ORGANIZATION: International Institute of MN
WEBSITE: International Institute of Minnesota | We Make Minnesota Welcoming
MISSION STATEMENT: Helping New Americans achieve self-sufficiency and full membership in American life.
ORGANIZATION’S CHALLENGE:
International Institute of Minnesota uses Microsoft Dynamics 365 (D365) as their CRM. Each program at the IIMN manages several external databases in addition to this, and the organization is having challenges importing external database information into D365. They are looking for tech support to improve their import process by creating an Excel tool for streamlining data integration.
Currently, IIMN’s database contains over 40 custom tables—10 dedicated to programs with remaining ones supporting program-related records. The organization has been unable to develop a flow or automation in D365 to import external data due to the complexity of the tables and relationships between them. As a workaround, they’re created a process for prepping data uploads, which includes four steps:
1. Exporting data from the CRM and generating a CRM export document
2. Exporting data from another database and obtaining an export document
3. Transferring data into Excel, copying necessary data from the external database export (using formulas) into the CRM export document
4. Importing data into the CRM by uploading the updated CRM export document
Uploads following this current process must be repeated for each table present with data being separated and uploaded individually, which is time-consuming. The current process only works efficiently for updating existing records; new records are still manually added to D365 by staff. Duplicate records also cause issues in the process as D365 limits duplicate roles and therefore not all duplicates are detected. Because the same record can legitimately exist across different programs, it’s difficult to assign case notes in an upload format, manage redundancies and retain unique data. Finally, staff struggle with the Excel knowledge needed to complete step 3.
With tech support, IIMN would like to implement automation through Excel Macro or CRM workflows to streamline their data upload process. The organization would like the ability to modify this solution as needed, which makes an Excel solution (not requiring budget) their preference. IIMN is also looking to improve any efficiencies within D365 such as adding more fields or renaming things to correct some of the challenges they’re having. Finally, IIMN wants to document the new process developed that outlines each step for staff.
Creating a tool and new data upload process will enable IIMN to train staff effectively and ensure consistent execution across teams.
POTENTIAL DELIVERABLE(S):
1. Event order process integration into
HubSpot
2. HubSpot integration and subscription audit
REQUESTED VOLUNTEER SKILL SETS:
Information
Architect, Process Management, Software Development, Business Systems Analysis,
Familiarity with HubSpot (helpful, not required)
This spot is for the Project Lead Role - Project Leads help facilitate the meetings, guiding the team through the agendas, keeping folks on task and conversation flowing, inclusive of all voices. Project leads do not need to have expertise in all aspects of the challenge but rather have strong leadership and facilitation skills. They will also help schedule the scoping call.
