Develop existing M365 tenant to create a SharePoint intranet, utilise M365 tools to deliver a procurement case management workflow and deliver bespoke organisation-wide training plan to enhance positive user engagement of the 365 platform.

Tender description

About adding context and requirements test Describe any pre-market engagement done Early Sharepoint learning and scoping has been undertaken to get an understanding of the art of the possible Which phase the project is in Discovery Existing team Will include 1 or more of the following: Procurement Officer Lead Procurement Officer IT Service Delivery Manager Information Project Officer Transformation Project Officer Transformation Business Partner Address where the work will be done Remote working preferred Our main offices are Buxton Town Hall Market Place Buxton SK17 6EL Moorlands House Stockwell Street Leek ST13 6HQ Working arrangements Remote working adequate for this project Expenses not covered as onsite working not required Provide more information about your security requirements: No security clearance needed Latest start date 2023-08-31 Enter the expected contract length: 6 months Extension period: 3 months Special terms and conditions Depending on the commercial bids received, additional budget approval may be required, which could delay confirmation of award. Are you prepared to show your budget details?: No Confirm if you require a contracted out service or supply of resource Supply of resource: the off-payroll rules may apply Summary of work 1) Develop and configure our existing M365 environment to deliver a new corporate intranet and multiple service area mini-sites in SharePoint 2) Use M365 tools to deliver a new robust, auditable and reportable process for the internal approval of procurement requests. Streamline the existing process by automating/removing manual steps where possible, deliver a configurable solution that gives better transparency and a clear audit trail for scrutiny purposes Note the config & build of the above solutions must take into consideration our aspiration for future use of OneDrive for document management, with required structures being created as part of 1 + 2 . Work closely with our IT section as the environment is configured. 3) Design and deliver bespoke O365 upskilling / training programme for entire workforce to strengthen staff engagement as we deliver our Digital Transformation Programme, supporting us with our digital workplace aspirations. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is High Peak Borough Council, Staffordshire Moorlands District Council Why the work is being done We are an Alliance formed of 2 local authorities with around 370 users (staff & councillors). 1) Our existing corporate intranet site is currently hosted on Drupal, we would like to explore the options available to us with 365 platform and products we already have. We want to use the 365 tools we have already to roll out a new and more effective corporate intranet platform, with service-area sharepoint areas within.(within 6 months) 2) We need a new robust, auditable and reportable process for the approval of internal procurement requests, using M365 tools with authorisation steps and branches depending on parameters. Our existing internal approval of procurement requests is currently triggered by an online form which sits on a platform we are moving away from, it follows a set process and requires approvals/attachments/reports along the way. We want to improved the entire process for management of procurement requests with automation replacing manual steps where possible. (within 6 months) 3) We aspire to delve further into use of OneDrive for cloud storage & document management, in line with governance, audit, security & document retention policies, so seek the expertise to develop a digital workplace as part of our organisation-wide digital transformation programme. Tasks 1 + 2 need to consider this as part of the background structure & design. We implemented 365 in 2020, however we want to empower our workforce with bespoke digital / 365 training and development programme to give them the tools they need to embark on the change journey ahead. The business problem you need to solve 1 - Towards the end of 2023, the platform our intranet is currently hosted on will no longer be supported. A new and improved environment, which also aligns with our strategic direction of travel with M365 is required. The existing intranet solution is not intuitive; navigation and search of the existing site is difficult to use. Content has evolved over time and requires review and deletion. 2 - The existing process to approve procurement requests is clunky and outdated and will no longer be supported later in 2023, therefore a new and improved solution is required, which also aligns with our direction of travel with M365. We do not want to revert back to spreadsheets & email authorisations. 3 - We require a better understanding of how the folders, files & document structures need to be created in OneDrive. In 2020 we moved to 365 but there is demand for training and staff development so the new 365 tools we have access to can be used to their full potential. First user type: Intranet user First user type: Procurement officer First user type: Sharepoint-Admin Enter more details about this user type: I need to -find the latest Corporate communications, news feeds quickly and easily -find resources, policies + procedures for my service area -see a staff directory which mirrors outlook's availability status -find, create, share, use + edit content easily So that -I have access to everything I need daily -I am confident the information is up to date/has been removed in accordance with our retention policy/review schedules -I'm engaged + involved in the concept development, design process and roll out -I can access platforms like Teams & Planner & collaborate with colleagues through one central place Enter more details about this user type: I need to -ensure the procurement policy is reflected through a detailed/parameterised approval process -be able to access + amend all aspects of each requirement eg to amend whole contract life figures, assign to authorisers -assign different access to different roles and send notifications/reminder -be able to report specifically on a wide range of variables -be able to stop users from not following the process -set different approval rules/automated actions/reminders for different value contracts/budget areas with amendable parameters So that -we don't have to chase responses -we can prove the buying process has complied with procurement regulations + the correct approvals can be evidenced with full audit trail Enter more details about this user type: I need to -understand how permissions, roles/access to file storage are linked -have editing access to the entire site + all micro-sites -set up document retention policies So that -I can control all access + users can only access files they are permitted to -GDPR regulations are adhered to Questions and Clarifications 1. QUESTION 9. What are the specific automation requirements for the procurement case management workflow? Are there any predefined approval steps, branching logic, or parameters to consider? ---------- QUESTION 10. Do you have any specific preferences for the M365 tools to be used within the procurement case management workflow? For example, would you like to utilise SharePoint workflows, Power Automate, or any other specific tools? ---------- QUESTION 11. With the organization-wide training program has a baseline Training Needs Assessment been completed and if not is there the expectation that one will be done by the successful bidder? ---------- QUESTION 12. Could you provide more details about the organization-wide training program? Are there any specific core topics or modules that need to be covered? ---------- QUESTION 13. Regarding the organization-wide training program, what are the key objectives and outcomes you aim to achieve? Are there any specific target audiences, training formats, or delivery methods to consider? ---------- QUESTION 14. Are there any compliance or regulatory requirements that need to be addressed in the training program, particularly related to data protection, privacy, or security? RESPONSE Q9:Work flow: *Once a section is completed to notify the next person to complete the following section *Ideally Issue a reminder if not completed by DDMM *Branching logic so we can automate actions based on contract values etc *Approval goes at two stages 1 approval to procure 2 approval to award both of which go to manager level approval.There are two levels of manager approval which are dependant on value for the correct approval levels RESPONSE Q10:We do not; we are open to advice/suggestions for tools that have been used before in similar projects RESPONSE Q11:We expect the ‘Discovery’ phase to be the start of wider staff engagement where key training areas will be identified RESPONSE Q12:We expect this to be elaborated on during discovery but certainly Office, SharePoint + Teams RESPONSE Q13:We have varied levels of skills so want to shape the training & development programme to respond to the different needs that will be identified in the TNA. We want to empower our staff with the confidence to use a broad range of digital tools through in person/ hybrid/recorded sessions. RESPONSE Q14:We already have a corporate information governance policy, which covers GDPR, data protection and all staff have received this training.Our workforce is up to date with cyber security awareness courses via online training modules eg Phishing / Privacy. The training you provide should refer to those cyber & corporate policies, but we don't need you to deliver them. Last Updated: 31 May 2023, 15:52 2. QUESTION 1. Currently no budget is shown on the tender can an indicative one please be provided to ensure our response is aligned. We offer a range of service tiers at want to select the most appropriate. ---------- QUESTION 2. Can you outline the technical skills already in the organisation so we can correctly align the technical depth required from our side. This will also help us as to understand the level of skills transfer that will be required. ---------- QUESTION 3. Do you have any specific requirements or preferences for the design and layout of the SharePoint intranet (and service area mini-sites) from the engagement session you have already had? ---------- QUESTION 4. What are the key functionalities and features that the organization expects from the new corporate intranet? ---------- QUESTION 5. Are there any specific branding or design guidelines that need to be followed while developing the sites? ---------- QUESTION 6. Are there any existing systems or platforms that need to be integrated to the M365 environment? ---------- QUESTION 7. What are the expected outcomes and success criteria for the procurement case management workflow? Do you have any specific reporting requirements? ---------- QUESTION 8. Could you provide more details about the existing procurement request approval process? How does it currently work, and what are the pain points or limitations?  ---------- RESPONSE Q1:We haven't disclosed the budget at this stage, but encourage all potential suppliers to enter stage 1.We will evaluate based on the most economically advantageous tender in accordance with our pre-published evaluation criteria RESPONSE Q2:Currently basic technical skills, but aspirations to enhance these with capability to learn from your expertise RESPONSE Q3:We do not; we are open to advice / suggestion RE successful models for the layout of both the intranet+mini sites to get the most from them RESPONSE Q4:We want users to be able to: -find the latest Corporate communications, news feeds quickly and easily -find resources, policies + procedures for each service area -see a staff directory which mirrors outlook's availability status -find, create, share, use+edit content easily We want to improve the way we engage with our workforce through more modern forms of communication +encourage smarter working practices+make it easy to collaborate through one central hub RESPONSE Q5:We have corporate branding in use, with guidelines RESPONSE Q6:At present no, but we would like to consider this as part of our project - as many of the Councils systems include basic forms, workflow+case management type capabilities that could be replicable in other ways through 365 RESPONSE Q7:High level Expected Outcomes: * Unique reference no is required for each case *A work flow:track through a number of sections, each with a set of questions to be completed with a specific purpose to meet the internal process flow+audit requirements *Notifications:At the end of each section a notification (currently Email) is sent to the person to complete the next section * To store and hold records: Suitable to demonstrate to internal audit that the process has been followed and received the appropriate approval * Restricted access:eg planning can only view planning related projects and not Environmental health's Success Criteria: *reduce/remove duplicated data entry *remove the need for manual intervention - eg automatic reminders where fields have not been completed *include sections+approval process not currently included *enable full visibility in the procurement process *improve the process flow+improve efficiency Reporting: *We currently report on headline fields soegProject reference no, Title, Workflow Y/N, Contact name, Project date raised, Procurement route, status, Next action and proc lead.This is exported into an excel format to feed into the dept KPI figures monthly/quarterly RESPONSE Q8:Existing workflow can be opened by either a service area or by procurement.It is visible to individuals by service area only, procurement and approval managers can see all forms At the end of each section the work flow moves the status on+sends an email to the next person to complete the following section Pain Point/ Limitation: *There are no automated reminders,only 1 notification is sent.We can resend but only manually *Documents are attached in various sections, the number of documents is limited-Links into file/folder locations may be better, open to suggestions on how we could work smarter around this *Text files - In some sections there are drop down boxes occasionally these are updated, it would be useful if we were able to amend internally as these are updated *Contact Lists-Are pulled from our Email system outlook, there is no search function or restriction,scrolling down a long list to find the right name,it would be useful to key/search function Last Updated: 31 May 2023, 15:51 3. Please confirm for the 19th June deadline that: 1. Bidders should respond to the six 'Essential skills and experience' questions only; and 2. Each question response has a 750 character limit? We did not submit a 'Nice to have' list which is why that is blank in the bid pack documentation. The 'essential' list was mandatory but the 'nice to have' list of skills & experiences was optional, so you will see only 1 list. We assessed skills and experiences we wanted and scored the importance of each, accordingly. Eg Something we class as 'essential' carries a higher weighting, and something that is a 'nice to have' carries lower. As Buyers we had character limits on each field we completed, but we were not aware that there would be limits for supplier responses. If there is an option to add an attachment somehow please do. This is something set by the CCS, you can contact the CCS by email, phone or using the enquiry form https://www.crowncommercial.gov.uk/contact Email: info@crowncommercial.gov.uk, Telephone: 0345 410 2222 We have also raised this with CCS to see if the character count can be increased but it isn't within our control. Last Updated: 31 May 2023, 15:34 4. Attachment 3 in the bid pack invites responses to Essential and Nice-to-have skills and experience. Can you confirm that there are no nice-to-have requirements at this stage, and you are looking for responses to the 6 essential questions only? As Buyers, we completed a series of fields which have subsequently populated the bid packs, and we can't see how Suppliers see the questions unfortunately. We did not submit a 'Nice to have' list. Whilst completing our side, the 'essential' list was mandatory but the 'nice to have' list of skills & experiences was optional. We assessed our required skills and experiences list and valued the importance of each by scoring accordingly. Eg Something we class as 'essential' carries a higher weighting, and something that is a 'nice to have' carries lower. Last Updated: 31 May 2023, 14:36 5. Is the desire to only use OneDrive for document management of work in progress content or will SharePoint sites be used as the primary storage area? Is there a current best practice socialised amongst the user base? QUESTION Is the desire to only use OneDrive for document management of work in progress content or will SharePoint sites be used as the primary storage area? RESPONSE We are keen to know more about the functionality of all filing structure options 365 has to offer and we are not decided on OneDrive / SharePoint/Teams for file storage. Out of scope for this project but we mention this because we want the development of 1+2 to incorporate this aspiration to future proof our environment. We don't want to have to unpick anything when we delve further into 365 as a digital workplace as a future piece of work. QUESTION Is there a current best practice socialised amongst the user base? RESPONSE No. Currently SharePoint / OneDrive usage is not encouraged. All users are used to accessing network drives. Last Updated: 31 May 2023, 14:24 6. Will there be any requirement to migrate content/metadata or custom functionality to the O365 platform from Drupal? No, we will be using this as an opportunity to review content and refresh what is there. Last Updated: 31 May 2023, 14:20 7. What M365 licenses do the organisations have? Are the users spread across multiple Azure AD tenants? We have 425 E3s for the core users, 95 M365 F3s for Councillors accessing via iPad (will also need to be able to access the Intranet). We have 1 x Tenant. Last Updated: 31 May 2023, 14:18 8. Please can you explain the preference for using OneDrive rather than Teams and SharePoint Online? Is the intention to create a ‘corporate filing structure’ in OneDrive? Alternatively, would you consider creating the ‘corporate filing structure’ in SharePoint Online with its document capabilities, and then core users and Councillors can choose to access this through OneDrive [client] if they prefer We are keen to know more about the functionality of all filing structure options 365 has to offer and we are not decided on OneDrive / SharePoint/Teams for file storage. Out of scope for this project but we mention this because we want the development of 1+2 to incorporate this aspiration to future proof our environment. We don't want to have to unpick anything when we delve further into 365 as a digital workplace as a future piece of work. Last Updated: 31 May 2023, 14:14 9. What is the highest level of access we would be provided? If we do not have tenant admin access is there someone on the project team who does have that level of access we can get assistance from? Are there any obvious barriers that they know of that may affect the pace and potential success of the project? Is the org ready and up for the change culturally speaking? Who are the key project stakeholders? QUESTION: What is the highest level of access we would be provided? RESPONSE: This is to be determined, but will not be a barrier to progress. QUESTION: If we do not have tenant admin access is there someone on the project team who does have that level of access we can get assistance from? RESPONSE: Yes. QUESTION: Are there any obvious barriers that they know of that may affect the pace and potential success of the project? RESPONSE: No, because we are about to embark on a huge change programme, and have identified this project as an enabler to the success of this. This work is firmly supported by our OD and Digital Strategies. QUESTION: Is the org ready and up for the change culturally speaking? RESPONSE: We are about to embark on a huge digital transformation change programme, we are committed to driving transformational and cultural change throughout the organisation. QUESTION: Who are the key project stakeholders? RESPONSE: Stakeholders have been identified and engagement is underway already as part of the wider Digital Transformation Programme. Last Updated: 31 May 2023, 14:01 10. Question 1: What Microsoft 365 tools (Teams, Exchange, OneDrive for Business etc) are widely used today? Question 2: Have you designed and configured Microsoft 365 to support your governance, audit, security & document retention policies? RESPONSE 1 Teams, Exchange, OneDrive for Business are available to all users and loosely used by some. All users have the suite of 365 apps but other than the usual word/excel/ppt etc, they are not widely used. We are not promoting OneDrive / SharePoint usage organisation wide as we want to get the structure & access levels etc. right first. RESPONSE 2 No - we do have an internal governance and documentation retention policy but this has not been fully aligned with our 365 environment yet. Last Updated: 13 June 2023, 11:09 11. QUESTION 1 With regards to the auditable and reportable process required, is there an ISO standard or preferred framework that is required to be met? ISO 9001 etc… QUESTION 2 The requirement is to replace manual processes, are there any manual processes that may require Robotic Process Automation (automation of user activity on screen)? QUESTION 3 What is the post implementation support vision? Is there a requirement to hand over the solution to inhouse support for business as usual? If so, is Power Platform training required on top of the training and adoption piece or is the skillset readily available? RESPONSE 1 - No - There is not currently a requirement to meet ISO 9001 with this piece of work. RESPONSE 2 - Yes - We expect these to be identified as part of the process discovery phase. RESPONSE 3 - Yes - There is currently no in-house Power Platform expertise, so some form of training in that aspect would be beneficial - this would be for select members of the organisation who will be involved in championing the roll out of this programme of works. Last Updated: 13 June 2023, 11:05 12. QUESTION 1 From the requirements there is a need for training/guidance within the subject ‘Right Tool for the Job’. Different tools (ODfB, SPO, MS Teams and EXO) are used for different data/content/file/security types. This is abvious requirement to align the local authorities with the best use of the Microsoft 365 environment. Has the local authorities started with user communications through a comms plan to start spreading the word of the change? QUESTION 2 What is the current culture and current working practices? What are the different types of user? How do they work? What devices do they access the environment on (Mobile, Windows, iOs, Android)? What do they access? When do they access it? How do the users collaborate now? QUESTION 3 Other than the ones in the first bid pack document, have any additional user stories been captured? QUESTION 4 Has a champion network been implemented? REPONSE 1 - Planned - We have recently discussed the objectives and aspirations of the wider process change & service improvement programme to all senior management, and will be carefully working on our internal engagement plan in the coming weeks. We are aware of the cultural change ahead and the change management approach to this has been considered as part of mobilisation. RESPONSE 2 - Varied - We have a mixture of office based staff and agile workers who can be located at home or in the offices. In corporate buildings, we use thin clients - RDS connections into a farm of 5 servers. The RDS is accessed via Azure/MFA into the same farm of 5 x RDS, from Windows Laptops linked to personal fibre connections. Members have iPads with access to 365 apps. RESPONSE 3 - Not yet - but we are happy to do more of these if necessary. RESPONSE 4 - Not yet - see response to the first question in this set. Last Updated: 13 June 2023, 11:03 13. QUESTION 1 Can we ask if there is a JML (Joiner, Mover Leaver) process in place/or scope to introduce this as to support the recommended permission model? QUESTION 2 In line with the above question, is the Active Directory (AD)/Azure Active Directory (AAD) strictly populated with the correct attributes? If not, is there scope to do an AD/AAD clean-up to ensure user attributes are up to date and accurate, this will promote an efficient and effective secure permissions model? QUESTION 3 With regards to intranet these areas look after themselves when it comes to permissions but other areas ‘mini sites’ referenced for ‘service-areas’ in the requirements, are these organisation facing (for wider communication i.e. intranet) or are they for collaboration at service-area level, as recommended ownership and permission models will differ? QUESTION 4 What is the post implementation support vision? Is there a requirement to hand over the solution to inhouse support for business as usual? If so, is admin level training required on top of the training and adoption piece or is the skillset readily available? RESPONSE 1 Yes - we are planning on starting our wider process change & service improvement programme with a pilot on Starters, Leavers & Movers process. RESPONSE 2 Not sure - An AD/AAD cleanse is worth including in your approach to ensure user attributes are up to date and accurate, this will promote an efficient and effective secure permissions model. RESPONSE 3 Yes - they will be for smaller collaboration at service area level, so will need considering as part of the wider ownership & permissions model. RESPONSE 4 Yes, some admin level training would be required - this would be for select members of the organisation who will be involved in administration of the intranet. Last Updated: 13 June 2023, 11:01 14. 1. Has there been any work done on this? 2. Do you have an incumbent for the Office 365 (SharePoint/Teams etc.) environment? 3. Are you open to using a SharePoint Online Intranet product to allow you to get the most from your investment in Office 365? 4. How many users do you have? 5. What M365 licences do you have? 6. Is there content to be migrated from Drupal? 7. What browsers and Office versions are you currently using? 8. Do you already have information retention policies to be implemented in Office 365 or is finding these part of the Discovery Exercise? 9. Do you have a need to control documents, task users to read them, indicate that they have and report on the numbers who have/haven't read these? 10. Do you interact with external users such as suppliers / clients etc.? QUESTION 1. Has there been any work done on this? RESPONSE Some early 365 product exploration scoping has been undertaken to get an understanding of the art of the possible, as included in the statement of requirements. QUESTION 2. Do you have an incumbent for the Office 365 (SharePoint/Teams etc.) environment? If you mean a supplier who manages O365, yes we use an approved supplier where we purchase additional MS licences. QUESTION 3. Are you open to using a SharePoint Online Intranet product to allow you to get the most from your investment in Office 365? RESPONSE Yes, we are looking to develop and configure our existing M365 environment to deliver a new corporate intranet and multiple service area mini-sites in SharePoint as included in the statement of requirements. QUESTION 4. How many users do you have? RESPONSE We are an Alliance formed of 2 local authorities with around 370 users (staff & councillors) as included in the statement of requirements. QUESTION 5. What M365 licences do you have? RESPONSE 425 E3s for the core users, 95 M365 F3s for Councillors accessing via iPad (will also need to be able to access the Intranet. QUESTION 6. Is there content to be migrated from Drupal? RESPONSE Any existing content on the existing intranet will be reviewed as included in the statement of requirements. QUESTION 7. What browsers and Office versions are you currently using? RESPONSE We use the Office 365 suite, Chrome is the primary web browser used and Microsoft Edge is also available to users. QUESTION 8. Do you already have information retention policies to be implemented in Office 365 or is finding these part of the Discovery Exercise? RESPONSE We already have a corporate information assurance framework. QUESTION 9. Do you have a need to control documents, task users to read them, indicate that they have and report on the numbers who have/haven't read these? RESPONSE Yes. We expect this to be clarified in the discovery phase. QUESTION 10. Do you interact with external users such as suppliers / clients etc.? RESPONSE Yes. Last Updated: 11 May 2023, 13:46 15. Would you be able to share an indicative budget set aside for implementation and training? Would you be able to share key training areas you have identified as part of the discovery? Is the key persona for training an end user (350 staff)? Which Microsoft 365 licenses are active for users? Are you looking for a one off implementation or a proposal for managed services (especially training)? Is there a data migration in scope from Drupal platform? Please share any volumetric, data type statistics available. QUESTION Would you be able to share an indicative budget set aside for implementation and training? RESPONSE We have chosen not to disclose the budget at this stage, but we encourage all potential suppliers to enter stage 1. We will evaluate based on the most economically advantageous tender in accordance with our pre-published evaluation criteria. QUESTION Would you be able to share key training areas you have identified as part of the discovery? RESPONSE We expect the ‘Discovery’ phase to be the start of a wider staff engagement exercise, where key training areas will be identified. QUESTION Is the key persona for training an end user (350 staff)? RESPONSE If in relation to UCSD / Persona creations - we expect the ‘Discovery’ stage will be where you identify and build our Persona set. Q Which Microsoft 365 licenses are active for users? RESPONSE 425 E3s for the core users, 95 M365 F3s for Councillors accessing via iPad will also need to be able to access the SharePoint Intranet. QUESTION Are you looking for a one off implementation or a proposal for managed services (especially training)? RESPONSE This is not a managed service listing. QUESTION Is there a data migration in scope from Drupal platform? RESPONSE Any existing content on the existing intranet will be reviewed as included in the statement of requirements. QUESTION Please share any volumetric, data type statistics available. RESPONSE If in relation to migration question above, we don’t think this is required. Last Updated: 11 May 2023, 13:22 16. Please can you clarify the budget? We have chosen not to disclose the budget at this stage, but we encourage all potential suppliers to enter stage 1. We will evaluate based on the most economically advantageous tender in accordance with our pre-published evaluation criteria. Last Updated: 11 May 2023, 12:32