Office 365 - Collaboration & Document Management

Tender description

This Request for Tender (RFT) tender seeks direction on how best to implement document management using Office 365 applications. It also looks on how to best avail of other Office 365 applications for collaboration and messaging purposes. As Cork Institute of Technology (CIT) and Institute of Technology (ITT) may be entering a merger process, this tender is a joint effort between both Institutes in seeking one suitable organization to meet its Office 365 requirements. Over the past year CIT has begun a process to understand how the Institute manages its documentation, how users collaborate on and share its documents, and where and how users store their documents. While most documents are held in electronic format on file shares, there are still a significant number of documents that are paper-based. This presents its own challenges in terms of duplication, risks of data loss and inefficiencies with approval and workflow. There is also a heavy reliance on email for document sharing and collaboration. CIT does have an existing intranet portal available to staff but users find it difficult to search and find documents. This portal which is installed on a Sharepoint 2010 platform also provides team sites to number of departments and teams. Together with that CIT have initiated the migration to Office 365 project with all users now migrated to Office 365 Mail. Also, Sharepoint 365 is available to some users that have requirements to work on team sites. The demand for more team sites is increasing from departments, workgroups and project teams and this is presenting challenges around governance, information architecture, taxonomy, search, layout and overall consistency.