Current Workflow

Each year, the proposal team receives over 500 requests for new Microsoft Teams workspaces and shared document libraries to support proposal development. These workspaces serve as the primary collaboration platform and document repository for each proposal team.

Previously, workspace creation was handled manually. Proposal Managers requested new Teams and shared folders, which were then created individually. Team members were added manually, document libraries were created by hand, permissions were applied directly to folders, and standard sub-folder structures were recreated for each request.

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What We Automated

• Automated Microsoft Teams provisioning for new proposal workspaces
• Automated SharePoint document library creation
• Automatic member assignment to Teams based on request inputs
• Predefined folder structure creation
• Automated permission assignment to document libraries </aside>

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Key Features

• Self-service request form for Proposal Managers
• End-to-end automated workspace provisioning
• Consistent folder structure across all proposal sites
• Standardized permission model applied automatically
• Notification upon successful workspace creation </aside>

Before → After Workflow

Before:

❌ Manual Teams creation

❌ Manual document library setup

❌ Manual member assignment

❌ Repetitive folder structure recreation

❌ Inconsistent permissions

After:

✅ Automated Teams and document library provisioning

✅ Automatic member and permission assignment

✅ Standardized folder structure

✅ Workspace available within approximately 10 minutes of request submission

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Key Outcomes

• Reduced manual setup time by approximately 20–30 minutes per proposal
• Saved up to 250 hours of administrative work annually
• Estimated annual labor cost savings of over $12,000 </aside>