RM1043.8-1-Bromsgrove District Council SharePoint Migration

Description

Summary of work Due to end of life for all parts of the current intranet (SharePoint 2013) we need to move from current platform to cloud based 365. This is a live system; some areas are unused while others are constantly in use. We are currently removing unused sections. This is not a general content store moving forward but will contain Corporate Documents. We need full support for SharePoint both 2013 and cloud for this migration. Issues Currently Known 1. Kintivo Smart Forms plug-in does not exist on cloud. a. Used for Corporate forms – needs alternative solution. b. Used by Customer services for data entry (partial submissions into the same list) – needs alternative solution. c. Used by data protection for quizzes – can import lists and not forms then remake later. 2. View list is used on current site and not available on cloud. a. Currently in use on all team homepages – can remove/replace. b. Used in some sections to repeat lists – needs alternative solution. 3. List Views defaulted to 5,000 entries on 365 – needs alternative solution. Constraints 1. No loss of data. 2. No loss of functionality. 3. Security set up for a council. 4. Minimal disruption to users during or after the move. 5. Some parts are used via API for other systems internally. 6. Limited internal knowledge of new SharePoint version. Where the supplied staff will work West Midlands Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is Bromsgrove District Council, Redditch Borough Council Why the work is being done Reasons for Migration 1. End of life for Server 2012. 2. End of life for SharePoint 2013. 3. End of life for SharePoint MSSQL version. The business problem We are currently paying for extended Microsoft support due to end of life for server and MSSQL versions, this will end and become a security risk. We would like to accomplish the migration in December 2023 with clean up for some elements within that period if possible. The current intranet is Live and used by several teams all day so downtime and loss of data are large concerns. The people who will use the product or service User type: Domain User Definition: Anyone with a Bromsgrove Active Directory account User type: Service Admin Definition: a domain user who manages a function on the intranet such as a form or updating corporate documents User type: Automation User Definition: A process account which moves data from the intranet to a system or database, either with list API or data scraping to SQL Any pre-market engagement done We have contacted the support company we have used for several years about approaching the migration. As a result, we have reduced the overall size of the intranet and prioritised flattening the sites for teams. Our primary focus will be a front page, News, Corporate documents and forms, working for us/ HR. Then we can go on to corporate working groups and specific teams who use SharePoint as a portal/dashboard. We will need to look on a replacement for Kintevo forms which we use extensively across sections/sites and functionality needs to be retained after move to new system. Work done so far So far we have 1. Run reports on size of document stores. 2. Reduced the size of the sites. 3. Run migration reports using the migration tool. 4. Reduced the use of addons not available in cloud. 5. Removed unused sites. 6. Created a “jump” server to make the transfers. Which phase the project is in Not applicable Existing team Neil Perrett Web Developer I am here to organise the support with access, design and testing. Address where the work will be done Remote access to the 3 servers via VPN plus the cloud platform for SharePoint. Servers are hosted at the server room in Redditch Town Hall, Walter Stranz Square, Redditch. Working arrangements We expect the specialist to remote in via VPN rather than being on site. Security and vetting requirements No security clearance needed Latest start date 8 December 2023 Expected contract length Contract length: 0 years 3 months 0 days Optional extension: 0 years 1 months 0 days Special terms and conditions special term or condition: Any required elements in current intranet should have a comparative version in the cloud system which delivers the same outcomes. Budget Indicative maximum: The contract value is not specified by the buyer Indicative minimum: The contract value is not specified by the buyer Contracted out service or supply of resource? Supply of resource: the off-payroll rules may apply Terms and acronyms Term or acronym: BDC Definition: Bromsgrove District Council Term or acronym: RBC Definition: Redditch Borough Council Term or acronym: Orb Definition: The name given to our SharePoint intranet Questions and Clarifications 1. I see that the migration analysis report shows 366 errors and 266 warnings. Can we assume that these are either the list view threshold or Kintevo forms issues mentioned or that those areas with the errors have been ruled out of the migration? Also, you replied "As we have no specialist on SharePoint 365 we would look at additional costs required if we thought they were worth the cost, part of this migration will be to advise solutions/design functions that replace current applications/web parts." - can you confirm that this opportunity is to carry out the migration and advise on "solutions/design functions that replace current applications/web parts". i did try to publish the excel report on clarifications, i will look and see if it posted. As far as i can see, there are about 20 oversized lists (most of which will be reduced by the time of the work. There are also errors for a "display list anywhere" plug in which was used to display news on team pages, i think this will not be needed due to functions of new SharePoint. The rest seem to be where we have embedded code for display purposes along with errors of where Kintevo forms are displayed. Yes we are looking for suggestions on solutions during the migration for issues arising from all aspects of the change of SharePoint version so that outcomes are similar on the new system. thanks Last Updated : <strong>13/12/2023</strong> 2. The tender doesn't say explicitly what you would like a supplier to do. Is it just support for any work you are undertaking, pure consultancy, development of the Power Apps or would the supplier be undertaking the full migration? This is for doing the whole migration along with helping us to take decisions for any replacement elements that we may need and developing them for use. Last Updated : <strong>13/12/2023</strong> 3. Regarding the Culture Fit weighting: "Do you have local/previous knowledge of our councils with regards to SharePoint or ICT?" Sorry, this should have read "Do you have local/previous knowledge of any councils with regards to SharePoint or ICT?" It was to see if you knew rules and regulations we have to work under. Last Updated : <strong>13/12/2023</strong>