The work behind the outcome.
DWF is a global law firm with offices globally and required a bid library system to streamline the tender process and provide clients with one central location they could store, organise and find content for bids.
Client Overview
DWF, a leading legal business, needed a sophisticated system to streamline and manage their Bid Library, making it easier for teams to store, organise and find bid-related content. Their existing process was cumbersome, often requiring significant manual input. DWF sought a solution that could improve the management of their bids and automate key areas, while seamlessly integrating with their existing SharePoint infrastructure.
Challenge
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.
Solution
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.
Results
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.
Outcome
This project highlights PSP’s expertise in delivering bespoke SharePoint solutions that optimise business processes and support efficient collaboration in complex environments.
PSP’s implementation of a tailored SharePoint 2010 Bid Library for DWF met all project requirements, providing a comprehensive solution that streamlined the entire bid process. By leveraging SharePoint’s capabilities and incorporating custom features, PSP delivered a solution that dramatically reduced administrative overhead, improved document management and aligned seamlessly with DWF’s existing systems.