Business Systems Analyst

Our non-profit organization seeks an experienced contract Business Systems Analyst to assess and document current-state business processes, systems, workflows, and data across its Water Conservation Programs, including:

• Garden In A Box
• Lawn Replacement
• Slow the Flow
• Conservation Engagement / Water Partner Relations

The organization currently relies on a combination of homegrown applications, customized platforms, and disconnected third-party tools, resulting in operational inefficiencies, manual workarounds, scalability challenges, and inconsistent participant and partner experiences.

The Business Systems Analyst will partner with program and operational leaders to:

• Map current-state workflows, systems, and integrations
• Identify pain points, inefficiencies, and operational risks
• Evaluate data flows and reporting requirements
• Define business and functional requirements
• Recommend future-state technology solutions, with a focus on CRM / case management / portal / e-commerce / scheduling / integration needs
• Deliver an evaluation and roadmap document to support solution selection and implementation planning

Objectives

The contractor will help us:

1. Gain a comprehensive understanding of the current systems ecosystem
2. Create visibility into fragmented workflows and manual processes
3. Identify opportunities to streamline operations and improve user experience
4. Determine whether a single platform, integrated platforms, or custom solutions are most appropriate
5. Build requirements for a future CRM / participant portal / partner portal / or other systems solution

6. Create a phased roadmap for implementation and investment

Scope of Services / Key Responsibilities

1. Discovery & Stakeholder Interviews

Conduct interviews and workshops with key stakeholders, including:

• Program Managers
• Operations staff
• Finance / Accounting
• Marketing / Communications
• IT / technical vendors / developers
• Leadership team
• Potentially external partners / water providers

Gather insights on:

• Current workflows
• System usage
• Pain points / workarounds
• Reporting needs
• Desired future capabilities

2. Current-State Process Mapping

Document current-state workflows for:

• Customer / participant journeys
• Application and intake processes
• Scheduling and field operations
• Inventory and fulfillment workflows
• Payment and financial processes
• Partner communications and reporting
• Customer service and communications workflows

Deliverables may include:

• Swimlane diagrams
• Process maps
• SOP-style documentation
• Systems interaction diagrams

3. Systems & Integration Assessment

Inventory and evaluate current systems, including but not limited to:

• WooCommerce / WordPress
• Monday.com
• Gravity Forms
• Zapier
• Authorize.net / Square
• SendGrid
• Google Workspace
• Slack / Zoom / SurveyMonkey / Constant Contact
• Custom Slow the Flow application
• Data repositories / spreadsheets / manual exports

Assess:

• Integrations and dependencies
• Redundant tools
• Manual handoffs
• Data quality and duplication issues
• Risks and scalability concerns

4. Data & Reporting Analysis

Document:

• Data captured across systems
• Key reports / dashboards needed
• Manual reporting processes
• Opportunities for data centralization and analytics

Assess needs for:

• Program performance reporting
• Partner reporting
• Financial reporting
• Customer service metrics
• Operational dashboards

5. Future-State Requirements Definition

Develop business and functional requirements for future solutions, potentially including:

• CRM / case management
• Participant self-service portal
• Partner portal
• Scheduling / routing tools
• E-commerce / inventory management
• Payment and tax handling
• Communications automation
• Analytics and reporting
• Integration middleware / API needs

6. Technology Evaluation / Recommendation

Research and evaluate possible solutions, which may include:

• CRM platforms
• Case management platforms
• Portal solutions
• Custom build vs. buy analysis
• E-commerce alternatives
• Scheduling / routing platforms

Provide:

• Option analysis
• Pros / cons
• Relative costs
• Implementation complexity
• Recommendations

7. Roadmap & Executive Summary

Produce a final strategic document summarizing:

• Current-state findings
• Risks and opportunities
• Recommended future-state architecture
• Prioritized quick wins
• Short-term / long-term roadmap
• Budgetary guidance
• Suggested implementation phases

Deliverables

At minimum, contractor will provide:

1. Stakeholder interview summary
2. Current-state systems inventory
3. Process maps / workflow diagrams
4. Data flow and reporting assessment
5. Business requirements document (BRD)
6. Technology evaluation matrix / options analysis
7. Executive summary and implementation roadmap
8. Final presentation to leadership / board / funding stakeholders

Preferred Qualifications

The ideal contractor will have:

• 5+ years as a Business Systems Analyst / Business Architect / Operations Consultant
• Experience with nonprofits or mission-driven organizations preferred
• Experience evaluating CRM / ERP / case management / e-commerce systems
• Process mapping expertise
• Experience documenting requirements and writing BRDs / RFPs
• Strong stakeholder facilitation skills
• Familiarity with system integrations / APIs / automation tools
• Ability to translate technical and operational needs into strategic recommendations