Project System

Project Overview

The Project System was developed to centralize the Movement Team's operations (on-boarding, off-boarding and transitions), replacing a fragmented workflow of Asana and disorganized spreadsheets. By leveraging custom objects and automated flows, the team eliminated the errors and delays inherent in their previous process. The new system provides a single source of truth where task deadlines auto-populate and templates ensure total consistency, significantly reducint manual effort while elevating the user experience.

Tools: Custom Objects, Dynamic Page Layouts, Record Trigger/Auto/Scheduled Flows, Custom Actions, Reports, Dashboards, Custom Permissions

Business Need

Our movement team was tracking all onboarding, offboarding, team updates and role transitions on a google sheet and in asana. WIth close to 100 of these projects open at any given time, it was hard to track what still needed to be completed, what the status of a project was at a glance by any person in the org, if the dependent task was completed yet and overall difficult to keep things consistent. This resulted in errors and a bad agent experience. We needed a better, scalable solution that was easy to track and report on.

Solution

Using custom objects and custom flows, I built out a project system in Salesforce that tracked each kind of project with project templates made up of project tasks. I automated due dates on tasks based on dependencies of parent tasks and durations per task from the templates. Employees could then track their tasks or any project by opening that project in Salesforce or with custom list views of just their tasks. This saved time, eliminated inconsistencies and errors, improved agents onboarding experience and gave us a way to track our projects by count and time for completion as well as captured historic information in a way that was searchable and easily pulled into reports.

How It Works

Projects and project tasks are custom objects used for tracking onboarding, offboarding, role transitions, team changes and market expansions. By leveraging dynamic pages, custom actions and automated flows, users can launch projects from the homepage. Users are prompted to fill out a survey with data required for the project and, on submit, projects and project tasks are automatically created with intelligent task scheduling via record triggered flows. Due dates are automatically calculated based on duration and parent-task dependencies. The system centralizes all project intelligence by mapping survey data directly to project records including project data, file uploads and ownership assignment. Once tasks are assigned, the users are required to complete tasks that could prompt due dates to be assigned to their chil project tasks via record triggered flows. To ensure accountability, a comprehensive dashboard tracks real-time progress, while the main project interface highlights open, overdue, and unassigned tasks. Collaboration is facilitated through an integrated comment section, and automated flows provide instant alerts to keep stakeholders informed. Users leverage custom list views for projects as well as project tasks for an at-a-glance perspective.

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