Included below are the suggestions from our discussion regarding Campaign Communications/Campaign Accountability.
For those of you who were unable to attend the meeting, we had a robust discussion about the issues surrounding campaign communications and accountability here at PSU. We all agreed that the current process leaves some openings for unintended actions and consequences such as:
Sending out wrong mailer
Sending out to wrong mailing list
Sending out mailers at the wrong time
These unintended campaign activities cause extra work to the CRM team and others.
Last issue caused CRM team more than half a day's work
Unintended mailings cause results that are not in line with PSU's desired appearance/reputation
Please take a look at the suggestions below (from the meeting). Please reply with additional suggestions, now that you have had some time to consider the issue more thoroughly.
Campaign Approval Process Suggestions
Second Party Approval before activation - Tighter Permissions can be placed on campaign activities and activity permissions can be separated to ensure that a second staff member approval has taken place
Permissions for management/creation of a campaign
Permissions for activation of a campaign
Campaign Re-approval after modification of an approved/activated campaign
If an approved/activated campaign is opened and changed, a rule can be created which will set the campaign to inactive, whereby it must go through 2nd party approval again, or have the author recheck their work
Probationary Period for new campaign authors (# of months or # of campaigns)
Author will have their work checked by an additional person until probationary period is over
New management fields on the Campaign object
next review date field (after that date, the campaign is deactivated until reviewed)
expected number of targets field (rule will check if the expected number of targets are approximately what was expected, if not, the campaign will be deactivated)
checklist complete field (Campaign Creation Checklist must be adhered to before the campaign can be activated
Have rules for Data Steward be different from non-data stewards
Potential issues with more Campaign restraints
danger - creating rules that deactivate campaigns without the right staff members being informed and staff members assume the campaigns are still running
danger - requiring second staff member approval, which eventually becomes a rubber stamp
Thank you for your continued participation in the CRM Power User Group. You feedback is invaluable.