Overview of the Plan Object in Salesforce

The Plan Plan__c object in Salesforce is utilized to manage both recruitment and academic aspects of our offerings. It's pivotal to understand the distinction between the two record types within the Plan object: Recruitment Plans and Academic Plans.

Recruitment Plans

• These represent the marketing offerings displayed on our website for new applicants.
• Example: Bachelor of Business Administration (BBA) as a showcased program.

Academic Plans

• These are the actual programs in which applicants enroll.
• Example Academic Plans: BBA, BBA+1, BBA+2.

Linkages Between Recruitment and Academic Plans

• Recruitment to Academic Plan Linkage:
• Bachelor of Business Administration (BBA) => BBA

Academic to Recruitment Plan Linkage:

• BBA => Bachelor of Business Administration (BBA)
• BBA+1 => Bachelor of Business Administration (BBA)
• MBM+1 => Master of Business Management (MBM)

Applicant Assignment Process:

Applicants initially apply to a Recruitment Plan. They are initially assigned to the default Academic Plan linked to that Recruitment Plan, changed later on the application’s opportunity record page based on their qualifications.

Required Fields and Lookup Filters

When creating or editing records in the Plan object, it is essential to respect the lookup filters and accurately fill the required fields.

Common Required Fields:

• Type__c: Distinguishes between Recruitment and Academic records.
• Active__c: Indicates whether the plan is currently active.

Lookup Fields and Filters:

• Every lookup field in the Plan object has a specific filter that must be respected to maintain data integrity.
• Example: Academic_Program__c should be linked to an Account of type 'Academic Program'. This filter is enforced by the system, so you cannot make a mistake. However, you can still mistakenly lookup to the wrong ‘Academic Program’ record.

Distinction Between Recruitment and Academic Plans in Our Records

This is a reiteration of the above concepts based on actual existing records in our org database.

Recruitment Plans:

• Include programs like Bachelor of Business Administration (BBA), Master of Business Management (MBM), etc.
• These are the plans showcased to potential applicants.
• Each Recruitment Plan has a default Academic Plan linked to it. This linkage is crucial for automatically assigning an Academic Plan when an applicant shows interest in a Recruitment Plan.

Academic Plans:

• Include specific programs like BBA, BBA+1, MBM, etc.
• These plans are assigned based on the qualifications of the applicants.
• Each Academic Plan is linked to the associated marketed Recruitment Plan. This is one way the system knows which Academic Plan belongs to which Program.

---

Creating and Managing Plan Records

Creating or managing new Plan records in Salesforce requires following a specific order of operations. This process ensures that all necessary relationships and references are established correctly.

Order of Operations

1. Confirm or Create the Educational Institution Account:
   • Check if the educational institution (Account record type: Educational Institution) exists in the system.
   • If it doesn't exist, create a new Educational Institution Account.
2. Confirm or Create the Academic Program Account:
   • Verify if the Academic Program (Account record type: Academic Program) related to the plan exists.
   • If not, create the Academic Program Account.
   • Use the 'Parent Account' field on the Account object to link the Academic Program to the Educational Institution.
3. Proceed to the Plan Object:
   • Before creating a Plan record, decide whether it's an Academic Plan or a Recruitment Plan you are trying to create or manage.
   • Regardless of the type, start by dealing with the Academic Plan.
4. Creating or Managing an Academic Plan:
   • Create a new Academic Plan and link it to the Academic Program using the appropriate field.
   • Leave the 'Recruitment Interest' field blank for now, as this will be filled after creating the corresponding Recruitment Plan.
5. Creating or Managing a Recruitment Plan (If Applicable):
   • After setting up the Academic Plan, create the Recruitment Plan.
   • Link the Recruitment Plan to the newly created Academic Plan using the lookup field.
6. Finalize the Two-Way Binding:
   • Return to the Academic Plan record.
   • Update the 'Recruitment Interest' field to link to the newly created Recruitment Plan.
   • This establishes a two-way binding between the Academic and Recruitment Plans.

Important Considerations

• Validation of Existing Records: Always confirm the existence of related records before proceeding with the creation of a new Plan record.
• Respecting Order: The process must be followed in the specified order to ensure data integrity and correct linkages.
• Two-Way Binding: The final step of updating the 'Recruitment Interest' field in the Academic Plan is crucial for maintaining the relationship between the Academic and Recruitment Plans.

Adhering to this process is essential for maintaining the accuracy and integrity of our recruitment and academic data within Salesforce.