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Salesforce Student Org Data Excellence Initiative

Steven Hou, Daniel Scrochi Colmenares, Andrew Talbott, Nicholas Beatty, Chris Rao

Project Sponsors: Kristina Bee, Jeff Wright, Jessica Barbosa

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Background

Project Idea:

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Key Stakeholders?

Members of Student Life and Recruitment Units
University of Michigan Faculty, Staff, Students, and Student organizations

UM Salesforce Team and Technical Debt

Key areas:

Deprecated objects, fields, and automations
Privacy and security issues
Managed Packages
Scheduled Jobs

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Agenda

Managed Packages
Scheduled Jobs
Salesforce Automations
Permissions and Security
Objects & Fields

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Goals/Deliverables

Enhanced the data governance framework for the Salesforce Student Organization by conducting a thorough analysis and systematically documenting our findings.

Ran a data health check in the Salesforce Student Org

Analyzed Key Components
Documented Findings
Made Changes to Production

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Managed Packages

Comparable to Plug-ins
Many are not being used

This is not clearly documented within the Salesforce Application

Ran a report showing backend actions by package to gauge usage
Removed unused packages from production environment

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Scheduled Jobs

Are users active
Job Verification
Documentation
Production Changes
Results:

Reduced usage by 50%

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Salesforce Automations

Three types of automations - two of them are slowly being phased out

There were a number of automations that were obsolete, could be deleted

Converted all necessary automations to Flow-type and moved most of them into Production

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Permissions and Security

Who has access to things they should not?

Campaigns

Reports

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This part consisted of making sure that private information was managed consistent with best practices.

Daniel’s role, in a succinct way, was to see Who has access to things they should not.

[click to show Who has access to things they should not]

Daniel principally looked at Reports and Campaigns.

[click twice to show Reports and Campaigns]

Reports: In Salesforce, reports are customizable views of your data that allow you to easily analyze and visualize key metrics, trends, and patterns to make informed business decisions. They enable users to filter, group, and summarize information from their Salesforce records in a structured format.

Campaigns: campaigns are marketing initiatives that track and manage the effectiveness of your marketing efforts. They allow you to organize and monitor various marketing activities, such as email marketing, events, and advertisements, as well as measure their impact on sales and customer engagement. Campaigns help in optimizing future marketing strategies.

[click for next slide]

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Confidential & Sensitive

Names, Phone numbers, SSN, Addresses, etc.

Privacy and Security Issues

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PII (Personally Identifiable Information)

Salesforce provides (CRM) Customer Relationship Management services, which is a system for managing all a company’s interactions with current and potential customers. As such, both reports and campaigns include PII (Personally Identifiable data).

[click to display Confidential and Sensitive bullet]

This data is confidential and sensitive

Which means this is data entrusted to us. Just as we wouldn’t want just anyone to have access to OUR data, we must make sure this data is similarly protected.

[click to display Names, Phone numbers, SSN, Addresses, etc bullet]

This includes various types of data like names, social security numbers, and financial information.

[click to display Privacy and security issues]

Which can be potentially used maliciously for phishing, stealing identities or more.�

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Access records and campaigns

Or?

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The process…

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Report & Recommendations

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Objects & Fields

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Objects & Analysis tool (Identify Usage)

Objects & Fields data usage (Document & Prioritize)

Dataloader (Value Mapping)

The student org stores multiple relevant objects and each object contains hundreds of data, so we have thousands of data in the system.
Luckily, it provides a handy internal tool called “Objects & Analysis” that we could run to get an overview of objects and fields usage.
With the field usage, I was able to report back to the sponsor and we prioritized cleanup for those with higher usage.
Salesforce objects and fields are analogous to database tables and the table columns. Objects and fields structure data. (Salesforce developer docs)
Thousands of data
Handy internal tool called “Objects & Analysis”
Prioritized cleanup
The object we looked at was called “Contact”, it is the most widely used object across student org and also contained the most fields and the most deprecated fields;

Deprecated: 1) there's no data in the field at all, 2) history reports that show it hasn't been touched in years(we did not use history reports) and 3) Sponsor’s request

We looked at the “reports” section where these objects are being heavily used and mapped new values to fields that we need so we could go and delete the field that is deprecated using a tool called “Dataloader”.

“Reports” are where objects and fields being used most heavily, other places could include Apex Classes or Apex Triggers

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Thanks!

Any questions?

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