Case Studies / Education

How MAS Global Optimized a Client’s Process To Speed Up Response Times
With Salesforce.com

About LBAN:

LBAN is a national 501 (c)(3) nonprofit organization whose purpose is strengthening the United States by improving the lives of Latinos. Their goal is to empower Latino entrepreneurs to grow their businesses through research, education, and national ecosystem development.
The Stanford Latino Entrepreneurship Initiative is a research and education collaboration between Stanford University and the Latino Business Action Network.

Client Industry

Education

Service Provided

Software development

# of Team Members

2

Location

USA and Colombia

Languages

English

Duration

120 hours

Project Objective

To streamline the program application process to speed up response times, minimize data entry errors and control the workflow.

The Business Challenge

As one of their goals, LBAN wanted to establish a mentorship program that runs twice a year with around 240 candidates. The challenge was to streamline the program’s application process. Specific objectives included: accelerating response times, minimizing data entry errors, controlling the workflow, creating actionable analytics, and reporting tools for their candidate pool.

A MAS Global Agile team built a solution by importing applications into Salesforce.com (SFDC) from SAP Qualtrics. This enabled the evaluation of applications in SFDC, the tracking of those applications through the evaluation process, and evaluation of applicant analytics for the current and previous application cycles (cohorts).

The configured solution allowed LBAN to quickly review applicants in a timely manner. Instead of having to review them in bulk by exporting applications weekly from Qualtrics, internal stakeholders can now quickly view any applicant, collaborate on their application, and evaluate each applicant in real time. In turn, this reduced the amount of time it took to follow up with applicants to admit or reject them from the current cohort.

Currently, applications are reviewed in real time as they are submitted. The applicants are then notified as soon as they advance to the next stage or if they are rejected. Application notes and comments are updated live and shared across the team. And finally, mentors are matched in bulk based on their specific matching criteria, and this process can be completed in a matter of hours instead of days/weeks. 

We Developed An Application Intake Tool
That Takes The Following Steps:

The candidate submits the application on the LBAN website.

The application data syncs from Qualtrics to Salesforce. Once in Salesforce, a query is performed to identify if the applicant and their business is an existing constituent (donor, previous applicant, volunteer).

An application record is created in Salesforce,  and the business and contact details are created and/or modified accordingly.

If the applicant meets certain criteria as defined by LBAN, a notification is sent to the application review team.

The application review team then conducts a review of the application and can reject or advance it in real time.

If the applicant advances to the next stage, with the click of a button, the application team sends an email with a prefilled PDF to the next reviewer with the key details of the application as well as narrative information completed by the application reviewer.

The next reviewer can accept or reject the application, and subsequent notifications are sent to the review team and the applicant regarding their status.

If the applicant is further advanced, the tool allows the review team to send an invitation to the applicant for an interview, schedule the interview, and enter interview notes directly into the application record.

From here, the application is reviewed again by the team. If accepted, the applicant will receive a notification of acceptance. If they are rejected, the applicant will receive a rejection letter.

Application status reports are sent to the team weekly, and an up-to-date dashboard of inbound applications is displayed to all users to track the process by cohort level. 

 

Slide
Before MAS Global, LBAN
After MAS Global, LBAN

Applications were reviewed once a week.

Applications are reviewed in real time as they are submitted.

Applicants had to wait a week or longer before notification of advancement or rejection.

Applicants are notified as soon as they are advanced to the next stage or rejected.

Notes on applications were housed in static Excel files.

Streamlined applications so that
sales reps only need a single log-in
instead of dozens.

Mentors were matched with mentees in various Excel files.

Mentors are matched in bulk based on their specific matching criteria.

Mentor matching was a multi – day process.

Mentor matching can be completed in a matter of hours.

Slide
Before MAS Global, LBAN

Applications were reviewed once a week.

Applicants had to wait a week or longer before notification of advancement or rejection.

Notes on applications were housed in static Excel files.

Mentors were matched with mentees in various Excel files.

Mentor matching was a multi – day process.

After MAS Global, LBAN

Applications are reviewed in real time as they are submitted.

Applicants are notified as soon as they are advanced to the next stage or rejected.

Streamlined applications so that
sales reps only need a single log-in
instead of dozens.

Mentors are matched in bulk based on their specific matching criteria.

Mentor matching can be completed in a matter of hours.

Slide
Our client review

"Thanks to MAS Global Consulting’s help, the client’s data structure improved and became centralized on the cloud. While challenges occurred in terms of project management, the team’s flexibility allowed them to lead the project to success."

COO, Entrepreneurship Nonprofit

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