Centralizing Program Delivery and Client Engagement with Salesforce
Santa Maria Community Services (SMCS), a nonprofit organization rooted in Cincinnati, empowers families to build strong futures through education, health, housing, and workforce development. With diverse programs like Stable Families, Workforce Development, Wellness & Immigration Outreach, and Every Child Succeeds, SMCS needed a cohesive technology platform to unify client services, manage intakes, and evaluate outcomes.
The Challenge
Before partnering with Prolocity, SMCS faced operational challenges common to mission-driven, multi-program organizations:
- Data spread across legacy systems like VESTA, spreadsheets, and paper forms
- Inconsistent intake and eligibility tracking across programs
- Limited visibility into client progress and program impact
- Manual processes that hindered collaboration between teams and delayed service delivery
- Difficulty consolidating historical client data for reporting and compliance
To streamline program delivery, improve data quality, and expand the impact of its work, SMCS required a centralized, scalable solution tailored to nonprofit service delivery.
The Solution
Nonprofit Cloud
Case Management Module
FormAssembly
Program Management Module
Volunteers for Salesforce
Prolocity collaborated closely with SMCS to implement a custom Salesforce Nonprofit Cloud solution that brought together case management, program tracking, assessment tools, and volunteer management in a unified system. The project emphasized flexibility, collaboration, and outcomes-based design to reflect the needs of both staff and the families they serve.
Key components of the solution included:
- Data Migration & Legacy System Integration: Designed and executed a phased import of historical case notes, self-sufficiency assessments, and program engagements from VESTA, preserving critical client history and enabling staff to act with context.
- Custom Assessment Tools: Built a custom Arizona Self-Sufficiency Matrix (SSM) tracker, including domain scoring, automated data flows, and visual dashboards to track client progress over time.
- Intake & Eligibility Tracking: Leveraged FormAssembly to digitize intake forms for multiple programs. Integrated intake processing directly into Salesforce using custom eligibility fields and automated record creation.
- Program Engagement & Case Management: Configured standard Case and Program Engagement objects for over nine active programs, enabling consistent tracking of goals, action items, and client services.
- Volunteer Management: Implemented Volunteers for Salesforce (V4S) to track job shifts, volunteer engagement, and onboarding—all from a public-facing portal.
- Reports & Dashboards: Delivered role-based dashboards and custom reports to monitor outcomes, manage service delivery, and evaluate referral trends across departments.
The Impact
Serve Families
Streamline Care
Quick Adaptation
Volunteer Coordination
With Salesforce at the core of its service delivery model, SMCS has dramatically improved the way it serves families and tracks impact across its programs. Staff now work from a shared, real-time system that supports coordinated care, seamless referrals, and holistic client support.
The successful migration from VESTA enabled SMCS to carry forward years of critical data—streamlining continuity of care and reducing administrative burden. Custom-built self-sufficiency assessment tools now provide actionable insights into family progress, while intake digitization has accelerated eligibility screening and service connection.
Volunteer coordination is more efficient and transparent, and leadership teams benefit from on-demand visibility into program performance, outcome trends, and client engagement. With a foundation built for growth, SMCS can adapt quickly to changing community needs and report on its impact with confidence.
Together with Prolocity, SMCS has built a future-ready Salesforce ecosystem that aligns technology with mission. Prolocity’s deep nonprofit expertise and commitment to partnership ensured a successful, mission-driven implementation—empowering Santa Maria to support more families, more effectively, than ever before. Following this implementation, SMCS has continued to engage Prolocity for additional Salesforce support, strengthening long-term success and ensuring the platform grows with the organization’s evolving needs.
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