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Contributed by
Chance to Shine

Overview

Chance to Shine is a children’s charity that helps young people to play, learn and develop through cricket.

In 2020 they embarked on a project to enhance their online Chance to Shine portal. The portal has previously been used to host learning resources. The charity adapted it in order to transform it into a real-time monitoring tool for their programmes.

The aim was to ultimately reduce manual processing of paper and to collate live feedback on their activity.

Recipe status

This recipe has been in use since October 2020.

We are not sharing this recipe as the perfect solution to a problem, but we believe Chance to Shine’s learnings could be very useful to other organisations.

Users and needs served

  • As a member of staff, I need to be able to access live data on the impact of our programmes
  • As a member of staff, I need to be able to access live data on the impact of our activity to help shape the future of our programmes and to share with donors and partners
  • As a delivery partner, I need to be able to input data in a quick and efficient manner
  • As a recipient/teacher, I need to be able to easily organise activity with my delivery partner

Software and tools used

Salesforce

Salesforce is a Constituent Relationship Management (CRM) system with cloud-based storage that can be used for data sharing, assessment, and feedback. The Nonprofit Success Pack is specifically designed to help charities get started with the Salesforce CRM and features a number of bespoke Non-Profit Organisation options for relationship management, fundraising, and reporting.

Cost

The first 10 subscriptions to Salesforce are free for non-profit organisations under the Power of Us programme, and there are discounts available on additional subscriptions. Beyond this, tiered subscriptions are available at the following price points:

Sales Cloud Enterprise Edition - $36 (£26 approx) per user per month Sales & Service Cloud Enterprise Edition - $48 (£35 approx) per user per month Sales Cloud Unlimited Edition - $72 (£52 approx) per user per month Sales & Service Cloud Unlimited Edition - $96 (£70 approx) per user per month

Considerations

Cloud-based data storage and transfer are essential capabilities for remote work across multiple regions. The non-profit packages can make an otherwise prohibitively expensive service accessible for smaller charities. Salesforce is a multinational CRM, so there is a huge network of Salesforce partners and experienced agencies who are used to working with it. There are many independent contractors that you can operate with.

Lots of applications and technology function well with Salesforce.

Salesforce is useful for analysing and storing data to determine the success of your marketing or programmes.

If you’re looking to purely present a frontend solution like a charity website, it’s less flexible in that regard and can be awkward trying to change easy functions/design, as opposed to using a web hosting platform. Salesforce is primarily a CRM so it’s a little less flexible and therefore can be more expensive to customise.

Recipe steps

1. Find out what the gaps are

Take some time to analyse the data you have, whether that’s from platforms like Google Analytics or records from your current CRM. Consider what this data is telling you and start to work from here.

2. Consider your stakeholder inputs

Ask yourself what requirements your stakeholders and major funders have.

Speak to your users and stakeholders and build your end goals from this feedback and a request for proposal.

3. Find experts

Ensure that you have a project manager, digital manager, or user expert within your team, or consider outsourcing an external agency to help you understand what direction to take with your project.

They can flesh out where the gaps are and what can be filled through digital.

4. Ensure you have user inputs

Find out what your users actually want, what needs you serve for them, and how can you do this. Have conversations with your users because this system needs to work for them. Build your end goals from this and build a request for proposal off the back of this.

5. Build a Request For Proposal (RFP) document

Lay out exactly what the requirements are for the project, what the platform is, what it’s being built for, and how you want the project to work. For example, you may want it to be a very agile project management system where users have input at every stage.

By doing this, you’re giving yourself the best possible chance from the onset to decide on the supplier and who you’re going to work with, what the project will cost, and the timeline.

6. Do some independent research

While going through the define and design process, consider also doing your own research to make sure that what the supplier suggests they implement into your work actually fits what you need.

7. Work in sprints

Divide your project up into chunks. For example, every two weeks Chance to Shine approached a different chunk and at the end of it, they would analyse what they had done and if it needed to be tweaked at all before going onto the next chunk.

This prevents a waterfall approach, meaning you’re less likely to be given something at the end that you may either like or dislike. You have a little more control here when working with an agency or external bodies to produce something that you’ll be happy with.

8. Set internal expectations

You’ll never have the perfect product straight away at launch. By assuming that your system will be at its best from the get-go, you’ll only put undue pressure on yourself, and the building blocks to get to this point can be easily missed.

Consider the minimum amount of functionality you can go live with where everyone will be happy and it will do what is needed – set that as the expectation. Consider whether features are a minimum viable product requirement or an ‘extra’, and then fit this into your roadmap to work on any ‘extras’ after your launch.

9. Agree on the fundamentals

Make sure to get this right and work into your RFP so that you know who needs training and how you’re going to offer it.

10. Gather feedback from users

Check back in with your users to assess whether you have met the necessary requirements. For example, Chance to Shine has a digital working group where varied representatives for the coaches from different counties meet with the charity on a quarterly basis and are shown the roadmap.

These representatives can be involved in changing parts of the roadmap to prioritise what would suit them best as the user. This group is also a great opportunity for the charity to check in with the users about the system and whether requirements are being met.

Make sure that your users know who to contact if issues arise and that there is continuous support available for them.

Guidance

Plan it well – whether that’s through research, really understanding your requirements, making sure you find the right partner, and/or just taking your time.

Know from the start who needs to be involved in the project so that you can build expertise within your team and ensure that they will be booked into every meeting.

Don’t just view it as an isolated project. Whatever digital transformation you’re implementing, you should consider how it will work moving forward.

Make sure you have a clear internal roadmap for how you’re going to utilise the system.

Risks

Cost – can be very expensive if you don’t get everything right. This is especially the case when working with an agency. If you’re not planning well, then their time working with you will drag on longer, which increases the price.

Futureproof everything you do, as what works now may not work in a few years’ time.

Don’t get blown away by gimmicks or technology for technology’s sake. For example, don’t get carried away with building something you don’t need, such as an app. Source your decisions from your data analysis and the requirements of users and stakeholders.

Points of contact

For further information about this recipe, you can contact:

Ross Jeavons, Head of Communications and Digital

Thanks

Many thanks to Chance to Shine for contributing this recipe.

Licence

This recipe is licensed under a Attribution-NonCommercial-ShareAlike 4.0 International Licence.

That means you are free to copy, redistribute, and build on the text of this recipe, but only for non-commercial purposes (if you want to use it for commercial purposes, get in touch with us at [email protected]). You must give credit to both Catalyst and Chance to Shine and link back to this page. If you build on this recipe then you must share your version under this same licence.

Recipe published on April 6th, 2021. Last updated April 6th, 2021