Data Quality Best Practices for Salesforce

Data Quality Best Practices for Salesforce

Executive Summary

An high-quality plan for entering, cleaning and updating the data for your salesforce.com (SFDC) machine is crucial for reaching success with SFDC. According to industry specialists poor planning for managing the records entry/data first-rate issue has traditionally been one of the biggest reasons for failure with CRM systems.

The records entry/data first-class challenges confronted by way of a SFDC customer, and the corresponding options and first-rate practices to be viewed will range relying on the organization income system and size. However making use of information administration fine practices can be instrumental for creating income boom and a competitive gain with your SFDC investment.

Why Does Data Quality Matter for Salesforce.com Customers?
This whitepaper concentrates on the information impact and advantages to sales and advertising customers promoting to different businesses. Although SFDC is used via a variety of other company functions, such as provider and support, this evaluation focuses on the fine exercise suggestions for income and marketing.

There are two primary motives why cutting-edge stakeholders in a SFDC venture ought to have a strategy for addressing the exceptional of information in their SFDC system.

1) Historical Lessons Learned from Prior CRM Project Failures:

There is a developing physique of research from industry analysts that “data entry/data quality” is one the top, if now not the pinnacle issue deciding the success or failure for a CRM project.

CSO Insights, a lookup association that specializes in benchmarking income & advertising and marketing excellence, published its annual learn about of sales groups international on January 12, 2004. The 2004 Sales Excellence Report, which includes responses from over 1,300 income executives, cited the number one assignment for CRM initiatives was populating structures with accurate records and then retaining the accuracy of that information. Another lookup study from the agency called, “Increasing Sales Effectiveness Through Optimized Sales Knowledge Management”, highlighted three key procedure improvements preferred by using the learn about individuals tied to the usage of technology for greater sales effectiveness.

• Dynamic Process. “Over half of the corporations surveyed referred to that their pinnacle improvement objective used to be to develop methods to manage income expertise shipping in a an awful lot more instantaneous, as-the-world-is-changing manner. Annual, quarterly, even monthly postings of data are now not normal enough to meet the wishes of the charge of alternate in the marketplace.”

• Easier Access. “As cited in past studies, access to facts nevertheless wishes to be improved…In a perfect world there would be one area to go for knowledge, and whilst it might pull information from several sources, the linking would be transparent to the income crew member…”

• Distribute More Easily. “…a mechanism needs to be in vicinity for notifying salespeople when particular pieces of sales knowledge in which they are fascinated end up available. Individual preferences can be recognized through a user-defined profile…”

There used to be a tendency for customers of CRM solutions in the Nineteen Nineties to center of attention on the performance of a CRM software and no longer on the sources and updating of data that would allow the customers and management to reap their CRM objectives. Sales and marketing executives with multiple CRM initiatives below their belt have indicated CRM software is relatively like an empty spreadsheet the place the genuine price is gained solely when populated with high quality data.

2) End User Satisfaction Drives CRM Success

From the author’s private experience, CRM purposes have historically had a awful reputation among sales users. During the 1990’s, Sales Executives had been quick to undertake Sales Force Automation options (a subset of today’s CRM market). Sales reps were due to this fact required to do a high-quality quantity of research and manual information entry to get every of their leads, accounts, contacts and opportunities into the CRM application. The end result of all of this manual, time ingesting work was once to provide sales administration with pipeline and forecast reports. As a result, reps resented the CRM software because of the data entry requirement and that it didn’t provide any productivity advantage to them.

In many instances organizations migrated information from legacy contact management applications like ACT, Goldmine or MS Outlook barring deduplicating the data and cleaning the data. This brought about the customers to loose self assurance in the CRM utility all collectively due to crippling records problems. Without reps entering facts or having confidence in their CRM solution, many CRM tasks died or had marginal success. The CRM assignment sponsors misplaced trust in the CRM seller for the failure when the root difficulty used to be a data entry or high-quality problem.

Conversely, if advertising and sales stop customers are freed up as a whole lot as possible from the administrative section of entering, updating and cleansing data, and as an alternative are furnished accurate information and brain inside SFDC for their offers they have an additional purpose to be excited about the use of SFDC.

Parameters that Determine Data Quality
There are numerous records management high-quality practices we introduce later in this whitepaper that can automate getting facts into a SFDC device and retaining that records accurate over time. Before we talk about these best practices let’s contact on 4 main attributes that have an effect on the first-rate of data.

• Completeness of a Record. Does the document have data for all the preferred fields? Typical examples of an incomplete document include missing nations or zip codes related with a avenue address.

• Accuracy of Data Elements. Is the cost in the area correct? Typically examples of wrong values can be historical income numbers for a company, a telephone range with an ancient vicinity code, and a contact no longer at company. The passage of time and adjustments at a enterprise account for the majority of inaccurate facts about a company. Dun & Bradstreet suggests that a corporation record in its Worldbase database of 80M employer sites receives modified on common 4.6 instances a year.

• Number of Duplicate Records. The most frequent problem with duplicates is account records entered with distinct employer names, ex HP, Hewlett-Packard. Unless you set up a corporation naming preferred that is applied when growing or importing files it is effortless to create severa duplicates.

• Record Linkage. Our definition of file linkage means obtaining associated information factors of cost from the account record. Examples of linked information encompass contacts, deposit reports, or different world websites within a company family tree such as a Johnson & Johnson. Providing the linked attributes round account archives permits advertising and marketing to define and record growth in goal markets and sales to better qualify potentialities and decide decision-makers.

Pyramid of Data Quality Issues

SFDC provides a very scalable CRM answer that can be used efficaciously by way of groups with 5 to 5000 users. The information entry and exceptional problems fluctuate appreciably even though for businesses based totally on how facts intensive their sales methodology is, and the volume of records. The later point assumes a employer with lots of sales customers and groups will have a larger volume of records. As a end result there are corresponding different information management nice practices for each tier.

Small SFDC Customers:

(Simple sales cycle and low volumes of data, typically 100s to 10k records)

Challenge: Getting records into SFDC.
As pointed out earlier, you should avoid having your income or advertising and marketing users manually enter statistics into SFDC as a good deal as possible, mainly for simple account data. The customers will resent the time required for statistics entry and perceived low marginal gain to them.

Best practices:

• Load as many current and entire account archives as possible at some stage in the initial SFDC implementation. Typical sources for these files are your inside billing or monetary machine as nicely as existing contact administration systems like ACT, Goldmine, Outlook or even Excel spreadsheets from marketing or other functions. If the records are believed to be old, say greater than 18 months old, or drastically incomplete, then a decision have to be made on their value and whether or not to import them or not. The SFDC import wizards do a right job coming into batches of records.

• If you have account statistics coming from more than one sources then you should consider applying deduplication good judgment to avoid migrating redundant information into SFDC. You can license deduplication software program tools from SFDC companions like Demand Tools, RingLead, and Active Prime, or you can use challenge oriented offerings such as InsideScoop’s Customer Cleanse service if you don’t want to hold software program over time. Customer Cleanse can also suit account information to the D&B DUNS # (see description below) which will add any lacking record information elements, update the today’s facts on revenues and employees, and append (add) extra account data to your criteria. The end result of these efforts is a critical mass of complete, unique, and accurate account records.

• Another answer for consideration is to automate how lead, account and contact statistics is viewed and saved inside SFDC through the quit users. Sales customers are regularly requested to behavior research on Internet primarily based websites, such as Hoovers, and then copy/paste favored records into SFDC. InsideScoop’s Customer Connection service is sForce certified towards the SFDC API and presents facts from market leading data companies such as D&B inside the SFDC screens. With one mouse click customers can save lead, account or contact facts they desire without delay into SFDC. All history research about money owed and contacts is now supplied inside SFDC providing giant time-savings and account Genius to sales. In addition all the popular SFDC lead, account and contact fields can now be persistently stuffed in with information to guarantee a hundred percent report completeness. Marketing can now get records attributes such as SIC codes and industry classes crammed in automatically for lead archives through having built-in data sources.

Medium SFDC Customers:

(Moderate income cycle complexity and report volumes, generally 10k to 50k records)

Challenge: Cleansing account and contact statistics coming from multiple sources.
Companies with this range of customers usually have lead or account data coming from former contact or CRM applications like ACT, Goldmine, or Siebel when deploying SFDC initially, or a billing/ERP system, a net site, and purchased lead lists while in production. As a end result the incidence of replica information increases notably specially after a few years of collecting data. Manual approaches for deduplicating documents one at a time do no longer scale well when you have 20k to 150k account archives to manage. Matching redundant account documents using a corporation identify and tackle can be tough given specific legal, “doing enterprise as” names, or alternate names in use for a enterprise site.

Best Practices: Implementing an account naming information wellknown and an automatic procedure to remove duplicate information will enable a SFDC purchaser to manipulate the document redundancy difficulty for massive volumes of records. One of the nice statistics standards for organization names, addresses and related facts on a global groundwork is D&B. They spend $250M a 12 months to manipulate and replace a “DUNS Number” for 80M organizational websites globally.

The DUNS # is a unique 9 digit number associated with an organization’s identify and address. This quantity has become the de facto widespread amongst agencies for monitoring company sites, a great deal like the social safety wide variety is the special ID for US citizens. There are DUNS #s assigned for groups as small as a 2 employee private startup up to the entire web site hierarchy for the world’s biggest public companies, governments, non-profits and academic organizations.

D&B is able to music from the DUNS # both felony and tradestyle names for a site, the bodily and mailing addresses, monetary metrics like revenue, employees, SIC codes and industries, as properly as corporate linkage to provide a few examples of agency statistics available. The company linkage function can indicate the degree in a family hierarchy, ex, world ultimate, headquarters, division, etc., and pull together as many tiers as needed below the global final site. Hewlett-Packard has 761 linked websites within their US operations alone! Interested parties can see how company hierarchies seem in SFDC thru the white papers or free trials of Customer Connection offered on our website, [http://www.insidescoop.com].

There are several benefits to the usage of the D&B DUNS # information standard:

• Companies the use of the DUNS # can hyperlink associated company names together, ex the felony identify with a variety of tradestyle names, ex HP, and have the option of the usage of one naming conference going forward.

• The DUNS # offers a unique ID for using the deduplication system before importing batches of information as properly as by way of looking at the lead, account and contact records already in SFDC.

• A organisation selling to Fortune1000 global conglomerates like General Motors, Deutsche Bank, and Sony Electronics can now get get right of entry to to the 1000’s of web sites reporting into the international remaining site, with the hierarchy viewable within SFDC.

• Contacts and related economic or set up base statistics can now be linked to a unique website inside SFDC. The linking of data attributes tied to the same website enables developing composite information of treasured client Genius for advertising or sales use.

InsideScoop’s Customer Cleanse carrier is primarily based around the D&B DUNS #, and can be used for cleaning facts before it’s entered into SFDC, or cleansing current data within a production SFDC system. The provider maps and transforms information from D&B so the information is meaningful to SFDC users. For example, current account records can now be linked collectively to view corporate households inside SFDC. Lead files that are brought from D&B can be utilized against territory mapping regulations to determine the lead owner, as another example.

Large SFDC Customers:

(Complex sales cycle and giant report volumes, typically increased than 50k records)

Challenge: Companies with years of CRM software trip strive to gain a competitive gain via their Salesforce.com investment.

These groups comprehend that having get right of entry to to the proper facts is a key ingredient for reaching this aggressive advantage. If advertising defines a goal market or set of bills for income to pay attention on, they can embed the prospect records for that market within SFDC. This approves income to focus on promoting into bills that will be most receptive to your product or service. With the prospect documents for a target market loaded into SFDC, administration can generate penetration reviews demonstrating the growth being made into these markets.

This sounds like a logical process, but executing this technique has challenges. A database company will promote you a file with these prospect information then you or some costly consultants have to discern out how to map the data to the applicable SFDC fields. Even organizations with massive budgets have not been capable to remedy this procedure easily.

Best practice: Marketing and sales administration need to identify the frequent attributes at the back of those customers the place your income pressure is gaining momentum promoting your product or service. These attributes have to be used to define a target market and the possibilities in that market that are frequently in all likelihood to be receptive to your product or service. The frequent attributes used to outline these potentialities are their measurement (ex, employees or revenue), industry (ex, SIC or NAIC code), geography, or corporate linkage (ex, divisions of Johnson & Johnson). Market leading database providers like D&B can grant the prospect data to these type criteria. They can also “suppress” the purchaser archives you already personal so you only purchase incremental records of interest.

Here are two examples of what D&B can furnish for prospect records:

• All public and personal groups in the pharmaceutical enterprise with revenues > $100M in the US and Canada.

• The global, home closing and subsidiary web sites for IBM in the pinnacle thirteen industrialized European countries.

Let’s think about two divisions of IBM in Europe have bought your product or service. With these different IBM sites in SFDC you can now cross-sell and get the decision-makers at the other IBM united states headquarters and subsidiaries within the European countries you are targeting.

InsideScoop, which resells D&B data, also offers software and services in its Customer Cleanse presenting imperative to seriously change and method D&B facts into a customer’s SFDC system. The DUNS # is used as the special account ID to decide what new documents are favored from an external datasource like D&B whilst suppressing the current account documents already owned through the customer. New lead or account archives can be applied to territory mapping rules so the leads are assigned properly.

The D&B company linkage characteristic can be leveraged to construct named account hierarchies the usage of the SFDC parent/child relationships. The SIC codes from D&B can be mapped to the industry categories used inside SFDC. The Customer Cleanse procedure dedupes and merges/purges new archives relative to the current lead, account and contact documents already within SFDC. Once new files are top loaded into SFDC then penetration reviews can be run for target markets or debts figuring out the growth or gaps that sales is making into these markets.

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