Date of Issue: - 19th November 2009 Closing Date: 03rd December 2009

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

UNDP India intranet is categorized by programme areas (Poverty, Governance, Disaster Risk Management, HIV and Development and Environment and Energy, Communications) and operations units (General Services, HR, Finance, Procurement and Travel) and many more documents and information.

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. We wish to work with a professional competitive vendor who is highly innovative, creative and technically very strong. The vendor MUST have prior experience on similar project, if required UNDP might like to have / do a feedback check from their client. 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, so UNDP doesnt waste their time and resource after allocating the contract on explaining the task again and again. We request vendor to clarify doubts during the presentation than assuming a task if anything is not clear.

Following is the task required to be completed by vendor:

Broader Vision of UNDP India Intranet

1) Intranet to communicate organisations messages (Vision, Mission, Values, initiatives); 2) Facilitate direct communication channel of the organization with all employees across the programme, divisions and states of India; 3) Ease of information sharing and reduction in the communication gap as well as time to communicate; Neat, categorized and easy to navigate with appealing human touch design of UNDP India intranet; the design must be thematic and operation unit wise; Information must be easier to find and must be precise.
4)

The proposed layout should be in a way that it doesnt cluster the look and feel even after a year of use;
5)

6) Direct and quick interaction platform for employees to reach out to their colleagues; Platform for an online community of internal staff, particularly for those in geographically dispersed locations (create blogs and other interactive features where employees can interact, communicate and collaborate);
7)

8)

Breadcrumbs to ease the navigation of UNDP India Intranet on every page;

9) Headings and categories should have more colorful font and band, so its easier to find them; 10) Should be able to save everything from intranet as sharepoint template to reuse in other sites. Management Caf 1) Management Profile: Who is who in management. With photos and work profile; 2) Messages from Management (RR / CD/ DRR/ ); 3) HQ Meeting / Internal Meeting video / Retreat Video Streaming must also be made available, wherein recorded and live interviews etc can be beamed from time to time: 4) Messages from Management must be visible on homepage, so staff is aware about the update / news / announcements; Staff Oriented My info / my page: Staff login id, Date, Time, Location and Weather report should be on top right corner of UNDP India intranet homepage;
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;
2)

My travel: Acts as a scheduler for the employee. Employee should be able to coordinate with division assistant to arrange for tickets. Employee should be able to view online what the status is and what flight/train is he booked on After this, 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.
3)

My reimbursement: to help employee to keep account / history of claim reimbursements medical, F10 etc. Should be able to fill an online form and apply, send for approval to Head / Division assistant who in turn can forward the same to
4)

finance. Finance then sanctions and send a mail to concerned employee about the disbursal; 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;
5)

Blog / My job profile: This is particularly for the benefit of new joinees so that they can familiar themselves of what others role in the organization. This job profile page could be informal with photographs and possibility of inviting other staff member to view the profile. Staff should have an option to share it to all staff or keep restricted;
6)

Community and Collaboration

1) UNDP India Facebook A Online interactive Organisation Chart with staff job profile,

photograph, contact email; contact mobile and extenstion; There must be a search button specifically for UNDP India Facebook; (UNDP India Facebook is already existing tool, we wish to upgrade and revamp it); If staffs contract modality with expiry date is captured this will help UNDP to update the info quickly;
2) Communities/special interest groups express yourself/ forums / clubs; employee has the

right to set up a club / forum / blog and invite staff to this. Everyone can read the postings but if someone wants to contribute, needs to become a member. Moderator rights will remain Site Administrator; 3) Search engine: To help staff searching for any information with simple hit of keywords. Example Google.
4) Surveys Poll of the week: a yes / no / dont know vote based poll. A vote can be cast

only once. A percentage meter to show how many votes have been cast for each category. 5) Message Board greetings/celebrations/postings. Subjects could be birthday greetings, an experience at any store, any good sales etc. Open to all employees.
6) Graffiti Wall: Employees can voice their opinions on everything, without getting into a

long discussion. Subjects could be state of Retreat Review, Events review, Traffic in Delhi, pollution, Movie reviews etc., etc.,

7) Downloads: eCard Bank: A bank of ecards are created for various purposes and put up on the intranet. These can be used by any staff to send out to their colleagues. Internal Chat within UNDP India with staff; with a feature such as busy; away; invisible and custom message; Blogs and whiteboards for management; 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; (UNDP India PIMS is already existing tool, 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. Division Head can check on their teams progress on a given task. Also, teams can update the status of the current project. Task Management tool be must be available on Homepage of staff for their easy reference. New tasks can be added using this tool. For this, certain employees will have only write rights not edit; Human Resource Management: Recruitment: Regular postings put up by HR of positions available. Any employee can view these positions. Leave Management : An interface to apply/reject/approve leave for staff member and its monthly, annual reporting. All on the basis of HR rules for leave. Organization policies; This library must be organized and must follow proper naming convention so its easy to find any document ; Employee handbook Self Induction kit: PPTs, papers; corporate films; etc., Page on UNDP India with its staff details on all the states in india / where ever they are working (India 66, bihar 33, etc., etc., ).. Travel: List of places in and around Delhi / including weekend places with hotels and their updated phone numbers;

Guest house: List of guest houses that gets modified / updated regularly with rates (with specific mention of UN Rates, if any); Procurement / Information Technology: Goods Vendor Database: This stores information of all our vendors contact details, what they supply, along with a rate card. Each update shall carry the name and no of the person who has uploaded this information, for the sake of clarity. Possibility of text and graphics content. An inbuilt application must be created which will have details of all email accounts and email groups with their date of expiry; expiry alert to be generated and email must be sent to HR and IT; Venue booking & email request form should be automated Email should be integrated as part of intranet, where user could see their recent emails; Other features required on UNDP India intranet Staff locator / Movement: A feature with which we get to know where xxx is today, is he/she on leave, traveling, meeting etc., Deadline Zone: a place where we can see all the deadlines from HQ, CD, Communications etc., visible to all staff, with only read permission; Resolution must be fitted to user screen; irrespective if they are using 800 or 1200; Technology / Back end All users must access the intranet without much of password problem. Integration with Active Directory. All users in the system can be part of the Global Windows Active Directory (ADS). Each user can use the same login as the xxx email. The ADS and MS Exchange server must be integrated. Adding users into the ADS is not part of the intranet, however this will eventually become a part of the intranet. Intranet can have all the users listed from the Global ADS. When a user is defined in Intranet the following parameters will be considered.

Name, login, ABCD (ADS) roles and other related information defined about the user has to be populated from the ADS. User can be defined against an Organisational Unit or Location. Functions and Themes which the user is part of has to be chosen along with the location for each of them.

Based on the functions or themes defined, the users access to certain workgroup will be controlled. The admin user(s) should be able to add users/modify/delete users from the intranet.

Indicative Roles The roles in the application are used primarily to control the various workgroups defined based on functions or themes and by location. Following are the set of roles required in the intranet,
1. Administrator (s / Super User)

2. Guest 3. Country Program Administrator (s) 4. Functional Administrator Global (s) 5. Themes Administrator Global (s) 6. Functional Administrator (s) 7. Themes Administrator (s) 1. Administrator (s) (Super User) Administrators has full control of the intranet, they can manage any section of the intranet using the Admin/Management console. 2. Guest Any user who has an ABCD ADS login is a guest to the Intranet. This user may not be defined in the intranet yet.

3. 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. 4. Functional Administrator Global (s) Will manage the Global workgroup and other workgroups which come under that. This role will be responsible for updating the content in the respective functional area. 5. Themes Administrator Global (s) Will manage the Global workgroup and other workgroups which come under that Theme. This role will be responsible for updating the content in the respective Themes area.

6. Functional Administrator (s) These roles come under the Global and are in par with the Country programs. They manage the Functions for all International workgroups. 7. Themes Administrator (s) These roles also come under the Global and are in par with the Country programs. They manage the Themes for all International workgroups.

Application Details Interested professional and competitive companies are requested to go through this ToR in detail and send the following documents: Technical 1. Clear proposed methodology and workplan; a. Detailed profile of expertise and experience of your company; technical and screenshot of web design; 2. CV of team who will work on this project; 3. Shortlisted vendors will be called for a short presentation;
4. Feedback letter from the company on similar projects worked on (Required);

Financial Detailed budget for the workplan with one year complete support after implementation.
5.

Contents of the Proposal to be submitted 1. Background information about the company / individual, other development projects handled and CVs of the persons who will be engaged in this assignment; 2. A section explaining the organisations competence and experience in handling similar assignments; 3. Proposed strategy / methodology, workplan, timeline and budget for the assignment; Deadline for submission of the proposals

Proposals should be emailed on or before 17.00 hrs of Thrusday, 03rd December 2009 to bids.india@undp.org or addressed to the Procurement Division, United Nations Development Programme, 55, Lodi Estate, New Delhi-110003. For any further clarifications, please write to Yogesh Jain yogesh.jain@undp.org

Last date for receipt of applications: 03rd December 2009.