7 Step Data Cleanse

Your lovely presenters

2

Marc Baizman

@mbaizman

Nonprofit technology coach, Salesforce and Google Apps, improv and sketch comedy

performer, unrepentant nerd. (Speaks Japanese)

Ehren Foss

@ehrenfoss

Salesforce.com data wrangler, developer, gamer, hotkey afficianado, outdoor

enthusiast(Lefty)

Photohere

Photohere

Wait…what kind of cleanse?

http://commons.wikimedia.org/wiki/File:Master_Cleanse_refrigerator.jpg

Stop me if you’ve heard this one…

“I’m not sure this report is showing us the right information.”

“After this campaign, we’ll update our donor data.”

“We need to import ALL of our historical data.”

“I wish people would enter the right information into the system.”

“We can get an intern to clean this up.”

Symptoms

Symptoms

Symptoms

Doesn’t match Finance!

Dear <<FirstName>>,

We would like to thank you for your generous gift of $NULL. This will help us give NaN rescued cats to starving children.

Sincerely,

Error Division by Zero

Why?! Make the pain stop, please!

Dirty

data!

No Culture of “Clean

Data”

Little or poor

training

No automated prevention

systems No data hygiene policies

Historical data

import

Time for your cleanse!

1. Strategy

2. Accountability

3. Data Quality Reports/Dashboards

4. Automation: Validation and Workflow Rules

5. Help Your Users

6. Objects and Fields

7. Apps

1: StrategyIt’s as easy as one, two, five

Strategy• How does data serve your mission?

• Does data jeopardize your mission?– What should always/never happen?

• A good strategy means:– A culture of good data

– Practices & process survive staff turnover

– Tools, objects, and fields change – but data stays clean

Baby StepsToday: Sit down with intern, explain data

rules, document rules for next time

This week: Create validation rule

This month: Review reports with your E.D.

This year: Decrease duplicates by 90%. Mailing files should take no more than an hour to prepare.

This decade: Make sure data is never a barrier to growth. 50,000 more meals served, 10,000 duplicates removed

2: AccountabilityWe have met the enemy, and they are us

Accountability: A Clean Data Culture

• Who is responsible for data?– Board and Leadership

• Support the culture, drive data priorities, give rewards & accolades

– IT / Salesforce staff • Integrations, data sources.

Training and “data ambassadors.”

– Directors• Responsible for team’s data

– Staff• Fundraisers, interns, accounting:

responsible for data they own or touch.

Accountability Tactics

• Appoint a “data czar” (coach)

• Public dashboards / reports

• Topic in regular staff meetings

• Leadership: “If it's not in Salesforce it doesn't exist.”

• Section in annual report / board reports

• “Data Day” : all staff works on data cleanup

• Identify champions & coaches

Rewards & Punishments

• Wall of fame / wall of shame

• Data Rockstar / Data Dunce

• Competition and/or collaboration

• Show me the $$– Amazon / Starbucks cards

– PTO…

– Bonuses

Adoption Dashboards

https://appexchange.salesforce.com/listingDetail?listingId=a0N30000004gHhLEAU

3: Reports & DashboardsOooo… shiny!

Data Quality Reports/Dashboards

Missing DATA?

http://www.flickr.com/photos/smallbrainfield/381731208/

Create “Missing Data” Reports!

http://www.flickr.com/photos/katiethebeau/8387139427/

Data Quality Reports – regulars!

Cross Filters are your friends!

Use the “without” filter when looking for missing info

http://www.salesforce.com/us/developer/docs/workbook_analytics/workbook_analytics.pdf

Schedule Reports and Dashboards!

What are your “must have” fields?Try using images in formula fields!

http://assets.salesforce.com/pdf/getting_started_with_images_v1.pdf

Anything owned by inactive users?

INACTIVE

Mass Transfer Tool

https://na11.salesforce.com/ui/setup/own/BulkTransferPage

Data Quality Analysis Dashboards

https://appexchange.salesforce.com/listingDetail?listingId=a0N300000016cshEAA

4: AutomationWe welcome our new validation and workflow rule overlords

Validation RULES!• Before a record is saved:

1. Check for bad things

2. Inform the user what’s wrong

• Automatically! Works for integrations too

Error: Invalid Data

Review all error messages below to correct your data

You must solicit user feedback about your validation rules

Validation Rule ideas• Dates

– End before Start

– Too far in the future / past

• Conditionally required fields – Per record type

– Per status or picklist option

• At least…– 2 letters in First Name, Last Name

– $5 for Donation value

Internship Validation Rule: Job End Date can’t be more than 1 year in the future!

Validation Rule tips…• Combine with formula fields for more

powerful cross-object validation

• Check old data after you create a new rule!– Bad data will remain unless record is edited

– Keep your report for this, re-use periodically to double check

• Let your data guide you – Don’t go rule crazy

• Don’t reinvent the wheel. Ideas:– http://login.salesforce.com/help/doc/en/fie

lds_useful_field_validation_formulas.htm

Validation Goldilocks

Too many validation rules?

No data entered, user rebellion

Not enough required fields / validation rules?

Bad data

Just right

Less new bad data

Happy users deem you: “Data Hero”

Automation: Workflow Rules: It’s like having your own robot!

What can they do?

Update fields

Create tasks

Send emails

Send outbound messages

Workflow Rule Process

Create Rule Criteria Action Activate Adopt Profit!

Send Email?

Upd

ate

Field

?

On Edit?

2 W

eeks

Lat

er?

Docum

ent!

Trai

ning

Test

ing

Create Workflow Rule

Field Update

Email Alert

Task

Some Data Quality workflow ideas!

Update Opportunity Name to “Account – Donation Type –

Date”

Update a custom date field whenever the Owner is

Changed.

Create a task to review a Contact if it hasn’t been modified in over a year.

Send an email if someone enters a donation missing

some key info.

https://help.salesforce.com/HTViewHelpDoc?id=workflow_examples.htm&language=en_US

Workflow Gotchas – Consistent Processes?

http://www.flickr.com/photos/rakka/420157350/

Workflow Gotchas – Documentation?

http://www.flickr.com/photos/nzdave/491411288/

Workflow Gotchas – Test first!

http://www.flickr.com/photos/gywst/1426287043/

Workflow gotchas: Last in line!

http://www.flickr.com/photos/sarae/2465725950/

5: Help Your UsersHelp your users help you to help themselves

Help text (almost) EVERYWHERE!

Help people at the point of entering info. Afterwards…it’s too late.

Simplify! Relentlessly remove crap!

Crap

Crap

Crap

Rename standard objects and fields

Organize Report/Dashboard Folders

GOOD BAD

Create Screencasts!• Record once, use multiple times

– While it’s still fresh in your mind!

• Jing– http://www.techsmith.com/jing.html

• Camtasia– http://www.techsmith.com/camtasia.html

• Screenr– http://www.screenr.com/

• ScreenSteps– http://www.bluemangolearning.com/screensteps/

6: Data ModelFields of Dreams

Data Model Changes

Simplify simplify simplify

• Delete records you don’t use

• Delete objects you don’t use

• Delete fields you don’t use

• Hide what you don’t use but can’t delete

Then, let Salesforce do the work for you

• Convert field types for maximum data cleaning benefit

Objects• Remove (seldom) used tabs for users

– And related lists

• Check relationships– To and Fro

– 100%? 99%? 2% filled in?

– Filter by Record Type

• Records owned by inactive users?

• Records un-modified for 1+ years

• Records not related to anything

Fields

Remove unused / under used fields (< 5% filled in)

Adding one? Take one away!

Use Date, Date/Time, Email, Phone, Percent, and URL

Field Type Changes• Textareas? Only if absolutely

necessary

• Few unique values in a text field? – Convert to picklists / checkboxes

• Multi-select Picklists– Great for creating reporting headaches. – Try checkboxes instead?

7: AppsJust apps. Nothing snarky.

Apps! Diagnostics & Utilities

• CloudFixer• Diagnostic report of common

problems (and their solutions) for Salesforce, NPSP, Common Ground

• https://cloudfixer.co

• FieldTrip• Standard and custom field usage• https://

appexchange.salesforce.com/listingDetail?listingId=a0N30000003HSXEEA4

Apps! Diagnostics & Utilities

• Easy Describe• View and extract object metadata• http://www.etherios.com/products/easydescri

be

• Grid Buddy• https://appexchange.salesforce.com/listingDetail?listingI

d=a0N30000003IkInEAK

• Data entry & editing across objects, en masse!

• Dupe Blocker• http://www.crmfusion.com/dupeblocker

Apps! ETL / Heavy Lifting• Demand Tools

– http://www.crmfusion.com/demandtools/

– Duplicate formulas and much much more…

• Apsona– http://apsona.com/pages/sfdc/index.html

• Jitterbit– http://www.jitterbit.com/salesforce/data-load

er

• Apex Data Loader / LexiLoader– Setup -> Admin Setup -> Data Management

-> Data Loader

Business Intelligence

Fancy toys to play with when your data is all clean!

• Birst – http://www.birst.com/

• Good Data – http://www.gooddata.com/

• Crystal Reports

How did that feel?

1. Strategy

2. Accountability

3. Data Quality Reports/Dashboards

4. Automation: Validation and Workflow Rules

5. Helping Our Users

6. Data Model

7. Apps for cleaning

Contact us! We can help• Ehren Foss / CloudFixer

– https://cloudfixer.co

– ehren@cloudfixer.co

– @ehrenfoss

• Marc Baizman / MCG Training– http://mcgtraining.com

– marc@mcgtraining.com

– @mbaizman

We Love Feedback• How was the webinar?

• Which area do you think is most important for you?

• What is clean data worth to you?