Use Program Management Module with Student Success Hub

Understand How Program Management Module Enhances Student Success Hub

Student Success Hub provides many ways for educators and staff to support students. Success Plans, Tasks, and Alerts, for example, allow you to provide individualized support that gives each student the personalized attention they need to succeed in school.

To help you manage programs for groups of students—for example, after-school enrichment activities, tutoring support programs, intervention programs, meal delivery, and winter coat distribution—add Salesforce.org Program Management Module to your Student Success Hub org.

Program Management Module (PMM) provides a simple but powerfully flexible data model for managing and delivering programs and services to many constituents. Although it's typically used with Salesforce.org Nonprofit Success Pack, PMM can also be used to deliver programs and services in education. By installing the PMM package into your Student Success Hub org, you can:

• Create programs for group interventions and services you want to offer at your school, district, college, or university.

• Track the students who enroll or participate in the programs and services.

• See lists of participants or recipients grouped by criteria, such as students who get reading assistance, grouped by grade level.

• View reports to see trends in program utilization and performance.

Example Programs and Services for Student Success Hub

Program Management Module (PMM) uses the standard Salesforce Account and Contact objects as well several of its own custom objects. Understand the objects and terminology that the package uses so that you can put PMM to work effectively in an educational setting.

Programs are thematic areas that reflect an organization's mission. Services are the activities that make up a program. Related objects for Programs and Services include Program Engagement, Program Cohort, Service Delivery, Service Schedule, Service Participant, and Service Session.

For definitions of these objects, see Manage Your Programs with Program Management Module (PMM). To understand their relationships, see PMM Entity Relationship Diagram.

Here are some examples of how to use the objects together to create programs and services in K-12 schools.

A Note About "Programs"

As a Student Success Hub administrator, you probably got a little nervous when you read that PMM uses a custom object called Programs and another called Program Engagements.

As you know, K-12 Architecture Kit and EDA include the Program Plan and Program Enrollment custom objects. They also include an Account record type called Academic Program.

Understanding what "program" means in each of these contexts can help you keep them straight.

In PMM, Programs comprise services (activities) that have the same theme and that benefit a constituency. Program Engagements represent the people (or things) that benefit from the Program. 

A PMM Program may be educational or academic in nature—for example, after-school tutoring or test prep—but it doesn't have to be. And when a PMM Program pertains to a student's academic success, it doesn't represent a school's core academic offerings.

In K-12 Architecture Kit and EDA, the Account record type Academic Program, the Program Plan object, and the Plan Requirement object collectively model a school's academic offerings. Use them to track how your school's learning offerings are structured and administered, and what they require for enrollment and completion.

If desired, you can use "programs" liberally in K-12 Architecture Kit or EDA to also model programs such as after-school tutoring or summer meal delivery. Using PMM, however, provides the benefit of a holistic set of objects, fields, and reporting capabilities that are dedicated to program management. As a result, PMM gives you much more control, and flexibility, in creating and managing programs that extend beyond the scope of core academic offerings.

Install PMM for Student Success Hub

The free, open-source PMM managed package includes essential metadata and code, such as objects, fields, page layouts, list views, and reports. It also includes an unmanaged Program Management Standard User profile that you can assign to support staff who need access to PMM page layouts and data.

When you install PMM, be sure to:

• Install, configure, and test PMM in your Student Success Hub Sandbox environment before installing it into your Production org.

• Log out of all Salesforce orgs except the Student Success Hub org to which you want to add PMM. Consider using an incognito window to ensure you install in the correct org.

See Install Program Management Module in the PMM documentation for complete instructions on installing PMM into an existing Salesforce org.

When the installation completes, click , then search for and select Program Management.

Configure PMM Security for Your Support Staff

Grant your support staff access to PMM using the unpackaged user profile and permission sets that PMM installs.

See Grant Access to Users in PMM documentation.

Note If you install PMM into a Salesforce org that already has Student Success Hub installed and configured with student data, you don't have to import student Contact data into PMM. You can ignore the Import Your Data topic in the PMM required post-installation tasks article.

Then, Create Sharing Rules as necessary for your org and Grant Users Access to Reports and Dashboards.

Configure PMM Picklists for Student Success Hub

Before you create any Programs or Services, be sure to configure these picklists on the required objects.

For instructions, see Customize Picklist Values in the PMM documentation.

Add Programs and Services to Student Record Cases

By default, PMM shows Program Engagements and Service Deliveries information in related lists on the Contact record, which you can see in both the Student Success Hub and PMM apps

To make it even easier for support staff to see a student's participation in PMM Programs and Services, add the Programs and Services related lists to your student record Lightning Case page.

1. From Setup, in Object Manager, click Case.

2. Click Lightning Record Pages, then click the name of the page you're using, such as Student Record.

3. Click Edit.

4. In the Lightning page canvas, select the Tabs component.

5. In the properties pane, click Add Tab.

   Lightning App Builder adds a default Details tab to the component. Let's change it to Programs.

6. In the properties pane, click the Details tab label, select Programs, and then click Done.

   Now add the Program Engagements related list to the Programs tab.

7. In the Tabs component, select Programs. (It may be nested under More.)

8. From the Components panel, drag Related List - Single to the placeholder area of the Programs tab.

9. In the properties pane for the Related List - Single component:

   1. For Parent Record, select Contact Name.

   2. For Related List, select Program Engagements.

10. Repeat steps 5 through 9 to add Services.

    1. In the Tabs properties pane, change the Details tab to Services.

    2. In the Related List - Single component properties pane, for Parent Record, select Contact Name. For Related List, select Services.

11. If desired, click in the Tabs component again and, in the properties pane, drag the tabs into the order you want them to appear, from left to right.

12. Save your changes and exit the Lightning App Builder.

With Programs and Services on your student record Lightning Case page, support staff have a unified, 360-degree view of the support services a student is receiving.