Hands-On Training

Using the Program Management Module

Short Description
Whether it's delivering services to constituents or planting trees in parks, use
Program Management Module to track the good you do in the world.

Workshop Org Generator: https://sforce.co/NonprofitWorkshops

Troubleshooting FAQ: https://sfdc.co/handsontraining-faq

Introduction
Program Management Module (PMM) provides your organization with a structure
for managing the programs and services you provide to your community. You may
use it to track meetings with clients, class attendance, trees planted, greyhounds
rehabilitated, or whatever meets your mission. PMM provides a standard
framework for nonprofits to get manage programs, allowing you to set up faster
then scale and expand.

If you’re working from spreadsheets saved on individual computers, imagine

gaining a holistic view of all your program operations in one place. And there’s no
extra cost!

In this hands-on project, we’ll:

● Learn how a fictional organization—Wilderness Explorers—uses PMM to

organize their work with kids and adults.
● Track attendance for a group of parents attending a training.
● Create the Children’s Program, add Services to the program, and enroll a
student in a service.

Before we get started, it’s helpful to understand the objects and terms used in
PMM. Let’s check those out now:
● Programs are the thematic areas that make up your organization’s
mission and include different Services your organization provides.
Together, Programs and Services provide a framework for you to track
the areas and activities that make up your mission. For example:
○ Wilderness Explorers has programs for adults, children affiliated
with a school and children not affiliated with a school. Each is a
different Program record.
○ The Adults Program has two Services: Leadership Training and
Parent Training, in which parents are trained in leading outdoor
adventures for kids. Each of these services is a different Service
record.
● Program Engagement records indicate that a Client is involved in a
particular program. For example, Joanna Colquit’s active participation in
Wilderness Explorers’ Adults Program makes her a Client with a Program
Engagement record for that program. She also is a donor and volunteer,
which is tracked in NPSP. (Note: If you work in social services, you may
call the people you serve clients, users, participants, beneficiaries,
members, or something more specific. Here, PMM uses the term Clients
to talk about the people, communities, organizations, or whatever it is
you serve.)
● Program Cohorts are an optional way to group Program Engagements
together based on a particular criteria, such as when a client enrolled in
a program, where they receive services, or any other factor that makes
sense for your mission. For example, Joanna’s cohort includes other
parents from Sunrise Woods Elementary School in the 20-21 school year.
If cohorts do not make sense to your organization, you do not need to
use them.
● A Service Delivery record is created every time a client engages in a
particular service. For example, Joanna attended a training on October 5,
2020, and would have one service delivery record for that session.
● Services may also be delivered on a Service Schedule which is made up
of individual Service Sessions, or times when the service is delivered.
The Fall 2020 Sunrise Woods Parents were trained on September 28,
2020 and October 5, 2020, each date its own Service Session record.
Clients who attended would each get a Service Delivery record.
 ● The Unit of Measurement is how your organization measures the
quantity of a Service, such as hours of training, meals served, or
vaccinations administered. For example, Wilderness Explorers’ Parent
Training program counts the number of trainings delivered.

With that understanding, it’s time to get hands on.

Let’s go!

Part 1: Explore Program Management Module

First, let’s look at how Wilderness Explorers uses PMM. Let’s start by opening
the app in Salesforce.

1. Click on the App Launcher in the top left. It looks like a grid or a waffle.
2. Type Program in the search box to find and select Program
Management.

You’ll first see your Program Management dashboard. Let’s check it out.

1. Click the Refresh button, toward the middle of your screen.

2. You’ll notice a chart of All Active Program Engagements. These are totals
of constituents currently involved in each program.
3. Below that is a chart of Services Delivered Year to Date. You may not be
able to see it in your scratch org due to permissions settings.

Let’s dive in further and look at a Program.

1. Click on Programs in the navigation bar (it may be under More

depending on your browser’s width.)
2. Switch to the All list view by clicking the down arrow next to Recently
Viewed and selecting All.
3. Click Adults.

On the left side of the record page we have some information about the
program.
On the right we have related lists:

● Notice that the program for Adults has three Services: Leadership
Training, Parent Training and Parent 3 Day Trip.
● Below the Services related list, Program Engagements records track, in this
case, the adults who participate in this program.
● Scroll down to see the Program Cohorts related list, as well. Wilderness
Explorers groups parents into cohorts which allows them to track
attendance quickly.

Scroll back up and let’s look at a Program Engagement record. Click on Joanna
Colquit 2020-04-01: Adults in the Program Engagements related list.

● This record shows Joanna’s participation in our program. On the left we

can see important information such that the she has completed the
program, she was enrolled in a parent cohort, we even see attendance
information, that her role is a client, when she started and more.
● The Program Engagement record also lists Joanna’s participation in two
specific services we offer as part of this program as Service Participant
records.
● The Service Delivery records above show specific instances when she
attended those services.

Think of a Program Engagement as an overall enrollment in a program.

A Service Participant record is enrollment in a service and a Service Delivery

record is created each time a client attends a service or benefits from a service,
however you define it.

Scroll back up and click Parent Training in the Services related list. Let’s explore
this Service record.

● On the left side, we have some information about the Service, similar to
the Program record.
● And notice, again, on the right we have related lists.

Under the Service Schedules related list, click Fall 2021 Bedford Falls.
Let’s check out the Service Schedule record and update attendance for a few
clients. Our Service Schedule includes two Service Sessions, the two times we’ll
be meeting with parents at Bedford Falls High School.

1. Click 10/4/2021: Fall 2021 Bedford Falls.

2. In the right column, let’s Track Attendance.
a. Change the Attendance Status of Anna-diana Heath to Unexcused
Absence.
b. Notice the column Training has 1 for each person, except for
Anna-diana now has 0. Training is the Unit of Measurement for this
service.
c. Click Save.
3. Notice the Status of the Service Session, in the left column, changed to
Complete by clicking the Edit pencil, selecting Complete, and then
clicking Save.
4. Refresh the page of your browser.
5. Scroll down to see Service Delivery records. These represent each person
and their attendance or lack thereof at this particular service session on
Monday.

Part 2: Create a New Program

Now let’s create the Children’s program, a few Services, and add a few clients.

1. Go to Programs in the navigation bar and click the down arrow to bring up
the Programs menu.
2. Click + New Program.
3. Create a Program with these details.
a. Name: Children’s Program
b. Status: Active
c. Short Summary: Children attend in groups with their school
d. Target Population: School children
e. Description: The children's program takes groups of school children,
their teachers, and parents out on adventures in the wilderness.
 f. Start Date: October 1, 2021
g. Program Issue Area: Education
2. Click Save.

The new program record will open in your browser. Check it out.

Part 3: Create a New Service

Now that we’ve created our new Program, let’s create a Service to go with it.
Remember that Services are the activities that make up your Program.

1. On your Children’s Program record click New in the Services related list.
2. Enter these details:
a. Service Name: One-day elementary school trip
b. Description: Take elementary school students, parents and teachers
out in the woods for the day.
c. Unit of Measurement: Day
d. Status: Active
3. Click Save.

Part 4: Add a Client to a Program

Now that we’ve created our new Program and a related Service, let’s add a
Client (using the Contact record) to the Program and create a Program
Engagement Record.

1. On the Children’s Program record, click Add Contact to Program in the

upper right section of the page with the action buttons.
2. Enter these details:
a. Client: Find and select Davie Rattery.
b. Role: Client
c. Stage: Enrolled
d. Click Save.

Congratulations! We created a new Program, a new Service, a new Program

Engagement and Service Delivery record! How will you use PMM for your
organization?

Last Updated: October 2021

Frequently Asked Questions
Where can I install Program Management Module?
https://install.salesforce.org/products/program-management/latest

Is PMM free?
Yes; first 10 subscriptions free as part of the Power of Us Program.

Where can I find descriptions of the PMM objects & examples of how to use
them?
https://powerofus.force.com/s/article/PMM-Overview

How can I use PMM if my organization does not serve clients or households?
By default, the Contact object represents Clients that your organization serves. If you
don't use the Contact object for Clients—for example, if you deliver programs and
services to households, other organizations, or something else, like animals—you can
configure Program Engagements and Service Deliveries to reflect that. Learn more
here:
https://powerofus.force.com/s/article/PMM-Customize-Create-Service-Delivery-Fiel
ds-on-BSDT

Do we need to use cohorts?

No they are optional. If your organization wants to compare how one group of people
does in your program compared to another cohorts could be helpful. For example, if
you have rehab program that you modify each session and want to track recidivism.
Another benefit is that you can quickly add cohorts to service schedules.

Is PMM included with NPSP?

PMM was designed with a flexible architecture and the ability to work with many
different Salesforce products (NPSP and EDA, for example). It was created to be
general enough to reflect the wide variety of programs nonprofits are delivering,
whether working with clients or running an environmental advocacy program. It is
free, open source, and, although a separate package, it serves as an extension of
NPSP.