Salesforce CMS for Pre-ETS Programs

I am seeking a skilled Salesforce developer to complete the build-out of our Salesforce-based CMS. This system is designed to support the intake, service tracking, invoicing, and payment reconciliation for students in Pre-ETS and vocational rehabilitation programs. The goal is to ensure compliance with funding sources and automate various processes, including documentation, timekeeping, and providing visibility into student progress, service delivery, and billing cycles.

Core Responsibilities
System Architecture & Setup
o Configure Salesforce to support multi-program case management.
o Define custom objects, record types, page layouts, and relationships to capture:
 Student profiles
 Applications
 Pre-ETS services
 Work experience and placements
 Authorizations
 Timesheets
 Invoices and payments
o Enable multi-state, multi-region, and multi-school scalability.
User Roles & Responsibilities
Students (Users, Limited Access)
• Purpose: System authentication for clock-in/out and e-signatures only
• Permissions:
o Clock in/out for WE sessions
o Sign WBLE-1s, permits, satisfaction forms
o No data entry, record editing, or case access
Parents/Guardians
• Purpose: Oversight and document authorization
• Permissions:
o View case documents and student progress
o Approve or acknowledge documentation
o Optional portal access
Instructors/Service Providers
• Purpose: Primary data entry for services and time tracking
• Permissions:
o Enter Pre-ETS sessions and WE time logs
o Upload supporting documentation
o Complete milestone tasks (e.g., progress reports)
Admins/Program Coordinators
• Purpose: Case management, authorizations, funding, and invoicing
• Permissions:
o Create and approve authorizations
o Manage case lifecycles
o Generate invoices and track payments
o Monitor compliance dashboards
Businesses / Work Experience Hosts
• Purpose: Optional portal users for onboarding and feedback
• Permissions:
o Approve timesheets
o Upload employer documents
o Provide evaluations
o Restrict visibility and data access according to business rules.
Form Automation & Lead Intake
o Integrate Jotform/Gravity Forms for application intake.
o Automatically generate Leads from form submissions.
o Create flows for lead qualification (e.g., New → Reviewed → Pending Approval → Approved/Not Approved).
Case & Opportunity Management
o Convert qualified leads to Salesforce Opportunities and Cases.
o Assign Opportunities based on high school and region.
o Attach Pricebook entries (Pre-ETS lesson, Work Experience, Placement rates).
o Track milestones (e.g., intake completed, instructor assigned, services delivered, invoice submitted, payment received).
Service Authorization Tracking
o Develop mechanisms to track student service authorizations (total approved Pre-ETS hours, placements, etc.).
o Use PWR Rollups or DLRS to decrement service hours based on instructor entries.
Instructor & Student Timekeeping
o Implement timeclock features for instructors and students (Clockify-style tracking).
o Capture clock-in/out data and connect with service types for billing accuracy.
o Provide approval workflows for Program Coordinators.
Document Generation & Workflow Automation
o Auto-generate required documents (e.g., LRS Progress Report, WBLE-1 forms, Minor Employment forms).
o Enable e-signatures (via DocuSign/Formstack) with automated reminders.
o Archive signed documents within the student’s Salesforce record.
Billing & Invoicing
o Build functionality to:
 Generate invoice requests (export to Excel/QuickBooks-compatible).
 Track invoice approval/rejection.
 Log payments and reconcile with services delivered.
o Create CPA user portal or automated document delivery system.
Reporting & Dashboards
o Develop dashboards for:
 Pre-ETS hours remaining
 Attendance and missed tasks
 Revenue tracking (potential vs. actual)
 Accounts receivable and payable
 Invoice status (open, paid, rejected)
o Enable exportable reports for administrative and CPA use.
Scalability & Maintenance
o Design for future program expansion (e.g., adult transition programs, additional services).
o Enable admin-level customization for workflows, fields, and forms.
Deliverables
• Fully configured Salesforce instance with:
o Custom objects, flows, validation rules, and automations
o Role-based UI with dashboards and restricted access
o Integrated time tracking and document generation
o Data models for authorizations, services, and payments
• Integrated forms for intake, referrals, and progress tracking
• Instructor portal with timesheet and progress entry
• Admin & Program Coordinator dashboards
• Documentation and knowledge transfer
Dependencies
• Integration access to Gravity Forms, Clockify, DocuSign, QuickBooks
• Document templates (LRS forms, WBLE-1, etc.)

Ideal Skills and Experience:
- Strong expertise in Salesforce development and customization.
- Experience with building and managing custom objects and record types.
- Proficiency in creating and managing page layouts and relationships within Salesforce.

I am looking forward to collaborating with a professional who can bring this project to completion and enhance our service delivery capabilities.