EDRMS - SharePoint Training and Development Partnership

Description

Summary of the work NILGOSC wishes to invite suitably qualified and experienced suppliers to provide training and development support for a SharePoint EDRMS solution. Expected Contract Length 6 months Latest start date Thursday 7 October 2021 Budget Range Maximum daily rate of £650 (+ VAT), inclusive of any travel and expenses, for a maximum of 20 days. 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. This pilot, which will be conducted with IT and Governance records only, is the Alpha Phase of the project and will be used to test how the system will work, prior to rollout to the wider business. Problem to Be Solved NILGOSC is seeking a supplier to provide tailored, flexible training to the project team, to assist with the development of a SharePoint Online EDRMS solution, in line with its Retention & Disposal Schedule. This is a pilot phase, which will involve a subset of corporate records. The focus of the partnership will be to provide training on specific areas of SharePoint Online, with the NILGOSC project team providing operational control. These training areas will include, SharePoint Admin Centre, document stores and site collection settings, retention tagging and labelling of documents, managed metadata, terms store, retention and security policy settings, IRM etc. There will also be a requirement to assist with the development of a workable search and retrieval function, within the EDRMS. By the end of the Alpha phase, NILGOSC will have developed a SharePoint EDRMS, that will facilitate the automated retention and disposal of corporate records, which can then be further developed using the training provided for Beta and Live phases. 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 Previously, NILGOSC had sought a supplier to deliver the entire Alpha phase. Including, design, creation, and testing. Due to their resourcing issues and the acquirement of an internal member of staff within NILGOSC with experience of EDRMS, a decision was taken to change the approach for this project. This has led NILGOSC to seek a training partner, with the design, creation and testing brought in-house. 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. Discovery phase confirmed SharePoint Online as a feasible & preferred option for the implementation of effective corporate records management and disposal. Existing Team NILGOCS's project team consists of the IT and Governance departments, with the project being led by the Governance Manager. Current Phase Alpha Skills & Experience • Microsoft Certified training partners/developers • Demonstrate 2 project successes in providing support for an EDRMS solution through SharePoint • Provide evidence of experience in delivering flexible training for SharePoint Online and Microsoft Office 365, bespoke to clients needs • Provide evidence of successful document management solutions, including search and retrieval, in SharePoint Online. • Provide examples of previous successes in training staff on SharePoint Governance and architecture Nice to Haves • Have experience of working with public authorities • Have experience of digital transformation • Provide evidence of developing SharePoint document libraries for efficient tagging • Provide evidence of delivering successful training partnership 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 develop SharePoint online so it can be an effective records management solution for NILGOSC. The provider will work in a collaborative and transparent way with the NILGOSC project team and will provide targeted training and development sessions. No. of Suppliers to Evaluate 3 Proposal Criteria • Demonstrate skills, experience and previous successes in similar projects. • Outline how value for money will be achieved • Evidence provided which matches NILGOSC's training and development support needs • How examples provided showcase solutions which the project goals. Cultural Fit Criteria • Work as part of the Project team • Work with clients with a range of technical skills • Share knowledge and experience with project team members • Be flexible and honour commitments Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. We have a document and EDRMS product that sits on SharePoint Online and integrates with other Office 365 workloads. It is very configurable and flexible and is typically used by our customers to implement ISO level controls on their documentation.Using our product would provide a big head start to meeting your requirements and the flexibility and configurability in our product all comes from SharePoint and Power Platform configuration so we would still train your staff in SharePoint configuration but they would have large parts of the work already delivered. Would this approach be of interest? NILGOSC is seeking suitably qualified and experienced suppliers to provide training and development support for a SharePoint EDRMS Solution. The focus of the project is for the supplier to provide training on specific areas of SharePoint Online. NILGOSC does not require any additional product at this time. 2. Please can you confirm if this is 20 working days over a 6 month period. Or potentially a full 6 month role with 20 specific delivery / training days onsite in NI? NILGOSC has budget approval for 20 days at a maximum daily rate of £650 + VAT to cover training and development requirements which is expected to last approximately 6 months. We anticipate that the majority of the requirement will be delivered as onsite training but that some development work may be carried out remotely. 3. You state that you require training to be delivered on site. As we have been successfully delivering remote training during the pandemic, is it possible that we can use this model to make the budget viable? Alternatively, is there flexibility in the day rate to make it exclusive of expenses? NILGOSC has secured appropriate budget approval for this project, and expect onsite attendance for training and workshop sessions, however, some development work may be carried out remotely.