Migration Work (Sharepoint)

Description

Summary of the work Design sites/libraries to hold the data described. Designate activities to collect information from business areas to enable build within SharePoint Online and migration.Creation of a basic training site facilitate training by team. Generate security groups. Test model to assure security being maintained Migrate files from local SAN into SharePoint Online. Expected Contract Length 3 Months Latest start date Monday 17 January 2022 Why the Work is Being Done Powys Teaching Health Board (PTHB) has now finished the primary phase of migrating to Office 365. This includes the adoption of Microsoft Teams and Online exchange for email. PTHB is now looking to adopt SharePoint Online as a primary resource for storing shared files and folders as well as a communication resource. This functionality is akin to an intranet. Work has already commenced on a core communication functionality focusing on corporate communication. Problem to Be Solved There is approximately 8 terabytes of data currently stored on a storage area network (SAN) that is rapidly reaching an end of life state. This data needs to be migrated to SharePoint Online so that users can continue to access this data. This data needs to be structured based on functions within the Health Board to allow for ease of navigation to data as well as provisioning security to manage access. Because this data will contain Personal Identifiable Information (PII) there is a need to ensure that data can be “tagged” to ensure it is retained for specific periods of time. Who Are the Users This impacts all Health Board ICT users. They will need to be able to access and edit documents within SharePoint Online. Work Already Done A corporate level intranet consisting of communication sites is already being created. This will be used as the initial landing page and the source of navigation to the Shared File/Folder libraries. Business areas are already preparing for migration having identified folders they own, reduce unwanted data and identified content types they are storing. Existing Team IT team within POWYS Current Phase Not applicable Skills & Experience • Skills in developing SharePoint Online for business processes • Experience of providing solutions in a Healthcare environment • Experience in provisioning online storage solutions that involve clinical data and other personal identifiable information Nice to Haves Experience of working with NHS Wales, NHS England or NHS Scotland Work Location Work will take place virtually where possible. Where on site meetings are required, these will be located at Bronllys Hospital. Working Arrangments Meetings will take place over Microsoft Teams and physical meetings will be kept to a minimum. No. of Suppliers to Evaluate 3 Proposal Criteria • Utilises SharePoint Online • Facilitates document collaboration across the Health Board whilst ensuring security of data within business areas • Provides delegation to business areas to administrate sites/libraries whilst retaining high level administration within the ICT support team • Manages the migration of data for the Health Board, requiring minimal technical input • make use of existing project team for collection of requirements from business areas and to provide training • can be flexible with managing migration requests. For example, offer specific windows for business areas to sign up for migration and perform ad hoc migration as required • Documents are stored online to access and editing on any PTHB device • Delivers a cloud-based document store that facilitates collaboration and secure storage of data • Start advising the project team on requirements by 14th January • Creation of sites and testing of security groups to enable bulk of migration work for critical areas to be completed by 22nd February • All data to be migrated to by 31st March • Risks and dependencies highlighted prior to the start of work with solutions offered • Regular meetings with supplier to highlight any new risks and dependencies that occur during deliver alongside options appraisals to mitigate • Architect to design structures and sites and inform information to be collected from business areas • Engineer to manage the migration of data, creation of security groups and testing of the security model • Project Manager to oversee supplier work and liaise with Health Board Project Manager • value for money • Navigation allows for core functional units to have data in a single place • Documents are retained in accordance with NHS Wales default policy or specific policy of the business area where this is an identified requirement Cultural Fit Criteria • • work as a team with our organisation and other suppliers • • be transparent and collaborative when making decisions • • have a no-blame culture and encourage people to learn from their mistakes • take responsibility for their work • • share knowledge and experience with other team members • challenge the status quo • be comfortable standing up for their discipline • can work with clients with low technical expertise Payment Approach Fixed price Assessment Method Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers No questions have been answered yet.