SharePoint Administration
▌Asset Management System
About
In addition to my primary responsibilities as an Instructional Designer with Medline Industries, my current employer, I led the project and development of a new internal asset management system for the Sales Training team. The system, built on a Microsoft SharePoint Site and utilizing SharePoint Lists, centralizes the management and tracking of all digital training assets, instructor-led training sessions, and trainee data. The system officially launched to the team in January 2025.
My Responsibilities
Stakeholder Interviews
Based on their role, I scheduled time with the Sales Training team, including Directors, Managers, Coordinators, and Designers, to understand their workflows with the existing asset management system, their likes and dislikes, and enhancement ideas.
Defining the Requirements
Collaborated with Medline's IT team, providing detailed system requirements based on the existing asset management system, stakeholder interviews and feedback, and anticipated future needs.
Project Planning
Created and maintained a detailed project plan that defined the different development stages and listed the associated supporting tasks to ensure the project stayed on track.
MVP Customization
After receiving the Minimal Viable Product (MVP) from the IT team, I customized and further developed the system to align with the specific requirements of the Sales Training team.
User Training
Following the system development, I conducted training sessions with the Sales Training team, focusing on the main workflows such as adding, modifying, and deleting assets and trainee information.
System Configuration and Launch
To finalize the project and prepare for launch, I configured the SharePoint navigation menu and landing page, established user permissions, and produced essential end-user documentation.
Post-Launch Enhancements
Automated Workflows
When we initially launched the asset management system, we recognized there were specific tasks we would want to automate in the future, such as updating a trainee's status from Active to Inactive or auto-populating trainee information that already exists within Medline's Active Directory system.
Since we built the system on a Microsoft SharePoint Site, we knew we could use Microsoft's Power Automate feature to configure these automated workflows. About six months after the initial launch (June 2025), I reconnected with the IT team and presented them with some new Power Automate requirements. Upon review, we determined which automated workflows to implement, and the team began development.
The automated workflows took about four weeks to develop, implement, and test. Now, when we select a trainee's name from Active Directory in the system, their employee information will automatically populate, saving time on data entry and improving data integrity and consistency across all internal systems.
Additionally, the IT team trained me and another team member on the Power Automate workflows, enabling us to make adjustments, modifications, or create new workflows in the future.