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Optimizing Association Operations: Custom Fonteva Integration for SOMA and AOA Enhances Membership Management, Data Privacy, and Organizational Efficiency

Project Goals

In today's fast-paced digital landscape, efficient membership management is crucial for organizations to thrive. SOMA (Student Osteopathic Medical Association), a professional association dedicated to osteopathic medical students, sought to enhance their existing processes, improve system integration with their parent organization, AOA (American Osteopathic Association), and provide a better user experience for their members.  We embarked on a project designed to elevate their membership management system to new heights. This project showcased our ability to deliver tailored Fonteva solutions that address complex organizational needs while maintaining system integrity and data privacy.

We conducted a thorough discovery phase to understand SOMA’s specific needs and challenges. This involved analyzing their current system, identifying pain points, and mapping out the requirements for the new solution. Our goals were clear and multifaceted:

Fonteva Implementation:

Our goal was to deploy the Fonteva system with a focus on customization to meet SOMA’s unique membership requirements.

Seamless Integration of SOMA and AOA Systems:

We aimed to integrate SOMA’s system with AOA’s existing Salesforce instance and ensure that both systems could function independently.

Staff Training:

We focused on providing a comprehensive training to the SOMA staff on the new system, covering all aspects from basic navigation to advanced features and customizations.

Services We Provided

  • Discovery and Needs Analysis
  • Fonteva Implementation
  • System Integration
  • Data Privacy and Security
  • User Experience Enhancement
  • Custom Solution Development
  • Staff Training and Support
  • Ongoing System Maintenance and Support
Project Challenges

Integrating SOMA’s system with AOA’s existing Salesforce instance posed significant challenges, requiring careful coordination to ensure both systems operated independently while upholding data privacy. AOA Customer portal was never shutdown or impacted due to SOMA implementation or live deployment. 

The project presented several challenges that required strategic solutions:

Distinct Membership Types and Registration Complexity: The challenge lay in creating a new customer portal that could effectively handle SOMA's distinct membership types while also accommodating the complex registration process. This included the need to provide a more tailored and individualized portal experience for each member type, as well as the ability to simultaneously register for multiple memberships.

Complex System Integration: Integrating SOMA’s system with AOA’s existing Salesforce instance presented a significant challenge. The need to ensure both systems operated independently while maintaining data privacy required careful planning and execution.

Limitations with Salesforce History Tracking: During our risk assessment, we identified a significant limitation in Salesforce's standard history tracking capabilities. The platform's default functionality was insufficient for tracking changes in certain critical object fields, potentially impacting our ability to maintain comprehensive audit trails and ensure data integrity to the level required for this project.

Training Needs: Balancing the training needs for both SOMA and AOA was essential for a successful transition. The new system needed to accommodate the diverse requirements of both organizations while maintaining system integrity, and information needed for SOMA staff had to be delivered efficiently.

Solutions and Outcomes

Our tailored solutions addressed the project challenges and delivered significant benefits:

  • Integration Services:

    Our team facilitated the seamless integration of SOMA’s system with AOA’s Salesforce instance. We had to modify existing components and create separate page layouts, custom objects, and list views to respect the distinct operational needs of both organizations. Additionally, we had to address the privacy implications associated with sharing the same Salesforce instance, ensuring that these were clearly communicated to SOMA.

  • New Customer Portal with Enhanced Membership Capabilities:

    A new customer portal was built specifically for SOMA to accommodate its distinct membership types and provide a more tailored, individualized experience for each member. The portal also includes the functionality for students to simultaneously register for both SOMA and AOA student memberships, adding value for students and improving operational efficiency for staff.

  • Customized Email Flows:

    The project involved two critical aspects of email communication. First, existing email flows were modified to ensure properly branded emails were sent to the correct users, maintaining consistency in messaging. Second, new email flows were created to address a Salesforce limitation discovered during testing. This limitation affected the system's ability to send welcome emails to users across multiple portals. As a result, custom welcome email flows were developed to ensure all new portal users received appropriate onboarding communications. These enhancements collectively provided a personalized touch to member communications, improving engagement throughout the membership journey while overcoming technical constraints.

  • Upgrading History Tracking Limitations:

    We addressed Salesforce history tracking limitations with custom solutions, ensuring that the system could handle SOMA’s complex needs and help store record changes made to specific fields. Rigorous testing confirmed that the system met the requirements of both SOMA and AOA.

  • Comprehensive Training:

    Our training program was well-received, providing SOMA’s team with the knowledge and skills needed to effectively use the new system.AOA team was also made aware of the system changes if it impacted their operating procedures. Positive feedback highlighted the value of the training in achieving operational efficiency and system management.

Looking Forward

The customized Fonteva solution we implemented for SOMA sets the stage for continued success and growth. With enhanced features, streamlined processes, and improved data management capabilities, SOMA is well-positioned to meet future challenges and continue providing excellent service to its members.

The project not only addressed immediate needs but also established a solid foundation for future enhancements. The flexibility built into the system allows SOMA to adapt to new requirements and continue evolving its membership management processes. By delivering a solution that balances functionality with user experience, we have positioned SOMA for long-term success and growth in association management.

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