SharePoint Design and Implementation Project Services

The vendor is required to provide share point design and implementation project for the design, implementation, and file migration services of an enterprise intranet solution using Microsoft sharepoint online.  
- Specific objectives include:
• Improve and redesign the authority’s sharepoint with focus on security, ease of site maintenance, and workflow improvements, while maintaining sustainable cost
• Migrate active on premise file server files to sharepoint or develop or provide tools for staff to migrate on premise files to sharepoint post-deployment
• Improve and expand collaboration capabilities among authority staff and with external agencies
• Provide staff tutorial and documentation on using the new sharepoint as well as system documentations for it staff
• Obtain agency wide adoption among authority staff usage
• Create an internal helpdesk system or have an ability to integrate sharepoint with an out-of-the box helpdesk solution
- Consultant will create and manage a detailed project plan and provide ongoing progress reporting.
- Discovery & analysis
• Review existing Microsoft 365 environment (sharepoint online, teams, etc.)
1.Site architecture: review sharepoint site layout; review department sites
2.Information architecture: review folder and file naming convention and folder structure; review document management; review file version control; review folder and file naming convention and folder structure; review document management; review file version control
3.Security: review how folders and files are shared across internally and with external agencies; review user permissions, group and roles permissions, and external user permissions; review sharepoint groups and roles; review how folders and files are shared across internally and with external agencies; review user permissions, group and roles permissions, and external user permissions; review sharepoint groups and roles
• Conduct surveys of user experience to capture details about content and other relevant insights pertaining to adoption
• Review on premise file server design
1.Review folder/file permissions on current on premise file server in preparation for migration to sharepoint.
2.Evaluate technology requirements in order to perform migration
• Identify potential technical problems or barriers for:
1.Site architecture
2.Sharepoint modernization
3.Change management
4.Security
5.Licensing
6.Information architecture
• Provide estimated 5-year storage size and cost estimates for maintaining sharepoint
1.Calculate and deliver a detailed report on the projected storage cost of sharepoint for the next five years
2.Recommend sharepoint site storage size quotas for each department site
- Meeting specified deadlines and deliverables within the agreed-upon timelines
- Engaging in weekly and as-needed touchpoints either by e-mail, Microsoft teams or phone, to provide status updates
- File migration to sharepoint
• Migrate folders and files to newly configured sharepoint while keeping intact user permissions on those items
• Provide a software or tool to help staff migrate folders and files post-deployment
• Perform quality assurance on the folders and files migrated to sharepoint to ensure files have migrated successfully
- Contract Period/Term: 1 year