Integrating SIS’s with Salesforce: An Accidental Integrator’s Guide

Marc Benioff Chairman & CEO

Integrating SIS’s with Salesforce: An Accidental Integrator’s Guide

/Salesforce.comFoundation

@SFDCFoundation

Grant Miller Director of Alliances

Corporate Pres – PowerPoint Template – 16x9 FY14.pptx

Which would you choose?

0

20000

40000

60000

80000

100000

120000

Option 1 Option 2 Option 3

Required Investment Return Available Capital

20% Probability of losing entire investment

0% Probability of losing entire investment $10,000 Loan @ 5%


Decision Quality Circle

Appropriate Frame

Creative, Doable Alternatives

Meaningful, Reliable Information Clear Values and

Trade-offs

Logically Correct Reasoning

Commitment to Action

SIS Integration: Three Steps to Success

Approach Integration Layers Process Define the Identify the Choose the

Data Tasks

Timing

User Interface Application Logic

Data Model

Build vs. Buy Integration Methodology

Resources

Five-tier Framework for Business Analysis

Framework Layer What it Covers… The Technique

Busin

ess F

ocus

Business Objec=ves

The mission, strategies (customers / markets, products / services, differen=ators), goals, objec=ves, and measures (e.g. KPIs) for the organiza=on. (MSGO = Mission, Strategies, Goals, Objec=ves.)

Project Charter

Business Process The ac=vi=es the business carries out in order to meet its objec=ves. Includes the actors involved, the sequence of steps they carry out (workflow), and the result(s) produced.

Workflow Modeling

System

s Focus

Presenta=on Services

A mechanism through which an actor in a business process interacts with a system. Usually a GUI and reports, but could involve scanners, IVR systems, etc.

Use Cases

Business Services

A "service" offered by a system -‐ a specific func=on. Includes the business rules and data updates it is responsible for. Requires Event Analysis, State Transi=on Analysis, etc.

Service Specifica=on

Data Management

Services

Files and databases that provide a system's record-‐keeping func=ons. Determines the things a systems "knows" about and the data that is maintained about those things. Data Models establish the language and basic rules for all other requirements.

Data Modeling

© 2009 Sharp, McDermott – Workflow Modeling: Tools for Process Improvement and Application Development

Business Process Defined

“A business process is a collection of interrelated activities, initiated in response to a triggering event, which achieves a specific, discrete result for the customer and other stakeholders of the process.”

A Business Process is…

1)  …Something that achieves a specific result…

2)  … for a customer or other stakeholders…

3)  …initiated in response to a triggering event…

4) …a collection of interrelated activities…

Five-tier Framework for Business Analysis

Framework Layer What it Covers… The Technique

Busin

ess F

ocus

Business Objec=ves

The mission, strategies (customers / markets, products / services, differen=ators), goals, objec=ves, and measures (e.g. KPIs) for the organiza=on. (MSGO = Mission, Strategies, Goals, Objec=ves.)

Project Charter

Business Process The ac=vi=es the business carries out in order to meet its objec=ves. Includes the actors involved, the sequence of steps they carry out (workflow), and the result(s) produced.

Workflow Modeling

System

s Focus

Presenta=on Services

A mechanism through which an actor in a business process interacts with a system. Usually a GUI and reports, but could involve scanners, IVR systems, etc.

Use Cases

Business Services

A "service" offered by a system -‐ a specific func=on. Includes the business rules and data updates it is responsible for. Requires Event Analysis, State Transi=on Analysis, etc.

Service Specifica=on

Data Management

Services

Files and databases that provide a system's record-‐keeping func=ons. Determines the things a systems "knows" about and the data that is maintained about those things. Data Models establish the language and basic rules for all other requirements.

Data Modeling

© 2009 Sharp, McDermott – Workflow Modeling: Tools for Process Improvement and Application Development



Data Tasks

Timing


Data Model


Resources

Define Process: Common Recruit/Admit Processes with SIS Co

llabo

ratio

n

Tran

sact

iona

l His

tory

Capture Prospective Student Info

Report on Financial Aid Application

Status

Collect Application Information

Timing

Data Student Information Household Info Transcripts Financial Aid Application Data

Tasks Transformation Validate Data Mass Updates Data Cleansing Custom Logic Alerts and Workflow

Synchronous vs. Non-Synchronous

Prospect/Recruit

Application Status

Financial Aid

Processes Have 3 Parts: Data, Tasks, and Timing

Student Accounts

(Accounting)

Capture Program Interests

Applicant

Major for Curriculum

Education Goal

Return - Banner ID

Qualified Applicant – trigger student record creation

Status Update Messages

Program Interest Profile –

Input to planning

Status Update Messages

Status Update Messages and workflow triggers

Indentify Layers: Common SIS Integration Points

Data Layer

Your Data Model

Application Layer

Your business logic (in Java, Apex + workflows, rules, etc.)

Presentation Layer

Screens exposed to end users

✓ ✓

✓

✓ ✓ ✓

✓ ✓ ✓

✓

✓ ✓

Web Services Integration Options with Salesforce

Middleware / Developer Toolkits/Data Loader

Call External Service

Expose Custom Service

Rest API

Data Replication

Rest Service

Force.com IDE Migration Tool Custom Tools

Customization & Config

Data Upload

Call External Service

Data Replication

META DATA API

BULK API REST API SOAP WEB SERVICES API

Data Upload

Rest Service

Apex Callouts

Outbound Message

Confirm Message

Respond to External Service

SIS / ERP Platform

META DATA API

BULK API REST API SOAP WEB SERVICES API

Workflow

Note: Available APIs vary by SIS/ERP

vendor and system architecture

Choose Approach:Build vs. Buy

Integration Ecosystem

Works with every major middleware solution

Web and Rest Services API

Force.com PaaS Proven Real-Time Integration

Integration Toolsets

Build Custom Integration Solutions

What if I want to build it?

Synchronous

SFDC Integration Mechanisms: ▪ Composite Application / Mashup ▪ Salesforce SOA ▪ Apex Custom Web Services

Asynchronous

SFDC Integration Mechanisms: ▪ Inbound Replication ▪ Outbound Replication ▪ Outbound Messaging ▪ Salesforce Network

Solution Value vs. Sophistication of Approach

New APIs for Private and Public Use

Enterprise Integration

Services

Up/Down Stream Process

Automation

Basic File / DB Syncing

Incr

easi

ng C

usto

mer

Val

ue

1 or 2 Line of Business

Applications

Increasing Sophistication & Capability of Approach

Custom and Mobile

Applications

4+ Enterprise Systems

2 to 4 Line of Business

Applications

Building The Connected Campus Add a layer of agility around your SIS core

Class / Cohort Communities

Collaborative Business

Processes

Employee Service Center

Student Service Center

Alumni Communities

Mobile Apps

Student Social

Engagement

Employee Social

Communities

Colleges and universities use Salesforce to enhance the capabilities of their back-office systems

360 degree CRM

Salesforce gives Towson University greater agility to manage application process in front of Campus Solutions

Replaced EOL’d Recruitment+ system for managing application process One system provides 360* view of entire recruiting and application process Simplifies integration and correlation of data from multiple sources Greater visibility into applicant pipeline and expected yield improves management decisions Keeps core SIS data in PeopleSoft Campus Solutions ‘uncluttered’, improving data integrity and reducing data management overhead

Easily integrates multiple data

sources

360* View of Application

Pipeline Improved decision making

Greater Flexiblity

Improved Data Integrity

Towson University integration architecture Replacing R+ with TargetX on Salesforce

•  Process •  (Data) Applicant data is captured into Salesforce from a

variety of sources including web inquires, purchased lists, test scores, call center, etc.

•  (Tasks) All interactions with prospective students are tracked in Salesforce as applicant moves through admissions pipeline. Student records are created in the SIS when application requirements are complete and applicant is considered for admission

•  (Timing) As applicants are granted admitted status, near real-time updates between the SIS and Salesforce occur approximately once a minute to prevent ‘overselling seats’

•  Integration Layer •  Applicant and student data shared between systems by

means of flat file imports and exports. •  Data is moved bi-directionally between Campus Solutions

and Salesforce.

•  Approach •  Towson utilizes Informatica for ETL (Extract, Transform,

Load) between Campus Solutions, Salesforce, data providers and legacy systems.

Wayne State University uses Salesforce to achieve greater agility from Banner and Drive Organizational Culture Shift

Core SIS data is shared from Banner Student

Student satisfaction levels increased by 10% Making information transparent reduced redundant inquiries by students reduced by 10%

Every student interaction is documented as a Case in Salesforce,

Better understanding of who needs service, why service is needed, and what can be learned from these interactions to promote a culture of quality care.

Employee Collaboration

Enhanced Recruiting &

Retention

Improved Student

Satisfaction

“Salesforce was the driver of the cultural shift. It highlighted what we needed to work on” - Ann Elinski, Associate Director of the Student Service Center.

Documented Interactions

Wayne State University Integration Architecture Enabling a One-stop Student Service Center

• Process (Data) Basic information about students is pulled from Banner and scrubbed to minimize dupes, bad data before loading into Salesforce. (Tasks) Student Center creates cases, triggering messages and data to flow to appropriate department or office on campus (Timing) Periodic (weekly?) one-way synchronization of data from Banner

• Integration Layer Bulk data-layer ETL from Banner (official system of record) into Salesforce for non-confidential information Confidential information rendered in presentation layer mashup on as-needed basis. • Approach

Wayne State developed and maintains a home grown ETL middleware solution with existing staff.


0

20000

40000

60000

80000

100000

120000







0

20000

40000

60000

80000

100000

120000






$50,000 x 80% = $40,000 $40,000 x 100% = $40,000

$100,000 x 90% = $90,000

Solution Value vs. Sophistication of Approach

New APIs for Private and Public Use

Enterprise Integration

Services

Up/Down Stream Process

Automation

Basic File / DB Syncing

Incr

easi

ng C

usto

mer

Val

ue

1 or 2 Line of Business

Applications

Increasing Sophistication & Capability of Approach

Custom and Mobile

Applications

4+ Enterprise Systems

2 to 4 Line of Business

Applications

Unlock the Potential of your Student Information System with the Salesforce Platform

Open APIs Over 1B + calls/day Consume external Web Services Build New Web Services 90+ certified Integration Middleware Connectors

Create systems of innovation without disrupting systems of record Deliver new ROI out of legacy investments Build modern apps without complex and expensive legacy customizations

Open – Choice of Development Languages Social – Easy to Build Social Applications Rapid Development – 100% Cloud

Open Integration Rapid Development Extend Legacy Systems

Lower Value

Innovation

Governance & Change Management

Infrastructure Management

Innovation

Governance & Change Management

Infrastructure Management

Salesforce Platform flips IT’s focus from Operations to Innovation

Keeping the Lights O

n Bus

ines

s In

nova

tion

Higher Value



Data Tasks

Timing


Data Model


Resources

More Information on Integration

https://developer.salesforce.com/page/Data_Integration

http://www.salesforce.com/us/developer/docs/integration_patterns/integration_patterns_and_practices.pdf

http://youtu.be/J5LnJGAhycM

http://www.salesforce.com/us/developer/docs/integration_workbook/index.htm

http://developer.salesforce.com

Workflow Modeling – Sharp & McDermott

•  ISBN-13: 978-1596931923 •  ISBN-10: 1596931922

Six Enablers of Business Processes

Mission, Strategy, Goals, and Objec=ves

supports

Business Process

enables enables enables enables enables enables

Workflow Design Informa2on Systems Mo2va2on and Measurement Human Resources Policies and Rules Facili2es

(or other)

* Actors * Steps and decisions * Flow -‐ sequence, dependency, and handoffs

* Applica=ons * Data * Informa=on * Integra=on

* Employee assessment and incen=ves * "Reward and punishment" * Process performance indicators

* Capabili=es * Matching people to roles and tasks * Recruitment, selec=on, and placement

* Business rules enforced by process * Internally set constraints * External laws and regula=ons

* Workplace layout * Equipment and machinery * Furnishings

Connected Campus Webinar

Brian Peddle, CTO David MacWhinnie Principle Product

Manager

Doug Naylor Senior Salesforce

Analyst

Building Custom Apps on the Platform August 27, 2014 | 2 p.m. Eastern / 11 a.m. Pacific

salesforcefoundation.org/events

The College for America team will discuss and demo how they leveraged the platform to develop a:

•  Learning management system

•  Student information system

•  Early warning system