DWF Bid Library System

DWF required a system that could not only store and categorise bid documents but also automate the creation and management of bid content. This included metadata tagging, document versioning and the ability to search by document type, such as policies, CVs and capability statements. They needed to streamline their bid assembly and production, reduce the effort needed to update documents and provide management information (MI) on the bid pipeline. Furthermore, ensuring the solution was intuitive and aligned with their existing intranet and extranet sites was crucial for user adoption. Security and permissions were key considerations, given the sensitive nature of bid information and the need for precise control over document access. 

PSP developed a bespoke Bid Library system in SharePoint 2010, customising the user interface for a seamless experience. This system efficiently managed large data volumes using programmatically created hidden lists, libraries, content types, and site columns, alongside SharePoint's Managed Metadata Service for effective searching and categorisation. Version control enabled collaboration and auditing.

A Site Collection feature ensured consistent metadata standards across all SharePoint sites, including "My Site" areas, with updates handled by a custom PowerShell commandlet. The solution incorporated third-party components for enhanced visuals, provided permission settings for document control, and included exception reporting to swiftly flag and resolve critical issues.

The SharePoint 2010 Bid Library system significantly improved the efficiency and accuracy of DWF’s bid management process. With automated content tagging, seamless search capabilities and streamlined document versioning, the time required to assemble and update bid materials was drastically reduced. The system’s integration with DWF’s existing intranet ensured that previously siloed information could be accessed and reused across various bids, enhancing collaboration and knowledge sharing. 

The new  automated workflows and exception reporting gave DWF real-time bid visibility, cutting down on manual tracking. Improved oversight helped management make informed decisions and ensure compliance, transforming bid management into a streamlined, automated process that significantly reduced administrative effort.