Sales Cloud for Educational Institutes Case Study

  • October 6, 2022
  • Girikon
Background

The client approached Girikon to implement Salesforce Education Cloud within a short two-month timeframe. The client chose to partner with Girikon due to its extensive knowledge of Salesforce for education sectors, including vocational and higher education. Besides, Girikon abided by the hybrid agile methodology, which allowed the client to provide feedback throughout the project’s journey. Since consistent refinements of the project increased work efficiency, this hybrid methodology was crucial for the team to complete the project before the relatively close deadline.

Furthermore, Girikon has vast experience aiding organisations in implementing their Salesforce instances. Thanks to their experience, Girikon could streamline the discovery phase while tackling the most important business requirements of the client and have a quick follow-through in the implementation.

About the client

The client is a Technical and Further Education institute, which has been providing general education, traineeships, apprenticeships, and youth programs in Victoria for more than a century.

The institute offers students access to over 235 courses with approximately 4510 full-time students undertaking these courses every year.

The client’s Commercial Business department locally engages with external organisations in the Geelong and Wyndham regions to offer training programs necessary to upskill and retrain their staff. This department wanted to source and implement a Sales Management Customer Relationship Management (CRM) to promote sales and service efficiencies within the organisation.

The Problem

During the discovery phase of the project, the following pain points were identified:

  • The client manually tracked and maintained customer accounts, contact, lead, and opportunity including product and finance-related data.
  • They had no way of distinguishing between the different types of accounts, which had different business processes.
  • The client’s ability to communicate within their own team was sub-optimal.
  • The client’s ability to track the communication between themselves and their clients was also sub-optimal.
  • There was no way of tracking the opportunity through its stages.
The solution

Girikon was able to provide the client with the following optimisations based on the discovery sessions.

Lead Management: 

  • Manual Creation
  • Custom Field Creation
  • Source of Leads
  • Lead Record Types
  • Lead Duplicate Management
  • Lead Stages and Conversion

Account Management:

  • Account page layout configuration
  • Creation of record types
  • Account Duplicate Management

Contact Management: 

  • Contact Configuration
  • Contact Duplicate Management

Opportunity Management: 

  • Opportunity Tracking and Progress
  • Custom Field Creation
  • Opportunity Stages

Course Management: 

  • Page layout configuration on the Account Object
  • Creation of custom fields

Outlook Integration: 

  • 2-way sync with Salesforce calendars and user’s calendars
  • Client calendars are also populated with the relevant user events
  • Ability for a user to connect their Outlook accounts to Salesforce
  • Visibility of the communications between a customer and the client’s team

Microsoft Teams Integration: 

  • Sending Salesforce records through MS teams to team members
  • Dedicated MS teams tab for Salesforce record-related conversations

Reports and Dashboards:

  • Creation of reports based on the different opportunity record types
  • Creation of a consolidated dashboard based on business reports, tenders and grants reports
  • Implementation of dashboard for relevant users
The Outcome

Following a clear vision from the clients on how they wanted to best use Salesforce for their business, Girikon’s highly experienced team was able to actualise that vision.

The client now has a complete overview of their customer journey, right from the moment potential customers are leads to the time they successfully convert into Accounts, Contacts, and Opportunities. Furthermore, the customisation of their Salesforce Education Cloud has drastically reduced the time spent on manual data entry, thanks to the intuitive design of standard Salesforce objects.

Reports were also optimised. The introduction of different record types allowed the client to categorise their various business units and accurately measure their performance.

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