City Startup Labs Data Transformation with Apparo
City Startup Labs empowers justice impacted individuals, formerly incarcerated entrepreneurs, and black tech founders with the skills, mentorship, and opportunities needed to build businesses, advance careers, and create pathways to economic mobility and lasting community impact. City Startup Labs partnered with Apparo through a Tech Therapy® volunteer engagement to streamline data, reduce manual work, strengthen reporting, and unlock new storytelling opportunities for fundraising, recruitment, and program impact. For years, City Startup Labs had no shortage of data. Like many nonprofits, the organization relied on that data for grant reporting, program tracking, and stakeholder communication. The problem was not collection, it was connection. “We had tons of data. It wasn’t a lack of data,” said Megan Van Fleet, Director of Operations at City Startup Labs “But we didn’t have a centralized place to see where someone started, where they are now, and the impact we had.”
Tech Therapy for City Startup Labs!
When Data Limits Impact
Without a unified system, even basic reporting required manual counting and cross-checking multiple sources. This slowed down grant reporting, increased the risk of errors, and made it harder to tell a clear impact story. The team had attempted to solve the issue internally, but without ongoing expertise, the system became unsustainable. As Jennifer Ray, Director of Technology Engagements at Apparo described, the organization was caught in a cycle of progress followed by setbacks.
Bringing Structure and Momentum
City Startup Labs partnered with Apparo through a Tech Therapy engagement, where Apparo connected the team with data expert Marshall Worth, Chief Executive Officer at The Data Bull, and introduced a structured, milestone-based approach. Instead of tackling everything at once, the work was broken into manageable steps such as conducting a data inventory, migrating data into monday.com, and building connections across systems. Megan noted that “Apparo helped us break it down into manageable milestones instead of something overwhelming.”
Turning a Multi-Year Challenge into Progress
What had been a long-standing challenge is now nearly complete. The organization estimates the system is about 90 percent built, with remaining work focused on filling in historical data rather than designing the system itself. “This has been a many-year project for us,” Megan shared, reflecting on the shift from uncertainty to clarity. “Apparo helped transform an ongoing, unresolved challenge into a structured system that City Startup Labs can maintain and build on.”
Saving Time and Reducing Stress
The new system is already delivering practical benefits. Staff members no longer need to enter the same information in multiple places or manually transfer data between systems. According to Megan, the organization expects to save at least five hours each week simply by eliminating duplicate data entry and streamlining routine updates. Additional time savings are expected through easier grant reporting and application preparation.
Unlocking Stronger Storytelling
With better access to data, City Startup Labs can now share its impact more consistently and effectively. Instead of relying on manual counts or annual summaries, the team can produce timely updates and outcome-based storytelling. As Megan explained, “We have more options for storytelling now. We can show how many people got jobs, earned certifications, and graduated.” This shift strengthens fundraising, recruitment, and credibility by making results more visible and accessible.
A Partnership with Lasting Value
Reflecting on the experience, Megan emphasized the clarity and efficiency of the engagement. “The difference was tangible. Apparo came in, did exactly what Apparo said it would do, and left us with a better system.” The combination of expertise, structure, and accountability allowed City Startup Labs to finally move forward on a critical priority that had stalled for years. Today, the organization is better equipped to use its data, share its impact, and focus on serving its community. What once felt overwhelming is now a nearly complete system that supports growth, storytelling, and long term success.
To learn more about Apparo’s Tech Therapy program, visit this link.
