MARCOM Resources System (MaRS)
The Before
The organization lacked a centralized system for proposal development resources, forcing employees to rely on fragmented SharePoint sites, server folders, and tribal knowledge to locate approved templates, project write-ups, branded assets, and employee resumes. This created inconsistent proposal quality, inefficient workflows, weak version control, and recurring dependency on the MARCOM team for manual support for repetitive tasks.
Additional challenges included:
- Inconsistent branding and proposal formatting across teams
- Poor searchability and decentralized content management
- Knowledge loss risks during employee turnover
- Inefficient proposal assembly workflows for new and existing staff
- Lack of scalable infrastructure for long-term resource management
The After
In partnership with the MARCOM teams, I designed and implemented a centralized proposal resource hub within the Microsoft Power Platform ecosystem to standardize proposal workflows, improve resource accessibility, and support scalable knowledge management across the organization
- Designed and developed a scalable SharePoint architecture integrated with 8 custom PowerApps, replacing fragmented folder-based systems with structured content management and improved user accessibility
- Applied UI/UX and information architecture principles to create intuitive search, filtering, and navigation experiences that enabled employees to independently assemble proposal materials with reduced training overhead
- Led cross-functional stakeholder workshops to map proposal development workflows, identify operational bottlenecks, and define a unified keyword taxonomy for standardized metadata and improved search accuracy
- Centralized branded templates, project write-ups, resumes, boilerplate content, and curated assets into a single searchable knowledge management platform, improving consistency and reducing duplication of effort
- Improved workflow efficiency and governance through standardized tagging structures, version control processes, and centralized resource ownership
- Reduced dependency on manual support from MARCOM teams by enabling scalable self-service proposal development across departments
- Strengthened long-term knowledge retention and process continuity by creating a sustainable, scalable foundation designed to support future database-driven expansion
- Developed supporting graphic design collateral, onboarding resources, and launch materials to drive user adoption, internal engagement, and platform visibility across the organization
Key Contributions
SharePoint UI design
PowerApps development and design
Power Automate flow creation
Stakeholder engagement
Testing and Development
Rollout training
Project Logo
Launch and marketing design
Key Decisions & Tradeoffs
- SharePoint vs. Dataverse
SharePoint was selected as the backend to align with existing team familiarity and ensure long-term maintainability by MARCOM without additional training. While Dataverse offered stronger scalability and structure, SharePoint provided a more accessible solution for immediate adoption and operational ownership. - Canvas Apps vs. Model-Driven Apps
Canvas Apps were chosen to maximize flexibility in UI design, advanced filtering, and search functionality. This approach also enabled custom logic, dynamically adjusting available actions (e.g., preview, download) based on file type. - Lightweight Automation Strategy
Centralized most application logic within the apps themselves, minimizing dependency on Power Automate. Flows were used selectively for notifications tied to content changes (e.g., updates, deletions), reducing system complexity and maintenance overhead. - MVP-First Development Approach
Prioritized rapid delivery of a Minimum Viable Product using a simplified SharePoint structure. Designed the system with a clear roadmap for iterative expansion, including potential migration to a more robust SharePoint List architecture or Dataverse-backed model for scalability. - User-Centered Iteration & Validation
Incorporated structured stakeholder feedback throughout development. Created a beta testing framework using a MARCOM-developed mock RFP to simulate real-world usage, identify usability gaps, and validate functionality prior to full rollout. - Feedback-Driven Refinement
Evaluated feedback based on usability and business impact, ensuring that enhancements aligned with core user needs while maintaining system simplicity and performance.
