LONDON METROPOLITAN UNIVERSITY

BOX IMPLEMENTATION PROJECT

Incomplete applications

0
Incomplete applications

Completed applications

10
Completed applications
8 SME, 2 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 29 November 2016
Deadline for asking questions Tuesday 6 December 2016 at 11:59pm GMT
Closing date for applications Tuesday 13 December 2016 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Interested parties should contact LMU for a full summary of LMU's requirements.
Latest start date 01/03/2017
Expected contract length
Location London
Organisation the work is for LONDON METROPOLITAN UNIVERSITY
Budget range £65,000 to £140,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done London Metropolitan University (LondonMet) has multiple document management solutions in use across the institution, the result of many years of accumulation. This has resulted in staff dissatisfaction, users are unsure which system they should use and where documents may be stored.
Problem to be solved "LondonMet requires a new document management solution which is easy to use, presents a single version of information, improves efficiencies and provides a secure platform for document storage. The university has decided to implement Box (www.box.com) and has completed procurement of this solution.
To implement Box LondonMet requires a flexible resource management service that delivers high calibre candidates to deliver this project from Implementation to a successful Go Live."
Who the users are and what they need to do Box will replace all networked drives normally mounted in the login process of a LondonMet PC. This includes a user’s home drive, system drives and shared drives; Users must be able access Box on site and from remote locations using a variety of devices; Staff members must be able to access files in a shared location according to assigned access rights; Visitors given access to a LondonMet PC or Wi-Fi network will need to access Box; Files pertaining to a former member of staff must be accessible by previous manager
Early market engagement LondonMet has discussed this requirement with Cognita and confirmed that this is an achievable requirement.
Any work that’s already been done
Existing team "Box will provide an Implementation Team comprising the folowing roles: Project Sponsor, Implementation Lead, Technical Consultant, Customer Success Manager, Solutions Architect, Change Management Lead, Premier Support, Custom Training Lead.
LondonMet will provide an Executive Sponsor, Project Assurance and access to Helpdesk Supervisor and department contacts etc."
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place 166-220 Holloway Road, London N7 8DB
Working arrangements On site 5 days per week for face to face meetings and workshops. Expenses limited to £0.00.
Security clearance

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Extensive experience of using a range of modelling techniques to define and analyse business processes, business data and system requirements.
  • A good understanding of a range of alternative techniques and tools that may be used for process analysis and design, data analysis and design, benefits analysis, requirements analysis, application functional
  • Able to obtain detailed and complex information from customers and users using a variety of means.
  • Extensive experience of communicating with clients and users at all levels of an organisation up to director level, singly and in groups.
  • Experience of delivering a Communications Strategy and Plan in a complex organisation
  • Experience of facilitating workshops and delivering user training.
  • Experience of planning and undertaking system testing
  • Experience of liaising with suppliers to implement software solutions.
  • Good understanding of how to manage and/or partake in a change project using PRINCE 2
  • Experienced in use of Project management tools such as MS Project, JIRA and Smartsheet.
  • Conversant with PRINCE2 and Agile Project Management techniques.
  • Understanding of performance and quality management, how to make a team contribute their role in delivering successful projects.
  • Leadership of Project Teams with the ability to lead and facilitate workshops, board meetings, project team meetings and scrums.
  • Checking progress against targets, reporting as necessary and taking action to resolve exceptions.
  • Understanding the hierarchy and culture of own, customer and supplier organisations and being able to identify the decision makers and influencers.
  • Proficient in Project Risk Management. Able to successfully mitigate risks which otherwise could result in time or cost over-runs, or failure to deliver products which are fit for purpose.
  • Good management of senior stakeholders. Demonstrating strong negotiating, co-ordinating and facilitation skills
  • Experience of digital media best practice, including a user-centric approach to content, usability testing and accessibility
  • Understanding of the methods of gaining customer feedback, experience of data extraction and manipulation to undertake customer surveys
  • Understanding of the role of internal communications in an organisation
Nice-to-have skills and experience
  • Experience of working on an implementation of Box.com
  • Has strong analytical skills and a creative approach to problem solving. 3. Good understanding of the uses of IT within the education and learning sector, and current trends.
  • Good understanding of the uses of IT within the education and learning sector, and current trends.
  • Ability to deliver a consistently high standard of customer service, ensuring that customers’ needs are understood and met.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 6
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets your organisation’s policy or goal
  • Estimated timeframes for the work
  • How they’ve identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
Cultural fit criteria
  • Experience of working in a Public Sector organisation
  • A “coaching and developing” approach when dealing with colleagues and students
  • To be persuasive and diplomatic
  • Working collegially, valuing the contribution of others and sharing knowledge and expertise.
  • Broad knowledge and understanding of the issues facing Higher Education and potential responses to them.
Payment approach Fixed price
Assessment methods Written proposal
Evaluation weighting

Technical competence

60%

Cultural fit

10%

Price

30%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. What is the expected contract length? What is the expected number of team specialist are you anticipating for this project? We are asking suppliers to assess this requirement and to include within their proposals an estimate of staffing numbers and duration.
2. Is this the migration of the data or the end-to-end deployment and migration? End to end migration.
3. Would it be possible to get more information for us to assess this project then? How much data is involved? Do you have an ITT document available on this? Please review the Summary of Work which details the work to be done and the amount of data to be migrated.
4. Please can you send a copy of the SoW to potential bidders? Please accept our apologies for not including this in our Requirements. Because of the word count restriction the response will be in two parts.

"Areas of work:
1. Define the requirement – business process
The business processes to store, share and manage documents at LondonMet have been created at department and team levels in an organic manner over many years. This has resulted in many different processes over multiple platforms.
- These AS IS processes are to be captured and documented.
- Work with Box to create TO BE processes for LondonMet. Incorporate Box best practice.
5. PART 2: Please can you send a copy of the SoW to potential bidders? - Create overarching document management policy, incorporating regulatory requirements, document categories, security etc.
- Achieve sign off on policies and processes from the LondonMet CIO
2. Data migration – approx. 10 TB
- Define the data migration approach in collaboration with Box
- Migrate the data.
3. Transition
- Communicate the change to users, evangelise Box.
- Define the transition to Box from existing solutions.
- Facilitate transition via user training, service desk familiarisation and support planning.
- Measure take up, ensure a complete transition.
6. "Interested parties should contact LMU for a full summary of LMU's requirements." Could you please provide the contact details at LMU as we tried and left voice messages at LMU but still no response from there? e.torto@londonmet.ac.uk