HSCRM Project Process

To determine whether HSCRM will fit your Department/Program’s needs, an initial HSCRM Project Consultation meeting will be scheduled. At the conclusion of the consultation, an intake document will be required before the project can be included in the project prioritization process  with the H&S IT Steering committee. Additional discovery meetings may be needed to solidify requirements prior to implementation. 

Before a Department/Program can start using HSCRM, a series of configurations and layouts need to be created in Salesforce. Additionally, data clean-up/preparation and data loads may be performed to facilitate the creation of your Department/Program’s CRM.  The Department/Program will need to dedicate time to prepare the data, which significantly improves the length of time and software development effort required for implementation.

H&S IT will help you migrate your data into the HSCRM Salesforce data structure. Salesforce organizes data into Objects, which are building blocks that structure your data. The list below describes the Salesforce Objects available in HSCRM.

• Contacts - Stanford-related contacts such as alumni, students, fellows, researchers, staff, and faculty; non-Stanford contacts such as internship hosts or media contacts 
• Accounts - business organizations, educational institutions, and households
• Affiliations - describes how a given contact is affiliated to an organization (Account)
• Relationships - stores the relationship(s) for a given contact such as internship lab manager-lab member, parent-child, etc
• Notes - allows the Department/Program to create notes and determine whether to share it publicly with other H&S units who share the same contact
• Campaigns - lists of contacts by subscriptions or interest areas; when appropriate, the HSCRM-MailChimp integration facilitates a seamless contact management experience
• Reports - reports can be created for any of the data that a user has access to view

One-time costs for implementing the H&S CRM are determined by the department/program's needs and capabilities. Until a full analysis is performed, it is difficult to estimate the precise one-time implementation costs that will be incurred by the department/program. Typically, one-time costs are in the range of $1,000-$2,500.

H&S’ HSCRM service exists to provide consulting, governance, systems management, and data support for HSCRM:

• Consulting - Provide leadership and guidance through initial consultation, implementation, onboarding, and training
• Governance — Prioritization of HSCRM changes and enhancements, cost sharing, business analysis and project management, and procurement of software licenses
• Systems Management — Development and on-going support for HSCRM and third-party integrations (e.g. FormAssembly, MailChimp, Salesforce Maps) 
• Data Support — Management of tools and processes to support on-going data stewardship including data deduplication (DemandTools) and backup & recovery (Own)

To better serve HSCRM users, the H&S IT team will conduct regular outreach to the primary system user(s) in each Department/Program. This outreach will focus on Contact, Communications, and Events management, aiming to assess and enhance our support for individual Departments/Programs and H&S as a whole. At minimum, we will schedule annual HSCRM check-ins during the Winter or Spring quarters.