BOX IMPLEMENTATION PROJECT

Tender description

Why the Work is Being Done London Metropolitan University (LondonMet) has multiple document management solutions in use across the institution, the result of many years of accumulation. This has resulted in staff dissatisfaction, users are unsure which system they should use and where documents may be stored. Problem to Be Solved "LondonMet requires a new document management solution which is easy to use, presents a single version of information, improves efficiencies and provides a secure platform for document storage. The university has decided to implement Box (www.box.com) and has completed procurement of this solution. To implement Box LondonMet requires a flexible resource management service that delivers high calibre candidates to deliver this project from Implementation to a successful Go Live." Who Are the Users Box will replace all networked drives normally mounted in the login process of a LondonMet PC. This includes a user’s home drive, system drives and shared drives; Users must be able access Box on site and from remote locations using a variety of devices; Staff members must be able to access files in a shared location according to assigned access rights; Visitors given access to a LondonMet PC or Wi-Fi network will need to access Box; Files pertaining to a former member of staff must be accessible by previous manager Early Market Engagement LondonMet has discussed this requirement with Cognita and confirmed that this is an achievable requirement. Work Already Done Existing Team "Box will provide an Implementation Team comprising the folowing roles: Project Sponsor, Implementation Lead, Technical Consultant, Customer Success Manager, Solutions Architect, Change Management Lead, Premier Support, Custom Training Lead. LondonMet will provide an Executive Sponsor, Project Assurance and access to Helpdesk Supervisor and department contacts etc." Current Phase Not started Work Location 166-220 Holloway Road, London N7 8DB Working Arrangments On site 5 days per week for face to face meetings and workshops. Expenses limited to £0.00. Security Clearance Additional T&Cs Skills & Experience Extensive experience of using a range of modelling techniques to define and analyse business processes, business data and system requirements. A good understanding of a range of alternative techniques and tools that may be used for process analysis and design, data analysis and design, benefits analysis, requirements analysis, application functional Able to obtain detailed and complex information from customers and users using a variety of means. Extensive experience of communicating with clients and users at all levels of an organisation up to director level, singly and in groups. Experience of delivering a Communications Strategy and Plan in a complex organisation Experience of facilitating workshops and delivering user training. Experience of planning and undertaking system testing Experience of liaising with suppliers to implement software solutions. Good understanding of how to manage and/or partake in a change project using PRINCE 2 Experienced in use of Project management tools such as MS Project, JIRA and Smartsheet. Conversant with PRINCE2 and Agile Project Management techniques. Understanding of performance and quality management, how to make a team contribute their role in delivering successful projects. Leadership of Project Teams with the ability to lead and facilitate workshops, board meetings, project team meetings and scrums. Checking progress against targets, reporting as necessary and taking action to resolve exceptions. Understanding the hierarchy and culture of own, customer and supplier organisations and being able to identify the decision makers and influencers. Proficient in Project Risk Management. Able to successfully mitigate risks which otherwise could result in time or cost over-runs, or failure to deliver products which are fit for purpose. Good management of senior stakeholders. Demonstrating strong negotiating, co-ordinating and facilitation skills Experience of digital media best practice, including a user-centric approach to content, usability testing and accessibility Understanding of the methods of gaining customer feedback, experience of data extraction and manipulation to undertake customer surveys Understanding of the role of internal communications in an organisation Nice to Haves Experience of working on an implementation of Box.com Has strong analytical skills and a creative approach to problem solving. 3. Good understanding of the uses of IT within the education and learning sector, and current trends. Good understanding of the uses of IT within the education and learning sector, and current trends. Ability to deliver a consistently high standard of customer service, ensuring that customers’ needs are understood and met. No. of Suppliers to Evaluate 6 Proposal Criteria Technical solution Approach and methodology How the approach or solution meets user needs How the approach or solution meets your organisation’s policy or goal Estimated timeframes for the work How they’ve identified risks and dependencies and offered approaches to manage them Team structure Value for money Cultural Fit Criteria Experience of working in a Public Sector organisation A “coaching and developing” approach when dealing with colleagues and students To be persuasive and diplomatic Working collegially, valuing the contribution of others and sharing knowledge and expertise. Broad knowledge and understanding of the issues facing Higher Education and potential responses to them. Payment Approach Fixed price Assessment Method Written proposal Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range £65,000 to £140,000