Agile Alpha Delivery Team - EDRMS Development

Description

Summary of the work NILGOSC wishes to invite suitably qualified and experienced suppliers to lead the delivery of the Agile Alpha phase to develop SharePoint EDRMS solution. Expected Contract Length Approximately 6 months Latest start date Monday 15 February 2021 Budget Range Supplier daily rate x 40 days Any supplier travel and subsistence costs must be included in the budget submitted. Why the Work is Being Done NILGOSC is committed to the implementation of an EDRMS not only to improve efficiency and effectiveness across the organisation, but also importantly to comply with legislation and fully implement electronic retention and disposal of corporate records. SharePoint has records management functionality and, as it is a Microsoft application, it is familiar to staff and can be fully integrated with email and other applications currently in use. Therefore, SharePoint is the preferred option as a platform to develop an EDRMS. NILGOSC completed a Discovery project in 2020, which confirmed SharePoint as the preferred option for development of an EDRMS. Following review and discussion of the findings of the Discovery report by the project team, it was agreed that only those recommendations and tasks identified as essential to facilitate electronic retention and disposal of records would be carried forward to the Alpha phase of the project. Problem to Be Solved NILGOSC is seeking a supplier for the Alpha phase of the project to develop SharePoint for records management in line with its Retention & Disposal Schedule. This will be a pilot phase, whereby NILGOSC engages the expertise of a SharePoint developer to help build the platform for a subset of its records to facilitate effective records management and disposal. The expectation is that there will be training and knowledge transfer from the supplier to NILGOSC as part of the alpha phase to inform the roll-out of the system to other business areas as part of the later beta project phase. The following elements have been identified as essential for the Alpha phase of the project: • Records Management Tagging Design • Records Management Tagging Implementation • User Role Training By the end of the Alpha phase, NILGOSC will have developed a SharePoint records management system that will facilitate the electronic retention and disposal of corporate records with automated workflows. Who Are the Users All NILGOSC staff need to be able to access and manage records easily, while ensuring that electronic records are retained and disposed of in line with NILGOSC’s Retention & Disposal Schedule. Early Market Engagement No further market engagement has been undertaken since delivery of Discovery phase. Work Already Done NILGOSC are running an on-premise Microsoft SharePoint 2016 farm on a Hyper V environment. Microsoft Windows Server 2012 R2 & Microsoft SQL Standard 2017. The SharePoint Database is approximately 3.7TB. This is a core system that holds all NILGOSC’s member records and is accessed daily by staff. NILGOSC also currently utilise Microsoft 365 through the E3 licence for Exchange Online and Microsoft Teams. OneDrive for Business is being evaluated prior to a wider roll out as identified during Discovery phase. Discovery phase confirmed SharePoint as a feasible & preferred option for the implementation of effective corporate records management and disposal. Existing Team The supplier will work closely with the Governance Team and IT Team. Current Phase Discovery Skills & Experience • Demonstrate previous experience in delivery of successful Alpha phase outcomes • Experience of developing SharePoint for effective disposal and management of records • Proven expertise in the successful delivery of EDRMS based solutions • Demonstrate at least 3 significant project successes in managing content • Microsoft SharePoint certified partners/developers • Experience of document management systems and techniques • Proven experience of development and implementation of SharePoint as an EDRMS solution • Strong client facing and relationship management skills Nice to Haves • Working with clients with no previous experience of the Alpha phase process • Training and coaching experience - Transfer of technical knowledge to internal staff for future phases • Experience of automating workflows using SharePoint Work Location Templeton House, 411 Holywood Road, Belfast, BT4 2LP The provider will be expected to work on site for face to face meetings. Working Arrangments The alpha team will be a cross functional, multi-disciplinary team that will embrace Agile principles in order to produce a recommendations report which will articulate the problem and scope of requirements. The provider will work in a collaborative and transparent way with the NILGOSC project team and will provide focus to make the Alpha phase happen in the required timescales. No. of Suppliers to Evaluate 3 Proposal Criteria • Proposed approach and methodology for undertaking the Alpha phase, highlighting key dependencies and risks • Proposed deliverables and timeline for the Alpha phase, including team size, roles and responsibilities • Skills and experience of the team • Outline how value for money will be achieved Cultural Fit Criteria • Work as a team with our organisation • Can work with clients with low technical expertise • Share knowledge and experience with project team members • Experience of working with public sector clients Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Hi as you have E3 licences would you be willing to move to SharePoint Modern, which has significant out of the box Records Management functionlity, rather than staying on 2016? SharePoint Online (and SharePoint Modern Experience), available as part of the E3 licences already in place, is the preferred solution for EDRMS development for corporate records. It is envisaged that this will exist alongside the existing on premise SharePoint 2016 environment, which hosts member records. Both will serve different purposes.