Business Systems Analyst

Business Systems Analyst

Engagement Length: 8–12 weeks (approximately 20–40 hours/week)

Location: Remote with some onsite meetings in Colorado preferred

Reports To: President

About Us

We are an award-winning conservation nonprofit in Boulder, Colorado dedicated to helping people save water, reduce waste, and conserve energy. With 50 years of experience, our programs empower people to live more sustainably and make conservation a way of life.

Project Overview

As a nonprofit, our organization seeks an experienced contract Business Systems Analyst to assess and document current-state business processes, systems, workflows, and data across its conservation programs to identify pain points, inefficiencies, operations risks, and develop recommendations.

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 key business and functional requirements, including CRM integration
• Deliver an evaluation and roadmap document to support solution selection and implementation planning with recommendations on how to proceed.

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.

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, marketing, leadership team, plus external web & app development partners. The goal is to gather insights on: current workflows, system usage, pain points, potential workarounds, reporting needs, and desired future capabilities.

2. Current-State Process Mapping

Document current-state workflows for:

• Customer / participant journeys
• Application and intake processes
• Scheduling and field operations
• Customer service and communications workflows
• And others as assigned

Deliverables may include: process maps, diagrams, and other documentation

3. Systems & Integration Assessment

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

• WooCommerce / WordPress
• Monday.com
• Gravity Forms
• Zapier
• Plus others, possibly including: Lightspeed POS, Custom Slow the Flow app, Authorize.net, Square, Constant Contact, Slack, Zoom, SurveyMonkey, SendGrid, data repositories / spreadsheets / manual exports, privacy opt-outs, etc

Assess:

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

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

• CRM / case management
• Participant self-service 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

Develop recommendations to help evaluate future: CRM platforms, case mgmt. platforms, portal solutions, custom build vs buy analysis, e-commerce alternatives, scheduling / routing platforms. Recommendations should provide decision-making criteria, options analysis, pros/cons, relative complexity, etc.

7. Roadmap & Executive Summary

Produce a final strategic document summarizing:

• Current-state findings
• Key pain points
• Risks and opportunities
• Recommended future-state architecture
• Prioritized quick wins
• Short-term / long-term roadmap (relative high cost vs low cost)
• 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 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 / case management / e-commerce systems
• Process mapping expertise
• Experience documenting requirements and writing BRDs
• Strong stakeholder facilitation skills
• Familiarity with system integrations / APIs / automation tools
• Ability to translate technical and operational needs into strategic recommendations

Estimated Timeline

Example:

Week 1–3: Discovery / interviews / system inventory

Week 4–5: Process mapping / pain point analysis

Week 6–7: Requirements gathering / future-state definition

Week 8–9: Technology evaluation / recommendations

Week 10: Draft roadmap / executive review

Week 11: Final deliverables / presentation

Success Criteria

This engagement will be successful if organization leaves with:

• Clear understanding of current-state operations and systems
• Defined requirements for future solutions
• Prioritized technology recommendations
• A roadmap for implementation and fundraising / capital investment discussions