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Website: http://parkscanada.gc.ca
Industry: Government Administration
Location: Canada
Technology: SharePoint SPFx

Leveraging SharePoint SPFx: Parks Canada Case Study

Parks Canada were predominantly using manual methods for managing a substantial volume of contracts across various departments.

Canada‘s national parks, national marine conservation areas, and national historic sites are the ultimate awe-inspiring experience. Around 37 national parks and 10 national park reserves represent 31 of Canada’s 39 terrestrial natural regions and protect approximately 336,343 square kilometers of Canada’s lands. It includes mountains, plains, boreal forests, tundra, lakes, glaciers, etc. Parks Canada is responsible for protecting and managing these areas so visitors can understand, appreciate, and enjoy them in a way that doesn’t compromise their ecological integrity. 

The Problem 

Protecting, managing and caring for the natural habitat and the visitors requires a vast network of suppliers, partners, and clients, operating a substantial volume of contracts across various departments. Parks Canada works in a partnership model with different contractors for various purposes. The contract lifecycle requires legal knowledge and a diligent eye to accurately lead the contract management process.

There is always a pressure of cost reduction with improved performance, which facilitates the need for an effective and automated contract management system. Their existing contract initiation process was predominantly manual, resulting in inefficiencies, delays, and a lack of visibility into contract requests. They were looking for a solution that could seamlessly integrate with their existing SharePoint-based document management system. Their end goal was to save time and money while reducing errors. 

Our Solution 

Parks Canada’s requirement prompted a custom-built solution that could meet their requirements. Upon analyzing, our team at Evolvous leveraged SharePoint Framework (SPFx) for a custom-built Contract Request Form for their Contract Management System by creating a SharePoint web part that would serve as the user interface for requesting contracts.  

The design of the Form consisted of contract type, contract details, parties concerned, contract value, and required approval personnel. A SharePoint workflow was developed to automate the contract request process by routing the requests to the appropriate stakeholders for their review and approval, ensuring transparency and accountability. We arranged a change management strategy for smooth user adoption to facilitate the transition from the old manual process to the new one. 

The Impact 

After implementing the new Contract Request Form, the overall efficiency, whether legal or logistics, increased. Manual errors were reduced, giving a better operational and financial performance. It also helped in reducing the financial risk for Parks Canada. All agreements and metadata were stored on SharePoint, which acted as the centralized repository. Automated and standardized processes of data collection through forms reduced the overall workload and created enough room for stakeholders to focus on more important activities.  

The SPFx-based solution was easily scalable, accommodating future growth and evolving contract management needs for Parks Canada. It completely transformed the way contracts are managed now by boosting efficiency and managing compliance.