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:
1. 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.
1. 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).
1. 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:
1. 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.
2. 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.
3. 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.
4. Design and develop sub site "Save the Children Indonesia SharePoint"
under Save the Children Global SharePoint including identification of potential
glitches.
5. Provide weekly progress report on the SharePoint site development
objectives, implementation of work plan, and results.
6. 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
7. Train Key Staffs to use Indonesia SharePoint and ensure proper handover
to appointed staff for further maintenance.
Deliverables
1. Map of existing systems, utilization, needs and gaps with proposed
solutions to the Indonesia SharePoint functional features.
2. Mock-up design of the SharePoint site architecture/features, to seek
feedback
3. A functional Save the Children Indonesia SharePoint subsite
4. Develop a guidance tool on SharePoint site use for all staff (English &
Bahasa)
5. Training for key staff on SharePoint site utilization and maintenance
6. Training materials/modules
7. User testing of site and redevelopment as fit
8. Handover notes, dissemination, and coaching when approaching the end of
assignment.
Consultant Requirement/Expertise
1. Extensive experience developing SharePoint technology and relevant
Microsoft application/services is essential. Relevant Microsoft certification
is a plus (i.e. teamwork administrator associate)
2. 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.
3. Extensive experience in information management system development.
4. Good Communication skill (verbal & written) especially in facilitating
discussion/training/workshop
5. 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:
Procurement.Indonesia@xxxxxxxxxxxxxxxxxxx<mailto:Procurement.Indonesia@xxxxxxxxxxxxxxxxxxx>
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
Feb
March
April
May
June
W1
W2
W3
W4
W1
W2
W3
W4
W5
W1
W2
W3
W4
W1
W2
W3
W4
Recruitment process
- TOR development
- Advertisement
- Selection
- Contract sign
x
x
x
Assessment:
- Needs (gap) analysis,
- Business requirement,
- User Requirement
x
x
x
Strategic Planning:
- Governance (tata kelola)
- Functional Planning
- Business Case
- Information architecture
- Interface design/mock-up
x
x
Development:
- Integration
- Content preparation
- Content migration
x
x
x
x
x
X
x
- Testing
- Feedback
- Trouble shooting
- Improvement
x
x
x
Adoption:
- Introduction
- Capacity building
- Monitoring
- Handover process.
x
x
x
x
