“Implementing a proven solution like Salesforce seemed like the best way to avoid vendor dependency and ensure a long-term, sustainable platform.”
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Marie-Claire LachanceGeneral Manager, Sibylla Hesse Foundation |
Private Foundations
Sibylla Hesse Foundation: Where Efficiency and Self-Reliance Go Hand in Hand
Client
The Foundation supports charitable organizations working across a wide range of sectors, particularly health and medical research, youth and seniors, poverty reduction, and the arts and culture.
The founder and members of her immediate family sit on the board of directors, while just two people oversee day-to-day operations.
Situation
When she joined the Foundation in 2020, General Manager Marie-Claire Lachance quickly realized that many in-house processes were outdated. Grant requests were submitted by mail, and much of the process remained paper-based. Even after an initial move toward digital processes, managing emails and PDFs remained time-consuming.
An interim client portal solution delivered mixed results. The management software, meanwhile, was showing signs of obsolescence; two users couldn’t access the system simultaneously without creating version conflicts. “It was a robust tool that I knew well, but there was very little support for it,” explains Marie-Claire Lachance.
The General Manager networked with colleagues at other foundations, asking what system they were using. She even prepared a detailed comparison of the available options. Salesforce stood out from numerous platforms designed primarily for fundraising—which the Foundation doesn’t do—and showed widespread use. “I wanted to make sure that if a problem arose—or if I was ever away—it would be easy to find support,” adds Marie-Claire Lachance.
A peer also strongly recommended Una Buro as an implementation partner.
Challenge
Una Buro therefore focused on:
- Robust, long-term functionality without unnecessary complexity
- Prioritizing customized reporting, an area that often presents challenges
- Investing significant effort in the backend to deliver a smooth and streamlined user experience
- Empowering the team through training
Solution
Una Buro implemented a tailored version of Salesforce—nicknamed “the Matrix” by the team—capable of:
- Managing the full grant request cycle, from initial submission to final deposit, while supporting the Foundation’s multi-stage review process
- Centralizing information and automating communications through customized workflows
- Generating impact reports and dashboards
- Delivering a user-friendly application portal
Results
The solution was implemented at exactly the right time. “Over the past two years, the number of requests has grown exponentially—it would’ve become impossible to manage with our old processes,” says Marie-Claire Lachance. The organization can now handle a growing number of requests without straining its day-to-day operations.
75% less time spent processing each request
Online forms and centralized data simplify grant request processing and reduce the risk of transcription errors.
75% less time spent processing each request
Online forms and centralized data simplify grant request processing and reduce the risk of transcription errors.
The solution was implemented at exactly the right time. “Over the past two years, the number of requests has grown exponentially—it would’ve become impossible to manage with our old processes,” says Marie-Claire Lachance. The organization can now handle a growing number of requests without straining its day-to-day operations.
Only 20 hours of technical support required in the second year after implementation
This figure—far less than what’s typically required for a project of this scope—shows the high level of independence the Foundation achieved in a short time.
You don’t need an IT department to benefit from cutting-edge technology: you need the right partners and to invest the necessary time.
Even in philanthropy, efficiency often comes from well-designed systems rather than unnecessary complexity.
“We trained the Sibylla Hesse Foundation team, who committed fully to the project’s success. They put in the work, followed through on every recommendation, so that today, they don’t even need us anymore. If every organization were as disciplined and well prepared, Quebec’s digital transformation would move much more efficiently.”
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Julia KhonPresident & Founder, Una Buro |
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