Post on 04-Oct-2021
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GETTING STARTED WITH NPSPGETTING STARTED WITH NPSP
Planning Guide
A thoughtful rollout plan can help your organization successfully adopt NPSP. Before you
begin customizing features, importing data, or adding users, take a moment to review the
recommendations in this guide. By following the steps and examples outlined here, you’ll
create a custom rollout plan that guides your organization to success!
Please note that we are using fundraising as an example in this planning guide, because
your Nonprofit Cloud trial comes with NPSP which has been pre-configured to meet
most nonprofit fundraising needs with only minor adjustments. But you can use the same
planning process that we set out here with the Program Management Module if you want
to tackle that first.
For more on how to conduct your planning, check out the companion to this worksheet:
the Prepare for Success with Nonprofit Cloud Trail.
Introduction
0303Nail down your goals
Clear success metrics
will keep you and your
team accountable.
0404Involve your users
Find ways to include and excite your team during the planning process.
0505Set milestones
Establish a rollout timeline and go-live date.
0707Make it your own
Customize standard functionality to meet your unique needs.
0606Review NPSP Settings
Update your org’s settings per your preferences.
0808Understand Additional NPSP Features
Expand beyond the basics as you grow with Salesforce.
0101Gather your team
A successful rollout
requires the right mix
of roles and resources.
0202Define your fundraising processesMap day-to-day processes to NPSP.
Gather your team0101A successful rollout requires the right mix of roles and resources. We’ve listed the most
important ones below. Consider who might be best for each position and ask them for
support. Depending on the size of your nonprofit, it’s possible that one person may fill
multiple roles.
Organizations with resources that need
to get up and running quickly may take
advantage of Salesforce.org’s robust
network of consulting partners. While
engaging a partner has an upfront cost, this
is money well spent. Partners have years of
experience helping nonprofits successfully
implement NPSP in a way that supports
their business processses and allows room
for growth. Ask your Executive Sponsor if
engaging a partner is an option for your
organization, and see Partner
Selection for Implementation for more
recommendations.
NONPROFIT CONSULTANTNONPROFIT CONSULTANT
Executive Sponsor: An executive leader who prioritizes how time is spent with
Salesforce, can help champion the project, provide any needed budget, and remove
roadblocks. Prepare your sponsor to work with you by sharing the Executive Sponsor’s
Guide to Success with Nonprofit Cloud.
Operations Manager(s): Knows your company’s day-to-day operations, including
fundraising, marketing/engagement, and program management. Helps you mirror your
processes in Salesforce, and prioritize your implementation.
Super Users: Development managers, marketing/engagement specialists, and program
managers who provide ongoing feedback to make sure NPSP meets day-to-day needs.
Choose staff members who are passionate or vocal about process improvements. If
possible choose a super user for each job function.
Salesforce Administrator: Configures Salesforce and manages it day-to-day. Trains users
and creates documentation. (This may be you!)
Technical Expert (optional): Supports any technical implementations, system
integrations, or security measures that your sector requires.
For staffing guidelines, sample job descriptions and resources for staff training, check out
Building Your Nonprofit Salesforce Team.
Define your fundraising processes0202Salesforce lets you track constituent and fundraising data to get insights that make your
development team more productive. To gather the most accurate data for your organization,
you should adjust the pre-configured fundraising processes we’ve created for you in NPSP so
that they mirror your team’s processes.
NPSP lets you manage processes for all of your incoming revenue streams:
NPSP has processes for six common nonprofit revenue streams preconfigured for
you (donations, grants, major gifts, in-kind gifts, membership, and matching gifts).
For each revenue type, your fundraisers can click through a defined series of
steps that guide them through the actions they need to take at each stage.
For the most effective implementation, start mapping out your fundraising
processes now. Think through the stages of each process and what information
you gather at each stage.
Compare your processes to the ones we’ve preconfigured in NPSP.
On the next page, you’ll find an example of how you might visualize the steps in
a fundraising process.
Define your fundraising processes (cont.)0202PROSPECTING
AWARDED (CLOSED WON)
Grantmaker Invitation to Submit Application or Decline
Research or Networking
LOI Submitted
LETTER OF INTENT SUBMITTED
APPLICATION SUBMITTED
DECLINED (CLOSED WON)
WITHDRAWN
DATA NEEDED AT THIS STAGE
GATHERED VIA
PROGRESSES TO NEXT
STAGE WHEN
Letter Per Grantmaker Requirements
• Close Date • Program Areas • Grant Requirements Website • Is Grant Renewal • Previous Grant/ Gift Opportunity
Grantmaker Notification
Grantmaker Award or Decline Decision
Grantmaker Notification
Fundraiser Determination
• Close Date • Requested Amount• Amount • Program Areas• Grant Requirements Website
• Close Date• Ask Date• Requested Amount• Amount
• Close Date • Amount • Grant Contract Date• Grant Period Start Date• Grant Period End Date
• Close Date• Amount• Closed Lost Reason
• Close Date• Amount• Closed Lost Reason
Application Per Grantmaker Requirements
STAGE
Below are the steps you might visualize in order to secure a grant.
You may wish to customize the six processes we’ve provided for you, or configure your own
processes for things like earned revenue or fee-for-service. See Understand and Customize
Sales Process and Path for more information.
Define your fundraising processes (cont.)0202
PLEDGED
Donor submits payment
Donor Notification
Donor fulfills or withdraws pledge
POSTED (CLOSED WON)
CLOSED LOST
Check or Credit Card Payment
• Close Date • Amount • Campaign Source
Note - Most nonprofits do not enter small Closed Lost donations except for unfulfilled pledges
• Close Date • Amount• Campaign Source
• Close Date• Amount• Closed Lost Reason
Donor Notification
DATANEEDED AT THISSTAGE
GATHERED VIA
PROGRESSES TO NEXT
STAGE WHEN
STAGE
Nail down your goals0303Next, meet with your planning team and review the vision that brought you to Salesforce Nonprofit
Cloud (bonus points if you were inspired by the Nonprofit Cloud Vision and Values Trailhead module).
Now identify areas for improvement in your organization, and then set a specific measurable goal for
addressing each improvement using Salesforce. Agree on priorities and pinpoint the metrics needed.
Record meeting notes using a table like this one. Later, use these metrics to inform how to tweak features
so that they track towards these goals. Customize NPSP reports, dashboards, and list views to surface
insights buried within your data. Fine-tune workflows for features such as Path and Kanban to reflect
improvements and reinforce best practices. For more ideas, check out Nonprofit Metrics for Success.
GOAL RELATED METRICS
Example: Establish a single place where the development team can get insights into fundraising progress in real time
The number of donations v. Goal Total income v. Goal
Example: Understand expected revenue from grants Grants pipeline by stage
Example: Understand which campaigns have been the most effective
Total donations by campaign
Involve your users0404You want your staff to be as excited about Nonprofit Cloud as you are. Revisit the goals
that you and your planning team established, and think about how you want to frame the
benefits when you describe them to your users. Consider whether to adapt messaging
for different roles or job responsibilities. Including members of each department in your
planning team will ensure that all users benefit.
GOAL RELATED METRICS
Example: Establish a single place where the development team can get insights into fundraising progress in real time.
The number of donations v. Goal Total income v. Goal
Example: Understand expected revenue from grants Grants pipeline by stage
Example: Understand which campaigns have been the most effective
Total donations by campaign
STAFF BENEFITS
Fundraisers can check in on how they are tracking towards their goals in real time
Fundraisers can more easily track the lifecycle of their grants
Fundraisers can focus their efforts on successful fundraising strategies
Set milestones0505Think about major rollout milestones and start plotting a timeline. We recommend you aim to
complete your rollout in 90 days or less unless you have a substantial amount of historic data to
import. Avoid busy stretches and major fundraising events like year-end giving season or your biggest
gala of the year. Once you’ve decided on a go-live date for NPSP, work backwards from that point.
MAKE IT YOUR OWN (60 DAYS) ROLLOUT (30 DAYS)
Establish rollout team Prepare and schedule staff training
DRIVE ADOPTION (ONGOING)
Check login frequency
Define business processes and goals Announce rollout schedule Send “Tips and Tricks” email or lunch and learn
Send teaser email to staff Add users to Salesforce Hold check-in meeting or office hours
Review NPSP Settings Hold training Tweak features
Tour preconfigured features Gather feedback from usersKeep up on Salesforce releases and announce impactful changes
Learn to customize features Tweak features
Customize features
Test, get feedback from stakeholders, tweak features
Review NPSP settings0606The NPSP Settings tab is command central
for the Nonprofit Success Pack. Check that
your settings are aligned with your internal
processes. For more information about
these settings, complete the Administer
Nonprofit Success Pack (NPSP) trail.
SECTION SETTING
Households• Review Household Name • Review Formal Greeting format• Review Informal Greeting format
Addresses
• Consider Enabling Organization Account Address management• Consider whether a simple address change should be treated as an update
Donations Review Opportunity Name format
Payments
• Consider enabling Automatic Payment Creation• Exclude Opportunity Record types from automatic payment creation (i.e. In Kind Gifts)• Select Opportunity stage for fully paid opportunities with multiple payments
GAU Allocations• Consider enabling default allocations• Review default General Accounting Unit
Contact Roles Review default Contact Roles
Campaign MembersConsider enabling Automatic Campaign Member Management
Make it your own0707Salesforce includes standard objects and fields such as Contact as a baseline for every customer.
NPSP also includes objects and fields that are commonly used by nonprofits. Learn about NPSP
fields and get best practices for customizing them to match your internal processes.
OBJECT STANDARD FIELDS
Contact See NPSP Data Dictionary - Contacts
See NPSP Data Dictionary - Accounts
See NPSP Data Dictionary - Opportunities
CUSTOM FIELDS TO ADD
Account
Opportunity
Payment See NPSP Data Dictionary - Payments
PICKLIST VALUES TO ADD/MODIFY
Understand additional NPSP features0808In this worksheet, we’ve covered the bare bones of planning an NPSP rollout for constituent
management and fundraising. But the great thing about NPSP is that it can grow with you as you
begin to feel more comfortable with Salesforce. Here are some common needs for nonprofits,
and how to solve for them using NPSP.
You can find a complete index of NPSP features in the documentation section in the
Power of Us Hub.
And check our out Learning Paths if you’re ready to dive deeper into Fundraising,
Program Management or Marketing/Engagement.
WHEN YOU NEED TO... CHECK OUT THIS NPSP FEATURE
Understand how successful your fundraising efforts have been
Campaigns
General Accounting Units and GAU Fund Allocations
Payments
READ THE DOCUMENTATION
Ensure that you are segregating funds for specific purposes or because of special restrictions
Split a Single Donation or Other Opportunity into Multiple Installments
Track gifts that donors have pledged over a period of time
Recurring Donations
LEARN MORE ON TRAILHEAD
Credit donors for donations they directly or indirectly influenced (soft credits)
Opportunity Contact Roles and Customizable Rollups
What are Campaigns and How Do They Work?
Allocations Overview
Manage Multiple-Payment Donations
Recurring Donations - Overview and Setup
Soft Credits Overview
Campaign Management with Nonprofit Success Pack
Configure GAU Allocations and Payments
Configure GAU Allocations and Payments
Manage Recurring Donations
Set Up Soft Credits
The best practices we’ve created here are based on years of experience helping
organizations like yours as they setup, customize, and rollout NPSP. By following these
steps, you’ll create a rollout plan that ensures your implementation is a huge success.
We can’t wait to see what you do with Salesforce.org’s Nonprofit Cloud!
In Conclusion
THANK YOU.THANK YOU.