Modernizing financial systems for a stronger future

Client background

American Physical Society (APS) is a not-for-profit membership organization headquartered in Maryland, representing more than 50,000 members, including physicists in academia, national laboratories and industry in the U.S. and around the world. APS works to advance physics by fostering a vibrant, inclusive and global community dedicated to science and society. 

The business challenge

APS faced significant challenges with its legacy financial and supporting systems, which limited efficiency, integration and scalability across the organization. The existing platforms lacked automation, relied heavily on manual processes and did not provide the flexibility or transparency needed to meet APS’s evolving financial and reporting requirements. Recognizing the need for a comprehensive and integrated finance ecosystem, APS engaged Baker Tilly to lead a structured software evaluation and selection process. This initiative aimed to identify modern solutions that would address current pain points, streamline operations and position the not-for-profit for future growth.

Strategy and solution

To address these challenges, APS and Baker Tilly collaborated on a structured and strategic approach designed to ensure that the selected solution aligned with APS’s long-term goals and operational priorities. The engagement focused on developing a clear understanding of the association’s key drivers, defining critical requirements and evaluating technology options with precision and objectivity. 

Key activities included: 

• Identifying the key organizational drivers and strategic objectives that provided overall direction for the software evaluation process 
• Defining a core set of critical and unique requirements to assess both functional and technical fit 
• Identifying potential vendors based on Baker Tilly’s deep knowledge of the vendor landscape 
• Evaluating vendors through a structured request for proposal (RFP) process 
• Conducting detailed, scripted, “day-in-the-life” demonstrations with software vendors to validate functionality, technical capability and identify solution gaps 
• Facilitating the decision-making process to ensure alignment among APS stakeholders 

As a result, APS confidently selected its preferred vendor and began moving forward with implementation. The new, unified finance system will enhance visibility across the organization, increase efficiency and improve the accuracy of financial reporting, positioning APS for sustained success and future scalability.