Turning Legacy IT into Mission-Aligned Growth: GPCA’s Transformation with Proper Sky

Key Takeaways:

• Rapid Consolidation Success: GPCA's IT infrastructure consolidation consisted of merging three organizations with fragmented IT systems and achieved 95% billability within 90 days through comprehensive planning and deployment by Proper Sky.
• Cloud-First IT Strategy: The Microsoft 365 migration and cloud infrastructure reduced downtime by 94%, eliminated VPN bottlenecks, and cut ongoing server costs while improving staff flexibility.
• Security Enables Growth: Implementing proper nonprofit cybersecurity and compliance measures preserved insurance coverage, met regulatory requirements, and freed staff to focus on mission-critical community work instead of IT issues.

Background

Greater Philadelphia Community Alliance (GPCA) is a nonprofit organization that operates a network of community hubs across South and Southwest Philadelphia, delivering holistic, behavioral health, child welfare and social service to families in need. GPCA’s mission is to break the cycle of poverty, drive policy change, and create long-term, transformative impact across Philadelphia’s communities.

Challenges

Formed through the merger of 2 organizations and newly acquired Community Umbrella Agency (CUA), GPCA carries deep credibility in the community and with government partners and is poised for growth. With more than a century of combined service and 360 staff members spread across 3 separate networks, Proper Sky was tasked with joining these organizations into a single unified network, with the goal of being fully operational and billable in 90 days.

And while the legacy is strong, the IT infrastructure inherited from this consolidation was fragmented, outdated, and inadequate for future operations.

There were several challenges Proper Sky identified during the discovery process as part of the Nonprofit IT transformation project:

• Inherited, Outdated Infrastructure. GPCA assumed ownership of aging hardware, disjointed systems, and legacy security tools from its predecessor organizations. Security cameras, laptops running outdated OS, file servers, and mobile devices were not aligned with current IT requirements or compliance standards, and the fiber was going to be terminated in less than 45 days.
• Operational Inefficiencies. VPN-dependent file access, underused collaboration tools, and unreliable wireless connectivity slowed productivity and hampered communication. Frequent downtime—often lasting several hours at a time—added up to multiple lost days each month, further disrupting operations.
• Security and Compliance Gaps. GPCA had strict data privacy, security, and reporting standards—but the systems they inherited were inadequate. There were no proper access controls and visibility was minimal, endpoint protections were outdated or missing, and the overall infrastructure was built without compliance in mind. Backups of non-redundant systems hadn’t been tested in over a year, leaving them uncertain whether critical data could be recovered in the event of a breach or system failure.
• Lingering Technical Debt. Additionally, during discovery a range of legacy service contracts were identified -- including mobile phones, copiers, and other operational tools -- with agreements featured pricing structures that no longer reflect current market rates, placing a growing strain on the organization’s already limited budget.

Solution

Proper Sky deployed a multi-phase strategy to stabilize, modernize, and future-proof GPCA’s IT systems. We started by taking full inventory, mapping every system (including hidden ones), assessing hardware health, and designing a minimalist refresh plan to stabilize their environment without unnecessary expenditure.

With the groundwork in place, we implemented an IT modernization initiative to build a scalable, cloud-first infrastructure capable of supporting GPCAs mission and growth goals.

• Cloud-Based Transformation
  GPCA was fully transitioned to Microsoft 365 and SharePoint—migrating email, files, and identity management to the Microsoft Cloud. Legacy on-premises servers were eliminated allowing for seamless, secure access to data from anywhere, no more VPN bottlenecks and no more costly servers or server upgrade projects ever again!
• Hardware and Network Overhaul
  Proper Sky deployed 150 modern laptops, implemented a new Cisco Meraki network, and segmented wireless access for better performance and security. A cloud-based print server streamlined printing across locations. We replaced the legacy security system with a modern camera solution and right sized the Wi-Fi infrastructure which significantly reduced future hardware costs and improved the employee experience.
• Security Modernization
  A multi-layered cybersecurity architecture was introduced, including multi-factor authentication (MFA), next-gen spam filtering, endpoint protection, zero trust security for nonprofits with controls, and mobile device management integrated with Microsoft Intune. This ensures the right controls are in place to protect the organization and meet regulatory and insurance requirements. Critical data was moved to a secure and stable cloud backup solution that’s continuously monitored and tested—ensuring it works when it’s needed most.
• Operational Support & Strategic Alignment
  GPCA gained full-service outsourced helpdesk and IT outsourcing support and began regular strategy and alignment meetings with Proper Sky. These meetings provided transparency on timelines, budgets, and IT priorities. Our comprehensive inventory process established a clear baseline and uncovered overlooked, overpriced contracts. An IT committee was also created to guide long-term strategies and support discussions with the board.

Outcome

GPCA’s nonprofit digital transformation with Proper Sky turned outdated infrastructure into a launchpad for mission-aligned growth. The organization gained simplicity, stability, speed, and security—and it shows in the results.

• 94% Reduction in Downtime and Faster Staff Ramp-Up. Modern, cloud-based solutions and standardized systems have dramatically improved day-to-day operations, and downtime has been reduced by 94%. Staff now have greater work flexibility, which has led to increased productivity and minimized risks tied to staff turnover. Onboarding and offboarding staff are now faster and more secure; new hires are trained and billable faster than ever.

• Maintained Cyber Insurance and Achieved Full Compliance. Structured governance and advanced security measures in place combined with continuous backup testing now help GPCA meet city, state, and funding partner requirements for data security and reporting. Cyber insurance compliance and coverage was preserved, and overall cyber risk has been significantly reduced.
• Thousands Saved Monthly and 95% Billable from Day One. GPCA was 95% billable on day one and has been able to maintain a strong cash flow up to this day. The excess capital spent paid for itself by month 2 ensuring no revenue loss during the transition. The consolidation and renegotiation of vendor contracts led to significant savings and  contributed to improved financial flexibility organization-wide.
• Increased Capacity for Growth
  GPCA is now better equipped to pursue new opportunities—such as grants or partnerships that previously would have been out of reach due to technical limitations.
• A Scalable Strategic Partnership
  GPCA now has a trusted technology partner in Proper Sky—one that provides proactive IT support for nonprofits, cybersecurity management, regular strategic alignment, and scalable services to grow alongside the organization.
• Consistent Focus on Mission-Critical Work
  With technology no longer a barrier to progress, GPCA staff can focus on what matters most—serving Philadelphia’s communities. IT is now an enabler of the mission, not a distraction from it.

"Proper Sky made our employees' work easier by transforming IT from a hurdle into a helpful tool," said Connie Alston, CFO at GPCA. "By aligning technology with our mission, they streamlined our daily operations, improved security, and freed up our team to focus more on what truly matters—serving our community."