MTVH Intranet

Description

Summary of the work MTVH is looking to create a digital workplace that enables colleagues to feel part of one organisation, where everybody can easily communicate and collaborate from any location. We'd like to partner with a tech savvy, user focused organisation to carry out some discovery and help us to achieve this. Latest start date Monday 6 January 2020 Budget Range 50K Why the Work is Being Done In October 2018 like minded housing associations Metropolitan and Thames Valley Housing formally completed a partnership to form Metropolitan Thames Valley Housing (MTVH). One year on from the successful merger, MTVH want to create a digital workplace that enables colleagues to feel part of one organisation, where everybody can easily communicate and collaborate from any location. MTVH currently have 3 intranet platforms that support internal communications and content management. Whilst there is work ongoing to improve the effectiveness of these platforms, they are a mixture of legacy and temporary services that are not set-up to support the integration of the 2 organisations. Generally there are issues with content engagement, access, content structures and duplication that result in a poor user experience across all platforms. This highlights just some of the known technical barriers, but there are also issues relating to our organisations culture and digital skills that prevent us from communicating and collaborating successfully. Problem to Be Solved In order that MTVH can begin to create a digital workspace that supports continuous positive change, we need to understand more about the skills, cultural and technical barriers preventing our new organisation from communicating and collaborating successfully. We need to: • Establish a clear picture of our existing intranet landscape and usage • Understand the barriers staff face to communicating and engaging successfully, with a focus on remote colleagues • Identify the support and training required to enable staff to succeed in a digital workplace • Understand what gaps or issues there are with the current technology • Understand how other modern organisations are using technology to successfully fulfil intranet capabilities • Establish how we will use existing or new technology to try out different solutions to the problems identified during the discovery • Determine if and how we might integrate more closely with our existing technologies, including O365 and ServiceNow and understand the impact for planned projects around document management and O365. • Understand what information architectures are required to help us to make content easily accessible, supporting the consolidation of content and decommissioning of legacy services Who Are the Users MTVH have just under 2000 staff working across multiple sites. Main offices (150-350 people) x 6 sites Remote sites (15-30 people) x 13 sites Small remote sites / Care & Support homes with people onsite (1-14 people) x 100 sites Work Already Done The current intranet platforms in use are: Facebook Workplace MetNet (Interact) - Legacy Metropolitan staff only. theHub (Wordpress) A small amount of discovery work has been undertaken in recent months to understand current usage of Workplace with some recommendations around improving its impact. There are detailed usage analytics available for theHub, with a more limited set of reports available for MetNet. A separate project has recently been completed that looks to understand how staff can utilise O365 solutions to solve issues around communication, collaboration and document management. Existing Team A working team will be established at the start of this discovery, consisting of members of the Digital and Communications teams, alongside representation from appropriate teams in the business. Current Phase Discovery Skills & Experience • Experience of user needs discovery in relation to internal communications and collaboration • Experience of architecting and implementing intranet technology solutions • Experience of running successful agile projects Nice to Haves • Experience working with a range of different organisations on intranet solutions • Experience working with a variety of cloud based services, including Microsoft Azure and AWS Work Location 77 Hatton Garden Holborn London EC1N 8JS Premier House 52 London Road Twickenham TW1 3RP Raleigh House 68-84 Alfreton Road Nottingham NG7 3NN There are colleagues at other sites in the London, Nottingham and Derby areas that should be involved as part of this work. Working Arrangments The supplier team should regularly work out of our London offices in order to facilitate collaboration with the existing team, although the precise working arrangements are flexible. There may be a requirement to visit other MTVH offices as detailed above. No. of Suppliers to Evaluate 5 Proposal Criteria • Relevant skills and expertise • Approach and methodology • How the approach meets user needs • Timeframes and key milestones • Value for money Cultural Fit Criteria • Work as a team within our organisation • Be transparent and collaborative when making decisions • Reinforce agile principles in a developing organisation • Share knowledge and experience with other team members • Challenge the status quo Payment Approach Capped time and materials Assessment Method • Work history • Reference • Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. For the experience/skills 'Experience of running successful agile projects' you have said 'projects' rather an 'project'. Are you looking for more than one example here? Or will you be following the DOS guidance and only want 1 example/project? One example is fine. We will not score a supplier higher or lower because they give more or less examples than another supplier. 2. Do you have an incumbent supplier for SharePoint solution delivery? No 3. Is there any specific timescale for this study and discover phase? We'd like to have this phase completed within 6-10 weeks of commencing. 4. What Office 365 licences do you have? We have large and varied number of licenses on the O365 platform. More details can be provided at a later stage. 5. We have a SharePoint Online document management solution which covers the management of documents and the ability to make documents mandatory reads for users – are you looking for such a solution as part of this? It will depend on what we learn during this discovery phase 6. Do you have on-premises SharePoint? No 7. Will there be any content migration? When we get to that point, content migration will likely be required. 8. What level of Office 365 users do you have? More details can be provided at a later stage 9. How many users do you have on each of the existing platforms and what user feedback is available? Workplace has roughly 1900 registered users . theHub does not have the concept of registered users, but all staff have it set as the browser homepage. MetNet has around 2500 registered users. Usage analytics can be supplied for each.Currently there is limited user feedback available on these services specifically. 10. Do all of the users have a MTVH email address? Yes 11. How do you currently communicate with the users at the Remote sites and small remote sites? The current platforms listed, plus regular channels, including email, Skype and phone etc.There are also regular email bulletins - e.g bi weekly digest highlighting content across all 3 platforms.There are also regular events that are streamed over Workplace. 12. Have you defined the primary use cases for the new platform? Not yet, that will need to be done as part of this work. Once we define the user needs we will then look to see how existing or new tech will best meet those needs. 13. Who is the primary sponsor for the project? Director of Communications 14. Does your budget include, or exclude VAT? The budget includes VAT