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 and inefficient, 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, 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 within SharePoint, leveraging the platform’s native capabilities while tailoring the solution to DWF’s specific needs. The user interface was customised to mirror the look and feel of DWF’s other SharePoint sites, ensuring a smooth transition for end-users. This approach enhanced familiarity and reduced the learning curve, encouraging adoption across the teams.

The system’s foundation was built on programmatically created hidden lists, libraries, content types and site columns to accommodate the large volumes of data stored in the Bid Library. By integrating metadata tagging and taxonomy through SharePoint’s Managed Metadata Service, the solution enabled efficient searching, categorisation and retrieval of documents. As new content was added, it was tagged and indexed automatically, making future updates and management straightforward. The use of version control allowed teams to work on documents collaboratively, with an audit trail to track changes and amendments.

A Site Collection feature was developed to generate all required Term Sets, Site Columns and Content Types across the SharePoint environment, ensuring consistent metadata standards. These configurations extended to DWF’s “My Site” areas, enabling staff to create and maintain accurate CVs, profiles and other personal documents. Through feature stapling, this setup was automatically applied to existing and newly created sites, maintaining uniformity throughout the platform. The solution also incorporated a custom PowerShell command let to update existing content types and libraries across the SharePoint estate.

Third-party components such as tab views and homepage charts were integrated to provide a modern, visually engaging experience. The Bid Library’s permission settings were finely tuned, enabling precise control over which users could view, edit, or share specific documents. Exception reporting was built into the system to highlight gaps, such as unanswered bid questions or overdue document updates, ensuring that key actions were flagged and addressed promptly.

Results

The SharePoint 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 automated workflows and exception reporting features provided DWF with real-time visibility into the status of each bid, reducing the need for manual tracking and follow-up. This enhanced oversight enabled the management team to make more informed decisions and ensure compliance with internal processes and deadlines. Overall, the new system transformed bid management from a labour-intensive process into a streamlined, automated workflow, dramatically reducing administrative time and effort.

Conclusion

PSP’s implementation of a tailored SharePoint 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. This project highlights PSP’s expertise in delivering bespoke SharePoint solutions that optimise business processes and support efficient collaboration in complex environments.