Optimum helps a crisis and emergency response company digitize their proposal and contract tracking process using SharePoint Online and leverages Power BI to provide real-time KPIs and analytics.
About the Client
A crisis and emergency response company.
Business Challenges
The client relied on manual processes and disparate spreadsheets to track and manage proposals and contracts. The contract and proposal management process was cumbersome, involving a mix of spreadsheets and an existing CRM system to compile, manage, and aggregate information for metrics and KPI reporting.
This manual and time-consuming approach led to reduced team efficiency and inaccurate reporting. Internal teams spent extensive time manipulating data in Excel to create customized KPI reports for different users on a monthly, weekly, and daily basis. Managing data versions and spreadsheets was challenging, and weekly executive reports lacked real-time accuracy.
Optimum’s Involvement
Optimum developed an integrated and automated solution using SharePoint Online, PowerApps and Power Automate, and Power BI. This solution streamlined the tracking and management of proposals and contracts while enabling real-time KPI reporting to various management levels.
Key activities included:
Workflow Automation and Digital Forms:
- Designed and developed online trackers, forms, and approval workflows to gather, manage, and report on proposal and contract information.
- Made trackers accessible to other departments for document and contract submissions.
- Developed workflows to automate review and approval activities.
- Created internal automated workflows for the Contracts team, including task assignment notifications and deadline reminders.
Power BI Design and Implementation:
- Worked with the Contracts team to understand existing reports and relevant KPIs.
- Developed a Power BI dashboard with high-level and detailed KPIs and aggregated reports.
- Enabled sorting and filtering of the dashboard by date and other business metrics.
- Provided interactive charts and graphs that allow users to drill down or roll up data to meet various reporting needs.
- Ensured the dashboard data is refreshed automatically for accurate and real-time reporting.
Project Outcomes and Benefits
The optimization and automation of the proposal and contract processes resulted in:
- Single Point of Data Entry: Centralized management of tasks and documents.
- Streamlined Communication: Improved team collaboration and efficiency.
- Increased Productivity: Enhanced task management and document handling.
- Real-time Reporting: Power BI integration provided accessible, powerful analytics and KPIs.
- Empowered Employees: Enabled staff to create and view relevant reports in real-time using interactive graphs and aggregated data.
Overall, the solution significantly increased the client’s efficiency, productivity, and accuracy in managing proposals and contracts while providing powerful tools for real-time analytics and reporting.
About Optimum
Optimum is an award-winning, nationally recognized IT consulting firm serving clients across multiple industries in the US and Canada. We are dedicated to helping organizations enhance efficiency, overcome business challenges, and achieve digital transformation through strategic planning, innovative technologies, and streamlined processes.
We provide a comprehensive range of software services and solutions, including Custom Application Development, Systems Integration, Cloud and Office 365 Consulting, Smartsheet Consulting, SAP Services, Business Process Optimization and Automation, Business Intelligence (BI), Blockchain Applications, and Staff Augmentation.
Reach out today for a complimentary discovery session, and let’s explore the best solutions for your needs!
Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com