Workflow Modernization · Case Study
Evidence-tracking modernization for a defense subcontractor
From spreadsheets and email chains to a dashboarded pipeline with a repeatable monthly close. Audit-prep time cut by two-thirds.
Defense subcontractor · compliance team of 4 · supporting two prime relationships and an active assessment cycle
Challenge
Evidence lived in 11 SharePoint folders, three OneDrive personal accounts, and a "central" Excel tracker that hadn't been current since the last audit. Every assessment was a six-week sprint of rebuilding what already existed. The team was burning out and the next audit was on the calendar.
Approach
- 1
Inventoried existing evidence artifacts across all storage locations.
- 2
Designed a single evidence repository with control-family folder structure and naming conventions.
- 3
Built a lightweight dashboard pulling evidence-freshness, owner, and last-review-date.
- 4
Established a monthly close ritual: 90-minute team session, evidence refresh, register update.
- 5
Trained the team on the new workflow with a one-hour onboarding and a written runbook.
- 6
Reused the workflow on the next assessment to validate durability.
“We used to dread audit prep. Now it's a Tuesday meeting.”
Compliance Director, Defense Subcontractor · Composite engagement
Outcomes
What the engagement actually shipped.
6 → 2 weeks
audit-prep time reduced
100%
evidence freshness at quarter close
3
subsequent assessments completed with the same workflow
11 → 1
consolidated storage locations
Composite case study. Details combine multiple engagements and are anonymized for client confidentiality.
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