degree view of all constituencies that University Advancement serves across each department.
  To that end, UA is working closely with our ITS partners to properly plan our transition to the Salesforce ecosystem.
  The goals of our UA Technology Transformation are:

  • A shared CRM that all UA staff can use to make relationship management more dynamic and personalized.
  • Native data integration throughout UA and the UCR campus, aligned with a master data management strategy.
  • Advanced analytics and reporting capabilities.
  • Opportunities to reduce manual workload through automation.

   As a member of UA staff, you have a vital role to play in bringing this vision to life.