Salesforce Implementation Partner Services

The vendor required to provide to support the planning, implementation, and phased deployment of salesforce’s education cloud customer relationship management (CRM) solution.
- The implementation will occur in phases to ensure a scalable, sustainable solution that connects partner management, grant operations, and student work-based learning experiences in a unified platform.
- The initial focus areas include partner and donor management, grants management, and Postsecondary workforce readiness and work-based learning (PWR and WBL). 
- The goal is to build a scalable, sustainable platform that unifies partner engagement, grant operations, and student work-based learning experiences.
- Donor and partner management
1. Donor management
a. Data migration and setup:
•    Current data sources include monday.com, twenty CRM, and google sheets.
•    Data export formats from those systems may include CSVs, excel, etc.
o    Number of partner records twenty CRM currently holds = ~2,000
o    Number of people records twenty CRM currently holds = ~6,000
1.    Twenty CRM can export these files in csv format for import into salesforce
b. Donation and opportunity management:
•    Create functionality to record and manage donations, pledges, and opportunities (including soft credits and in-kind gifts).
•    Enable tracking of donation goals and fundraising progress at both the school and district levels.
c. Constituent engagement:
•    Configure tools to track donor activity, communications, event participation, and stewardship efforts.
•    Marketing and communications: build automated communication flows and dynamic templates to engage potential, current, and lapsed donors via SMS and email.
d. Prospect management:
•    Support donor prospecting workflows, including pipeline management and qualification stages. 
•    If possible, utilize all available AI integrations for donor pipeline management.
2. Partnership management
•    Partner relationship tracking:
o    Internship and apprenticeship providers
o    Mentors
o    Postsecondary partners
o    Corporate partners
o    Community-based organizations and nonprofits
o    Alumni-employer partners
•    Lifecycle management: enable tracking of partner leads, onboarding workflows, and ongoing partnership activities.
•    Engagement tracking: capture partner services, events, and touchpoints with individual schools and the district.
•    Reporting and visibility: provide dashboards for district and school administrators to view partner engagement levels, partnership types, and impact metrics.
- Grant management
1. Grant opportunity management
•    Enable staff to create, track, and manage internal and external grant submissions.
•    Capture application details, requirements, deadlines, and submission status (draft, submitted, awarded, declined). 
•    Manage grant documentation (applications, contracts, award letters, compliance reports) in a single, centralized system. e.g., store copies of mandatory donor reports, such as annual reports. 
•    Automate reminders for upcoming submission deadlines, reporting due dates, and renewal opportunities.
2. Award and disbursement tracking
•    Configure salesforce to record awarded grants, associated contracts, and disbursement schedules. 
•    Enable tracking of fund allocations, expenditures, and payment milestones tied to each grant. 
•    Provide dashboards to visualize funding awarded vs. received, by department, site, or fiscal year.
3. Budget tracking
•    Enable budget management at the grant, project, and fiscal year levels. 
•    Configure budget tracking to monitor allocations, commitments, and remaining balances.
4. Reporting and dashboards
•    View all active, submitted, and awarded grants by status, department, or fiscal year. 
•    Track grant success rates and funding trends. 
•    Compare awarded vs. actual expenditures.
•    Export reports for presentations, audits, and for collaboration with district departments, such as finance and legal. ○ send automated reminders for grant reporting requirements (e.g., annual update reports)
- Work-based learning (WBL) and postsecondary workforce readiness (PWR)
A. Opportunity and partner management
1. Data migration and management:
•    Number of innovation center partner records, currently in google sheets = 150
•    Company employers (of interns, apprentices, project teams) 200
•    Mentors and supervisors - 300
•    Student interns (current) - 250
•    Student interns pre-year (anticipated) 50
•    Apprentices (current) – 10
•    Apprentices per year (anticipated average) – 5
•    Project team employee (current) – 232
•    New project team employees per year (anticipated average) - 90
2. Partner onboarding and inventory:
•    Configure interest forms to capture community and industry partners' intent to participate.
•    Onboard new community and industry partners, track engagement levels, and areas of participation (explicitly covering areas of participation and engagement levels).
•    Maintain a centralized partner inventory that records industries, contacts, and specific engagement opportunities.
3. Opportunity management:
•    Manage WBL opportunities (work offerings), including creating and posting detailed job descriptions to a student-facing "job board" interface.
•    Configure WBL opportunity management to manage placement pipelines by site, partner, and career pathway.
4. Engagement and tracking:
•    Track engagement metrics and program participation over time.
•    Capture all partner and student interactions, including:
o    Events, job shadows, speaker events, career fairs, site visits, and mentoring sessions (events and mentoring management).
o    Student and partner check-in documentation.
5. Automation and compliance:
•    Implement automated workflows for required program documents (which will vary based on the WBL engagement),
•    Examples: background checks and worksite safety visits.
•    Automate a post-WBL feedback survey distribution that sends out at the end of the semester to employers and students.
b. Student experience and progress tracking
1. Access and placement:
•    Build awareness and promote equitable access to WBL opportunities across the district, enabling multi-channel engagement for students, staff, and partners. 
•    Configure the system to support "apply here" functionality and student application management, and automated or manual matching and placement workflows.
2. Tracking and credit: 
•    Facilitate tracking for pre-internship coursework TBD. 
•    Implement features for student progress and credit tracking, including automated time sheet (clock-in and clock-out) functionality. 
•    Support automated credit tracking interfacing with our student information system, infinite campus.
3. Performance documentation:
•    Enable students, partners, and staff to document WBL activities, including a reflection log, tracking goals, and structured evaluations. 
•    The system must also allow for the distribution and acknowledgement of internship guidelines.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: December 11, 2025