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Case Study: Ascend Performing Arts

Updated: Sep 29, 2023


Ascend Performing Arts, a non-profit organization committed to empowering youth through performing arts, partnered with us to transform their operations and amplify their impact. The first step was to integrate DocuSign, a powerful electronic signature platform, into their Salesforce instance, streamlining their document signing processes and enhancing overall efficiency. Additionally, we used Jotform, a form submission platform to help increase critical data collection which helps the organization function at a high level. To further support their growth and funding initiatives, we developed a complex county mapping process within Salesforce, enabling them to visualize its program reach and strategically target grant opportunities. Along the way, we also found broken, slow, and expensive integrations that we recommend the organization drop, saving money, and improving efficiency. Through our solutions, they are now equipped with the tools and insights they need to optimize operations, increase grant success, and continue inspiring the next generation of performers.

 

Critical Projects

DocuSign

We leveraged one of the world's top document-signing technologies for onboarding staff and performers

Jotform

County Mapping

Performer/Staff Onboarding and DocuSign Integration


In today's fast-paced world, non-profit organizations face numerous challenges in managing their operations efficiently. Ascend Performing Arts faced a hurdle: the need for a streamlined onboarding process for staff members and ensemble performers. Recognizing the potential of technology to transform their operations, they sought our expertise to integrate DocuSign. This integration has revolutionized their onboarding process, saving valuable time and resources while ensuring a seamless experience for all involved parties

The process that they had been using was broken and the information was not being captured. The integration between Salesforce and DocuSign provided Ascend with a powerful solution that enabled the automation of onboarding workflows, reducing the need for physical paperwork and eliminating manual errors. By linking their Salesforce org with DocuSign's electronic signature capabilities, they could streamline the entire onboarding process.

Here's an overview of the streamlined process:

  1. Initiation: Once a new staff member or ensemble performer is imported into Salesforce, DocuSign can send the necessary paperwork immediately.

  2. Document Routing: The system routes the generated documents to the respective individuals who need to review, complete, or sign them.

  3. Electronic Signatures: Using DocuSign's secure platform, staff members and ensemble performers can electronically sign the documents from anywhere, eliminating the need for physical signatures.

  4. Workflow Automation: Salesforce workflows and triggers automatically update the record's status, notifying relevant parties of the progress and any pending actions.

  5. Storage and Accessibility: Once all documents are signed, they are securely stored within Salesforce and accessible to authorized personnel for future reference.

The integration of DocuSign with Salesforce has brought numerous benefits to Ascend Performing Arts:

  1. Efficiency: The process significantly reduces the time required for onboarding, enabling staff members and ensemble performers to start contributing to their mission sooner.

  2. Accuracy: The automation of document generation and routing minimizes the chances of manual errors, ensuring accurate and consistent onboarding for all individuals


Jotform and "On-the-road" Data Collection


Ascend encountered difficulties in efficiently gathering and updating alumni information and participant interest forms while traveling across the United States. Recognizing the potential of technology to streamline their data collection processes, they asked us to investigate and audit our options for achieving their goals. We moved to integrate Jotform, a versatile online form-building platform. This integration has shown enormous potential for "on-the-road" data collection, saving time and effort while ensuring the accurate and immediate transfer of information directly into Salesforce.

The integration between Salesforce and Jotform provided them with a solution that automated data collection, ensured data accuracy, and facilitated real-time updates directly within Salesforce. This seamless integration allowed them to collect critical data efficiently while on the move, eliminating the need for manual data transfer.

Here's an overview of the integration:

  1. Form Creation: Using Jotform's user-friendly interface, we created customized online forms for alumni information and participant interest. These forms were designed to capture this essential data, including contact details, and performance history, while inquiring whether they would be interested in volunteering for the organization.

  2. Mobile Accessibility: Jotform's mobile application empowered them to collect data directly from smartphones or tablets while traveling across the United States. This mobile accessibility significantly increased convenience and improved data capture accuracy.

  3. Real-time Data: As soon as a form was submitted, Jotform seamlessly transmitted the data to Salesforce in real time. This instantaneous transfer eliminated delays and ensured that the most up-to-date information was available within their database.

  4. Immediate Visibility: The integrated solution enabled their staff to access and review collected data within Salesforce instantaneously, providing them with timely insights to make informed decisions.

Jotform has helped Ascend Performing Arts:

  1. Efficiency: The automated data collection process significantly reduces the time required for capturing alumni information and participant interest information. Administrators can quickly gather data during tours, eliminating the need for manual data entry and subsequent administrative tasks.

  2. Accuracy: By eliminating manual data entry, the integration minimizes the risk of human errors and ensures that the collected information is accurate and up to date.


Using NPSP and Smarty Streets to qualify for grants

Ascend needed an efficient and automated process to map zip codes to counties in order to apply for grants. This mapping would enable them to analyze data more effectively. To achieve this, they asked us to find a solution. Through the NPSP, we landed on an integration with SmartyStreets, a platform for geocoding and address validation. This integration has transformed Ascend's data analysis capabilities, providing them with accurate county-level data effortlessly and enhancing their ability to secure funding.

The integration between Salesforce and SmartyStreets provided them with a comprehensive solution that automated the mapping of zip codes to counties. This seamless integration allowed them to access accurate county-level data efficiently, eliminating the need for manual research and data entry.

Here's an overview of the project:


  1. Pre-existing Data: Their existing data, including zip codes, was already in Salesforce. This data typically includes demographics for performance attendees, participants, donors, and volunteers. We found a solution that updates existing data and new data.

  2. SmartyStreets Integration: We integrated SmartyStreets, leveraging its geocoding capabilities to map the imported zip codes to their corresponding counties automatically.

  3. Data Enrichment: Once the zip codes were mapped to counties, the Salesforce integration automatically populated the county information within the relevant records in Salesforce. The counties would then update/not update a field that is easy to run a report on, allowing users to quickly access the information.

  4. Data Analysis and Visualization: With the county-level data readily available within Salesforce, they could perform robust data analysis and generate visualizations to better understand their demographics across different counties.

  5. Grant Application Enhancements: Armed with accurate county-level data, they could tailor their grant applications to match the specific requirements and priorities of funding organizations.

This is how SmartyStreets improved Ascend's capabilities.

  1. Efficiency: The automated mapping of zip codes to counties eliminates the need for manual research and data entry, saving valuable time and effort for their staff members.

  2. Accuracy: The integration ensures the accuracy of county-level data, reducing the risk of errors


Conclusion

Ascend Performing Arts needed a quick and efficient solution as their Org rapidly declined in value. We seamlessly integrated DocuSign for their onboarding processes and introduced JotForm for efficient data collection during nationwide tours. They also implemented a county mapping solution using SmartyStreets within Salesforce to qualify for grants based on county-specific data. These comprehensive solutions enhanced efficiency, accuracy, and data-driven decision-making, allowing them to focus on their mission of inspiring the next generation of performers while optimizing their operations.



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