Key Tool Dependencies #

Higher Logic #

HL is currently the Technical committees’ membership workspace, documentation archive, mailing lists, TC rosters and event scheduling. It provides functions including:

The platform provides a community for each technical committee and allows for several roles withing the TC to manage the community work. TC Chairs have the authority to manage the workspace for the projects they lead and can view all of the Members of that committee and the work being submitted. TC Secretaries are also assigned a higher access role to manage the project. The platform also provides tools for calendaring TC meetings, attendance, voting and balloting, and TC mailing lists.

The All Members Mailing list (TC and OP Sponsor only) is housed and documented in HL.

Salesforce (SF) #

Salesforce is an automated customer relationship management system that manages Member records, manages Member Account information, Member records, invoicing and payments, and provides Single Sign-On to other dependencies, notably Higher Logic. When a new membership is finalized in Salesforce, the system automatically creates a renewal opportunity for the next cycle and sends automated messages to members based on specific criteria.

(See Appendix A for proposed enhancements to this process.)

Salesforce sends automated messages at 60, 30, 15, 1, and 0 days before renewal.

OASIS dependencies on SF include:

Maintain Member Account information, level of membership, and term start/end dates. Member Accounts and Contacts are managed in Salesforce and are tied to specific community groups. Community groups consist of Technical Committees, Board Committees, and Voting/Members Only groups. Member account information is pushed into the Member platform (currently Higher Logic) along with the specific community group access and user access roles. Maintain Open Project PGB Rep rosters.

The ability to track: Account status, which shows Member status as active or expired and directs MS and TC/OP on roster management and directs CM on website updates. Project status, primarily viewed when bringing a new project to OASIS; once a project is launched, that object contains all related opportunities, accounts, and community Members. Opportunities/Leads for both new business and renewals.

Salesforce-Higher Logic Authentication Integration #

Salesforce serves as the Identity Provider (IdP) for Higher Logic via Salesforce Single Sign-On (SSO) functionality. OASIS Users who are intended to access Higher Logic are provisioned in Salesforce with the appropriate profile and permissions. Only OASIS Members are authorized and permitted to access the Member platform. Public view access is restricted and also requires an account in Salesforce. Higher Logic users without a corresponding Salesforce User Record cannot authenticate through Salesforce.

This means authentication originates in Salesforce, and subsequently, Higher Logic trusts Salesforce to validate a user before granting access. (See Appendix A for proposed bilateral API integration between SF and Higher Logic.)

Nature of the Connection (API vs. SSO)

The connection is an SSO-based integration, not a unidirectional API call. Specifically: Salesforce authenticates the user. Salesforce passes a trusted SSO assertion/token to Higher Logic. Higher Logic grants access based on Salesforce’s SSO assertion.

Notes: Membership Agreement, Subscriptions, Invoices, Payments and Receipts are stored at the Salesforce account level.

Salesforce Payment Portal (native to SF) #

Invoice templates are managed and rendered within Salesforce.

Invoices are currently generated as PDFs directly in the Sales Order (Quote object). Invoices can be generated automatically based on Salesforce records or created and adjusted manually by staff via Stripe or the standard Quotes object. Automated emailing of invoices is not yet enabled; staff send invoices manually. (See Appendix A for proposed automation of invoicing and payment confirmation.)

Payments may be made via Credit Card, EFT or paper check. Credit card payments are processed thru Stripe, while EFT and paper checks are entered in the portal as well in order to update the invoice as “Paid”.

Credit card payments are not handled directly inside Salesforce, but through Stripe, an integrated third-party payment processor. This also has the advantage of allowing OASIS to accept credit cards while outsourcing its PCI handling risk to Stripe.

Current credit card payment workflow: #

Staff generate a payment link in OASIS’s Stripe account and send it to the member. When the member pays, the transaction is processed through Stripe. Staff then manually update the Salesforce record to reflect payment as received.

Funds flow directly from Stripe to the OASIS bank account on Stripe’s normal settlement cycle. Salesforce does not participate in the movement of funds. There is no manual file transfer or separate deposit step.

Sage 100 #

Sage 100 is a cloud-hosted accounting platform used to record and manage member invoicing and payments. Staff access it remotely through a secure internet connection. It currently operates as a standalone system with no connections to other platforms, and entries are manual.

(See Appendix A for proposed Sage/SF integration.)

Bank Access #

The bank is a standalone website, not integrated with any OASIS systems.

AR needs access to view and process EFTs. AR needs check deposit hardware and software to process paper checks. (See Appendix A for proposed banking/SF integration.)

Groups.io #

Groups.io currently serves as the primary Member management tool. Its most used features are features are email list hosting and balloting.

Future state items have been moved to Appendix A.