A Roadmap to Salesforce for Nonprofits Implementation

In a rapidly evolving fundraising landscape, nonprofits are increasingly turning to technology to streamline operations, engage with donors and volunteers, and improve their ability to further their missions. Salesforce, a leading customer relationship management (CRM) provider, offers two powerful solutions tailored specifically to the unique needs of nonprofits: the Salesforce Nonprofit Success Pack (NPSP) and Salesforce Nonprofit Cloud (NPC).

In this guide, we’ll cover everything you need to know about Salesforce for Nonprofits implementation, including:

• Salesforce for Nonprofits FAQ
• Salesforce for Nonprofits Implementation Process
• Getting Started with Salesforce for Nonprofits Implementation
• Working with a Salesforce Nonprofit Implementation Partner
• Choosing a Salesforce for Nonprofits Implementation Partner

Whether you’re just starting your journey with Salesforce or looking to optimize your existing setup, these insights will serve as your roadmap to success.

Salesforce for Nonprofits FAQ

What is Salesforce for Nonprofits?

Salesforce for Nonprofits refers to two core CRM products designed to meet nonprofit needs:

• Salesforce NPSP is a series of 14 packages that configure the standard Salesforce CRM platform for nonprofits, including Experience Cloud, Program Management Module, Outbound Funds Module, and more.
• Salesforce Nonprofit Cloud is the foundation of Salesforce for Nonprofits. It is its own industry-specific Cloud, like Salesforce’s other industry Clouds (such as Education Cloud or HealthCare Cloud). This means it can seamlessly connect with other industry Clouds.

The two platforms offer similar features designed to strengthen supporter relationships, enhance fundraising results, and manage programs and outcomes. Let’s look at some additional similarities, as well as some differences:

• Similarities: Both platforms are designed for mid-sized, large, and enterprise organizations. Both are also free for the first 10 users, but then cost $60/user/month or more (depending on your plan).
• Differences: NPSP offers out-of-the-box functionality, making it easier to get started. However, it is more challenging to customize and integrate with additional tools. Nonprofit Cloud, on the other hand, will require more initial setup but is built to be easily customized through connections to other Salesforce products and third-party tools.

Ultimately, it will be up to your organization to determine which tool best suits its needs. Consider working with a Salesforce consulting partner to evaluate your organization’s current technology stack and identify the best Salesforce solution for your needs and goals.

How much does Salesforce for Nonprofits cost?

Through Salesforce’s Power of Us program, nonprofits can access 10 subscriptions to Salesforce’s nonprofit products for free. Beyond those initial subscriptions, the enterprise editions of the tools cost $60/user/month.

Additionally, implementation and migration to Salesforce will incur additional fees. Generally, a mid-sized nonprofit can expect to spend at least $10,000 to migrate to Salesforce, with additional costs for any configuration, integration, and customization projects. The total cost will increase if your nonprofit chooses to invest in migration support and onboarding training.

For specific cost estimates, reach out to Salesforce or a certified Salesforce expert like DNL OmniMedia to receive a personalized quote based on your nonprofit’s unique needs.

Is my organization ready to implement Salesforce for Nonprofits?

To determine if your organization is ready to implement Salesforce for Nonprofits, we recommend conducting an internal readiness assessment that explores your existing processes, data infrastructure, and organizational goals. Key factors you should consider include:

• The alignment of Salesforce’s features with your nonprofit’s mission and objectives
• The availability of dedicated staff or consultants with Salesforce expertise
• The current and future state of your budget
• The willingness of staff and stakeholders to adapt to new technology

Additionally, it’s crucial to gauge whether your organization has a clear understanding of its data management needs and a strategy for utilizing Salesforce’s capabilities to enhance donor engagement, program management, and reporting. Successful implementation involves thorough planning and a commitment to ongoing training and support to maximize the platform’s potential.

Salesforce for Nonprofits Implementation Process

The timeline for implementing Salesforce for Nonprofits varies widely depending on the complexity of your organization’s needs, the level of customization required, and the availability of your team’s time and resources. However, on average, a Salesforce for Nonprofits implementation takes anywhere from six months to a year.

Here is the process that Team DNL follows when working with clients to implement Salesforce for Nonprofits:

Stage 1: Discovery

Roughly 4-8 weeks

During the discovery stage of any technology project, it’s important to outline some key guidelines that will inform everything else going forward. We start by getting to know the team members who will be involved with the Salesforce implementation project and your organization’s general internal processes. This is also when we set help you decide between NPSP and Nonprofit Cloud, determine goals and timelines for each subsequent stage of the project, and establish a completion date.

Most importantly, the discovery stage also involves creating an implementation plan, which is the official guide that establishes the scope of the project and clearly defines its goals.

Stage 2: Production & Integrations

Approximately 12-18 weeks

After finalizing the Salesforce implementation plan, it’s time to start actually setting up the new platform. We get your new instance of Salesforce for Nonprofits up and running, completing initial customizations and integrations as needed.

This stage may involve setting up integrations between your existing tools and the new Salesforce platform, as well as creating new integrations (like between your website and Salesforce). It also includes gathering and configuring the new Salesforce apps that you want in your toolkit on Day One to ensure actual functionality for your team.

Stage 3: QA & Testing

Approximately 4-6 weeks

During this step, we conduct some quality assurance testing and double-check that everything is working smoothly. We make sure all of the modifications, integrations, and apps are operating correctly. Then, your team will conduct their own tests to ensure the system is working as you expected and that all the pieces fit together in a way that suits your existing processes well.

After up to three rounds of review, feedback, and revisions, it’s time to move your organization’s data over to its new home.

Stage 4: Data Migration

Approximately 10-15 weeks

Since Salesforce’s main nonprofit audience consists of mid-sized to larger, enterprise-level nonprofits, these organizations tend to have a lot of data to migrate. This means that moving your data from your old database to Salesforce requires careful planning, typically broken down like this:

• Planning: Among other tasks, you’ll outline the migration’s parameters, assign responsibilities, and check the quality of the data.
• Initiation: Sync with key stakeholders and finalize all plans.
• Analysis: Review the data to be migrated, refine plans, and document the next steps.
• Design: Develop a comprehensive battle plan for the migration, including methods for measuring both pre- and post-migration data quality.
• Building and testing: Translate the solution into programmed code, which will then be tested in a mirror or copy system.
• Execution: Run the actual migration and carefully monitor the process throughout.
• Review: Check the quality of the migrated data and safely shut down the old system.

Migrating an entire CRM worth of data is a serious undertaking. As you pursue Salesforce for Nonprofits implementation, make sure your consultant or IT expert clearly outlines their migration process for you. After all, you don’t want to have to start from scratch with a blank database.

Stage 5: Training & Support

Typically 2-4 weeks

In this final stage of the implementation process, we provide support throughout the process of pushing the new Salesforce system live and afterward to ensure a smooth transition for everyone.

We also provide initial training to your staff and hand off all of the project documentation. This last step is essential for ensuring smooth adoption by your team and long-term success. After that, we’ll be able to answer additional questions or help you strategize new projects for improvements in the future.

Getting Started with Salesforce for Nonprofits Implementation

If your organization is ready to commit to implementing Salesforce NPSP or Nonprofit Cloud, congratulations! These platforms have completely changed how organizations of all shapes and sizes approach their data, unlocking new levels of growth for them along the way. Remember, though, that implementing any new CRM is an intensive process.

Review these best practices before beginning implementation:

Review your existing toolkit.

Perform an audit of your current technology and how you use it. This can reveal gaps in your toolkit that you weren’t aware of or uncover tools or platforms that you haven’t been using to their full potential.

Most importantly, it gives you and your implementation partner a good sense of how your organization operates as well as your must-haves for your new Salesforce system.

Ask your team a few key questions.

Ask yourself and your team the following important questions before diving headfirst into the implementation process:

• What are our organization’s requirements for a CRM?
• Who will we store in the CRM? Just donors, or grantees, volunteers, and other constituents, too?
• What are the access requirements for our system? Who will be utilizing it?
• What customizations are available that we already know we’ll want?
• What integrations between our existing tools and Salesforce are available?

Knowing the answers to these questions will help you choose between NPSP and Nonprofit Cloud and streamline the entire process down the line, especially during the Discovery Stage of your engagement with an implementation partner.

Consider your existing data.

What is the state of your current database? If information is missing or disorganized, create a data cleansing plan that includes data standardization, deduplication, and validation processes, leveraging automation tools where possible, to maintain data quality and integrity.

Additionally, think about what sources of data will—and will not—need to be migrated. Your implementation partner will help you determine these parameters if you’re unsure of where to start.

Remember, too, that the implementation and migration process will require time from any and all staff members who interact with your data or who will be handling your new Salesforce platform.

Working with a Salesforce Nonprofit Implementation Partner

Salesforce implementation partners bring specialized knowledge and experience to the table. They can guide you through the process efficiently, reducing the learning curve and addressing potential roadblocks, which ultimately leads to a smoother and more successful CRM implementation.

Ensure that your potential partner has experience in the following areas:

1. Salesforce Implementation

After deciding that Salesforce is the right fit for your nonprofit, the partner will take the following steps to implement the system:

• Procure and register your free NPSP or Nonprofit Cloud licenses
• Set up the new system for your organization
• Handle the migration process outlined above

These are the baseline services that an implementation partner will provide. Some larger, more tech-savvy organizations may be able to handle software integrations and app configuration on their own. However, it’s important to remember that a CRM is a complex solution that contains your most important (and sensitive) pieces of data. A professional will ensure that your data remains secure.

2. Configuration

A Salesforce implementation partner can help you build and then configure your NPSP or Nonprofit Cloud toolkit before you fully make the move. This saves crucial time once your new system goes live, ensuring you can get up and running quickly with a full set of features and tools.

Plus, a tech consultant can develop and implement integrations between your existing software and your new Salesforce for Nonprofits platform. If you already depend on a standalone tool and would rather not replace it with a new Salesforce app, there are almost always integration options available. As Salesforce becomes an increasingly popular CRM choice, more and more software providers are prioritizing creating ready-made integrations for their products.

3. Salesforce NPSP Training

Training is one of the most important steps in generating long-term ROI with your new CRM platform. Without the materials and support for your team explaining how to make the most of Salesforce, it might not reach its full potential. Or, knowledge will get siloed into one or two individuals. Both are less-than-ideal outcomes after you’ve spent valuable time and resources configuring your Salesforce instance.

A technology consultant or Salesforce implementation partner will be able to provide thorough documentation on their processes so that they can be recreated in the future as needed. They should also be able to stick around and ensure your whole team has their bearings in the new system.

Choosing a Salesforce for Nonprofits Implementation Partner

Salesforce recommends working with a certified implementation partner to ensure a smooth process. While all potential partners are highly qualified technology consultants, not every partner will be the right fit for your nonprofit’s needs. When choosing an implementation partner, consider the following factors:

• Nonprofit experience: Many Salesforce consultants have experience with a wide range of organizations, but they might not be as familiar with nonprofits. Look for a consultant who either exclusively works with nonprofits or has plenty of experience doing so.
• Technical fluency: While all Salesforce partners should be familiar with Salesforce tools, some consultants specialize in specific areas of Salesforce. For instance, Salesforce NPC is the newer solution, so many consultants may have decades of experience with NPSP but none with NPC.
• Data migration methodology: Data migration is one of the most time-consuming and labor-intensive processes associated with Salesforce for Nonprofits implementation. During your research, contact consultants to discuss how they handle data migration and whether it suits your needs and timeline.
• Change management approach: One of the biggest challenges with Salesforce implementation is getting your staff members on board, as it is a complex solution with a steep user learning curve. Research any potential consultant’s plan for user adoption and training to ensure you get staff buy-in on your Salesforce investment.
• Post-launch support: Even after your nonprofit successfully launches Salesforce, you may still need assistance, such as with unexpected errors or additional projects. Ask potential consultants if they offer any managed services or support retainers to streamline your Salesforce for Nonprofits usage.

During your research, be sure to review testimonials, case studies, and reviews from other nonprofits. Check to see if they’ve worked with organizations like yours and how those organizations felt about the experience. Once you narrow your list down, don’t hesitate to book calls to introduce your projects and get the consultant’s thoughts. You can also submit a Request for Proposal (RFP) to gain a deeper understanding of how the consultant will handle your unique Salesforce for Nonprofits implementation project.

Choose Team DNL as Your Salesforce for Nonprofits Partner

At DNL OmniMedia, we work exclusively with nonprofits to turn their tech goals into reality, so we understand the difference a well-developed strategy and clear process can make in the long run. With over 140 years of combined experience in Salesforce, we’re here to unlock the full potential of Salesforce for your nonprofit.

Our solutions include:

• Strategy and technology roadmaps
• System integration
• Automation and workflow optimization
• Analytics and reporting
• Data management and migration
• Configuration and customization
• Custom development
• Ongoing Salesforce support

Please reach out to us if you have any questions about Salesforce for Nonprofits or want to learn more about our implementation process.