Streamlining Governance and Project Management with SharePoint and Power Platform Solutions

06.02.26 02:57 PM

Streamlining Governance and Project Management with SharePoint and Power Platform Solutions

Case Study

Client: City of Winnipeg

Streamlining Governance and Project Management with SharePoint and Power Platform Solutions

Case Study

Client: City of Winnipeg

Client Challenge

The client faced significant challenges in centralizing governance documentation and managing project workflows. Their reliance on paper records and manual processes—such as emailing data and physically sharing forms—led to inefficiencies and increased risk of lost or inconsistent information. The lack of a cohesive digital workspace created bottlenecks in collaboration and project oversight. Additionally, while exploring digital transformation, the client struggled with adopting complex solutions without clear training and change management support, which resulted in abandoned tools after significant development efforts.

Our Solution

Bauer Automate’s Customized Solution for the Client’s Challenge

Centralized Governance Workspace

We developed a centralized SharePoint site to house governance documentation and project-related materials in one accessible location. The site enabled version control, search functionality, and permissions management, ensuring all stakeholders had the appropriate access to critical information while maintaining data integrity.

Rapid Development Showcase

We demonstrated the platform's agility by responding to an urgent client need: creating an online application form integrated with SharePoint in a single day. This solution processed a large influx of applicants efficiently, showcasing the Power Platform's ability to deliver timely and impactful results.

Digital Records and Workflow Program

We implemented a "Digital Records and Workflow" solution leveraging the Power Platform to digitize paper records and manual workflows. Key components included:

A SharePoint-based timesheet system to log and track time against projects.
Automated workflows using Power Automate for document approvals, task notifications, and status updates.
Project-specific SharePoint sites automatically created based on a structured template to organize project documentation and provide a sandbox for collaboration.

Project Management Toolset

To streamline project tracking, we built a project management tracker integrated with SharePoint. This included:

Conditional formatting in list columns to highlight key project statuses.
A custom Gantt chart designed with SharePoint column formatting and HTML, displaying timelines directly within the SharePoint interface.
Timesheet tools for tracking time entries against specific projects, enabling granular reporting on resource utilization.

Results

50% Faster
Project Onboarding

with automated SharePoint

site templates.

50% Reduction in Email Communication

replaced by centralized project

management and notifications.

25% Improvement in Task Completion Rates

through streamlined project

tracking tools.

80% Time Saved

on governance documentation

retrieval and updates.

90% Reduction in
Paper-Based Processes

by transitioning workflows to

digital platforms.

Summary

Centralized and Accessible Governance

The solution consolidated governance materials into a single, structured repository, enhancing accessibility and reducing confusion over outdated or misplaced documents.

Streamlined Project Tracking

Custom tools, including Gantt charts and time tracking systems, allowed teams to monitor milestones, manage resources, and resolve issues with greater clarity and efficiency.

Digitized Manual Processes

Paper-based workflows were replaced with automated Power Platform solutions, eliminating inefficiencies and aligning with the client's digital transformation goals.

Quick Adaptation to Client Needs

The ability to deliver rapid solutions, like the lifeguard application workflow, demonstrated the Power Platform's capacity to address urgent requirements effectively.

Long-Term Value with SharePoint

By creating reusable templates and integrating SharePoint with Power Automate, the solution ensured scalability and adaptability for future needs.

Streamlining Governance and Project Management with SharePoint and Power Platform Solutions

Streamlining Governance and Project Management with SharePoint and Power Platform Solutions

Streamlining Governance and Project Management with SharePoint and Power Platform Solutions

Client Challenge