Challenge.
SmartSTEMs is a Glasgow-based charity with a mission to inspire and support young people into science, technology, engineering and maths (STEM). The organisation has grown significantly over recent years, working in partnership with schools, universities, and employers to widen access to STEM pathways.
As the organisation continued to grow, the team recognised that their existing systems and processes, while practical to date, were starting to reach their limits. Much of their work was managed through spreadsheets and manual processes that made tasks like funding management, event coordination, and performance tracking more difficult and time-consuming than they needed to be.
Information such as venue logistics, risk assessments, and contact details wasn’t stored centrally, making it harder for team members to find what they needed quickly. With new team members coming on board and further growth on the horizon, the charity saw an opportunity to improve how they worked, reduce reliance on manual admin, and free up more time to focus on their mission.
SmartSTEMs reached out to Optimum PPS to explore how they could streamline operations and build a stronger foundation for the future.
Solution.
We began by working closely with the SmartSTEMs team to better understand their people, processes, and systems. Our first step was a series of workshops with key stakeholders. This led to a high-level requirements gathering of their operations, focusing on areas like funding and grant management, event planning, customer relationship management (CRM) and resource planning. This helped identify what changes could bring the biggest imphttps://optimumpps.co.uk/erp-services/act.
From this insight, we developed a tailored project plan aligned to their capacity, budget, and growth goals. The aim was to move away from fragmented manual processes towards a more joined-up way of working that would support future growth.
We prioritised the operational areas where improvements would deliver the most value. With clear organisational requirements mapped out, we helped the team explore the right types of systems for their size and budget and developed a phased implementation plan to support smooth adoption and change.
Deliverables.
Our partnership with SmartSTEMs delivered a clear and actionable plan for change. Key deliverables included:
- A detailed set of requirements that translated SmartSTEMs’ operational needs into clear system functionality
- Support with identifying the right systems for their size, budget and growth plans, complete with a scoring matrix and options review
- Recommendations for how to track and measure success across their funding and events activity
- Guidance on managing contacts and communications more effectively
- A practical implementation plan to support rollout and long-term change management
The solution covered key areas of operation, including event and venue management, proposal tracking, fundraising activities, resource planning, and marketing coordination. By creating a structured framework, SmartSTEMs now has a clear path forward to deliver more with less admin burden.
Benefits.
SmartSTEMs now has the clarity and confidence to modernise how they operate. By focusing on digital transformation that fits their scale and sector, the charity is set up for more efficient, joined-up ways of working.
With fewer manual tasks and more reliable data, the team will spend less time on spreadsheets and more time on outreach and delivery. Stronger systems will support better reporting, more collaborative planning, and more consistent communications with funders, sponsors, employers, schools and universities.
As the organisation continues to grow, SmartSTEMs will benefit from improved visibility of tasks, reduced reliance on individual team members, and processes that are easier for new staff to pick up.
With the right foundations now in place, they are well positioned to scale their impact across the UK and continue inspiring the next generation of STEM talent.
“Working with Optimum PPS has been a game changer for us. They took the time to understand who we are and what we need, not just now, but for the future. The clarity and structure they brought to the table have set us on a path where we can focus more on our mission and less on the admin. We are now equipped to grow sustainably and reach even more young people across the UK.”