Project Breakdown:
Automotive Refinance Company
Digital Transformation & Workflow Improvement
Project Summary
Architected and deployed a centralized digital ecosystem for an automotive refinance firm to replace paper-based processes. This solution integrated SharePoint, Power Automate, and Microsoft Forms to streamline sales-to-funding workflows and provide real-time reporting for management.
The Problem
The organization relied on decentralized, paper-based training materials and manual data entry, leading to significant documentation errors and process bottlenecks. A lack of real-time communication between the Sales and Funding departments led to delays in deal processing, resulting in missed revenue opportunities and a suboptimal customer experience.
The Solution & My Role
As the Lead Systems Architect and Developer, I designed and implemented a three-tiered SharePoint environment. My role involved:
Site Architecture: Built three interconnected SharePoint sites (Sales, Funding, Management) with granular permission sets.
Process Engineering: Recreated all SOPs, training guides, walkthroughs, and flow charts into a searchable knowledge base.
Automation Development: Built complex Power Automate flows to handle deal submissions, status updates, and cross-departmental notifications.
Custom Scripting: Implemented scripts within Power Automate to extract specific delay reasons from database notes and deliver them to consultants via Microsoft Teams.
Tech Stack
SharePoint (Architecture & Database Management)
Power Automate (Custom Scripting & Logic)
Microsoft Teams (Real-time API Integration)
Microsoft Forms (Data Entry & Lead Capture)
Technical Writing (SOPs, Flowcharts, & Training Manuals)
Challenges & Solutions
Challenge: Sales consultants frequently submitted incomplete deal files, causing a high “kick-back” rate from the Funding department.
Solution: I implemented a standardized Microsoft Form for deal submissions. This acted as a digital “gatekeeper,” ensuring all required Lead IDs and data points were present before the workflow triggered a notification to the Funding team.
Challenge: Information silos between departments made it difficult for Sales to know why a deal was delayed.
Solution: I developed an automated “Delay Notification” system. When a deal status changes in the Funding database, a custom script retrieves the specific “Notes” field and sends a targeted alert to the assigned consultant via Teams, allowing for immediate correction.
Outcomes & Impact
Reduced Delays: Achieved a 12% reduction in processing delays caused by documentation errors.
Efficiency Gains: Eliminated the need for paper materials, ensuring 100% of the staff had access to real-time lender rates, resources, and SOPs.
Increased Throughput: Improved the “Sales-to-Funding” handoff speed, directly contributing to an increase in total deals completed per month.
Management Visibility: Provided HR and Management with automated reporting on new hire onboarding progress and departmental performance.
