Infinity Projects - Creation and Conversion of Opportunities - SOP • FamilySearch Support Operations

Process Overview

This document outlines the process for converting Rosetta projects to the Infinity process. For additional details and step-by-step instruction for creating and converting opportunities, refer to the job aid entitled Infinity Projects – Creation and Conversion of Opportunities.

Target Audience

Camera Operations Supervisor (or Camera Supervisor)
Content Strategy
Field Relations Manager (FRM)
Regional Operations Manager (ROM): Once was called the Operational Execution Manager (OXM)

Process Flowchart

Procedure

Creating New Opportunities
Salesforce is used to create new opportunities in FamilySearch GRMS.
1. Log in to Salesforce Lightning experience.
2. Under the Opportunities drop-down tab, click New to create a new opportunity.
3. Enter opportunity information in the Opportunity Name.
4. Under Details, provide the required information in the General Information drop down box.
5. Select the appropriate date in the Agreement Draft Deadline field.
6. Verify contact info for required contacts in the Related Contacts menu.
  - Create a Donor Contact if a donor copy is required.
Converting Old Opportunities
Salesforce is used to update old opportunities in FamilySearch GRMS.
1. Log in to Salesforce Lightning experience.
2. Select the Opportunities tab.
3. Under Opportunity Name, select the opportunity that needs to be converted.
4. Under the Opportunity Name, use correct name and provide required information.
5. Ensure the Agreement Draft Deadline is accurate and includes an appropriate date.
6. Verify contact info for required contacts in the Related Contacts menu.
  - Create a Donor Contact if a donor copy is required.
Creating a Value Transfer
1. Click Value Transfers to go to the page to create a listing.
2. Use the drop-down arrow to select New.
3. In the New Value Transfer pop-up window, select the type of value transfer being created.
4. Use the drop-down to select appropriate Image Acquisition Method.
5. Under the Score section, select Estimated Image Rights and fill in the Camera Operation (for MAF) plan.
6. Under Deliverables drop-down, select New.
  - Create Donor Deliverable if donor copy is required,
7. Under Value Transfers section, click value transfer number link to create listings inside.
8. Click drop-down under Listings and select New.
9. Select the most granular record type from the Controlled Vocabulary.
  - If record type not found, enter this information in the Record Type Not Found box.
Record Type Names and Creating a New Record Type
Record type names and where they are found might be different. A new record type may need to be created if the record type was not found.
1. If record type was not found, contact your area’s specific Content Strategist. This person will submit the request.
  - It may take several weeks to complete this request.
2. After the new record type is created, it will appear in the Record Type drop-down list within the listing.
3. The Content Strategist or FRM will have to select the correct record type in the listing.
Localities and Adding a Locality if Not Present
Localities are also selected from a list linked to a database. Remember to always enter the lowest level of locality that covers all the records in the listing.
1. If the level of locality needed is not present, record this information in the Locality Not Found box.
2. Then contact your area’s specific Content Strategist. This person will submit the request to add the locality needed.
  - This process may take several days to complete.
3. If the listing covers more than one Level 1 locality, leave this field blank and add a not in the Locality Not Found box.
  - The Locality Not Found box cannot be left blank because the validation process will fail.
Validating the Opportunity
Once the listing is ready and all necessary specifications are in place, the FRM will validated the opportunity
1. To validate the opportunity, click the Validate tab.
  - If the opportunity is not ready, an error message will be displayed and will show what needs to be fixed so the opportunity can be validated.
Opportunity Review Stage
After passing validation, the opportunity is reviewed and approved by the Contracts and Compliance (Legal) team.
1. The FRM sets the opportunity status to CS 1^st Review under the Opportunity Review Stage.
  - If Content Strategy finds Not Found record types or localities, they submit request for new record type or new locality and change the Opportunity Review Stage status to Standards.
2. The Opportunity Review Status is changed to MS Review after the requests are fulfilled
3. Next step depends on if a new opportunity was created or if an opportunity was converted:
  - For a new opportunity, Legal sets the Opportunity Review Stage status to Operations Management after opportunity is approved.
  - For a converted opportunity, Legal sets the Opportunity Review Stage status to Operations Management after Content Strategy and Legal both approve the updates.
4. A new Pipeline Project is created in the opportunity after the OXM receives email notification of the new or updated opportunity listing.
Creating a Pipeline Project
The OXM will create the Pipeline Project.
1. Select the correct Value Transfer number.
2. Confirm that Rosetta Stone status is set to None.
3. Set the RMS Status to Queued.
4. Click Save.
5. The Pipeline Project is now created and will become available on the Camera Supervisor Dashboard.
Converting a Pipeline Project
If a Rosetta Stone Project already exists, the OXM will edit the existing Rosetta Project and turn the project into an Infinity Project
1. Under Pipeline Projects, click drop-down to select Edit.
2. Change the RMS Status to Queued.
3. Click Save. Project is created for Infinity use and Metis information in GRMS is populated.
4. The project will become available on the Camera Supervisor Dashboard.
Moving Listing from Opportunity to Value Transfer
1. Next to Change Owner, click the drop-down arrow and select Migrate Records Listings.
2. Select value transfer number for where the listings are being migrated to.
3. Check the boxes next to the listings being migrated.
4. Click the Transfer button.
5. After transferring listings, click each listing and select the record types.
  - Note that the Record Type section is now different.
6. Select the most granular record type from the Controlled Vocabulary.
  - If the record type is not found, enter this information in the Record Type Not Found box.

Definitions

Camera Operations Supervisor: Also called Camera Ops or Camera Supervisor. The person who manages the capture and digitization of historical genealogical records.

Content Strategy: A team that focuses on coverage gaps in the published data on FamilySearch that would best serve patrons.

FRM: Field Relations Manager. The person who negotiates the terms of the opportunity with record custodians or other record archives.

GRMS: Global Relationship Management System. An application built on the Salesforce platform. It is used for managing record acquisition work with various entities and individuals who acquire or provide FamilySearch with genealogical records from around the world.

OXM: Operational Execution Manager. The previously used title for the person responsible for putting projects into the Pipeline and managing them through publication. Now called Regional Operations Manager (ROM)

ROM: Regional Operations Manager. The person responsible for putting projects into the Pipeline and managing them through publication. This role was once referred to as OXM.

Documents

Job Aid: Infinity Projects – Creation and Conversion of Opportunities

Systems Involved

GRMS
Rosetta
Salesforce Lightning

Summary

This document outlined the process for converting Rosetta projects to the Infinity process. It provided information on creating new opportunities, updating old opportunities, adding new record types and localities, validating opportunities, creating Pipeline projects, and moving opportunities to Value Transfer.