Stepwise

BACKGROUND

Please describe your company and position.

I am the Co-Founder & Managing Partner of Ackwest Group

Describe what your company does in a single sentence.

The ACKWEST Group is redefining the future of data creation. Our modern technology-driven consumer insights and marketing services solutions help clients eZiciently convert data into actionable business intelligence, enabling quicker and more informed business decisions. Led by visionary entrepreneurs and industry experts, ACKWEST acquires, builds, and scales transformative businesses into the influential leaders of tomorrow. More information at www.ackwest.com.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stepwise to accomplish?

• Develop technology platform leveraging AI, Machine Learning and advanced data science

SOLUTION

How did you find Stepwise?

Referral

Why did you select Stepwise over others?

• Great culture fit
• Referred to me

How many teammates from Stepwise were assigned to this project?

6-10 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Develop back end data platform for collecting and managing first party data.  Leverage AI & ML to optimize all business processes.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

When we started developing a new platform that utilized AI, machine learning, and other related technologies, we sought a partner who could provide and apply their expertise not just as contractors but as genuine partners. As a result, Stepwise seamlessly integrated into our internal R&D efforts. They encouraged experimentation, creating an environment that fostered innovation while maintaining development standards. Their team showed a deep understanding of AI technologies and adapted as the project evolved.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The team was available to meet regularly, and the relationship was very collaborative. It's not often that a partner strikes the right balance between technical ability and business understanding, but Stepwise managed to accomplish this.

While we allocated a significant budget for this partnership, the value we received met our expectations. The return on this investment was evident in the quality of the product and the strategic growth we experienced through their support.

What was your primary form of communication with Stepwise?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Working with Stepwise has been a positive experience for our business’s growth and development. They brought technical expertise, a structured process, the right tools, and effective interpersonal skills that enhanced our product development from the beginning.

Are there any areas for improvement or something Stepwise could have done differently?

None

BACKGROUND

Please describe your company and position.

I am the Co-founder & Managing Partner of Seerio Sp. z o.o.

Describe what your company does in a single sentence.

For hospitality professionals seeking smarter, data-informed decisions, Seerio offers advanced account management, benchmarking, and forecasting tools with unmatched meeting market data for a competitive edge.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stepwise to accomplish?

• Process optimization
• Cost reduction
• Wow effect

SOLUTION

How did you find Stepwise?

Referral

Why did you select Stepwise over others?

Referred to me

How many teammates from Stepwise were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Scope of Work
This project focuses on implementing a system that integrates advanced processing capabilities with caching, augmentation, and API-based interactions. Below is a detailed breakdown of the scope of work and key deliverables.

 
1. Functional Overview
The scope includes designing and implementing the following components:

A robust system for batch processing and augmentation using an augmentation engine.
Reliable data processing and state management through caching mechanisms and error-handling patterns.
API-based integrations and documentation to ensure seamless interaction with external systems.
 
2. Key Deliverables
2.1 Implementation
API Implementation

Develop an API to enable system interaction with third-party services like OpenAI, LangSmith, and Serper.dev.
Ensure proper request and response handling.
Batch Processing

Implement batch processing capabilities to handle data input through CSV files.
Ensure scalability and reliability for large datasets.
Augmentation Engine

Build an augmentation engine based on the existing proof of concept (PoC).
Focus on cost-effectiveness and performance optimization.
Prompt Engineering

Design and refine prompts for interactions with LLMs, optimizing for accuracy and relevance.
Error Handling and Outbox Pattern

Implement an outbox pattern for reliable data processing and state tracking.
Develop robust error handling and retry logic, especially for API interactions.
Containerization

Package the application into a Docker container for seamless deployment and scalability.
 
2.2 Caching
Search Engine Response Caching

Implement caching for search engine responses to minimize redundant API calls and improve performance.
Graph State Caching

Enable the system to resume flows for specific companies by caching their processing state.
Caching for Companies and Processing States

Implement caching for company data to enhance reliability and speed during processing.
 
2.3 Integration and Research
Internal Testing

Conduct integration testing to ensure all components work harmoniously.
Address any issues or bottlenecks discovered during the testing phase.
Cost Monitoring

Configure the system to track and monitor LLM-related costs using LangSmith tools.
 
2.4 Database Design
Database SchemaPrepare a MySQL database schema to support the application's needs, ensuring compatibility with caching and processing functionalities.
 
2.5 Documentation
Technical DocumentationDeliver comprehensive documentation covering system architecture, functionalities, and integration guidelines.
 
2.6 Meetings
Coordination MeetingsHold regular meetings with stakeholders to track progress and address feedback.
 
3. Assumptions
Logging:
Logs will stream to the standard output for easy integration with external systems.
Containerization:
The application will be delivered as a Docker image for easy deployment.
Deployment & Monitoring:
Deployment, monitoring, and alerting are outside the scope and will be managed by Seerio.
API Key Management:
Seerio will handle API key setup and management for all third-party services.
Industry and Segment Moderation:
Seerio will provide rules for moderating sensitive data and segment assignments.
 
4. Exclusions
The following are not included in the scope:

Authentication and authorization mechanisms.
Monitoring and alerting setups.
CI/CD pipelines for automated deployment.

Summary of Key Deliverables
API Implementation (2 hours)
Batch Processing (4 hours)
Augmentation Engine (24 hours)
Prompt Engineering (3 hours)
Outbox Pattern for Processing (8 hours)
Database Schema (1 hour)
Caching Mechanisms (11 hours)
Internal Testing (2 hours)
Containerization (1 hour)
Technical Documentation (7 hours)
Meetings (2 hours)
 
Total Effort: 65 Hours
This effort accounts for all critical functionalities, caching mechanisms, testing, and documentation necessary to deliver a robust and efficient system. The implementation will be cost-effective, scalable, and aligned with Seerio's operational needs.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Technical and Operational Improvements
AI-driven solutions replaced manual processes, enhancing efficiency and reducing reliance on human effort. The system ensures consistently higher-quality outcomes, delivering superior performance and reliability.

Performance and Cost Efficiency
The integration of AI optimized workflows, reduced processing times, and minimized costs, achieving significant savings while maintaining a higher standard of output quality.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The team demonstrated exceptional project management skills, delivering all items on time and adhering strictly to agreed timelines. They employed reliable and efficient time-tracking practices, ensuring transparency and accountability throughout the project. Communication was prompt and professional, with all needs and inquiries addressed in a timely manner, reflecting their commitment to customer satisfaction.

What was your primary form of communication with Stepwise?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Value for money

Are there any areas for improvement or something Stepwise could have done differently?

We do not have any comments or suggestions for improvement. Stepwise delivered the project with professionalism, efficiency, and exceptional quality, meeting all expectations seamlessly.

BACKGROUND

Please describe your company and position.

I am the Senior Programme Associate of Caribbean Cooperative MRV Hub

Describe what your company does in a single sentence.

The Caribbean Cooperative MRV Hub is a regional institution designed to support English-speaking Caribbean Countries in their efforts to: improve MRV systems, build Paris Agreement reporting capabilities, and enhance their domestic evidence-based policymaking.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Stepwise to accomplish?

• The main objective was to build a data and information platform integrated into the MRV Hub website

SOLUTION

How did you find Stepwise?

Tech to the Rescue

Why did you select Stepwise over others?

Referred to me

How many teammates from Stepwise were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Dashboard preparation and integration into the MRV Hub website. The Dashboard will contain a central storage and archiving location, easy access to data and a system to help Caribbean SIDS track their implementation and progress of actions in achieving the highest climate change targets within their Nationally Determined Contributions (NDCs). The dashboard will be prepared with the usage of LookerStudio. It will consist of graphs, tables, NDC tracker and components for choosing a country. The dashboard will be ready to embed in a webpage. Data for the dashboard will be stored in Google Sheets. The scope includes the selection of the appropriate storage for data and reports.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Dashboard created, capacity building in looker studios, storage options selected

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Stepwise were very responsive; they responded to our needs and offered professional advice. They met regularly with the team and ensured that knowledge was transferred.

What was your primary form of communication with Stepwise?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

They were able to suggest improvements to our original scope. They ensured that the knowledge that was needed to conduct the work was transferred to the staff and they were willing to assist with any queries that the team had.

Are there any areas for improvement or something Stepwise could have done differently?

Possibly, clarified their non-expertise area very early-on

BACKGROUND

Please describe your company and your position there.

CEO startup PERMITS to Fly is the world’s first automated system that applies for landing and overflying permits required in civil aviation

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Stepwise?

The main goal was to create the MVP that I can present to my clients. My idea was to use the MVP as a mock-up for the final product.On the base the MVP prepares the calculation of a software.

SOLUTION

How did you select this vendor?

I knew that I want to cooperate with a well organized - medium size software house. I found information about Stepwise on the website of a company that manages company finances and has a great reputation.

Describe the project in detail and walk through the stages of the project.

The first step - the meeting with PM and Chief Cloud Architect – I presented the full view of the product: future client, future users, main functionality, and proposition value. We decided that the demo product would meet my needs. That was a moment I saw that people thought about PERMITS to Fly as a future user, and software provider. This creative approach is continued.

How many resources from the vendor's team worked with you, and what were their positions?

PM, UX x 2

RESULTS & FEEDBACK

Can you share any outcomes from the project that demonstrate progress or success?

We’ve tested it with the potential users. We achieved the principal challenge - they said “The application process is simple, easy and intuitive”.

How effective was the workflow between your team and theirs?

The workflow between teams was fluent. They presented valuable products of their works – I always got more than I could expect. Their vision has completely covered our needs. UX team was communicative. They responded quickly.

What did you find most impressive or unique about this company?

They were really engaged in the project. They proposed a more convenient solution that I wanted. I could discuss all doubts. They are nice people.

Are there any areas for improvement or something they could have done differently?

… I can see nothing. We are still working together.

BACKGROUND

Introduce your business and what you do there.

I’m a data scientist at Stabilis.io, an IT services and consulting company. We prepare applications for big manufacturing companies.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Stepwise?

We needed a special software piece to collect and analyze data.

SOLUTION

What was the scope of their involvement?

Stepwise helped us develop a custom software solution for a factory in Poland that helps them collect and analyze data from the production head in machinery. They designed everything from scratch, using Python as the programming language and Scala for the machine learning side.

During our client’s production process, chemical or temperature variables sometimes cause quality issues. This solution allows them to predict when these issues can happen based on data analyzes of past productions.

What is the team composition?

We worked with a data scientist, who was our main point of contact, and four other people.

How did you come to work with Stepwise?

They were recommended to us.

What is the status of this engagement?

We worked together from January–June 2022.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

The quality of the solution developed by Stepwise was very good.

How did Stepwise perform from a project management standpoint?

Stepwise’s communication was great. We had meetings every two weeks to review the project, and their leadership team talked with me once a month to see how their team was performing. Although we made some estimations in the beginning, we worked by a time-and-materials model. We used GitHub and Jira to manage the project, and we communicated via email and Google Meet.

What did you find most impressive about them?

Stepwise understood our needs very well, so it was possible to talk with them on a business level. Additionally, they were very efficient and flexible — we would like to work with them on our next project.

Are there any areas they could improve?

No, nothing comes to my mind. Whenever we faced issues, they handled them immediately.

BACKGROUND

Introduce your business and what you do there.

I’m a data scientist at Stabilis.io, an IT company with an application for large manufacturing companies. We have a special, dedicated software to collect and analyze data.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Stepwise?

We needed help with custom software development.

SOLUTION

What was the scope of their involvement?

They helped us with a very big project for a large factory client in Poland: custom software that automatically collects and analyzes data.

When production is ongoing in the factory that involves a chemical or temperature process, there can be problems with the quality of the production due to outside temperature changes refrigeration changes, etc. Stepwise helped us create a machine learning solution that predicts when these problem with quality will arise based on the information gathered from past occurrences.

They worked as a subcontractor to deliver a ready-to-use solution for the client, working from scratch in Python and Scala. 

What is the team composition?

There was one main data scientist who we communicated with.

How did you come to work with Stepwise?

They were recommended to us.

What is the status of this engagement?

We worked together from January–June 2022.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

They showed us what needed to be done and how to be successful. Then, they delivered a quality product.

How did Stepwise perform from a project management standpoint?

Their communication was very good. We had meetings every two weeks, and they sent me a cost and time calculation every month. We used GitHub, together, and they used Jira internally. Most interactions happened over email. 

What did you find most impressive about them?

They understood our business needs; it was possible to talk with them on a business level and not just on a technical level. I understood what they were talking about.

I hope we work together again, as they’re a good and effective partner.

Are there any areas they could improve?

No, there’s nothing that comes to mind. If there were any issues, they reacted at once.

BACKGROUND

Introduce your business and what you do there.

I’m the product lead at Mondeca, a software editor expert in AI for taxonomy management and smart content tagging.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Stepwise?

We had a 20-year-old app built on an old tech stack with a cumbersome UX. We were looking for a company to redevelop it.

SOLUTION

What was the scope of their involvement?

Stepwise has built the new version of our app, including the UX/UI design.

What is the team composition?

The team size ranges depending on our cash flow.

How did you come to work with Stepwise?

They came to us looking for potential clients, but we weren’t ready at the time. When this project came up, we contacted them among other companies. We chose them based on the quality of their work and experience. We asked each potential contractor to explain how they’d approach the project, and Stepwise demonstrated a remarkable ability to understand our app’s complexity. Also, they could potentially deliver a production-level application, which wasn’t the case with other potential contractors.

How much have you invested with them?

We’ve spent over $50,000.

What is the status of this engagement?

We started working together in December 2020, and our relationship is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

They’re able to understand complex projects. Stepwise suggests and organizes the work in processes that are efficient for everyone. They also adjust the processes as needed so we can deliver on time.

How did Stepwise perform from a project management standpoint?

The team meets deadlines, and they’re helpful and available when we need them. When we had to downsize due to a lack of cash flow on our end, they were flexible. Moreover, they always manage to find a solution without jeopardizing the project.

What did you find most impressive about them?

They understand complex projects and systems. We didn’t expect to have people who understood us without training them for days.

Are there any areas they could improve?

Moving things from ongoing work to handing it over to the developers was painful to setup.

Do you have any advice for potential customers?

I recommend they do test them with a proof of concept. You’ll see that the results are high quality.

BACKGROUND

Introduce your business and what you do there.

I’m a project manager at Signes de Sens, an NGO that provides services for people with disabilities, such as improving their access to culture, learning, and other activities. Our vision is to improve the inclusion of people with disabilities in society.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Stepwise?

We’ve been working on a project involving children with autism to teach them daily gestures with mimicry. We already had three mobile applications for this with different videos, and we wanted to have a single app that had all the learning materials in the same place. We needed help developing an MVP and improving the app’s ergonomics.

SOLUTION

What was the scope of their involvement?

We started the project by having a kickoff meeting with Stepwise to make sure we were on the same page and that they had our strategy in mind. While the UX design was ready, the UI design wasn’t finished when the project started, so Stepwise helped us complete it. Then, they started the development using Flutter. We had dailies and demos where we invited other people from our organization to give feedback.

In terms of features, the team added a video library with several videos from our previous app and a video player where children can watch videos to learn gestures. Stepwise added other resources such as paper tools that the parents can download and print at home. Another feature they implemented allows the user to follow the child’s progress within the app. For example, parents can validate the skills their child is learning and visualize them in a tree.

Additionally, Stepwise has been providing us with advice on the best ways to develop mobile applications. The team has completed the MVP, which works on both Android and iOS, and they’ll be working on a new iteration of the app and a version in Polish.

What is the team composition?

We’ve worked with four people from Stepwise, including a Scrum master, a UI/UX designer, and two developers, one senior and one junior. The Scrum master helps us organize the development plans while the junior developer has built the entire app, with the senior developer there to support her if needed. 

Not all teammates are with us all the time. For example, the UI/UX designer was only with us full-time initially, and she’s only come back punctually when we’ve needed her.

How did you come to work with Stepwise?

We met them through another NGO that linked us. We sent an RFP looking for companies willing to develop this project, and Stepwise was our first candidate. We chose them because we had a great connection; they seemed really organized and wanted to develop a product with social impact, which gave us the confidence to hire them. 

How much have you invested with them?

Stepwise has worked pro-bono for the first six months of the project.

What is the status of this engagement?

We started working together in July 2021, and they completed the MVP in January 2022; we had a one-month delay due to trouble on our end. Our engagement with Stepwise is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement? 

Stepwise has improved our app; it’s more effective, and the ergonomics are much better. We’re very happy to see the app’s new functionalities they’ve implemented. 

We started testing the app last week, and users who knew the old app are very impressed with the new design. Previously, they could only see one video, and now they can see many videos and have access to a lot of other content, which they’re thrilled about. Users also appreciate that they can see all the content in one place. 

How did Stepwise perform from a project management standpoint?

We’re very happy with their project management. They’ve organized the work in an accessible way. As an NGO, we don’t have much technical knowledge, and the Stepwise team is always there to give us technical explanations and estimate the time they need for development. 

They’re also very responsive and very agile. For example, if we have an issue, they answer right away, which we really appreciate. We use Slack to share information, and our communication is very fluid even though we speak different languages. As for project management, we use Jira and Confluence. During development, we had daily meetings to communicate on progress.  

What did you find most impressive about them?

I’m impressed by Stepwise’s professionalism. Even though they’ve been working pro-bono, they’re always professional and available to answer our questions – I appreciate that.

Are there any areas they could improve?

No, I don’t think there’s anything they need to improve — it’s been a perfect project.

Do you have any advice for potential customers?

Trust them! Don’t hesitate to work with Stepwise because you can rely on their skills and project management. They know what they’re doing, so just follow their path, and everything will go well.

BACKGROUND

Introduce your business and what you do there.

I’m the COO of Spica Technologies Ltd, a software product company specializing in property technologies. We provide services and tech solutions that streamline office management and facilities operations for businesses.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Stepwise?

We have our own in-house software development team, but there are always peaks and drops in demand for development. We wanted to hire a third-party supplier that could provide skilled resources to supplement our team and scale as needed.  

SOLUTION

What was the scope of their involvement?

Originally, they provided mobile app developers, but the scope of their work has expanded. Now they provide all-around software development services and UX/UI design.

Our mobile apps and web-based platforms can be integrated with existing business systems to provide better workplace experiences. Employees and other stakeholders can use our platforms to book desks and meeting rooms, communicate with catering groups, or use their phones as their security badges. Our solutions even have wayfinding features.

What is the team composition?

I work with Krzysztof (CEO).

How did you come to work with Stepwise?

We were looking at nearshore partners in Eastern Europe because the time difference wasn’t too dramatic. The CTO of my company evaluated a number of companies based on the projects they’ve worked on before and selected Stepwise.

How much have you invested with them?

Depending on which resources we use, we spend between £15,000–£20,000 a month with them (approximately $190,000–$250,000 USD in total).

What is the status of this engagement?

We started working with them in September 2020 and our partnership is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement? 

They’re involved in our day-to-day development activities, so we know how long it should take for them to accomplish each task that they’re assigned. We always discuss any issues they’re having, resolve them, and discuss design options and technical options.

How did Stepwise perform from a project management standpoint?

They’ve become integrated with our team. We have team members from around the world, and Stepwise gets along with all of them. As members of our team, their developers are in our daily standups and they participate in our agile sprints. We use Jira to track all of their tickets.  

What did you find most impressive about them?

I’ve been impressed with their work ethic — they work very hard. On top of that, they have impressive technical skills. A few times they’ve had to learn on the job, but they quickly pick up new skills and they’re diligent about the work they produce.

Are there any areas they could improve?

No, everything is working well right now.

Do you have any advice for potential customers?

I have a bi-weekly meeting with Krzysztof to get ahead of problems that may arise. Having senior-level interaction between our two companies has worked quite well.

BACKGROUND

Please describe your company and your position there.

Plexus Media is a data-driven investor marketing firm enabling new digital ways to share your investment story and attract potential retail investors. I am the Director of Operations for Plexus Media.

OPPORTUNITY / CHALLENGE

For what projects/services did your company hire Stepwise, and what were your goals?

We hired Stepwise to develop our MVP software offering. The goal was to—using our existing proven model of successful programs in investor marketing—create a SaaS to give a wider reach and application to our existing services. We selected 2 programs that we wanted to develop into a SaaS, and worked with Stepwise on the full development, from UI/UX design to development.

SOLUTION

How did you select Stepwise and what were the deciding factors?

We met the Stepwise team and felt that they had the expertise and understanding of the SaaS model we were trying to achieve. Their team spoke excellent English, and offered a competitive rate for their services.

Describe the scope of work in detail, including the project steps, key deliverables, and technologies used.

They designed the UI/UX based on our preliminary mockups, and developed the infrastructure for development from the ground up. We worked together on a project timeline, which was adjusted on a regular basis to incorporate additional required features as the project progressed.

We received a weekly demo of progress, and our team managed manual bug testing and bug reporting. We addressed challenges together, and found solutions that met our needs each time.

The key deliverables were 2 fully functioning programs, representing 2 separate investor marketing services, with 3 user types. We used Slack and Jira for communication and project management.

How many people from the vendor's team worked with you, and what were their positions?

We worked with a large team of theirs, some of whom were part-time and some of whom were dedicated full-time to our project. We worked with a UI/UX designer, several FE associates, several BE associates, and their leadership. Near the end of the collaboration, we hired an in-house full-stack developer, and Stepwise’s BE Developer worked with us full-time.

RESULTS & FEEDBACK

Can you share any measurable outcomes of the project or general feedback about the deliverables?

Although the project took longer than we initially expected, what ultimately was achieved was beyond an MVP platform. The platform is fully-functioning, and we are continuing to develop it independently, with a great framework established by Stepwise.

Describe their project management style, including communication tools and timelines.

We met three times a week, with additional meetings as needed for more in-depth project management discussions. We used Slack to communicate, and Jira to document project components and progress. They established a timeline based on our desired outcomes, which we adjusted as necessary.

What did you find most impressive or unique about this company?

Their team members worked together very well. They understood their roles, and were proactive in working together to achieve results.

Are there any areas for improvement or something they could have done differently?

They held a call specifically to discuss lessons learned and opportunities for improvement at the end of our collaboration, which was an excellent opportunity for us to go through areas for improvement. We had some challenges with the time difference, and with setting of expectations.