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Request for Proposal To Develop UNDP Intranet on Sharepoint
United Nations Development Programme [UNDP]
UNDP is the UN's global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 166 countries, working with them on their own solutions to global and national development challenges. Background on UNDP India Intranet
UNDP India intranet is driven by Microsoft Sharepoint Team Services. There is a template or design restriction from UNDP HQ. The purpose of UNDP India Intranet is to serve as one point to have programme specific and operations specific dedicated information and webpages (example web for HR, Travel, MSU, IT) with other information like share documents, share events information, information on PIMS, organization chart with their job profile, photo database so on and so forth.
The web url for UNDP Intranet is http://intra.undp.org.in (its password protected), once the vendor is finalized we will share guest access credentials to revitalize the Intranet.
Layout of UNDP India Intranet
Governance. Procurement and Travel) and many more documents and information. HR. UNDP would like the vendor to do a presentation on what they have understood and what they propose as solution to current UNDP India intranet. We request vendor to clarify doubts during the presentation than assuming a task if anything is not clear. 3) Ease of information sharing and reduction in the communication gap as well as time to communicate.UNDP India intranet is categorized by programme areas (Poverty. Following is the task required to be completed by vendor: Broader Vision of UNDP India Intranet 1) Intranet to communicate organisation’s messages (Vision. Values. 5) . the design must be thematic and operation unit wise. HIV and Development and Environment and Energy. 4) The proposed layout should be in a way that it doesn’t cluster the look and feel even after a year of use. The vendor MUST have prior experience on similar project. Disaster Risk Management. if required UNDP might like to have / do a feedback check from their client. categorized and easy to navigate with appealing human touch design of UNDP India intranet. divisions and states of India. Neat. Objective UNDP India intranet needs to revitalize its current intranet from a ‘pen drive’ mode to more of a ‘Knowledge Repository’ of substantive activity information on UNDP India Programme and UNDP India Operations. Mission. initiatives). so UNDP doesn’t waste their time and resource after allocating the contract on explaining the task again and again. We wish to work with a professional competitive vendor who is highly innovative. Communications) and operations units (General Services. 2) Facilitate direct communication channel of the organization with all employees across the programme. Finance. Information must be easier to find and must be precise. creative and technically very strong.
Employee should be able to coordinate with division assistant to arrange for tickets. so its easier to find them. particularly for those in geographically dispersed locations (create blogs and other interactive features where employees can interact. 3) HQ Meeting / Internal Meeting video / Retreat Video Streaming must also be made available. Location and Weather report should be on top right corner of UNDP India intranet homepage. 7) 8) Breadcrumbs to ease the navigation of UNDP India Intranet on every page. Platform for an online community of internal staff. send for approval to Head / Division assistant who in turn can forward the same to 4) . Staff Oriented My info / my page: Staff login id. communicate and collaborate). Employee should be able to view online what the status is and what flight/train is he booked on After this. 2) My travel: Acts as a scheduler for the employee.6) Direct and quick interaction platform for employees to reach out to their colleagues. so staff is aware about the update / news / announcements. Time. Management Café 1) Management Profile: Who is who in management. 3) My reimbursement: to help employee to keep account / history of claim reimbursements – medical. 9) Headings and categories should have more colorful font and band. 1) My Leave: a tool through which an employee gets complete detail of his/her leave on homepage of intranet on the basis of their login credentials. F10 etc. wherein recorded and live interviews etc can be beamed from time to time: 4) Messages from Management must be visible on homepage. With photos and work profile. 10) Should be able to save everything from intranet as sharepoint template to reuse in other sites. Should be able to fill an online form and apply. Date. 2) Messages from Management (RR / CD/ DRR/ ). s/he should have the facility of setting up reminder alerts (just like on the cell phone). Should also have the facility of setting up “I am out” status in his profile (*) viewable by everyone who wants to know.
we wish to upgrade and revamp it).. 5) Blog / My job profile: This is particularly for the benefit of new joinees so that they can familiar themselves of what other’s role in the organization. photograph. contact mobile and extenstion. without getting into a long discussion. 3) Search engine: To help staff searching for any information with simple hit of keywords. needs to become a member. 5) Message Board – greetings/celebrations/postings. Staff should have an option to share it to all staff or keep restricted. 6) Graffiti Wall: Employees can voice their opinions on everything. A percentage meter to show how many votes have been cast for each category.finance. 4) Surveys – Poll of the week: a yes / no / don’t know vote based poll. Finance then sanctions and send a mail to concerned employee about the disbursal. This job profile page could be informal with photographs and possibility of inviting other staff member to view the profile. 6) Community and Collaboration 1) UNDP India Facebook – A Online interactive ‘Organisation Chart’ with staff job profile.. A vote can be cast only once. My organizer/calendar: a Calendar from Microsoft Exchange server in intranet for the employee to set up reminders/alerts for himself about meetings/deadlines etc and organise work life. Staff should have an option to share it to all staff or keep it private. There must be a search button specifically for UNDP India Facebook. contact email. 2) Communities/special interest groups – express yourself/ forums / clubs. Traffic in Delhi. an experience at any store. If staff’s contract modality with expiry date is captured this will help UNDP to update the info quickly. Everyone can read the postings but if someone wants to contribute. (UNDP India Facebook is already existing tool. . Moderator rights will remain Site Administrator. Example Google. any good sales etc. Events review. Subjects could be state of Retreat Review. etc. Movie reviews etc. pollution. Subjects could be birthday greetings. employee has the right to set up a club / forum / blog and invite staff to this. Open to all employees.
For this. away. etc. we wish to upgrade and revamp it) Task management Tool : Online Task Tracking tool to improve efficiency of staff within the division and have clear understanding of role and responsibility. teams can update the status of the current project. Programme / Project Management Tools Project Information Management System (PIMS): PIMS is one stop shop for all UNDP India project related information from Project Title and Location to Budget information and Minutes of last meeting held. Internal Chat within UNDP India with staff. invisible and custom message. certain employees will have only “write” rights not “edit”.... etc.7) Downloads: eCard Bank: A bank of ecards are created for various purposes and put up on the intranet. ). papers. Task Management tool be must be available on Homepage of staff for their easy reference. bihar 33. Division Head can check on their team’s progress on a given task. etc. corporate films. Leave Management : An interface to apply/reject/approve leave for staff member and its monthly. with a feature such as busy. All on the basis of HR rules for leave. Page on UNDP India – with its staff details on all the states in india / where ever they are working (India 66. Human Resource Management: Recruitment: Regular postings put up by HR of positions available.. Blogs and whiteboards for management. . Any employee can view these positions. (UNDP India PIMS is already existing tool. annual reporting. Also. Organization policies. This library must be organized and must follow proper naming convention so its easy to find any document . These can be used by any staff to send out to their colleagues. Travel: List of places in and around Delhi / including weekend places with hotels and their updated phone numbers. New tasks can be added using this tool. Employee handbook Self Induction kit: PPTs.
however this will eventually become a part of the intranet. Procurement / Information Technology: Goods Vendor Database: This stores information of all our vendors’ contact details. ABCD (ADS) roles and other related information defined about the user has to be populated from the ADS. Other features required on UNDP India intranet Staff locator / Movement: A feature with which we get to know where xxx is today. An inbuilt application must be created which will have details of all email accounts and email groups with their date of expiry. The ADS and MS Exchange server must be integrated. • .Guest house: List of guest houses that gets modified / updated regularly with rates (with specific mention of UN Rates. login. along with a rate card. visible to all staff.. meeting … etc. for the sake of clarity. Adding users into the ADS is not part of the intranet. User can be defined against an Organisational Unit or Location. CD.. expiry alert to be generated and email must be sent to HR and IT. where user could see their recent emails. Venue booking & email request form should be automated Email should be integrated as part of intranet. Functions and Themes which the user is part of has to be chosen along with the location for each of them. • • Name. what they supply. traveling. Each user can use the same login as the xxx email. with only read permission. All users in the system can be part of the Global Windows Active Directory (ADS). if any). Possibility of text and graphics content. Deadline Zone: a place where we can see all the deadlines from HQ. Communications etc. is he/she on leave. Integration with Active Directory. When a user is defined in Intranet the following parameters will be considered. Each update shall carry the name and no of the person who has uploaded this information. Technology / Back end All users must access the intranet without much of password problem. Resolution must be fitted to user screen. irrespective if they are using 800 or 1200. Intranet can have all the users listed from the Global ADS.
Country Program Administrator (s) 4.• Based on the functions or themes defined. This role will be responsible for updating the content in the respective functional area. Administrator (s / Super User) 2. Themes Administrator Global (s) Will manage the Global workgroup and other workgroups which come under that Theme. 4. Administrator (s) (Super User) Administrators has full control of the intranet. they can manage any section of the intranet using the Admin/Management console. Following are the set of roles required in the intranet. This user may not be defined in the intranet yet. Themes Administrator (s) 1. Country Program Administrator (s) These are users who have administrative rights but can manage the Intranet from their respective defined Country program or Geographical unit. 3. Guest Any user who has an ABCD ADS login is a guest to the Intranet. 1. Functional Administrator Global (s) Will manage the Global workgroup and other workgroups which come under that. the user’s access to certain workgroup will be controlled. Themes Administrator Global (s) 6. Functional Administrator (s) 7. Indicative Roles The roles in the application are used primarily to control the various workgroups defined based on functions or themes and by location. Guest 3. 2. The admin user(s) should be able to add users/modify/delete users from the intranet. 5. This role will be responsible for updating the content in the respective Themes area. Functional Administrator Global (s) 5. .
Clear proposed methodology and workplan. Application Details Interested professional and competitive companies are requested to go through this ToR in detail and send the following documents: Technical 1. Detailed profile of expertise and experience of your company. A section explaining the organisation’s competence and experience in handling similar assignments. 7. Themes Administrator (s) These roles also come under the Global and are in par with the Country programs. a. They manage the Themes for all International workgroups. 5. Deadline for submission of the proposals .6. Shortlisted vendors will be called for a short presentation. 3. Financial Detailed budget for the workplan with one year complete support after implementation. workplan. Contents of the Proposal to be submitted 1. 3. Proposed strategy / methodology. CV of team who will work on this project. technical and screenshot of web design. timeline and budget for the assignment. Feedback letter from the company on similar projects worked on (Required). 4. 2. other development projects handled and CVs of the persons who will be engaged in this assignment. Functional Administrator (s) These roles come under the Global and are in par with the Country programs. Background information about the company / individual. They manage the Functions for all International workgroups. 2.
03rd December 2009 to bids. Lodi Estate. .india@undp. please write to Yogesh Jain – yogesh.00 hrs of Thrusday. For any further clarifications. United Nations Development Programme. New Delhi-110003.jain@undp. 55.Proposals should be emailed on or before 17.org or addressed to the Procurement Division.org Last date for receipt of applications: 03rd December 2009.
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