🏢 Enterprise Production System · SharePoint & Dataverse

Vendor Lifecycle &
Contract Management System

Replaced disconnected email chains and spreadsheets with a normalized SharePoint architecture managing 380+ vendors across 5 departments — with auto-provisioned folders, tiered Teams approvals, and zero missed SLA deadlines.

380+
Vendors Managed
5
Departments
2,300+
Auto Folder Structures
60%
Faster Approvals
The Problem

380+ Vendor Relationships, Zero Central Visibility

The organization managed 380+ vendor and contractor relationships across five departments — Procurement, Facilities, HR, Legal, and Administration — through disconnected email chains, spreadsheets, and physical folders. Contract expiration dates were tracked manually in Excel, causing missed renewals and compliance risk. Folder structures were created manually — a multi-day task per vendor — and approval routing was inconsistent, with no central visibility into SLA compliance or vendor status.

A New Leaf, Mesa, AZ  ·  Timeline: 2022–2023 (maintained through 2026)  ·  Scale: 380+ active vendors, 5 departments, 2,300+ folder structures
The Solution

Normalized Multi-List SharePoint Architecture

Six interlinked SharePoint lists replaced the old email-and-spreadsheet workflow, each with a custom Power Apps form enforcing validation the default SharePoint form couldn't.

SharePoint Architecture
  • Vendors Master List — core registry with 40+ columns. Custom Power Apps form enforced conditional validation and multi-step data entry.
  • Contracts List — linked via lookup. JSON column formatting applied color-coded SLA expiration indicators visible directly in the list view.
  • Vendor Services List — many-to-many relationship tracking services, pricing, and SLA targets per vendor.
  • Vendor Documents Library — structured library, auto-tagged via Power Automate.
  • Approval Queue List — multi-tier approval status: approver level, decision, timestamp, comments.
  • Incidents & Issues List — custom Power Apps form for logging vendor performance issues.
Automation & Integration
  • PnP PowerShell provisioned a complete 6-tier hierarchical folder structure per vendor across 3 SharePoint libraries automatically on record creation.
  • Power Automate launched a 3-level sequential approval workflow via Teams Adaptive Cards with 48-hour SLA per level and auto-escalation.
  • Scheduled flow scanned all contracts for expiration within 30/60/90 days, alerting the responsible department manager.
  • JSON column formatting rendered visual SLA status badges (active/expiring soon/expired) directly in the list view.
⬡ Also Designed & Formally Presented As
Dataverse Relational Architecture ✓ Presented
This solution was re-architected and formally presented as a full Microsoft Dataverse data model — demonstrating how the same business logic translates from SharePoint Lists to enterprise-grade relational tables with referential integrity and server-side enforcement via C# Plugins.
mka_vendor
Core entity. OptionSet: Category, Department, Priority, Status.
mka_vendorcontract
1:N ← vendor. Contract #, dates, Currency value, status.
mka_vendorservice
1:N ← vendor. SLA target (Decimal %) per service.
mka_approvalrecord
1:N ← vendor. Full workflow audit trail.
mka_vendorincident
1:N ← vendor. Severity, corrective action, resolution.
⚡ Business Rule: Auto-sets vendor status to Expiring when SLA expiry ≤ T+90 days — server-side, no flow dependency.
🔌 C# Plugin (Post-Create): Triggers folder provisioning flow, decoupled from the list layer.

Explore the Interactive Showcase

Live SharePoint-style mockup with a toggle to view the parallel Dataverse schema

View Interactive Showcase →
Measurable Results

From Manual Chaos to Zero Missed Deadlines

380+ active vendors in a single normalized system across 5 departments
2,300+ folder structures provisioned automatically — replaced a multi-day manual task per vendor
100% elimination of manual contract renewal tracking via Excel
Zero missed SLA expiration deadlines post-deployment
60% faster approval turnaround through structured Teams approval routing
SharePoint Online Microsoft Lists Power Apps Power Automate PnP PowerShell JSON Formatting Teams Adaptive Cards Azure DevOps ALM ⬡ Dataverse Model-Driven App C# Plugin