Leveraging Salesforce to improve operations at Pajama Program

Background

Pajama Program is a nonprofit organization whose mission is to promote and support a comforting bedtime routine and healthy sleep for all children to help them thrive. They do this by providing pajamas, storybooks, and critical sleep health education resources for parents, caregivers, and educators. To help the communities they serve, Pajama Program leverages Salesforce to track and manage various aspects of its operations.

Challenge

To deliver donations to communities and keep educational programs running, Pajama Program needs to keep track of a lot of information. This data includes donation inventory, shipment status, volunteer contact information, grant management, scheduling, donation campaign details, and more. Like many nonprofit organizations, Pajama Program has to overcome resource and staffing constraints which can create challenges in keeping up-to-date reporting and information to help them succeed in their mission. After acquiring another organization, Pajama Program wanted to migrate their data into a single instance of Salesforce to keep all of their information in one place. They took this as an opportunity to partner with a consultancy to review their Salesforce architecture, business processes, and documentation. Prior to this initiative, different members of the organization were utilizing Salesforce in different ways. Without someone to design, manage, and train the team on the different functionalities of Salesforce, fields were being used inconsistently and employees were unable to trust the data they were seeing in the platform. Data quality issues and nonstandard business processes caused fundraising dashboards to show incorrect values, emails to be sent to incorrect contacts, and a lack of visibility into donation inventory. Operations relied on individual employees to manage siloed processes and when employees left the organization, institutional knowledge was lost making it difficult for new employees to keep things running smoothly.

Approach

In order to improve data quality and organizational efficiency, Keyrus partnered with the team at Pajama Program on a Salesforce project. This initiative included: Reviewing architecture to ensure that Salesforce was set up in an efficient and user-friendly way. Putting checks in place to improve data quality so that members of the organization could easily access, understand, and trust the information on their dashboards. Setting up or updating integrations to seamlessly incorporate other applications and tools into their database. Creating documentation to help manage knowledge in the organization so that new employees can quickly and easily understand tasks. Standardizing naming conventions to eliminate confusion in reports and create consistency across the organization. Building customized emails using Visualforce, a Salesforce framework that allows the organization to easily send while maintaining control over their branding, rather than needing to build new HTML emails every time they sent out communications. Creating easier ways to upload information using Lightning Web Components (LWC) so that the team can drag and drop CSV files to import data without spending time reformatting information or making updates in the backend.

Benefits

After completing this Salesforce project, Pajama Program employees can now confidently track inventory, and know when it is going to be delivered. Taking the guesswork out of inventory management helps them better utilize the resources they have, and position them better to source donations that their communities need. Additionally, the updated architecture includes a user-friendly front-end system so that their team can save time uploading and accessing information without any work on the backend. They can easily reach out to donors and volunteers using branded templates that allow them to maintain control of their messaging. With these improvements to their Salesforce architecture and business processes, the Pajama Program team can focus on what matters most - providing resources and services to the community.

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