Create and implement MS SharePoint based intranet and migration of legacy intranet content

Description

Summary of the work To lead and design in collaboration with SCW a user-centred SharePoint 365 intranet meeting present and emerging needs: • User discovery phase • Testing of Corporate Objectives • UX Design Concept, build out and functionality testing • Existing site content review and phased migration plan • User training for Departments Expected Contract Length 26 weeks Latest start date Monday 14 March 2022 Budget Range £50,000 - £75,000 (inclusive of any applicable VAT). Why the Work is Being Done The objectives for the new intranet are: • Corporate Goals for the intranet to support our digital transformation and collaboration • Meet public sector digital service standards • Develops internal audience personas and user profiles to support the design process • Meets cultural aspirations for parity of English and Welsh in design and accessibility • Meets the accessibility design standards and guidelines applied by Social Care Wales • Establishes an information architecture and global task-based navigation • Creates a standardised Home, Department and project team page design template • Creates the Content Management structure and templates • Establishes appropriate governance and administrative rights and roles, mapping permission levels • Confirm content types, metadata document properties, document security and version control parameters • Analyse existing content and lead internal review to identify content for deletion, archive or migration • Develop online user training resources library Problem to Be Solved Social Care Wales has operated SharePoint on premise intranet sites for a number of years. Over this period the role of the organisation has developed and expanded. Content created has grown. The system is not intuitive, and navigation and search of the existing site is difficult to use and does not reflect how the organisation supports the sector. A large proportion of the content is no longer relevant, however may need to be retained as part of a corporate document retention policy. Promoting a culture in terms of seeing SharePoint as collaborative interactive platform The user design is not intuitive and navigation rules have become confused. Migrate existing data from SharePoint on premise to SharePoint online. We are looking to migrate 250GB of data from approximately 57 active SharePoint sites. Who Are the Users As someone working in Social Care Wales I need to be able to: • See what is possible in terms of automation of tasks and integration of functions • Have a ‘go to place’ to access important updates and information that I am confident is maintained • find and share information about my and other teams, to understand peoples’ roles • easily communicate and collaborate with teams that I am a part of across SCW • automate routine tasks and processes that reduce administrative, reporting and compliance tasks • access SharePoint from any device, anywhere to support my hybrid working arrangements • find, create, share, use and edit content easily • be supported systematically to curate content I am responsible for to ensure it is managed as current, required and relevant or removed in accordance with our retention policy. • Provides collaborative tools and spaces to participate in informal communities and team engagement • Easily access other desktop applications from my home page • Improve my skills and confidence to utilise SharePoint • Be engaged and involved in the concept development and design process and roll out • Access and navigate the platform in my language of choice Early Market Engagement Early market engagement was carried out in October 2021 as an opportunity to test the work and our initial thoughts with Suppliers for validation prior to going to tender. The informal and formal feedback from this session informed the timescale for project delivery, additional clarification on the specification to ensure the project is delivered efficiently, factor in operational constraints, and the budget. Work Already Done • We have developed proposed Corporate Objectives for the intranet to support our digital transformation and collaboration • We have implemented SharePoint 365 and are operating SharePoint 2013 • We are migrating from MS Exchange on Premise to MS Exchange Online • We are rolling out MS Teams and a contact centre for Teams • Welsh Service Standards will apply: https://digitalpublicservices.gov.wales/toolbox/digital-service-standards Existing Team The successful partner will work with a project team, whose members include: - SRO Transformation Programme (Director of Finance, Strategy and Corporate Services) - IT Manager (Contract lead) - ICT Applications Lead - Communications Lead - Information Governance Officer - Digital Champions group (expected approx. 20 users) for consultation - User representatives to support phased roll out To ensure project integration with our wider digital strategy the project board will work with the Assistant Director Corporate Services (Digital and Welsh Language Lead). Current Phase Not applicable Skills & Experience • How an agile approach will be applied to the project to embed adoption and ownership • Evidence of Cyber Essentials Plus or Cyber Essentials with ISO27001 • Experience of bilingual service design in both Welsh and English and the ability to switch between languages • Experience of working with users to understand their work, operating context and constraints and implement improvements remotely • Experience of integrating wider Microsoft 365 suite functionality (Teams, Power Automate, Social, Lists) • Experience of designing and developing SharePoint intranet services through iteration, research, prototyping and testing • Experience of provider effective end user training and knowledge transfer to staff to embed the long-term sustainability of the intranet • Experience in user centred design of intranets • Understanding processes in Government Digital Service services manual, designing solutions that have passed an accessibility audit and meet WCAG 2.1 and how to implement these in a corporate environment • Evidence of communicating service concepts and ideas using methods that allow others to see all the different parts of the service • Demonstrate understanding of records management best practice and compliance with relevant practice guidance and legislation • Demonstrate understanding of Welsh Language Commissioner’s Guidance on ‘Technology, Websites and Software: Welsh Language Considerations’ Work Location Social Care Wales has offices in Cardiff and St Asaph. We are currently working remotely and for the foreseeable future. Our primary location for this project is Cardiff. Working Arrangments Social Care Wales has an all-Wales remit. We need a partner to work with us remotely, and on occasion, in person, dependent upon restrictions in our Cardiff office. Security Clearance You will be able to evidence that you meet cyber essentials plus or equivalent as a supplier. There are no specific security clearance requirements No. of Suppliers to Evaluate 3 Proposal Criteria • The proposed solution • How the solution meets user needs • How you will inform the proposed approach • Alignment with corporate project objectives • How the solution will support the organisation's records management strategy • Experience of transferring knowledge to permanent staff within a client organisation • Evidence of integrating into a partner organisation's existing ways of working ensuring a healthy working culture Cultural Fit Criteria • Able to share your detailed knowledge and skills regarding the user-centred design • Demonstrate how you will work with clients with different levels of technical expertise throughout the project • Demonstrate how you will work transparently, collaboratively and share your approach with the project team • Experience of successful agile delivery in non-agile environments and bridging the two worlds Payment Approach Fixed price Assessment Method • Case study • Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. Can you please advise as to who the early market engagement was held with, and under which procurement framework? Early market engagement was sought with suppliers on the CCS Framework: Digital Outcomes & Specialists 5 (Lot 1 Digital Outcomes). An invitation was sent to all digital outcomes suppliers on 8 October 2021 for the session held 18 October 2. Reference the phased migration plan, is the expectation here, that the supplier will produce a plan for Social Care Wales’ staff to perform the actual migration? We would anticipate the supplier managing and quality assuring the migration of existing content 3. Good morning, could you confirm if ISO27001 is a mandatory requirement? We are currently working towards this standard but do not have it company-wide at this time, we do have both cyber essentials and cyber essentials plus. Many thanks. Cyber essentials Plus is sufficient 4. Does the expected budget refer to the full implementation (i.e. migration, design, configuration, etc.) or is it just for discovery and planning?The Summary of the work only refers to “lead and design” and “migration plan” but nothing about implementation. Full project scope 5. Project Team – Will the team be required to be proficient in Welsh too? At present we have a team fluent in English. Please confirm We will require Welsh language to be embedded within the project team in order to achieve equal language consideration through all project phases 6. Can you please advise as to whether there is an incumbent Microsoft partner already working with Social Care Wales, specifically in relation to Microsoft 365? We do not currently have an incumbent MS partner, however we do purchase our Microsoft licenses through a framework.We have a tender on Digital Marketplace currently to appoint a MS training partner to support our wider desktop MS applications. 7. Please provide the versions of current SharePoint versions used for SharePoint applications?OnPrem – 57 applications- SharePoint Versions?• Where is the current SharePoint datacenter/tenant located?SharePoint O365 – What is the current plan or SKU purchased? E3, E5?” Currently using SharePoint 2013, this is held on premise in our Cardiff office.We currently have Microsoft office 365 business standard licenses but are going to purchase Microsoft 365 E5 licenses in February 8. What Active Directory domain has been integrated with O365? (xxxxx.com)? Socialcare.wales 9. Please provide the below to understand the Information Architecture SharePoint OnPrem applications• Database size (in GB)• Number of Content DBs• Number of site collections• Number of web apps• Number of sites• Search index size (# of items)• Number of docs• Number of lists• Average size of sites• Largest site size• Number of user profiles Database size (in GB) Approx. 250GBNumber of Content DBs 1Number of site collections 1Number of web apps 1Number of sites 57Search index size (# of items) - UnsureNumber of docs Approx. 57000Number of lists 29Average size of sites approx. 4.3GBLargest site size 58.1GBNumber of user profiles 155 10. Does the current applications on SharePoint OnPrem/O365 have any integration with external systems? If Yes, please provide us the details of the integration and the data exchanged/ updated. Our OnPrem SharePoint doesn’t have any integrations with external systems. 11. Please let us know the current Customizations details in your existing SharePoint Farm, • Site definitions• Style sheets• Custom Web Parts• Web Services• Features and Solutions• Assemblies• Web.config changes• Templates• OOB or custom workflows• Business Data Connectivity (BDC)• Any third party tool• Client side coding details• Timer Jobs• Sandbox solutions• Event Receivers• Any applications in.HTML files• Visual Webparts• Master Pages• Apps Site definitions 34Style sheets 0Custom Web Parts 0Web Services 0Features and Solutions - UnsureAssemblies 0Web.config changes 0Templates 6OOB or custom workflows 0Business Data Connectivity (BDC) 0Any third party tool 0Client side coding details 0Timer Jobs 0Sandbox solutions 0Event Receivers 0Any applications in.HTML files 0Visual Webparts 0Master Pages - UnsureApps 0 12. Is there Personal Information (PI) sensitivity to consider? Have GDPR practices been implemented? Yes to both 13. Could you please provide details on your site complexity – No. of sites with Simple/Medium/Complex ratings 1 site simple complex 14. Are there any migration tools to migrate content from SharePoint OnPrem to SharePoint O365? Not at present, but will purchase migration software as requested by the appointed supplier.