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Business Requirement
Please check this miro Miro page for detailed changes
AS IS | TO BE |
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| Miro macro resizing | ||
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Re-layout the fields accordingly
The following fields are no longer in the layout :
Table 1.1
Field | Field Created By | Purpose | Comments | Reason |
|---|---|---|---|---|
Anonymous | Affinaquest | If checked, this Opportunity should be considered anonymous | 16 Opportunities have this flag ticked (18) | This data can be acquired in the anonymity level field. |
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Private | Salesforce | A private Opportunity will only be visible to the owner and those with View/Modify all access on Opportunities | 0 Opportunities have this flag ticked | Field not used |
OMI | Affinaquest | The Opportunity Management Index (OMI) is a visual indicator of progress of the Opportunity toward funding, based on the number of stars. It is based on the Date, the Probability, the amount of time in the current Stage, and the last and next Activity | Does not populate as Advancement doesn’t use Activity | Remove as not used. |
Next Task | Affinaquest | The flag indicates status of the next Task for the Opportunity. Green - Task due date is at least 14 days away. Yellow - Task due date is within 14 days. Red - Task is overdue or no Activity is scheduled | Doesn’t populated as Advancement doesn’t use Activity | Tasks are currently set as private to mitigate risks associated with well-being data. As a result of the tasks being private DO’s cannot track tasks once they have been assigned. The task related fields should be removed from the opportunity page-layout, and we can consider adding them back in when we implement SF Activity. |
Next Task Date | Affinaquest | The date of the next Task that is scheduled for this Opportunity | 251 Opportunities have Next Task Date populated | Same as above. |
Credited Date | Advancement | There is no documentation in Salesforce or Jira to indicate the purpose of this field | 12 Opportunities have the Credited Date populated | GI advised that this was a GA field and GA have stated that they do not operate in the opportunity. As only 12 opportunities have this field populated, the field will be removed. |
Highlights Section will not be used anymore
Key (Important) fields per stage
Table 1.2
Stage | Identification | Qualification | Planning | Solicitation | Lost | Gift handover | Won |
|---|---|---|---|---|---|---|---|
KF1 | Amount | Amount | Acceptance from delegate | Verbal acceptance
| Closed date | Verbal acceptance | Amount |
KF2 | Lead source | Strategy | Ask made? | Gift date | Closed lost reason | Donor expectations apply | Funding complete |
KF2 | Primary campaign source | Next step | Ask amount | Gift Amount |
| Chart of accounts |
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KF4 | Strategy |
| Strategy | Gift theme |
| Type |
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KF5 | Next step | Next Step | Prospect pool | Sub-type |
Analysis on Persona
Why are we doing this?
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Profile/Page layout matrix that needs changes (please do not make any changes on page layout if not specified below)
Persona | User Name (example) | Profile | Permissionset/group | Recordtype | Pagelayout |
Development Officer: | Shayan Quinlan | USyd Standard User |
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Prospect Development: | Natalia Uribe | USyd Standard User - Prospect Development | USYD Gift Update - Selected Fields,USYD Opportunity Admin, Prospect Development | ||
Donor Relations | Keri Bell | USyd Standard User | Donor Relations | ||
Proposals | Jemima Rohekar | USyd Standard User | Development | ||
Data Admin - BI-DRS |
| USyd Data Admin - BI-DRS |
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TBD - For a decision for System Administrator, USYD Superuser page layout allocation. please look at Dynamic Form Update Decision section.
A lot of people across the Portfolio would view Opportunities to ensure they're across all the activities etc. associated with a Contact. This is usually just to be aware IF there is an Opportunity against a Contact/Account, rather than looking at the specificities of that Opportunity. Donor Relations and Proposals teams might be interested in the Activity Reports attached to that Opportunity to gather information to assist in preparing proposal documents and stewardship reports. Most of the fields on the Opportunity page are only of interest to Development Officers (and to a limited extent Prospect Development).
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Currently the only records type used for opportunities are the above 2, all other record types and page layouts are not in use.
Dynamic Form Update Decision
For this enhancement, we are making change to only 2 page layouts under 1 Record Type ‘Gift/Pledge’
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USyd - AQ Lightning Outright Gift Admin
Upon further analysis, there is an opportunity to consolidate these two page layouts into one. Their difference is that the Admin one which is assigned to DRS profile gets access to Opportunity Split related list as in the screenshot below. Confirmed with Yeng Sembrano that Opportunity split is only used by DRS users and therefore, we can have a combined page layout which through dynamic form can conditionally show and hide this related list. There is also an opportunity to use the new opportunity split component. This idea is taken from this source https://www.salesforceben.com/how-to-use-opportunity-splits-in-salesforce/
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Opportunity Validation Rules for impact assessment with the change
Table 1.3
# | Rule Name | Error Location | Error Message |
1 | ApprovalPendingBeforeClosedWon | Top of Page | The Opportunity is currently submitted for approval - it will be closed when gift handover is approved. |
2 | ApprovalRequiredBeforeClosedWon | Top of Page | The Opportunity must be approved by Gift Implementation prior to being Closed Won. |
3 | AQC_Opportunity_Owner_Change | Opportunity Owner | Please contact the current Owner to change ownership. |
4 | Ask_Amount | Ask Amount | You need to document the proposal ask amount when moving to solicitation stage |
5 | Closed_lost_and_loss_reason | Top of Page | Loss reason required for closed lost opportunity. |
6 | DonorConditions | Conditions/Condition Precedents Apply | Please tick Conditions/Condition Precedents Apply |
7 | DonorConditionsSpecification | Conditions/Condition Precedents Apply | Specify the conditions/condition precedents on the Expectations/Conditions tab. |
8 | DonorExpectations | Donor Expectations Apply | Please tick Donor Expectations Apply. |
9 | DonorExpectationsSpecification | Donor Expectations Apply | Specify the donor expectations on the Expectations/Conditions tab. |
10 | Gift_Amount | Gift Amount | You need to document the gift agreement in the Gift Amount field as the field can't be null at Gift Handover or Closed Won stage |
11 | Gift_Date | Gift Date | You need to document the gift agreement in the Gift Date field before moving to Gift Handover or Closing the Opportunity. |
12 | Gift_Date_Amount_and_Ask_made | Top of Page | Either Gift date OR Gift amount is missing, OR Ask made is not checked |
13 | Gift_Theme_Required | Top of Page | At least select one Gift Theme |
14 | Name_on_Instrument | Name on the Instrument of Gift | Please fill in the Name on the Instrument of Gift as the field can't be null at Gift Handover or Closed Won stage. |
15 | Opportunity_need_approval_to_close | Top of Page | Opportunity can't be closed until you pass the Gift Handover stage and approval process |
16 | PledgeGrantReminderRequired | Pledge/Grant Reminder Required? | Please check the Pledge/Grant Reminder Required. |
17 | PledgeReminderOwnerCategoryRequired | Pledge Reminder Owner Category | Please select the Pledge Reminder Owner Category |
18 | PledgeReminderOwnerRequired | Pledge Reminder Owner | Please select the Pledge Reminder Owner |
19 | Previous_Gift | Original Gift Number | Gift to be Renewed must be populated if the Sub Type is Supplementary/Top Up Gift. |
20 | Prospect_pool_requirement | Top of Page | At least select one Prospect pool item |
21 | Stage_cant_be_changed_once_Closed | Top of Page | Stage can't be changed once Closed Lost/Won. Please contact Gift Implementation team if the stage needs to be changed. |
22 | USYD_ChartOfAccountType_Change_Rule | Chart of Account Type | As there is a PENDING COA, you can't set the Account type to Existing Account |
23 | Usyd_create_opportunity_from_planning | Top of Page | Opportunities must be created at the Planning stage or before |
24 | USYD_Email_Required | Top of Page | Please update the Account email or link a primary or secondary contact with email to the account before moving to the Gift Handover stage or change the Receipt Delivery |
25 | USYD_Email_Required_ReceiptDeliveryEmail | Top of Page | Please update the Account email or link a primary or secondary contact with email to the account when stage is Gift Handover or Closed Won and when the Receipt Delivery is set to "Email direct to donor(Default)" |
26 | Usyd_Gift_amount_required_verbal_ticked | Top of Page | Gift Amount field required when Verbal Acceptance ticked |
27 | USYD_SubTypeRequired | Top of Page | Sub-type is required field before the opportunity reaches the Gift Handover Stage |
28 | USYD_TypeRequired | Top of Page | Type is required field before the opportunity reaches the Gift Handover Stage |
29 | Usyd_Verbal_Acceptance_Rule | Top of Page | Verbal Acceptance can be set to true only from Solicitation stage onwards - Move the Opportunity stage to Solicitation |
UAT Testing Template
TAPSS UAT test scenarios - Opportunity Pagelayout.xlsx
UAT Sign off - 11th September 2024
| View file | ||
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Business Product Owner Sign Off - 12th September 2024
Production Release Scheduled - 19th September 2024
Solution Slayers Team (CM): September 2024 Release 1 - JIRA (atlassian.net)
End user feedback form
Opportunity Page-layout Optimisation Initiative Feedback form (office.com)