Hello Kei-Koo,
Unfortunately (like many things) those questions are really dependent on your exact needs, requirements and workflows. There is no one-size-fits-all solution when it comes to CAD Administration or any form of configuration management / deploy activity for that matter.
The Bentley MicroStation Workspace framework / environment (whatever you want to call it) is flexible enough to be as simple or as complicated as you need... which can either save your time or waste your time, depending on how well you understand your own requirements.
If all you need is to quickly share a small set "once off" configurations amongst a small team, you may find writing a quick VBA macro, or startup batch file is sufficient for you.
So that you know what's available and involved I would recommend reading the "Workspaces" Chapter in the "Setting Up Projects" section of the MicroStation Help, and see if the concepts and examples there would be helpful to you.
You will also find a lot of helpful resources and people in the MicroStation Product Community. [communities.bentley.com/.../default.aspx]
After that I would thoroughly recommend Jon’s suggestions in regards to organizational backing and training, it may prove to be a good Return On Investment for your organization (and your teams sanity). :-)
-Gordon