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Gift/Pledge Opportunity Page Layout Enhancement (TAPSS-1873)
- seonah.choe
- rommel.ngo
- 1 Background
- 2 Business Requirement
- 3 Analysis on Persona
- 4 Analysis on inactive Opportunity Page Layout
- 5 Dynamic Form Update Decision
- 6 Opportunity Validation Rules for impact assessment with the change
- 7 UAT Testing Template
- 8 UAT Sign off - 11th September 2024
- 9 Business Product Owner Sign Off - 12th September 2024
- 10 Production Release Scheduled - 19th September 2024
- 11 End user feedback form
Background
There are 60 fields in the existing Opportunity page layout. Many of these fields are not used by the business and even more are not populated until the Solicitation stage.
Scope:
Enahnced page layout for Gift/Pledge Opportunity
Enhanced Guidance for Success and Key Fields for each Gift/Pledge Opportunity Stage
Out of Scope:
No changes will be made to the Gifts in Will Opportunity page layout
Business Requirement
Please check this Miro page for detailed changes
AS IS | TO BE |
|---|---|
| 
|
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. |
Do Not Contact | Affinaquest | If checked, this field indicates that the donor should not be contacted at the present time, regarding this Opportunity | 50 Opportunities have this flag ticked | If the donor does not wish to be contacted regarding the opportunity, the opportunity should be closed lost. |
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 |
|
KF4 | Strategy |
| Strategy | Gift theme |
| Type |
|
KF5 | Next step |
| Next Step | Prospect pool |
| Sub-type |
|
Analysis on Persona
Why are we doing this?
We need to have a complete list of all Persona who will be using or exposed to Opportunity for this change as well as full analysis on page layout for changes to be applied (or not)
Impact? (e.g. number of users or records affected)
Development Officer:
Prospect Development:
Donor Relations:
Proposals:
Development Officers and Prospect Development team should be the only ones creating Opportunities.
Profile/Page layout matrix that needs changes (please do not make any changes on page layout if not specified below)
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).
Analysis on inactive Opportunity Page Layout
Why are we doing this?
We want to analyze currently available opportunity page layouts and identify any inactive page layout, assess the purpose of them, discuss with PO for further action.
There are 17 record types and 18 page layouts for Opportunity object.
Record Type:
Record Type Label | Description |
Bargain Sale | Property interest sold to an organization for less than the market price. |
Bequest | Giving by will. |
Charitable Lead Annuity Trust | Charitable lead trusts make payments of a fixed amount to charity during its term. |
Charitable Lead Unitrust | Charitable lead trusts make payments of a percentage of trust principal to charity during its term. |
Charitable Remainder Annuity Trust | The trust then pays a fixed amount of income each year to the donor or the donor's specified beneficiary. When the donor dies, the remainder of the trust is transferred to the charity. |
Charitable Remainder Unitrust | The trust distributes a fixed percentage of the value of its assets to a non-charitable beneficiary; at the expiration of a specified time, the remaining balance is distributed to charity. |
Gift Annuity | The donor transfers cash or property to the charity in exchange for a partial tax deduction and a lifetime stream of annual income from the charity. When the donor dies, the charity keeps the gift. |
Gift/Pledge | Direct gift of cash or assets. |
Gifts in Will | Giving by Wills |
Goal | Utilized for reporting goals for opportunities. |
Major Gift Opportunity |
|
Net Income Unitrust |
|
Pooled Income Fund | A type of charitable mutual fund which is then invested to provide dividends for both the donor and charity. Upon the death of the donor, the remaining balance is retained by the charity. |
Real Property |
|
Retained Life Estate | A gift of real estate in which the donor retains the right to occupy the real estate until death. |
Trust |
|
Unsolicited | Unsolicited Opportunity |
Page Layout
Page Layout Name |
AQ Bargain Sale 3.17 |
AQ Bequest 3.17 |
AQ Charitable Lead Annuity Trust 3.17 |
AQ Charitable Lead Unitrust 3.17 |
AQ Charitable Remainder Annuity Trust 3.17 |
AQ Charitable Remainder Unitrust 3.17 |
AQ Gift Annuity 3.17 |
AQ Lightning Outright Gift |
AQ Opportunity Layout 3.17 |
AQ Outright Gift 3.17 |
AQ Pooled Income Fund 3.17 |
AQ Retained Life Interest 3.17 |
Billing Opportunity Layout |
Opportunity Layout |
Usyd - AQ Bequest 3.17 |
Usyd - AQ Bequest 3.17 Admin |
USyd - AQ Lightning Outright Gift |
USyd - AQ Lightning Outright Gift Admin |
Total opportunity in Jarvis and their records type name
Count | RecordTypeId | Record Type Name |
|---|---|---|
5207 | Giving by Wills | |
7127 | Gift/Pledge |
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’
USyd - AQ Lightning Outright Gift
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/
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
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)