Historique
The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging people in tackling development challenges, and it can transform the pace and nature of development. Volunteerism benefits both society at large and the individual volunteer by strengthening trust, solidarity and reciprocity among citizens, and by purposefully creating opportunities for participation. UNV contributes to peace and development by advocating for recognition of volunteers, working with partners to integrate volunteerism into development programming, and mobilizing an increasing number and diversity of volunteers, including experienced UNV volunteers, throughout the world. UNV embraces volunteerism as universal and inclusive, and recognizes volunteerism in its diversity as well as the values that sustain it: free will, commitment, engagement and solidarity.
UNV partners with governments and UN agencies as well as non-profit and private sector organizations in order to support development programmes and missions. UNV delivers a prompt, efficient and value-added service to identify and engage professionals who can deliver services and fulfill a wide range of specialised tasks. This results in the direct mobilization of approximately 7,000 national and international UN Volunteers every year, with 80 percent coming from the global south, and more than 30 percent volunteering within their own countries. These volunteers are assigned within UN programmes, projects and initiatives at country level. In addition, more than 11,000 on-line volunteers have completed over 19,000 on-line volunteer assignments.
The UNV organization
UNV is headquartered in Bonn, Germany and has approximately 150 staff positions – with the majority in Bonn and some positions with different UN peacekeeping and political missions, and in other Headquarters locations (e.g. New York and Tokyo). The major organizational groups within UNV are:
- the Office of the Executive Coordinator (OEC);
- the Volunteer Knowledge and Innovation Section (VKIS)
- the Volunteer Mobilization & Programme (VMP) comprising the Peace Programming Section (PPS), the Development Programming Section (DPS), the Volunteer Recruitment Resources Secrion (VRRS), the Communications Section (CS), the Programme Coodination Section (PCS) with its Partnerships Unit (PU)
- the Management Services (MS) comprising the Human Resources Section(HRS), the Information Communication Technology Section (ICTS), the Results Management Support Section (RMSS) and the Operations Section (OS) with its: Administration Unit (AU), Finance Unit (FU) and Common Services Unit (CSU)
Background of the work
UNV has implemented SharePoint 2013 as the Enterprise Content Management (ECM) solution for knowledge management, collaboration and document management needs of the organization. It is expected that in 2017 an upgrade of the ECM will take place to SharePoint 2016 and Share Point Online.
The ECM Intranet (or Portal) contains elements such as
- Sites for the various business functions and priority areas
- Corporate calendars and news
- Managed metadata to ensure corporate taxonomies throughout the portal
- Document sets to contain the documents of all UN Volunteers
- Integration with UNV legacy applications (via custom REST web services)
- Project Server in SharePoint mode
- Enterprise search center
- Document Management site for each department/committee/panel
- and more
The Portal is furthermore adapted to include features such as REST, record center, drop-off library, records libraries and relevant information management policies for records (i.e. retention, disposal rules).
For training I (Admins)
A selected group of Admins, who already use/manage the Portal, require advanced SharePoint 2013 / 2016 training and SharePoint Online, in order to oversee and support information- and records management on the Portal. These staff are entrusted to guide and support the portal focal points, with technical SharePoint advice on how best to manage data and information within section or unit sites, in line with SharePoint principles and best practices.
For Training II (PowerUser -users aka “Portal Focal Points”)
A group of users (aka Portal Focal Points), who already use/manage the Portal, require power-user SharePoint 2013 refresher training, as well as SharePoint 2016 and SharePoint Online introduction training to advance their use and management of the Portal and further advance their support to the users of the Portal.
Devoirs et responsabilités
For training I (Admins)
Hands-on, instructor-led Sharepoint 2013/ 2016/ Online - Administration and Information Manager training for max. 5 persons in May-June 2017.
Duration in days (approx.): 3-5.
Location: UN Campus, Platz der Vereinten Nationen 1, 53113, Bonn Germany
Lab: to be provided by selected individual/company over Internet
Language (including language of training materials): English.
Aim
In general, the aim of the training is to sufficiently empower the selected administrators so that they are able to:
DMS
Create SharePoint sites and subsites, views, list, libraries etc (incl. new SP online modern sites)
Advise on the creation of document libraries, lists, views
Advise on appropriate solutions for case management, document management, records management, metadata design & application, building search queries
Check / oversee / manage permissions (groups, levels)
Design and implement specific workflows
Taxonomy
Implement, manage UNV taxonomy in the SharePoint store
Ensure availability of managed metadata columns enterprise wide
Records center
Create record center, record libraries
Configure content organizer routing rules and information management policies
Specific deliverables include the following
SharePoint Admin training
Users, groups, permissions
SharePoint security best practices
Users and user groups
Site collection administration
Permissions & relevant levels
Custom permission levels
SharePoint PowerShell
Central Admin
Publishing to different zones
Site & site collection features
Activating / deactivating
Commonly used features
Sites & pages management
Creating subsites
Site templates
Look and feel
Navigation options
Page layout and structuring
Lists and libraries
SharePoint features and principles
Document libraries
Adding columns to lists / libraries
Enterprise metadata and keywords
Managed metadata application
Creating lists and views
Document management
Managed navigation
Organizing content
Document sets (example in case management)
Auditing lists and document activity
Site columns, Content types
Versioning & content approval features
Records management
In place records management vs. record center
Send to functionality - settings
Content organizer
Information management policies settings
Term store management
Taxonomies export, import
Managed metadata
Metadata columns
Single value vs. mv fields
Search
- Search center introduction
Site search schemas
Customization
SharePoint workflows
OOTB vs Designer workflows
Reporting
Usage & search reports
Central Administration
Tentative due date May-June 2017
Payment terms
Payments will be made upon certification of work accomplished and delivered by the trainer.
For Training II (PowerUser -users aka “Portal Focal Points”)
Hands-on, instructor-led Sharepoint 2013/ 2016/ Online - Power-User training for approx. 20 persons in May 2017-June 2017.
Duration in days (approx.): 4-5.
Location: UN Campus, Platz der Vereinten Nationen 1, 53113, Bonn Germany
Lab: to be provided by selected individual/company over Internet
Language (including language of training materials): English.
Aim
In general, the aim of the training is to empower portal focal points with an in-depth understanding of SharePoint, in order to recognize the systems powerful features for information management, including document and records management, as well as team working and collaboration.
Specifically, the training must provide a clear introduction to SharePoint as to what it is, why to use, how SharePoint can align to and support – if not drive – business processes. Furthermore, focal points must learn about the different information & data management features, how these can be best organized (and how not to use), to enable better search and retrieve. Specific attention is also required to SharePoint integration with other systems and platforms (e.g. Outlook, OneDrive), and about best practice use between them. And finally records management and permissions
Specific deliverables include the following
SharePoint Power User Training
SharePoint introduction / refresher:
What is SharePoint?
Why SharePoint?
How to drive end-user adoption
Site topology & components
New features in Online vs 2016 vs. 2013
How SharePoint can support your business context? Examples must include: case management, project management, project documentation management, archiving, records management, team working & collaboration spaces. Examples must reflect UNV work.
Features
SharePoint user interface (UI)
Lists & list views
Views
Document libraries
Form libraries
Data collection
Forms & surveys
Simple workflow configuration (e.g. alerts, automatic email dispatch etc)
Custom lists
Content types
Document sets
Metadata
Tagging content with metadata (different ways)
Adding list columns to tag content with metadata
Managed metadata
Understanding the term store
From UNV taxonomy to managed metadata
Adding managed metadata to different document libraries
Metadata navigation (enabling & applying)
Search
Perform queries
Effective keyword queries
Office integration
SharePoint with OneDrive
SharePoint with Outlook
SharePoint with MS Office
Records management
Differences between DMS and Records Centre
DMS area more aligned to unit or sections daily business
Record centre is enterprise wide
Understanding the records centre function / rationale
Send to function, drop off library & Records libraries
Understanding content routing (content organizer)
Understanding information management policies
Examples to be linked to UNV records management policy
SharePoint permissions
Groups
Permission levels
Permission finders
Cumulative permissions
Permission checker
SharePoint Online specific features (modern sites, new libraries, new pages etc)
Tentative due date May-June 2017
Payment terms
Payments will be made upon certification of work accomplished and delivered by the trainer.
Compétences
Corporate Competencies of the Trainer:
-Displays cultural, gender, religion, race, nationality and age sensitivity adaptability;
-Treats all people fairly without favoritism;
-Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.
Functional Competencies of the Trainer:
-Demonstrates strong oral and written communication skills;
-Excellent interpersonal and cross-cultural skills and ability to convey messages clearly, succinctly and accurately;
-Experience in designing and delivering trainings;
-Builds strong relationships with clients, focuses on impact and results for the client and responds positively to feedback;
Qualifications et expériences requises
Experience
Proven experience in providing trainings on the SharePoint 2013, 2016 and SharePoint Online.
SharePoint 2013 / 2016 / Online certified professional
Experience in real implementation of the product for clients
Language requirement: English
Criteria for Selection of the Best offer:
The selection of the best offer will be based on the combined scoring method – where the qualifications and methodology will be weighted – 70% , and combined with the price offer which will be weighted 30%.
Key selection criteria are
Track record of successful in similar related topics training – maximum points awarded 220
Professional experience of the trainer – maximum points awarded 220
Ability to provide on-site training (proposal for training lab) – maximum points awarded 180
Fluency in English of the trainer – maximum points awarded 80
Total cost (including travel, daily allowance etc) – maximum points awarded 300
Total points 1000
Presentation of Offer
Qualified candidates must apply online via the UNDP Job shop. The application should contain the below documents that could be uploaded as a single PDF file.
- Technical proposal: Motivation/Cover Letter: Explaining why they are the most suitable candidate for the work;
- A brief outline on how you will approach and conduct the work (including the proposal for training lab) and Proof of any previous relevant work carried out
- Personal History (P11): Applicants are required to fill out and sign a P11 Form and submit it together with the online application; The P11 should include Contact details of 3 references; (the P11 form can be downloaded at www.sas.undp.org/Documents/P11_Personal_history_form.doc
- Financial Proposal :Offeror’s letter to UNDP confirming Interest and Availability (the form can be downloaded at : https://popp.undp.org/_layouts/15/WopiFrame.aspx?sourcedoc=/UNDP_POPP_DOCUMENT_LIBRARY/Public/PSU_%20Individual%20Contract_Letter%20to%20UNDP%20Confirming%20Interest%20and%20Availability.docx&action=default&DefaultItemOpen=1 )
- Applicants are requested to submit a financial proposal. The financial proposal shall consist of all-inclusive lump sum in USD for the whole duration of the contract period, which shall include the consultancy fee, cost of travel and per diems to and from the duty station. The financial proposal should indicate clearly a breakdown of cost by the two deliverables: Training I (Admins) and Training II (Power User).
Incomplete applications will not be considered. Please make sure you provide all requested documents. Any queries should be sent in a separate e-mail and addressed to: procurement@unv.org clearly marking 76309_ SharePoint Training in the subject line