sf-agent-framework

name: Salesforce Process Map Template description: Template for documenting and mapping business processes for Salesforce implementation sections: - name: Process Overview content: | ## Process Map Overview ### Process Information - **Process Name:** [Process Name] - **Process Owner:** [Name and Role] - **Department:** [Department/Division] - **Version:** [1.0] - **Last Updated:** [YYYY-MM-DD] - **Process Type:** [Core/Support/Management] ### Process Summary - **Purpose:** [Why this process exists] - **Triggers:** [What initiates this process] - **Outputs:** [What this process produces] - **Frequency:** [How often it runs] - **Volume:** [Transactions per period] - name: Process Context content: | ## Process Context and Boundaries ### SIPOC Diagram | Suppliers | Inputs | Process | Outputs | Customers | |-----------|--------|---------|---------|-----------| | Marketing Team | Leads | Lead Qualification | Qualified Leads | Sales Team | | Website | Inquiries | & Routing Process | Lead Assignments | Account Managers | | Partners | Referrals | | Rejection Notices | Marketing | | Events | Contact Info | | Analytics Data | Management | ### Process Boundaries - **Start Point:** Lead enters system - **End Point:** Lead assigned to sales or rejected - **Inclusions:** All B2B leads - **Exclusions:** B2C leads, existing customers - **Handoffs:** To sales team, back to marketing - name: Current State Map content: | ## Current State Process Map ### Process Flow Diagram ``` Start │ ▼ Lead Received ──────► Manual Entry into Excel │ │ ▼ ▼ Email to Manager ────► Manager Reviews (Daily) │ │ ▼ ▼ Wait 1-2 days ──────► Manual Assignment │ │ ▼ ▼ Sales Rep Notified ─► Update Spreadsheet │ │ ▼ ▼ Manual Follow-up ───► Track in Email │ ▼ End ``` ### Current State Metrics | Metric | Current Value | Issues | |--------|---------------|--------| | Total Process Time | 48-72 hours | Too slow | | Manual Steps | 8 | Error-prone | | Hand-offs | 5 | Delays | | Rework Rate | 25% | Quality issues | | First Contact Time | 3-5 days | Lost opportunities | - name: Process Analysis content: | ## Current State Analysis ### Pain Points Identified | Step | Pain Point | Impact | Root Cause | |------|------------|--------|------------| | Lead Entry | Manual data entry | 30 min/lead, errors | No automation | | Assignment | Manager bottleneck | 24-48hr delay | Single point of failure | | Tracking | Lost in email | 15% leads lost | No central system | | Reporting | Manual compilation | 8 hrs/week | Multiple spreadsheets | | Follow-up | Inconsistent | 40% no follow-up | No reminders | ### Value Stream Analysis ``` Step │ Value │ Wait │ Process │ Total ──────────────┼───────┼──────┼─────────┼─────── Lead Receipt │ 5m │ 0m │ 25m │ 30m Review │ 10m │ 24h │ 20m │ 24.5h Assignment │ 5m │ 12h │ 15m │ 12.3h Notification │ 2m │ 2h │ 10m │ 2.2h ──────────────┼───────┼──────┼─────────┼─────── Total │ 22m │ 38h │ 70m │ 39.3h Value Ratio │ 0.9% │ │ │ ``` - name: Future State Design content: | ## Future State Process Design ### Optimized Process Flow ``` Web Form / API │ ▼ ┌─────────────┐ │ Salesforce │ │ Lead Object│───► Lead Scoring (Real-time) └─────────────┘ │ ▼ Score > 70? ┌─────┴─────┐ │ │ Yes│ No│ ▼ ▼ Auto-Assignment Nurture Campaign │ │ ▼ ▼ Instant Alert Marketing Automation │ ▼ Sales Activity Tracking │ ▼ End ``` ### Future State Benefits | Metric | Current | Future | Improvement | |--------|---------|--------|-------------| | Process Time | 48-72 hrs | <1 hour | 98% faster | | Manual Steps | 8 | 1 | 87% reduction | | Lead Response | 3-5 days | <1 hour | 95% faster | | Data Quality | 75% | 99% | 24% improvement | | Cost per Lead | $25 | $5 | 80% reduction | - name: Detailed Steps content: | ## Detailed Process Steps ### Future State Step-by-Step | Step | Actor | Action | System | Duration | Business Rules | |------|-------|--------|--------|----------|----------------| | 1 | Customer | Submits form | Web | 2 min | Required fields validated | | 2 | System | Creates Lead | Salesforce | <1 sec | Dedup on email | | 3 | System | Scores Lead | Process Builder | <1 sec | Industry + Company Size + Budget | | 4 | System | Routes Lead | Assignment Rules | <1 sec | Score >70 to Sales, else Marketing | | 5 | System | Notifies Owner | Email/Mobile | <1 min | Template based on lead type | | 6 | Sales Rep | Views Lead | Salesforce | 1 min | Dashboard/List View | | 7 | Sales Rep | Actions Lead | Salesforce | 5 min | Log call, send email, create task | | 8 | System | Updates Status | Workflow | <1 sec | Based on activity | ### Automation Points ``` Manual to Automated Conversion: Data Entry ──────► Web Forms (100% automated) Lead Scoring ────► Business Rules (100% automated) Assignment ──────► Assignment Rules (100% automated) Notifications ───► Workflow/Process (100% automated) Follow-up ───────► Task Creation (Semi-automated) Reporting ───────► Real-time Dashboards (100% automated) ``` - name: RACI Matrix content: | ## Process RACI Matrix ### Responsibility Assignment | Activity | Sales Rep | Sales Manager | Marketing | System Admin | Automation | |----------|-----------|---------------|-----------|--------------|------------| | Lead Creation | I | I | C | I | R | | Lead Scoring | I | C | C | A | R | | Lead Assignment | I | A | C | C | R | | Initial Contact | R | A | I | I | C | | Lead Nurturing | C | I | R | I | A | | Status Updates | R | I | I | I | A | | Reporting | C | R | R | A | R | | Process Improvement | C | R | C | A | I | **R** = Responsible, **A** = Accountable, **C** = Consulted, **I** = Informed - name: System Integration content: | ## System and Integration Points ### Systems Involved | System | Role | Integration Type | Data Flow | |--------|------|------------------|-----------| | Website | Lead capture | REST API | Real-time push to SF | | Salesforce | Central platform | Native | Process hub | | Marketing Automation | Nurturing | Connector | Bi-directional sync | | Email System | Notifications | SMTP | Outbound only | | Analytics | Reporting | API | Read-only pull | ### Integration Map ``` Website Forms ─────API────► Salesforce │ Marketing Platform ◄──Sync──────┤ │ Email ◄────────SMTP──────────────┤ │ Analytics ◄────API───────────────┘ ``` - name: Performance Metrics content: | ## Process Performance Metrics ### KPIs and Targets | KPI | Definition | Current | Target | Measurement | |-----|------------|---------|--------|-------------| | Lead Response Time | First contact | 3-5 days | <1 hour | Time stamp diff | | Conversion Rate | Lead to Opportunity | 15% | 25% | Opportunities/Leads | | Process Cycle Time | End-to-end | 48-72 hrs | <2 hours | Start to assign | | Quality Score | Data completeness | 75% | 95% | Required fields % | | Cost per Lead | Process cost | $25 | $5 | Time × Rate | | Customer Satisfaction | Lead experience | 3.2/5 | 4.5/5 | Survey score | ### Measurement Plan ``` Daily Monitoring: - Lead volume - Response times - Assignment queue Weekly Analysis: - Conversion trends - Quality metrics - Process compliance Monthly Review: - KPI performance - Process optimization - Cost analysis ``` - name: Implementation Plan content: | ## Process Implementation Plan ### Phased Rollout | Phase | Duration | Scope | Success Criteria | |-------|----------|-------|------------------| | Phase 1 | 2 weeks | Lead capture automation | Web forms live | | Phase 2 | 2 weeks | Scoring & routing | Rules active | | Phase 3 | 1 week | Notifications | Alerts working | | Phase 4 | 2 weeks | Training & adoption | 90% using system | | Phase 5 | 1 week | Optimization | KPIs improving | ### Change Management 1. **Communication Plan** - Announce changes - Benefits messaging - Training schedule 2. **Training Program** - Process overview - System training - Hands-on practice 3. **Support Structure** - Champions identified - Help resources - FAQ documentation - name: Continuous Improvement content: | ## Continuous Improvement Plan ### Optimization Opportunities | Opportunity | Potential Impact | Effort | Priority | Timeline | |-------------|-----------------|--------|----------|----------| | AI-based scoring | 30% better targeting | High | 1 | Q2 | | Predictive routing | 20% higher conversion | Medium | 2 | Q3 | | Chatbot integration | 50% faster response | High | 3 | Q3 | | Mobile optimization | 15% more engagement | Low | 4 | Q2 | | Advanced analytics | Better insights | Medium | 5 | Q4 | ### Review Cycle ``` Monthly Process Review ├── Metrics analysis ├── User feedback ├── Issue identification └── Improvement planning Quarterly Optimization ├── Major changes ├── Technology updates ├── Process redesign └── Benefits realization ``` processing-instructions: | When creating process maps: 1. Start with current state reality 2. Identify all pain points 3. Design ideal future state 4. Map detailed steps and rules 5. Define clear metrics 6. Plan phased implementation 7. Include change management 8. Build in continuous improvement metadata: version: "1.0" category: process complexity: medium estimated-time: "1-2 weeks" review-required: true