Salesforce Program Data Quality

Data must be accurate and timely. 

What is Accurate Data?

 The data is accurate in Salesforce when it shows all the exact work elements completed by you and your team, including dates, participants, details, etc.

What is Timely data?

The data is timely in Salesforce if it gets entered into the system within the following timelines:

  • Site and/or Campus Details and MOU:  within 7 business days of any Site Detail or MOU-related information (contacts, project status change, MoU signing, etc.)
  • Behavior Change:  within 7 business days of the work completion at a site for a Behavior Change activity.
  • Infrastructure:  within 7 business days of the work completion at a site for an Infrastructure Item.

Risks of inaccurate or late data in Salesforce

  • Ineffective planning. We cannot identify proactively if any areas fall behind schedule and need help to catch up with work.
  • Unsupported decision-making. We cannot track our impact reliably, identify and re-create successful implementations and scale up, or identify and adjust flawed implementations.
  • Wasted time and resources. Manual records in other places (Excel sheets, emails, phone calls) result in difficult and time-consuming tracking and comparison of sources and versions.
  • Loss of transparency. We lose visibility to work we completed and cannot report internally or to stakeholders and donors.

Data Quality Assurance

Data Quality Assurance (accuracy and timeliness) is the responsibility of each team member who updates Salesforce.

In addition, the Program Data Coordinator runs regular data quality checks to capture common issues such as:

  • Illogical data entry (Event dates out of order or in future, Status updates out of order, etc.)
  • Incomplete data entries (missing or incomplete values)
  • Misspelling
  • Other issues

The Program Data Coordinator contacts the team member responsible for a particular Salesforce section or field and coaches him/her on how to correct the issue.

The Program Data Coordinator is unable to check fully if all the expected data has been entered into Salesforce. Only the person responsible for the work can ensure that every record is now in the Salesforce system, accurate and timely.

The Program Data Coordinator  can help with additional training to avoid data entry errors, site segmentation related changes,  and with Salesforce report creation.  

Program Data Roles - An Overview (2019-2022)

The below information is meant to give you a high-level overview of the Program Data Roles.

 What are the primary functions of the Program Data Coordinator (PDC) in your local office?

  • The PDC is a master trainer for the local staff in the Salesforce data entry process (how, when, what), based on the training material provided by the Seattle PDC.
  • The PDC completes data quality and timeliness checks regularly and follows up with the responsible staff on missing/inaccurate data.
  • The PDC is the subject matter expert of the Salesforce report creation. (Salesforce Report Champion)
  • The PDC identifies the Salesforce data entry/quality process improvement opportunities based on the feedback of the local staff and communicates them to the Seattle PDC for assessment and implementation.

What can the local program data coordinator help you with?

  • Show you how to find the program data in Salesforce*.
  • Train you on the specific Salesforce data entry steps. The PDC will NOT complete data entry into Salesforce on your behalf.
  • Discuss new data field suggestions or process flow change, and communicate to the Seattle team for further evaluation.
  • Build a report in Salesforce based on local data already in Salesforce (with or without support from Seattle).**

* To get Salesforce database access/login, please contact the local IT assistant. To access MLE data/reports, please contact the local MLE team.