Case Studies

Problem 

A public‑sector library needed a more efficient way to manage its internal pre‑approval process for staff‑generated grant proposals. Initially, the organization relied on a combination of Microsoft Forms, SharePoint, and manual communication via Microsoft Teams. Over time, all data entry moved into SharePoint, but the process remained cumbersome. 

Challenges included a lengthy questionnaire with more than 75 questions, lacking branching logic and overwhelming submitters; multiple rounds of revisions and reviews, creating bottlenecks and slowing down proposal turnaround; difficulty tracking progress across various stakeholders; and manual communication steps that required repeated emails and follow‑ups. 

These inefficiencies made it hard to maintain consistency, slowed decision‑making, and placed unnecessary administrative burden on staff. 

Solution 

The team built a streamlined SharePoint‑based form with all required metadata fields and automated workflow logic. When a proposal is submitted: 

• An approval workflow automatically begins, involving all necessary stakeholders. 

• Reviewers can track the proposal’s progress, request revisions, and approve submissions directly within the system. 

• The final approval outcome is sent automatically via email, reducing manual coordination. 

• The entire process is now centralized, structured, and easier for both submitters and reviewers. 

  
  

This approach replaced the previous patchwork of tools with a unified, intuitive workflow. 

Impact 

The modernized system delivered meaningful improvements across the organization. By automating routing and approvals, proposals began moving through the process much faster, eliminating the delays that once came from manual handoffs and repeated follow‑ups. The streamlined form reduced the amount of repetitive data entry staff had previously confronted, making the entire experience more manageable and less time‑consuming. 

Because the new workflow provides clear, real‑time visibility into a proposal’s status, staff, managers, and leadership no longer need to rely on side conversations or ad‑hoc emails to stay informed. Automated notifications now communicate outcomes and revision requests as soon as they occur, easing the administrative burden on everyone involved. 

The system also brought new consistency to proposal submissions. Standardized metadata ensures that every pre‑approval package is complete and reliable before it moves forward, resulting in cleaner, more organized information for the Foundation or any other grantor. 

Broader Applicability 

Many organizations struggle with similar challenges when managing multi‑step, multi‑stakeholder approval workflows. This type of solution offers wide benefits: 

• Centralized data collection reduces errors and fragmentation. 

• Automated routing ensures timely reviews and reduces bottlenecks. 

• Standardized forms improve quality and completeness of submissions. 

• Visibility across teams minimizes back‑and‑forth communications. 

• Integration with existing tools (SharePoint, Power Automate, Outlook) keeps the process accessible and low‑cost. 

  
  

Any organization managing proposals, requests, or approvals can adopt a similar workflow to gain efficiency, consistency, and improved governance.