ENGINEERING CASE STUDY
Boys & Girls Club Metro Denver
Data Analytics, Software Engineering, Platform Optimization, Workflow Automation, Integrations, Project Management
Streamlining Data Systems to Strengthen Student Programs
Client Overview
Boys & Girls Clubs of Metro Denver (BGCMD) provides safe, supportive, and engaging spaces where young people can learn, grow, and thrive. Serving thousands of kids across multiple club locations, BGCMD offers low-cost or free programs that focus on academic success, healthy lifestyles, leadership, and character development. Their mission is to help every child unlock their potential and build a brighter future.
Challenge
When Boys & Girls Clubs of Metro Denver experienced staff transitions in their data and analytics team, they needed additional support to keep momentum on critical projects. At the same time, a major Salesforce/MyClubHub update was rolling out nationally, creating new opportunities, but also requiring extra capacity & expertise to ensure smooth implementation.
The organization was looking for help to:
✓ Maintain consistency in grant reporting and ensure data accuracy for key funding partners.
✓ Reduce the burden of duplicative attendance tracking across multiple systems.
✓ Streamline reporting processes that had previously relied on manual Excel updates.
✓ Address system updates with confidence, while providing staff with clear guides and support resources.
Solution
School Harbor stepped in to fill this gap, helping BGCMD continue delivering programs seamlessly while strengthening the systems that power their mission by:
Building live Power BI dashboards to replace manual Excel reports and provide real-time visibility into enrollment, incident reports, capacity, and payment status.
Automating attendance reporting with an Azure function and Python scripts to reduce double data entry across systems.
Optimizing key enhancements to Salesforce/MyClubHub during a national update, including debugging issues, writing user guides, and training staff.
Creating a ticketing and triage system with Tally, Make.com, and a custom GPT tool trained on BGCA documentation to streamline support requests and reduce repetitive staff questions.
Developing predictive goal-setting models using regression analysis, helping staff set accurate, data-driven membership goals instead of relying on estimates.
Supporting organizational transitions by training new staff members, including a billing coordinator.
Tech Stack: Power BI, Python, Azure Functions, Salesforce/MyClubHub, EZ Reports, Tally, Make.com, Custom GPT
Results
With these solutions in place, BGCMD experienced:
Significant time savings as frontline staff shifted away from manual data entry to focus on supporting kids.
Accurate, automated reporting that reduced grant submission errors and safeguarded critical funding.
Real-time insights into student behavior, attendance, and club capacity that empowered staff to respond proactively.
Streamlined support operations through automation and AI-driven triage, reducing redundant staff requests.
Improved goal-setting accuracy with predictive analytics that standardized processes across clubs.
Smoother transitions during turnover thanks to staff training and clear documentation.
Why It Matters
By modernizing data systems and creating efficient workflows, School Harbor helped Boys & Girls Clubs of Metro Denver ensure kids could continue accessing the programs and scholarships they depend on. The improvements freed staff to spend more time engaging with students, safeguarded essential grant funding, and gave leaders real-time visibility to make informed decisions. Ultimately, this work strengthened BGCMD’s mission to provide every child with a safe place to learn, grow, and thrive.