aiCodeRally

Section 1: Profile & Overview

1.1 Basic Information

Firm Name: Website: Primary Location (City, State): Additional Offices/Service Areas: Year Founded: Legal Structure:

Sole Proprietorship Partnership LLC S-Corp C-Corp Other:

1.2 Team Composition

Total Team Size: Team Breakdown by Role:

Team Growth Plans:

1.3 Service Offerings

Primary Service Lines (check all that apply and indicate % of revenue if known):

Campaign Feasibility Studies

Campaign Strategy & Management

Major Gifts Fundraising

Planned Giving Programs

Volunteer Leadership Development

Executive Coaching

Board Development

Strategic Planning

Training & Development (Advancement Academy)

Which 3 services generate the most revenue? Which 3 services are your highest-priority growth areas?

1.5 Business Model

How do you typically price your services? (check all that apply):

Hourly rates Daily rates Fixed-fee projects Retainer agreements Percentage of funds raised Hybrid/Mixed model

Please describe your typical pricing structure: Do you offer different engagement models?

Section 2: Current State Assessment

2.1 Current Tools & Systems

Please list the primary tools/systems you currently use for:

CRM/Contact Management: Proposal/Quote Creation: Project Management: Time Tracking: Financial Management/Accounting: Document Storage/Management: Team Communication: Training Delivery (Advancement Academy):

2.2 Current Workflows - Pipeline & Lead Generation

How do you currently track prospects and opportunities? How many active prospects do you typically manage at once? What are your primary lead sources? Average sales cycle (from first contact to signed engagement):

Proposal & Scoping Process

Walk us through your current proposal creation process: How long does it typically take to create a proposal? Who is involved in creating proposals? Do you have proposal templates or create from scratch? How do you scope project hours and resources?

Project Delivery

How do you currently track active client projects? How many active client engagements do you typically manage simultaneously? What are your key project milestones/phases? How do you track project profitability and budget vs. actual?

2.3 Pain Points & Challenges

What are your top 5 operational challenges today? (rank 1-5, with 1 being most critical) Which processes feel most "manual" or "clunky"? What data or insights do you wish you had but don't? What frustrates your team most about current tools/processes?

Section 3: Desired Future State

3.2 Specific Use Cases

Please describe 3-5 specific scenarios where new software would make your life easier:

Use Case 1: Use Case 2: Use Case 3:

Section 4: Feature & Module Prioritization

Priority Scale: Critical (P1) | High (P2) | Medium (P3) | Low (P4) | N/A

4.1 Sales & Business Development Modules

Pipeline Management - Track prospects, opportunities, weighted pipeline, win rates

Scoping Tool - Interactive questionnaires to capture client requirements

CPQ (Configure, Price, Quote) - Create proposals, quotes, pricing documents

4.2 Delivery & Project Management Modules

Project Tracker - Manage active engagements, deliverables, milestones

Client Portal - Secure client collaboration space

4.3 Resource & Capacity Management

Time Tracking - Log hours by project and task

4.4 Training & Knowledge Management

Training Center - Deliver and manage Advancement Academy programs

Are there any capabilities not listed above that are critical to your operations?

Section 5: Integration Requirements

5.1 Must-Have Integrations

Which of your current tools MUST integrate with the new platform?

5.2 Data Migration Needs

Do you need to migrate data from existing systems into the new platform?

Yes No Unsure

If yes, what data needs to be migrated?

Contact/prospect data Historical opportunities/pipeline Past project information Financial/budget data Documents and files

Data quality assessment:

5.3 API & Technical Requirements

Do you have in-house technical resources? Do you require API access for custom integrations?

Yes No Unsure

Do you have security, compliance, or regulatory requirements?

Section 6: Success Metrics & KPIs

6.1 Current Baseline (if known)

Pipeline & Sales:

Active prospects:

Average win rate (%):

Average deal size ($):

Resource Management:

Consultant utilization rate (%):

Operational:

Time to create proposal:

6.3 Success Criteria

How will you know that the implementation is successful? What would be a "home run" outcome? What would be a disappointment?

Section 7: Miscellaneous and Additional Information

7.1 Strategic Context

What's happening in your business right now? What are your 3-5 year growth plans? How does this platform fit into your broader strategy?

7.2 Risks & Concerns

What concerns or risks do you have about implementing a new platform? What past experiences (good or bad) with technology implementations should we know about? What could derail this initiative?

7.3 Open Questions & Additional Context

What questions do you have about implementing new software? Is there anything else we should know about your practice, operations, or needs? What excites you most about implementing new software?

Software Platform Scoping Questionnaire