SharePoint Configuration and File Share Migration Services

The Vendor is required to provide for SharePoint configuration to update its existing SharePoint site agency, create SharePoint site templates that can be administered by university IT services department in the future, and file share migration services to transfer files from its internal file storage onto university for university finance department as a process example for which university can then apply these process to the transferring other departments’ files onto university.
- Provide seamless access to information and tools employees need to perform their work, while providing an environment where employees can collaborate and receive timely and targeted communication.
•    Integrate division level collaboration tools such as Microsoft productivity suite (e.g. Word, Outlook, Excel, etc.)
•    Establish a single location of information for all employees, providing self-serve access to essential information, tools, and resources needed to do their jobs.
•    Increase user adoption for faculty and staff.
- Phase 1 – Finance SharePoint Configuration and File Migration
•    Provide baseline SharePoint configuration following SharePoint best practice
•    Provide repeatable project plan and timelines/schedules for the initial SharePoint configuration and file migration for university finance and an estimated timeline for university staff to complete SharePoint site configuration and file migration for other departments.
•    Create templates (as per Microsoft best practices) that are repeatable and customizable including:
o    gather template requirements including page design, custom functionality, metadata design, content type design, and security model
o    document site template design
o    wireframe designs
o    include university branding/colours within template configuration
•    Migrate the university finance files from internal file storages to university.
o    determine the correct architecture type for website and complete the template accordingly I) information architecture (file folder organization)
•    Have a minimum storage capacity of 3 TB of cloud-based storage, ideally scalable depending on departmental needs.
•    All file share migration to be compatible with SharePoint to support online migration (e.g. Share gate, PowerShell, etc.)
•    SharePoint site creation script (e.g. PowerShell or similar scripting language)
•    Conduct file share migration services for all university finance files.
•    Ensure the SharePoint site’s file organization and storage, including metadata tagging, to
•    Leverage AI automation. Also considering university file retention policy.
- Implementation for SharePoint Site and File Share Migration
•    University expects the proponent to work with university through user group meetings during the implementation process (e.g. subject matter experts, etc.). 
•    Periodic on-site meetings may be required.
•    Thorough university -specific unit testing by the proponent within the SharePoint site as installed and implemented at university prior to user acceptance testing (e.g. to test and make sure all files are there, there are no bugs, test AI capabilities, etc.)
•    Quality and sustained deployment of proponent resources to steward the implementation process is essential.
•    Assist university in the creation of internal change management processes. 
•    This includes processes to specific departments or internal users who are impacted directly or indirectly. 
•    Consultation with internal university departments may be required with coordination from university.
•    Ensure that Entra roles-based permissions are created and assigned at a group level.
•    Create and provide document libraries and guides on how to manage permissions within the document libraries with permissions to be managed through Entra.
•    Create a SharePoint policy managing archive list
- Phase 2 – SharePoint and File Share Migration Support and Oversight
•    Provide oversight and support as needed by university staff as university continues to migrate other departments.
•    University to be given access to Sharegate, PowerShell, or equivalent scripting tool for other department file migration.

- An Optional Proponent Orientation Meeting Date: July 31, 2025
- Questions/Inquires Deadline: August 12, 2025