UNDP Jobs - 34751- Document Management Solutions Architect, Project L

Document Management Solutions Architect, Project Lead

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

25-Jan-2013

Application Deadline :

17-Jan-13 (Midnight New York, USA)

Post Level :

International Consultant

Duration of Initial Contract :

4 months

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

UNDP is planning to implement records management programme which should provide for a systematic method of registering, classifying, indexing, tracking, storing, disposing, and reporting on official UNDP records. This functionality must be secured to ensure that the confidentiality, data integrity and availability of the records is maintained at a level consistent with UNDP business requirements. These requirements would be specified in policies on a records management programme, the records retention schedule and a policy on information classification & handling.

The supporting systems for the record management program leveraging SharePoint 2010 platform has the following components as diagram shows. This supporting system is expected to serve as the foundation for UNDP record management program. In summary, it is expected to deliver:

Ability to capture and transform paper documents to the electronic format
Ability to initiate document writing from established templates
Ability to capture incoming e-mails when required
Autotag documents
E-registry Manager as the document handling user interface
Document Libraries structured consistently
Workflow to move documents

Duties and Responsibilities

Activities & Deliverables

Design information architecture for document repositories
- Define in consultation with business counterpart initial document management scope and define prescribed document types as the foundation for the record management system.
- Create a library structure that will contain them and that can be rolled-out initially to pilot sites with scalability to all UNDP offices
- Establish maintenance mechanisms of the library structure to ensure consistency across the organization.
- Assess third party auto tagging applications to be incorporated to the final solutions
- Execute associated tasks to bring cohesiveness to overall information architecture and impacted components
Gather templates of prescribed documents in UNDP’s policy documents to be loaded to libraries
- Gather prescribed documents across UNDP’s Program and Operations Policies and Procedure in consultation with business counterpart.
- Create a catalog and classification based on taxonomy defined in the libraries and set prescribed document types
- Load the templates to the defined document library
Design of document workflow from the source to target record library
- Workflow from the source (scanner, e-mail, and template library) to the temporary document library to gather all incoming documents.
- Workflow from temporary document library to final record library
- Workflow for document follow up
Design e-registry manager as the primary user interface to route, number and classify documents to be used by the end users. The e-registry should provide:
- Ability to view all incoming documents
- Ability to route follow up actions for documents
- Ability to classify and send the corporate records to the final records library
- Ability to capture outgoing documents
- Ability to overview of document status, including follow up actions
- Ability to search documents.

Deliver working prototype of e-registry integrating library, workflow and user interface components to be deployed to 5 offices.

Competencies

Ability to extract business requirements presented in different forms from multiple sources and architect simple technical solutions for the project.
Experience in a Professional Services environment, ability to frame highly complex technology projects in a business-friendly way
Ability to directly manage senior technicians and consultants in a results-oriented method.
Ability to mediate multi-party disputes and find appropriate common ground
Ability to anticipate issues and resolve them before they occur
Ability to assess problems and solve them with a strong sense of urgency
Ability to handle aggressive deadlines and juggle multiple responsibilities
Ability to be an analytical and creative thinker
Well versed in SharePoint 2010 functions and features as they apply to intranet sites and applications
A firm grasp of topics like usability, code best practices
Important technical skills include SharePoint Server, ADO.NET, VB, HTML, CSS, JavaScript, jQuery, XML, SQL Server, Web Services, security, instrumentation, exception handling, SharePoint branding and support of large, complex, or enterprise-wide solutions.
Proficiency with C#, .NET Framework, and ASP.NET.

Required Skills and Experience

Education:

University degree in the area of Computer Science, Information Management, Communications, and/or any other related field is required. Graduate-level degree or enrollment in a graduate-level degree program is a plus

Experience:

Minimum 10 years of experience with web-based development projects
Minimum 5 year of MS SharePoint experience including exposure to SharePoint 2010 implementing its product capabilities.

Language Requirements:

English is required.

Financial Proposal:

Contracts based on daily fee

The financial proposal will specify the daily fee, travel expenses and per diems quoted in separate line items, and payments are made to the Individual Consultant based on the number of days worked.

Travel:

All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.

Applicants are instructed to submit their daily rate to cpu.bids@undp.org at time of application with the subject heading “Financial Proposal for Document Management Solutions Architect” .

Evaluation:

UNDP will use a desk review of CVs and may opt for interview in addition. Individual consultants will be evaluated based on the following methodology:

Cumulative analysis:

When using this weighted scoring method, the award of the contract will be made to the

individual consultant whose offer has been evaluated and determined as:

responsive/compliant/acceptable, and
Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation
Technical Criteria weight; ( 70%)
Financial Criteria weight; (30%)

Technical Expertise

Relevant experience in SharePoint Server, ADO.NET, C#, HTML, CSS, JavaScript, jQuery, XML, SQL Server, Web Services, security, instrumentation, exception handling, SharePoint branding and support of large, complex, or enterprise-wide solutions

Weight 30% Max Point 300

Experience in:

Design information architecture for document repositories
Design of document workflow from the source to target record library
Design user interface using delivered SharePoint lists and Nintex workflow to manage tasks and documents.

Weight 25% Max Point 250

Experience in

Running complex projects in UN context
Applying project management standards

Weight 15% Max Point 150

Financial

Weight 30% Max Point 300

Presentation of Offer:

Minimum documents required for application:

Online application with brief description of why the Offeror considers her/himself the most suitable for the assignment.
Personal CV or P11, indicating all past experience from similar projects, as well as the email and telephone contacts and at least three (3) professional references;
Shortlisted candidates will be asked to submit a financial proposal that indicates the all-inclusive fixed total contract price, supported by a breakdown of costs. If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

NOTE: The lump sum amount must be all-inclusive (e.g., solely professional fees, ticket cost and allowances, taxes, insurances, transportation, communications, consumables, etc.). The contract price is fixed regardless of changes in the cost components.

Terms of Payment:

The assignment is based labor and material using a lump sum daily rate. Payment is based only upon the certification and acceptance of monthly invoice and summary report on achieved deliverables. In the event of non-performance and pre-termination where payments cannot be made in full or may have to be suspended, the final payment will be pro-rating against received and accepted deliverables.