From 25 to 5 minutes: How World Class Uppsala streamlined its application process with Salesforce
The challenge
World Class Uppsala provides financial support to organisations aiming to host events or drive initiatives for societal benefit. Previously, applications were managed using a manual Word-based system, with all information stored in folders. Each application required an average of 25 minutes of administrative work. The system was cumbersome for applicants, administrators, and decision-makers alike.
There was a clear need for a digital and automated process to streamline workflows and make information easily accessible to all stakeholders.
Sharing application data among multiple stakeholders was often challenging, resulting in delays in decision-making when everyone didn’t have access to complete information on time.
The solution
World Class Uppsala implemented Salesforce’s Grantmaking for Public Sector, a system designed to streamline the entire application process. Applicants can now register, create a user ID, and save their draft applications. The digital platform includes clear instructions and features to ensure all necessary information is submitted for a complete application.
Once submitted, applications can be tracked digitally throughout the decision-making process. All data and attachments are consolidated in one place, accessible to stakeholders, making the process more transparent and efficient.
The reporting process for approved projects has also been automated. The system’s user-friendly design minimises confusion, simplifying tasks for both applicants and administrators.
The outcome
Salesforce has significantly improved the application process for applicants, the organisation, and stakeholders. The new system has almost entirely eliminated time-consuming manual tasks, freeing up resources to focus on developing more world-class events in Uppsala.
The implementation, originally estimated by Destination Uppsala to take three years, was completed within just a few months, and quickly put into use.
Uppsala: A city with world-class events
World Class Uppsala provides financial support for events that strengthen the city’s profile both nationally and internationally. Over the past 15 years, the initiative has allocated more than SEK 60 million to various events, boosting Uppsala’s position and creating societal value.
A collaboration between 19 member organisations, including public and private actors, World Class Uppsala aims to support impactful events that foster knowledge exchange, unique experiences, and positive visibility for Uppsala.
The supported events range from diverse categories, such as Uppsala Stadsmission’s food bank, the World Floorball Championships, Uppsala Folk Flute Festival, and NFOG’s Nordic Congress of Obstetrics and Gynecology. The funding is balanced between culture, science, and sports.
The initiative’s success has inspired other municipalities to create similar programs.
World Class Uppsala has also spearheaded its own initiatives, such as Health Summit, an event highlighting critical topics like antibiotic resistance. The summit is now entirely run by Uppsala University.
In great need of a world-class system
Since its inception 15 years ago, World Class Uppsala relied on a manual Word-based application system. Applications couldn’t be saved as drafts, were often incomplete, and required time-consuming revisions and manual handling by administrators.
Applications and attachments were shared with experts and member organisations via a digital portal, but files were sometimes misplaced in email exchanges, delaying decisions.
Approved projects also had to submit reports, another administratively heavy and inefficient process. It became evident that simplifying and automating these workflows was necessary to save time and ensure smooth operations.
Jonas Ekebacke, responsible for public events at Uppsala Municipality, and a single communicator handled the time-intensive process of managing approximately 90 applications annually.
“We wanted to leave behind the old folder-based system and endless back-and-forth emails. The goal was to gather all information in one place,” Ekebacke explains.
A quick and cost-effective solution
A procurement process revealed that Salesforce’s Grantmaking for Public Sector was the best fit for World Class Uppsala’s needs. Together with Sofigate, the system was customised to streamline both application and reporting processes.
With the new system, applicants can now:
- Register and create a user ID.
- Save applications incrementally.
- Receive clear instructions to ensure all requirements are met before submission.
Applications can be tracked digitally throughout the entire decision-making process. All data and attachments are consolidated in one place, integrated with Microsoft Outlook, and easily accessible to administrators and decision-makers. The system also sends automatic reminders and updates to applicants.
The reporting process has been digitalised and designed to minimise questions and ambiguities.
The work began immediately by mapping the required licenses. Once completed, the team focused on tailoring the system to World Class Uppsala’s specific needs. The implementation progressed much faster than Ekebacke expected.
Ekebacke initially estimated the new system’s rollout to take three years. However, within less than six months, only minor adjustments remained, while event follow-ups had already started.
“The process was smooth and solution focused. Much of the communication happened via Teams, responses were quick, and we had regular check-ins,” says Ekebacke. “There was no need for extensive programming – Anders could make adjustments both quickly and cost-effectively.”
Anders Wikman, Salesforce Solution Consultant, oversaw the implementation. He notes that clients are often surprised by how quickly the process can go and how little programming is required. World Class Uppsala’s implementation went particularly smoothly thanks to their thorough preparations.
“They had a solid foundation, which enabled a quick and efficient process,” says Wikman.
Significant time savings
The new system provides a comprehensive overview of both ongoing and completed projects, simplifying future decision-making. One major advantage is its integration with Outlook, allowing seamless and continuous communication with applicants.
The most significant gain, however, is the tremendous reduction in administrative time, which has decreased by 75%.
“Previously, reports led to questions in 80% of cases. Today, those questions have almost entirely disappeared thanks to the new system,” says Ekebacke.
The time previously spent on administrative tasks can now be dedicated to creating and further developing impactful projects.
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