23 Spreadsheets → 1 Centralized Platform

Johnson consolidated numerous scholarship and budget trackers into one connected system, accessible to coaches, compliance, and administration.

100% Coach Visibility

Every head coach can now view their team’s current scholarship totals, remaining budget, and athlete data in real time.

Built In-House with WinWon

Designed entirely by staff using Custom Fields and Views, Johnson’s scholarship model adapts as policies evolve—all with a few clicks.

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Overview

At Johnson University, running an athletic department means balancing opportunity with responsibility—maximizing scholarships, maintaining compliance, and empowering coaches to recruit competitively. Like many programs, Johnson previously relied on a patchwork of spreadsheets and email threads to track aid and eligibility. It worked, but it wasn’t sustainable as the department grew.

When Athletic Director Brandon Perry discovered how customizable WinWon was, he saw a chance not just to replace spreadsheets—but to rethink the entire process. “I realized I could design a new scholarship system myself in WinWon,” Perry said. “Every scholarship amount, every award, exactly how we want to see it.”

Challenge: Disconnected Communication and Missed Opportunities

Before flexible systems like WinWon, managing athletic scholarships was a balancing act between multiple tools and departments. Each coach tracked their own spreadsheet. Financial aid maintained a separate set of numbers. Communication between the two required endless attachments, emails, and manual updates.

“It’s not that the old system was wrong—it was just all that existed,” Perry explained. “You made it work the best you could. But we were at a point where it was taking too much time and introducing errors.”
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“I realized I could design a new scholarship system myself in WinWon,” Perry said. “Every scholarship amount, every award, exactly how we want to see it.”

Solution: One Platform, Multiple Channels, Real Connection

With WinWon, Johnson University built its own scholarship tracking system from scratch—using flexible tools designed to adapt to each school’s workflow. Perry and his team created a digital model that mirrored their existing policy while adding automation, visibility, and control.

Custom Fields for Every Line Item — “We built out our own fields for athletic aid, academic aid, housing, and more,” Perry said. “It’s all live—everyone could see the impact immediately.”

‍Dynamic Views for Coaches and Admins — Coaches view team-level scholarships, while administrators can compare across sports or see all-athlete summaries.

‍Cross-Department Access — Financial Aid, Admissions, and Registrar staff can log in to view rosters and allocations directly—no more waiting for emailed spreadsheets.

‍Iterative Improvement — Perry continues to refine the system as WinWon evolves. “Every time I figure out something new, I make it better,” he said. “We completely redesigned our model this year—and it’s all in WinWon.”

Beyond data management, WinWon also underpins Johnson’s communication strategy. The same system that tracks scholarships now manages internal updates, eligibility reminders, and push notifications to athletes—all from one place. “We’ve built policies around what’s an email, what’s a text, and what’s a push notification,” Perry explained. “That structure keeps our communication clear and professional.”

Outcome: A Faster, Cleaner Scholarship System

“It’s not just faster—it’s cleaner,” Perry said. “I can see everything from one dashboard, and I know the data is right. That gives us peace of mind.”
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Brandon Perry, Athletic Director, Johnson University

The impact of WinWon at Johnson University has been immediate and measurable. The department eliminated 23 separate spreadsheets, saving hours of administrative work each week. For the first time, Perry can trust the accuracy of Johnson University’s scholarship and budget data. In the replaced spreadsheets, one errant change to a cell or formula could throw off an entire budget. With WinWon, every number is consistent, reliable, and visible in real time.

Coaches can now access scholarship totals in real time, increasing financial transparency and reducing back-and-forth with administrators. Cross-department collaboration has also improved, with key offices logging directly into WinWon to access up-to-date rosters and data—all from a single, connected platform.

A Modern Athletic Department Powered by WinWon

Today, Johnson University operates as a connected, data-driven department. Scholarship tracking, communication, and recruiting all flow through one modern platform—WinWon.

By combining flexible customization with seamless communication, Johnson has built an ecosystem that reflects its values—efficient, transparent, and athlete-centered. The university’s experience proves that when a system adapts to the people who use it, departments don’t just save time—they operate like champions.