2018-11: SharePoint Implementation, Planning, Development & Project Consultant

SCOPE OF WORK ITP is seeking proposals from qualified vendors that have extensive experience with all aspects of SharePoint implementation. Consultant services are required in the areas of: planning, design, documentation, development, deployment implementation and training on Microsoft SharePoint 2016 with an emphasis on implementing SharePoint as a secure, corporate intranet, document management, business process management (BPM) and business intelligence solution. The desired outcome of this SharePoint 2016 implementation is solutions that: • eliminates and/or minimizes paper documents and manual processing; • improves unstructured information management capabilities (reducing the redundancies of business documents and frequent email transfers); • accelerates workflow throughput; • improves collaboration capability between departments; • provides all departments within the organization more cost effective access to documents and related information; • supports integration of tools and data specifically with MS Office and web-based applications. This RFP provides the requirements and evaluation criteria for implementing SharePoint. ITP requests detailed responses from all prospective qualified vendors, including pricing, and service descriptions, in a specified format. ITP will conduct a review of the responses received from this RFP with the intention of contracting with a vendor with extensive experience with SharePoint requirements as set out in this RFP. 2.0 VISIONING Visioning through specific areas of the organization, i.e. technology committee, substantive department heads and management. • Serve as the lead project manager/consultant during SharePoint 2016 project implementation and provide SharePoint development and support; • Collaborate with project team, department heads, advocates, to understand ITPs’ needs and translate those needs into technical requirements utilizing the most effective and efficient processes/solutions; • Research new technologies, looking for ways to improve the overall effective and efficient use of SharePoint technology for ITP; • Catalog and structure the types of ideas; 2.1 CURRENT DEPARTMENT REQUIREMENTS It is recommended that you familiarize yourself with The Rapid’s current departments in order to prepare a proposal for furnishing and assisting with implementing a SharePoint intranet system. See Attachment A for a diagram that details the current departments supported at The Rapid. Current business processes and work flows are not automated, integrated or efficient. To process a simple document can include numerous steps, including signing, printing, signing again, copying, emailing, etc. Implementing an automated system that integrates our contract information and documents, grant management, calendaring, reporting, accounting, human resources, and technology departments into one platform will enable ITP to enhance and improve the effectiveness and efficiency of client services and business process. The contractor shall provide a full SharePoint 2016 platform based on organization needs that deliver the following: • The solution must demonstrate core capabilities for the full information management lifecycle from inception to archive (or deletion), while providing specific access controls. • The contractor must collaborate with ITP databases to connect SharePoint to interface with ITPs existing management system. • The solution must provide the ability to classify documents with metadata to make them easier to search and insure a mandatory amount of metadata is captured for each document or record in the library. • The solution shall provide retention policies for record conversion, archival and deletion which can be set on a document type and executed automatically based on a pre-configured date. • The contractor shall migrate corporate filer server data (as identified and outlined by ITP) to SharePoint and shall permit navigational security, with multiple layers of user definable security to limit access. • The solution shall permit for electronic signature management – support for inserting signatures and managing records content and access • The solution must provide the capability for the creation of online forms where users can request support from various internal services. The form should be compatible with desktop and portable devices. • The solution must provide the ability to leverage multi-function machines scan function to import scan document from MFP copiers to libraries and sites. 2.2 FUNCTIONAL REQUIREMENTS • The Functional Requirements should capture uses cases for utilizing Sites, Content, Search, high level site layout, branding and requirements for performance, capacity, security, and availability. • Search will include internal files and /or databases. • The Functional Requirements should capture high level information concepts (e.g. Employee, Department, Policy, Procedures, etc.) and be traceable to specific business capabilities and /or business objectives. • The Contractor will deliver an information architecture which will include a Site Folder Structure, User and Group Access, Roles, and Permissions, Metadata, Data Structure, Search, Web Services, Role based Security, and Application Integration. • All work will be conducted according to ITP policies and procedures, which will be shared with the approved Vendor. 2.3 ARCHITECTURAL DESIGN AND IMPLEMENTATION • The contractor shall review the current logical and physical architecture of ITP Wide Area Network • In collaboration with ITPs’ project team, draft an implementation plan that addresses the needs of ITP • The contractor shall allow for migration, consolidation, taxonomy and indexing of the documents and data to a SharePoint 2016 deployment, that includes configuration and analysis based on all program requirements, goals for usage 2.4 USER INTERFACE OF SHAREPOINT INTRANET PORTAL • Design a dynamic home page that aligns with ITP objectives • Design team site templates that meets ITPs advocacy and departmental needs • Implement/Integrate shared Outlook Calendar showing availability of internal Resources, Examples include: conference room availability, organizational wide events, internal department events, etc. 2.5 DELIVERABLES • The contractor shall arrange a project kickoff meeting. The project kickoff meeting will occur no later than 10 days following the award of the contract. • The contractor shall provide ITP with an initial work plan within the proposed RFP response. • A formal work plan is to be initially delivered following the project kickoff meeting to include a detailed task by task level work breakdown structure and schedule. In addition, the contractor shall deliver an optimal function SharePoint 2016 platform for ITP to include: • SharePoint 2016 API integration with ITPs existing systems, i.e. HRMS, Financials, Helpdesk etc. • A document management system Final deliverables will be worked out through development of the Statement of Work with the selected vendor. ITP anticipates that representative deliverables would be reports, recommended architecture, project planning documents, presentations, training materials, and similar documents. 2.6 GOVERNANCE PLAN The Contractor shall provide a Governance and Security Plan which define the rules, procedures, security and roles necessary for a successful SharePoint platform, site administration and growth. A recommendation of minimal and optimal staffing for the SharePoint system as designed should also be included. ITP wants the following and recommendations for future governance planning: • Development of a deployment roadmap • Information architecture • SharePoint site and data migration • Development of a governance model and recommendations for governance management tools • Development of a security and licensing model • Enhanced features and functionality assistance (such as BI, Dashboards, Office Application integration) • Development of staff training solutions