title

International Baccalaureate Educator Network Education, Online Communities, Web Apps

Client

 

thumb_case_ib

International Baccalaureate Organization (Netherlands)

Industry: Education

Departments: IBEN Services, School Services, Professional Development

Cooperated as: Contractor

Contracted for: Business process analysis, Salesforce customizations, APEX/Visualforce development

Keywords: PHP (Kohana), MySQL, Salesforce, Flows, APEX, Visualforce, Salesforce API, Amazon Cloud Hosting, system integration

 

Situation

Our team cooperated with a team of another service vendor. Together we analyzed the business processes of three departments. As a result of the business process analysis we found out a number of inefficiencies, such as:

  1. Missing centralized data storage
  2. Using excessive amount of both software and online services
  3. Missing integration between the software and online services forcing the employees to double their work efforts and to create multiple copies of the same documents
  4. Missing appropriate version control of the documents
  5. Spending too much time for long and inefficient email correspondence with the educators
  6. Spending too much time for collaboration with the educators
  7. Spending too much time for preparing to the professional events

2 years earlier a number of IB employees started to implement the Salesforce platform to reduce or remove the mentioned pain-points. This resulted both in chaos and distrust to the chance of improving the situation. This happened due to the fact the employees did not have the professional experience in data modelling and deploying the Salesforce at the organization, resulting in skipping the creation the areas of responsibility, roles, user profiles and access rights.

 

Roles

Our team was responsible for prototyping. We also participated in data modelling and technical implementation.

Before the start together with the team of another service vendor we started to gather and documenting the business requirements for the system. We appointed the concrete people from the business side responsible for the specific parts of the project.

To improve the situation in the very hot areas of the project we implemented the intermediate solutions.

 

Solution

IB Event Portal

Problem

Every year IB sets up the professional events for the educators of schools and universities, the member of IB Educators Network. Before each quarter it was necessary to create a calendar of events and to appoint the educators who were supposed to lead them. Normally the IB employees would plan 3 months for their business processes in order to prepare the event calendar.

 

Solution

We created a simple web application. It allowed the educators to choose the events they are interested in, to apply for these events. It also allowed the head of schools to view the list of their educators and consultants applied for the events to approve or decline their participation. This intermediate solution allowed IB to shorten the required time for preparation of the event calendar from 3 months to 1 month only.

 

 

Used Technologies

PHP, MySQL, Salesforce API, Twitter Bootstrap, CSS, jQuery, Amazon EC2

 

Result

Time required to prepare the event calendar.

Before
100%
After
33%

 

Project Duration

3 weeks
Mail Template

Problem

By default the Salesforce has its own mechanism for sending mass emails. However, at the IB it was impossible to use this mechanism by various departments to make sure the department staff would not see the email templates of other departments.

 

Solution

We created an APEX web application, not only duplicating the standard Salesforce functionality but also allowing to choose and to visually edit the email template from the list of templates related to the specific department. The employees were very happy with this solution. They found it to have a very useful functionality and user-friendly modern user interface.

 

 

Used Technologies

APEX, Visualforce, Twitter Bootstrap, jQuery.

 

Result

Time required for sending mass emails

Before
100%
After
50%

 

Project Duration

2 weeks
IB Educator Network

Problem

In parallel to creating the intermediate solutions to fix the hot problems we worked on the big project. The project had to allow the central data storage, improved/optimized data model, significantly reduced amount of the software and online services used by the employees, removed intermediate solutions. It also had to allow the self-service for the educators to skip the long and inefficient communications.

 

Solution

In parallel to creating the intermediate solutions to fix the hot problems we worked on the big project. The project had to allow the central data storage, improved/optimized data model, significantly reduced amount of the software and online services used by the employees, removed intermediate solutions. It also had to allow the self-service for the educators to skip the long and inefficient communications.

 

 

 

Used Technologies

Salesforce Flows, APEX, Visualforce, CSS, JavaScript

 

Result

The developed project (IB Educator Network) become totally new for the organization. Our teams with close collaboration of the customer done an enormous. We collected and analyzed the business requirements, optimized and automated the existing business processes, significantly reduced an amount of various software that was used by the employees. We also participated in creation of training materials for the staff. All these measures allowed to significantly increase efficiency of the employees, as well as their communication with the clients and partners of the organization worldwide.

 

Project Duration

12 months

 

Used Services

  1. Business Analysis and Optimization
  2. Agile Requirements Management
  3. User Interface Prototyping
  4. User Interface Design
  5. Web Solution Development