Discovery for new group-wide staff intranet

Description

Summary of the work Luminate Education Group requires a team to produce a report or statement of work with detailed recommendations and the full requirements needed to create its' new group-wide staff intranet system. Luminate will use this report as the basis for its ITT when it procures the full build of the intranet. Expected Contract Length 2 months Latest start date Monday 9 January 2023 Budget Range It is estimated that the discovery work can be delivered within the budget range of £5,000 to £10,000. Why the Work is Being Done Work was started in 2020 to develop a new group-wide staff intranet after it was agreed as a business priority for Luminate Education Group (Luminate). While consultations with staff across Luminate were underway with substantial information being collected over four months, the combination of a cyber-attack and Covid-19 pandemic left the project at a standstill. The group’s FE colleges and University Centre Leeds were then left without an intranet following a cyber-attack in August 2020, while Leeds Conservatoire have a different staff intranet that is no longer fit for purpose. Despite the FE colleges and University Centre Leeds receiving a new temporary intranet in April 2022, there is still a need and desire for there to be a central hub that will reduce silo working and encourage united thinking and cross-functional collaboration. The member organisations of Luminate Education Group are looking to centralise their staff intranet systems in order to ensure strong internal communications for all members, better management of documents and development of the Luminate brand internally (alongside each members own individual identity). The project involves centralising two separate intranet systems (one of which is a new temporary fix) across seven separate brands and organisations. Problem to Be Solved The aim of the discovery phase is to produce a report or statement of work with detailed recommendations and the full requirements needed to create a new group-wide staff intranet system for Luminate Education Group. Luminate will use the outputs from the discovery as the specification within the invitation to tender (ITT) when it progresses to the next phase of this project, which will be the procurement for the full build of the staff group intranet. Click here to access our desired outputs for the discovery phase: https://docs.google.com/document/d/1lgY9ZZrsmVVpJzNUN37acLLBax0icrYNqIe4wF7FGdU/edit?usp=sharing Who Are the Users Luminate Education Group employs just over 2,000 people in many varying roles across a wide range of departments, all of whom will be accessing the new intranet system. This discovery will identify their needs. The departments we have at Luminate include: Executive Leadership Team Senior Leadership Team Heads of Department Managers Curriculum ITSS MIS Human Resources & OD Marketing Communications Finance Student Life Innovation and Development Enterprise, Events and Employability Health & Safety Estates Food and Catering Services Capital Projects School Liaison Admissions Quality, Teaching and Learning Early Market Engagement Two pre-market engagement session were held with suppliers to obtain their views on the readiness of the attached statement of works document to form the basis of an ITT for LEG proposed Group Intranet. Both suppliers independently advised the need for standalone discovery phase and identified the areas that still needed to be addressed including: • On-prem versus cloud/SAAS, • Technical architecture and technical estate, • What do we mean my integration, • What are the boundaries of the intranet, • Do we want users to sign on via a corporate email or local college email, • What are the specific departmental requirements, • How do the requirements for the different brands/sites differ • App versus browser, Work Already Done Luminate has already produced this scope of work document, which provides an overview of our desired wants and needs for the staff intranet. https://docs.google.com/document/d/10A2Ub8U6unwFXPdZ4b0pI8l9XjRh6nLb/edit?usp=sharing&ouid=101320170285469003258&rtpof=true&sd=true Luminate has also conducted consultation exercises with staff on the staff intranet in 2020 and again in the summer of this year. The findings can be accessed below: 2020 - click here Updated copy of Luminate Intranet Consultation Insights 2020 2022 - click below (x2 links): https://docs.google.com/document/d/1cja5HSyfBZ7sDIuXkNymwWMiBNyOs_f4/edit?usp=sharing&ouid=101320170285469003258&rtpof=true&sd=true https://docs.google.com/spreadsheets/d/1x3P6toIAsdugyt9wU58Eb89S52ZwmE2Y/edit?usp=sharing&ouid=101320170285469003258&rtpof=true&sd=true Existing Team Project Co-ordinator to the Executive Leadership Team Head of Communications Communications Manager Project Manager (Corporate and Internal Communications) Head of Technology Enhanced Learning ITTS Project Manager Head of Learning and Organisational Development Director of MIS Group Project Co-ordinator, Innovation and Development Current Phase Discovery Skills & Experience • Demonstrable experience of leading discovery activities remotely to identify users’ needs and organisational objectives and develop a prioritised list of detailed requirement. (1%) • Demonstrable experience of recommending and delivering digital experience solutions (e.g., implementation of new CMS/DXP) in large and complex organisations for a UK audience. (1%) • Be platform agnostic, with extensive experience of at least 3 different enterprise-level CMS/DXP platforms and other digital experience solutions (e.g., automated digital comms, SEO tools, web monitoring systems, hosting). (1%) • Experience of integrating data/content feeds and CRM and ERP systems with CMS/DXP platforms and other digital experience solutions to support user experience of digital channels and touchpoints. (1%) • Experience of authentication and single sign-on integrations with CMS/DXP platforms and other digital experience solutions.(1%) • Experience of drawing-up technical infrastructure recommendations and options, ensuring robustness and scalability in using technology to meet user needs. (1%) • Experience of developing clear and engaging proofs of concept including to-be technical architectures, user journeys and prototypes. (1%) • Experience of developing inclusive digital channels which comply with WCAG 2.1 and GDPR regulations. (1%) • Experience of engaging with internal and external stakeholders to gain solid, actionable insights, alongside data analytics expertise. (1%) • Experience of supporting SSO authentication through Microsoft ADFS 4.0, supporting multiple Microsoft tenants, ADFS being well understood and supported. ADFS will then proxy our MFA requirement via Secure Envoy. (1%) • Demonstrate a good knowledge of information security including but not limited to authentication, authorisation, access control lists and GDPR to maintain integrity of data accessible on or to the platform.(1%) Nice to Haves Experience of working with educational organisations.(1%) Work Location Headquarters: Luminate Education Group, Park Lane, Leeds, LS3 1AA The full list of our member organisation addresses can be found on the final FAQ question on this link: https://luminate.ac.uk/faqs/ Working Arrangments Online Microsoft Teams meetings. Site visits can be arranged if required. The Covid experience has demonstrated that this is an effective and efficient way of working. Any expenses should be within those costs budgeted at the outset of the project. Security Clearance The successful supplier must have a good knowledge of information security, to maintain the confidentiality, integrity and availability of data accessible on or to the platform. The successful supplier will be required to sign the group’s a data sharing agreement in line with GDPR best practice. Additional T&Cs Data sharing agreement to be agreed with the preferred tenderer. No. of Suppliers to Evaluate 3 Proposal Criteria • Detail your proposal for delivering this discovery, the objectives listed, the outcomes and recommendations that will inform the (invitation to tender) ITT for the implementation/build phase of our intranet? (9%) • How will you identify the right technology, investment, timelines, resources, governance, support and processes required for each recommendation? (8%) • How will you deliver a prioritised list of detailed requirements ideally in the form of user stories, service patterns and functional requirements, to inform the specification for ITT? (8%) • What risks and opportunities do you perceive in the proposed discovery phase and how will you (and the wider team) mitigate risks to an acceptable level? (5%) • How will you ensure that Luminate Education Group gets maximum value for money without compromising on deliverables by engaging your company? (5%) • What is your proposed team structure? How will each team member contribute to delivering the discovery? Will the team you propose be available for the duration of the contract? (4%) • Please identify your proposed programme timing. Break down the work into phases and say when each phase will be done. (4%) Cultural Fit Criteria • The purpose of Luminate is to make a positive difference to people’s lives through genuinely transformative education and training. What can/do you offer in furtherance of these aims e.g. apprenticeships. • Please provide a copy of your latest modern slavery policy. If your organisation is not required to publish one, what checks do you undertake within your supply chain? Payment Approach Capped time and materials Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 55% Cultural fit 10% Price 35% Questions from Suppliers 1. would winning this opportunity preclude suppliers from bidding from any subsequent projects related to this piece of work The question is a little ambiguous. If the question is asking would the winning bidder be precluded for bidding for subsequent phases, the answer is they would not. If the question is asking will others be able to bid for subsequent phases, then the answer is yes, they would.