Term of Reference
SharePoint Development
Background
Save the Children's work saves and improves children's lives around the world. We work to ensure children have healthcare, food and shelter, as well as learning and child protection services when children need it most. We are committed to helping all children achieve their full potential by ensuring they grow up healthy, receive a good education, and stay safe. Securing children's rights is the foundation of our work. Millions of children around the world are denied their rights, simply because of who they are or where they are from. We know that to ensure every child has the chance for a future their rights must be upheld.
Save the Children Indonesia commits to ensure that interventions for vulnerable children are impactful, replicable and sustainable. Therefore, we strive to promote a learning culture across programs/projects, departments, and geographical field coverage within the organization. Globally Save the Children has developed an intranet system called OneNet which serve as central repository for documents and information, which can be accessed by all staff around the world. The OneNet site is hosted on SharePoint, the web-based collaborative platform that integrates with Microsoft Office. Each Save the Children country has their own sub-site on OneNet and likewise, Save the Children Indonesia aims to have one which is linked to this global platform.
Purpose and Objective
Our ultimate purpose of setting up a platform (e.g., SharePoint) is to allow proper documents management system, storage and repository, and that are accessible by respective staff and at the same time will increase the uptake and usage of OneNet by all staff. This subsite must take advantage of existing technology/platforms – Microsoft SharePoint, that connects to the global intranet (OneNet). This initiative is part of our longer term endeavour and investment in building a solid and functioned knowledge management system (KMS) to facilitate and enforce learning process, sharing and utilizing evidence for a better decision making and continuous performance improvement. Specifically, the SharePoint development consultant hired will address following objectives:
- To develop the Save the Children Indonesia SharePoint (subsite to OneNet) that is ease of use and ensuring that documents are easily accessible with the correct level of privacy and edit access and with optimal functionality to increase the utilization.
- To ensure that Save the Children Indonesia SharePoint are developed as a central landing page which links to relevant documents from the global thematic libraries, e-courses, local staff induction, local/global policies & procedures, relevant workplace groups and links to further engagement etc (further design guidance will be provided).
- Work in partnership with Save the Children colleagues (through but not limited to KM Working Group members and IT units) to ensure effective transition of site hand over, maintenance and prolonged use through capacity development.
Scope of Work (Tasks)
Following are expected (but not limited to) tasks from hired consultant:
- Review of the existing system and mechanism of storing and sharing documents (e.g., SharePoint/OneNet, Awards Management System (AMS), Communication-Content Hub, local initiatives developed by department/area/field office) and therefore able to propose a more effective and efficient document management system; including linking or bridging among existing platform.
- Collate and review all documents from each department from the organization as well as from each project and ensure their completeness based on the guidance provided by MEAL unit.
- Facilitate discussion/meeting/workshop for SharePoint development process among key staffs including coordinate and provide inputs to Head of MEAL to ensure alignment with KM policy and procedure and workflow including document upload process.
- Design and develop sub site “Save the Children Indonesia SharePoint” under Save the Children Global SharePoint including identification of potential glitches.
- Provide weekly progress report on the SharePoint site development objectives, implementation of work plan, and results.
- Develop guidance on the use of the subsite (Indonesia SharePoint) for end user including how to tackle troubling shooting (if there is glitch from SharePoint based technology) and its maintenance
- Train Key Staffs to use Indonesia SharePoint and ensure proper handover to appointed staff for further maintenance.
Deliverables
- Map of existing systems, utilization, needs and gaps with proposed solutions to the Indonesia SharePoint functional features.
- Mock-up design of the SharePoint site architecture/features, to seek feedback
- A functional Save the Children Indonesia SharePoint subsite
- Develop a guidance tool on SharePoint site use for all staff (English & Bahasa)
- Training for key staff on SharePoint site utilization and maintenance
- Training materials/modules
- User testing of site and redevelopment as fit
- Handover notes, dissemination, and coaching when approaching the end of assignment.
Consultant Requirement/Expertise
- Extensive experience developing SharePoint technology and relevant Microsoft application/services is essential. Relevant Microsoft certification is a plus (i.e. teamwork administrator associate)
- Experience managing and administering cloud-based data repositories, specifically within Microsoft SharePoint and including creating new sites and sub-sites, managing documents and user access.
- Extensive experience in information management system development.
- Good Communication skill (verbal & written) especially in facilitating discussion/training/workshop
- Experience working in teams with different capacity levels. It is also open for group of individual.
The consultant must be willing to comply with Save the Children’s relevant policies and procedures:
1) Child Safeguarding Policy
2) Anti-Fraud, Bribery & Corruption Policy
3) Slavery & Human Trafficking Policy
4) IAPG Code of Conduct
5) Conditions of Tendering
The consultant should submit the Company Credential:
1. Copy of deed of establishment
2. Copy of tax registration number & certificate
3. Copy of institution registration certificate
4. Copy of trading/institution license
To the email address:
Or
Save The Children Indonesia
Pic: Procurement
Jl. Bangka IX No.40 A-B
Kel. Pela Mampang
Kec. Mampang Prapatan
Jakarta Selatan 12720
Activity and Timeline
SharePoint development work expected to start effectively from March until June 2020 with following details:
Action
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Feb
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March
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April
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May
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June
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W2
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W3
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W4
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W2
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W3
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W4
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W5
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W4
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Recruitment process
- TOR development
- Advertisement
- Selection
- Contract sign
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x
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x
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Assessment:
- Needs (gap) analysis,
- Business requirement,
- User Requirement
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x
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x
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Strategic Planning:
- Governance (tata kelola)
- Functional Planning
- Business Case
- Information architecture
- Interface design/mock-up
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x
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x
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Development:
- Integration
- Content preparation
- Content migration
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x
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x
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X
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- Testing
- Feedback
- Trouble shooting
- Improvement
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Adoption:
- Introduction
- Capacity building
- Monitoring
- Handover process.
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x
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