Scottship Solutions

BACKGROUND

Please describe your company and position.

I am a senior manager of Experience Camps

Describe what your company does in a single sentence.

Experience Camps is a national nonprofit that provides free, week-long overnight camp programs for children who have experienced the death of a parent, sibling, or primary caregiver, combined with year-round grief support. Our mission is to give children experiences that change their lives forever, guided by the belief that every child deserves to live a life rich with possibility. Our programs pair traditional summer camp activities with grief-informed support from trained counselors, delivered across camp locations nationwide, all completely free of charge to families.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Scottship Solutions to accomplish?

• Trace data flows and surface breakdowns — identify where data moves manually between systems, where it's duplicated, and where integrations were failing or unreliable (e.g., donor management to finance, program participant tracking to engagement).
• Assess operational efficiency — pinpoint bottlenecks and manual processes across fundraising, program registration, HR/seasonal hiring, and finance that could be streamlined or automated.
• Conduct a high-level security and compliance review — evaluate access control structures, data privacy practices (especially camper/family and donor data), and compliance workflows, without duplicating our Managed IT provider's technical security work.
• Deliver a future-state architecture and roadmap — provide a 3–5 year systems architecture recommendation, with a phased (immediate/mid-term/long-term) implementation plan, budgetary estimates, and clear ownership (internal team vs. Managed IT vs. other vendors) for each recommendation.
• Produce a right-sized set of deliverables — a current-state assessment, systems and data flow diagrams, a risk register, a gap analysis, and a prioritized roadmap, built to hand off cleanly to internal staff and our Managed IT partner for execution.
• Map our full systems landscape — inventory and document how our fundraising, marketing, program delivery, HR, finance, and operations systems fit together.

SOLUTION

How did you find Scottship Solutions?

Referral

Why did you select Scottship Solutions over others?

• High ratings
• Pricing fit our budget
• Good value for cost
• Referred to me

How many teammates from Scottship Solutions were assigned to this project?

2-5 Employees

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

We engaged Scottship Solutions to conduct a comprehensive systems infrastructure audit across our organization — evaluating fundraising, marketing, program delivery, HR, finance, and operations systems for how well they support data integrity, security, compliance, and scalability, with a high-level IT review done in coordination with our Managed IT provider. The engagement covered systems inventory, data flow mapping, workflow efficiency assessment, and security/compliance review, culminating in a future-state architecture and a prioritized implementation roadmap.

Key Deliverables:

1. Current State Assessment — Full inventory of existing systems and how well they meet organizational needs.
2. Architecture & Data Flow Diagrams — Visual mapping of how data moves across departments, surfacing manual workarounds and integration gaps.
3. Risk Register — Systems risks ranked by severity and likelihood.
4. Workflow Assessment — Bottlenecks and automation opportunities across key operational processes.
5. Gap Analysis — Where current systems fall short of supporting our growth plans.
6. Future-State Architecture — A 3–5 year systems blueprint with consolidation and integration recommendations.
7. Prioritized Roadmap — Immediate, mid-term, and long-term initiatives with effort, cost, and ownership assigned to each.
8. Budgetary Estimates — Cost guidance to support planning and prioritization.

Together, these gave us a clear picture of where our systems stood and a practical, sequenced path forward.

RESULTS & FEEDBACK

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

1. Delivered on time, on budget, and within scope — full deliverable set completed within the expected timeline, with a clean invoice close-out and offboarding process.
2. Translated findings into actionable tools — the roadmap was converted into a Quick Wins Tracker and a Phased Implementation Tracker, so recommendations could be executed immediately rather than sitting in a static report.
3. Risks identified and prioritized — a risk register ranked systems-level risks by severity and likelihood, giving leadership a clear starting point.
4. Recommendations phased and assigned ownership — every initiative was sequenced and assigned an owner, enabling a clean handoff into execution.

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

Scottship Solutions delivered the engagement on schedule, hitting the original RFP timeline from kickoff through final findings without delays. Communication was proactive throughout — the team kept us informed and looped in as the audit progressed rather than going quiet between milestones. They were responsive to our needs, adapting to our team's availability and questions without adding friction to the process. Overall, the engagement felt well-managed from start to finish, with a clean handoff into execution once the roadmap was delivered.

What was your primary form of communication with Scottship Solutions?

• Virtual Meeting
• Email or Messaging App

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

Their willingness to jump in and offer both short-term fixes and long-term solutions to our current issues with systems and processes! The team met with us weekly to discuss progress and address any concerns we had along the way.

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

The final deliverables were dense, and the final presentation felt a bit disconnected from all the documents and process maps shared. A guide for how to navigate all the documents would be helpful.