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Self Implementation Guide
Cloud Coach Starter Tier
Our self implementation guide walks you through each step that you need to take to implement Cloud Coach Starter and to create your first projects in your Salesforce org in a successful manner

Self Implementation Guide: Starter Tier

Built on Salesforce Self Implementation Guide: Starter Tier

Table of Contents

Self Implementation Guide: Starter Tier

Built on Salesforce Self Implementation Guide: Starter Tier

Table of Contents

CHAPTER 1

Self Implementation Guide: Starter Tier

1. Welcome To Cloud Coach

Time: 5 Minutes

Stakeholders from your team

Executive Sponsor
Power Users
Salesforce Admins

Introducing Customer Project Management

Cloud Coach is a Customer Project Management solution, built natively on the Salesforce platform designed to help you deliver maximum value to your customers and stakeholders by giving you choice in how to run your projects. 

One of the most noticeable ways that Cloud Coach helps you in this, is via our unique ability letting you select the best approach for every project from one of three different project methodologies (Waterfall, Agile and Water-Scrum-Fall).

The 2 minute video below shows and explains key capabilities of each of these methodologies:

All of the project methodologies mentioned in the video are available to all users of all four tiers of Cloud Coach, which includes your Cloud Coach Starter Tier. (More information about the Cloud Coach tiers can be found in chapter 9).

Of course Cloud Coach Starter does much more than just let you manage your project timelines, you can also manage your resource assignments, project cases, and track time on projects or any other Salesforce record, which we will go into in more detail later.

Resources To Help You Be Successful

Cloud Coach Academy

https://academy.cloudcoach.com/

Learn at your own pace with your online academy covering all aspects of how Cloud Coach from administration, through project management and end user time management.

Cloud Coach Open Office Hours

https://cloudcoach.com/contact-support/

Join one of our daily open office hours and talk to the Cloud Coach team about how best to set the solution up for your team. Learn about best practices and ask your own questions.

CHAPTER 2

Self Implementation Guide: Starter Tier

2. Installing Cloud Coach Packages

Time: 30-40 Minutes

Stakeholders from your team

Salesforce Admins

Package Installation

Video

  • 2 Methods
    • AppExchange Workflow
    • Manual Package Installation
      • Copy/Paste the …../packaging…..into the URL
      • Applies to the Connector Package install since it won’t be posted on the AppExchange.

AppExchange

  • AppExchange
    • Launch the AppExchange using the “Visit AppExchange” button from the App Launcher in your Salesforce org.

In the AppExchange, search for ‘Cloud Coach Starter’

  • Click to open page
  • Click Get It Now
  • Need Screenshots once live
  • Email Confirmation

On download, you should receive a confirmation email with links to both this guide and the installation link for the Salesforce Connector

Cloud Coach Package

  • Install the package using “Install for Admins Only”

Note: Installing the package for admins only is critical for designing and maintaining a robust security model based around profiles and permission sets. This can be done with a mix of Cloud Coach managed permission sets and by cloning and customizing as the Salesforce Admin in the org.

  • Once the package is successfully installed, the installing Admin will receive an email notification and the package will be visible in the Installed Packages area in Setup.

 

Salesforce Connector Package

TO ADD 

Cloud Coach Enterprise - Salesforce Connector - Version 2.112

Use this URL to install the package into any organization:

https://login.salesforce.com/packaging/installPackage.apexp?p0=04t4A000000MmNN

Note: If you are installing into a sandbox organization you must replace the initial portion of the URL with http://test.salesforce.com

  • Follow similar steps for installing the Connector package using the Admins Only installation option.
  • This package installs much faster than the full Starter package installer.
  • The Admin will receive a similar confirmation email.

Managed packages are now installed in your org and you’re ready to license users for Cloud Coach!

License Assignment

  • From the Installed Packages, click on Manage Licenses at the left-hand side of the Cloud Coach Starter line item.
  • From this screen click on Add Users and select the users that need access to Cloud Coach.
  • The Admin can choose to identify a single user or multiple users and add licenses to all of them at once.
    • Click Add to finish

Permission Set Assignments

  • In Setup > Quick Find, search for Permission Set
  • Within the list of permission sets, find the CCPE | Starter or Team User permission set
  • Click the link to open
  • Click on Manage Assignments from the header
  • Add the same users that were assigned licenses to the Permission Set
    • Click Assign

Assign App Access to Profiles

  • The Cloud Coach app will need to be made visible to the Profiles of the users that will be accessing the system. This is done through the App Manager in Setup.

    Note: If Setup is closed, you can access it from the Gear icon in the upper right corner of the page.

    • Click on Setup and search for App Manager in Quick Find
    • Click on the App Manager link
    • Find the Cloud Coach line item and click Edit using the drop-down arrow to the right-hand side of the row.
    • Inside the App Settings, add in the respective profiles of the users that need to see it.
    • Save the changes.
    • Users should now be able to launch Cloud Coach from the App Launcher.

CHAPTER 3

Self Implementation Guide: Starter Tier

3. Cloud Coach Administration

Time: 10 Minutes (plus ongoing maintenance as required)

Stakeholders from your team

Power Users
Salesforce Admins

Cloud Coach Administration Tab

Cloud Coach Administration Tab is a gateway to getting started with projects, templates and Importing/Exporting Projects.

Cloud Coach Administration Tab: Getting Started

Our Product does a quick system sweep to check if the Resourcing Modes and Project methodologies are working properly. If an upgraded package is made available for Starters, please visit this section to make sure everything is working as expected or Click fix as needed.

Cloud Coach Administration Tab: Processes (Board Processes)

The Processes Tab ensures that you have the Kanban Board Project processes built and ready to use when needed by your team to create a Project. (The Board Process comes pre-packaged with the product Installation, but if there are processes that need to be edited/added (All of the editing/addition can be done from this section).

We will talk more about the Kanban Project Creation process in the sections below.

Cloud Coach Administration Tab: Processes (Data)

Wondering why Cloud Coach has an Export/Import Data Tab?

Assuming you would like to Install the Cloud Coach Starter package in Sandbox Org as a best practice to try and hunt down the requirements/needs of the team – During this process you may have created a lot of Projects or Project Templates or Meeting Templates that you would like to migrate Production environment (Well, we got you covered, use the Project Export tool to migrate all your projects to Production).

Let’s start the Process with Project Export.

Step 1: The first thing would be to download all the metadata for your project. Click on “Export Metadata” button on the right corner of the screen

Step 2: Once the Metadata is downloaded, the next step is to select the Project Templates that you would like to Migrate to Production (The User has the flexibility to choose all the projects or a selected project).

Step 3: Repeat the Step 2 for Meeting Templates

Recap: You have downloaded the Project Metadata along with the Project & Meeting templates using the tool, the next step is to Import the Projects.

Step 4: Click on the Import Tab and follow the instructions on the screen (Import the Project Metadata first)

Step 5: Load the Metadata (This is a JSON File, look into your downloads folder)

Step 6: Select the User/Owner of the Project along with desired Start of the Project.

Step 7: Once the above step is completed and the downloaded project template is selected (The tool will automatically upload the template and change the color to green once completed)

Custom Fields

TO ADD

Field Sets

What are they?

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When to use

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Kanban Processes

As a company or as a team, everyone has different Project processes and that is why we have designed and pre-build a few kanban processes for your team. Now that you have all the Kanban processes, this doesn’t mean you cannot build a new one or edit the existing.

So let’s learn how we can add a new Kanban process or edit an existing one.

Add a New Kanban Process:

Navigation: Let’s navigate to the “Cloud Coach Admin” Section, Click on “Processes” Tab and then the “Board Processes” Sub tab.

Step 1: Once you are in the Board Processes, There’s a “+New” Button at the bottom left of your screen to add the New Board Process. Also, don’t forget to Name the Kanban Processes + select the Business Area for the Board. 

Note: Please do not mark the Project as “Is Active” until we create the entire Kanban process. This “Is Active” checkbox means that the board process is ready to be used and the user can select the process to create the Projects.

Step 2: Let’s move on to create a few Kanban Groupings by clicking on the “+” on the right side of your screen. Select Grouping and name your grouping along with the color that you would want and Hit “Add”.

Step 3: Once you have the grouping, you might also want to add a few detailed steps for the groupings. Once the Steps are added – Hit “Add”.

Step 4: Now we all know how to create Kanban Boards, Add groupings and Add Steps under groupings. Now it’s definitely time to repeat the process to create those detailed kanban boards if needed.

Edit an Existing Kanban Process: 

Navigation: Let’s navigate to the “Cloud Coach Admin” Section, Click on the “Processes” Tab and then the “Board Processes” Sub tab.

What can be Edited on a Kanban Processes:

  1. Rename the Groupings
  2. Edit and Rename the Steps under Groupings
  3. Change the Colors of the Groupings
  4. Add more Groupings/Steps within the Kanban Board Processes.
  5. Last but the most important one – Change the % between 2 different steps under a Kanban grouping. For example in the below case – If a task moves from “Doing” to “Code Review” – how much of a % change you would like it to have.

CHAPTER 4

Self Implementation Guide: Starter Tier

4. Resource Management

Time: 1 Hour

Stakeholders from your team

Interested Managers
Power Users
Salesforce Admins

Resourcing Options with Cloud Coach Tiers

 

round Starter

square Team

romb Enterprise

two romb Ultimate

Quick Assign

Quick Assign

Quick Assign

Quick Assign

 

Time Assignments

Time Assignments

Time Assignments

  

Multi Level Skills

Multi Level Skills

   

FTE Scenario Planning

Work Types

What are they?

Work types are very useful for making sure that the right person is assigned to the right task is a matter of effective project management, efficient use of time, and appropriate use of resources.

Work types can be thought of as the resource or role necessary to complete a task on the Project Plan.

When to use

Work Types are used on the Project Tasks so the Project Manager can make correct assignments.

Adding Work Types

Work Types are critical to Project Success and here’s how you can add the different types of Work Types for your Team/Organization.

Step 1: Click on the Resourcing Tab on the bar at the top

Step 2: Click on the “Skill” and Add the different types of Skills, “Project Manager” is packaged in the Product for your convenience. Let’s go ahead and add a new Skill for us to learn the process here. Click on the +New button at the bottom of the screen and enter a skill of your choosing and hit Save.

Step 3: Once the Skill is added, the next task for the Project Manager is to collaborate with team leads and assign these skills to the respective team members.

CHAPTER 5

Self Implementation Guide: Starter Tier

5. Creating Your First Project

Time: 10-20 Minutes

Stakeholders from your team

Interested Managers
Power Users
Salesforce Admins

Project Creation Wizard

Project creation occurs in the ‘Projects’ tab and can be initiated either by clicking on the create new in the lightning tab, or by clicking the new project button in the top right of the screen once you have loaded the projects tab.

Here is a quick video showing how to create a new project in Cloud Coach:

As demonstrated in the video, you can create projects from new or from a template in any of the three project methodologies shown in the table below.

 

What is it?

When to use it?

Waterfall

A methodology where projects are completed in a step-by-step fashion, building towards an ultimate deliverable.

When a user needs to deliver projects in a staged, ordered fashion and tasks need to be dependent on dates or predecessor tasks.

Agile (Kanban)

An iterative method of project delivery.

When a quick starting deliverable is needed and your team can then get feedback from stakeholders and iterate through the sprints to a final deliverable.

Water-Scrum-Fall

A hybrid methodology between waterfall and kanban. Where a waterfall project progresses in a linear fashion, an agile process can be embedded in a task to allow for sprints/iterations to drive toward the completion of a task.

When a waterfall project works as the primary methodology, but during that project, iterations are needed. Eg – during a customer onboarding, there is a configuration phase that can benefit from an agile/iterative process.

Linking Projects To Salesforce Records

While you can create stand-alone projects, one of the most popular ways to create projects is from your existing Salesforce records such as accounts, opportunities or cases. To do this simply add the Cloud Coach project related list to your page layouts. You can learn more about how to do this here: https://academy.cloudcoach.com/courses/creating-a-project/

Automating Project Creation

To save your team time and ensure your team is using the right project template for the initiative at hand you can also automate your project creation using process builder or flows. Popular examples here are creating an onboarding project when an opportunity is won, or a case review meeting when a case is escalated. You can learn more about how to automate project creation here: https://academy.cloudcoach.com/courses/creating-a-project/

CHAPTER 6

Self Implementation Guide: Starter Tier

6. Projects Tab

Time: 1-2 Hours

Stakeholders from your team

Interested Managers
Power Users
Salesforce Admins

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CHAPTER 7

Self Implementation Guide: Starter Tier

7. My Day/Time Tracking

Time: 1-2 Hours

Stakeholders from your team

Interested Managers
Power Users
Salesforce Admins

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CHAPTER 8

Self Implementation Guide: Starter Tier

8. Reporting & Dashboards

Time: 1-2 Hours

Stakeholders from your team

Interested Managers
Power Users
Salesforce Admins

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CHAPTER 9

Self Implementation Guide: Starter Tier

9. The Four Cloud Coach Tiers

Typical Time Taken 1-2 Hours

Stakeholders from your team

Interested Managers
Power Users
Salesforce Admins

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CHAPTER 10

Self Implementation Guide: Starter Tier

10. Fundamentals to Starter Migration

Time: 1-2 Hours

Stakeholders from your team

Interested Managers
Power Users
Salesforce Admins

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