MTVH Intranet

Tender description

Why the Work is Being Done In October 2018 like minded housing associations Metropolitan and Thames Valley Housing formally completed a partnership to form Metropolitan Thames Valley Housing (MTVH). One year on from the successful merger, MTVH want to create a digital workplace that enables colleagues to feel part of one organisation, where everybody can easily communicate and collaborate from any location. MTVH currently have 3 intranet platforms that support internal communications and content management. Whilst there is work ongoing to improve the effectiveness of these platforms, they are a mixture of legacy and temporary services that are not set-up to support the integration of the 2 organisations. Generally there are issues with content engagement, access, content structures and duplication that result in a poor user experience across all platforms. This highlights just some of the known technical barriers, but there are also issues relating to our organisations culture and digital skills that prevent us from communicating and collaborating successfully. Problem to Be Solved In order that MTVH can begin to create a digital workspace that supports continuous positive change, we need to understand more about the skills, cultural and technical barriers preventing our new organisation from communicating and collaborating successfully. We need to: • Establish a clear picture of our existing intranet landscape and usage • Understand the barriers staff face to communicating and engaging successfully, with a focus on remote colleagues • Identify the support and training required to enable staff to succeed in a digital workplace • Understand what gaps or issues there are with the current technology • Understand how other modern organisations are using technology to successfully fulfil intranet capabilities • Establish how we will use existing or new technology to try out different solutions to the problems identified during the discovery • Determine if and how we might integrate more closely with our existing technologies, including O365 and ServiceNow and understand the impact for planned projects around document management and O365. • Understand what information architectures are required to help us to make content easily accessible, supporting the consolidation of content and decommissioning of legacy services Who Are the Users MTVH have just under 2000 staff working across multiple sites. Main offices (150-350 people) x 6 sites Remote sites (15-30 people) x 13 sites Small remote sites / Care & Support homes with people onsite (1-14 people) x 100 sites Early Market Engagement Work Already Done The current intranet platforms in use are: Facebook Workplace MetNet (Interact) - Legacy Metropolitan staff only. theHub (Wordpress) A small amount of discovery work has been undertaken in recent months to understand current usage of Workplace with some recommendations around improving its impact. There are detailed usage analytics available for theHub, with a more limited set of reports available for MetNet. A separate project has recently been completed that looks to understand how staff can utilise O365 solutions to solve issues around communication, collaboration and document management. Existing Team A working team will be established at the start of this discovery, consisting of members of the Digital and Communications teams, alongside representation from appropriate teams in the business. Current Phase Discovery Work Location 77 Hatton Garden Holborn London EC1N 8JS Premier House 52 London Road Twickenham TW1 3RP Raleigh House 68-84 Alfreton Road Nottingham NG7 3NN There are colleagues at other sites in the London, Nottingham and Derby areas that should be involved as part of this work. Working Arrangments The supplier team should regularly work out of our London offices in order to facilitate collaboration with the existing team, although the precise working arrangements are flexible. There may be a requirement to visit other MTVH offices as detailed above. Security Clearance Additional T&Cs Skills & Experience Experience of user needs discovery in relation to internal communications and collaboration Experience of architecting and implementing intranet technology solutions Experience of running successful agile projects Nice to Haves Experience working with a range of different organisations on intranet solutions Experience working with a variety of cloud based services, including Microsoft Azure and AWS No. of Suppliers to Evaluate 5 Proposal Criteria Relevant skills and expertise Approach and methodology How the approach meets user needs Timeframes and key milestones Value for money Cultural Fit Criteria Work as a team within our organisation Be transparent and collaborative when making decisions Reinforce agile principles in a developing organisation Share knowledge and experience with other team members Challenge the status quo Payment Approach Capped time and materials Assessment Method Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers Budget range 50k