The Adventist Development and Relief Agency (ADRA) is an international non-governmental organization (NGO) operating in more than 118 countries worldwide. In partnership with other cooperating sponsors (CSs), donor agencies such as USAID, host communities, and local governments, ADRA provides development and relief assistance to people in need regardless of ethnicity, political affiliation, gender, or religious association.
ADRA’s ultimate goal is to improve the well-being of people in need through food security, health, education, economic growth, and disaster relief response projects.
This scope of work is issued to request the services of an independent consultant to provide actionable recommendations, an accompanying plan and supporting policies and procedures for updating and enhancing the organization’s internal SharePoint repository to improve overall usability and functionality.
A 2019 Knowledge Management needs assessment identified several challenges with the current KM/ SharePoint platform, with negative consequences for information retrieval and knowledge sharing across the Program’s Department.
Staff responsible for developing and implementing development and relief programs indicated that they found the current interface confusing and counter-intuitive, with the lack of standardization/uniformity across unit pages creating an additional challenge.
Each unit page has its own configuration and different document classification, folder structures and naming conventions.
Due to this interface, and the lack of proper content and document management practices, staff lose time searching for and cannot take advantage of needed information that exists but cannot be located. Available documents are not properly stored and tagged, making them difficult to retrieve and access. Staff therefore prefer to use personal libraries and external sources as their first port of call for accessing work-related knowledge and information.
The voluntary nature of document submissions, with no established document submission and content management policies and/or processes, also means that not all documents make it on to the platform.
In addition, some programs send project-related documents directly to donor repositories and portals, often omitting the critical step of submitting to internal repositories.
There is a therefore a critical need for a centrally accessible resource repository: well-organized, user-friendly, and with efficient and meaningful search capabilities. This comprehensive platform will give teams easy access to relevant information, knowledge and resources, so they can fully leverage available experience to be more effective and have more impactful programs.
By making these updates new and existing data, knowledge and information products will be consolidated, organized and made readily available for innovation, reuse and learning.
DETAILS OF WORK
This activity is expected to provide key, actionable recommendations, and an accompanying action plan that will be used to update the SharePoint site and ensure usability and improved functionality, including effective search and retrieval of content.
This must be based on an understanding of the goals of the site, the intended audience and how they interact with information on the site.
The supporting processes, procedures and policies that support user engagement with and effective management of site content should also be identified and/or developed.
This activity will be led by an external consultant, with relevant ADRA staff actively participating in the planning and review of activities. The consultant will work with the internal ADRA team to facilitate these changes.
The scope of this activity includes the following objectives/tasks:
• Identify gaps and challenges with site interface, functionality and user experience and content organization
• Identify gaps and challenges with associated content management processes and practices,
including content submission, updating, retention, etc.
• Provide recommendations and accompanying plan of adaptations necessary (based on best practice and industry standards) to increase functionality, usability and content management of site
• Develop plan to improve content searchability, findability and retrieval, including site
taxonomy structure, metadata and tagging functionality
• Develop accompanying content management standards, policies and procedures, including and not limited to: document naming conventions, submission policy, content update policy, approval and publishing policy, etc.
• Develop a quick guide/FAQ document to introduce the site and its capacities.
• Identify any lessons learned, good and innovative practices and recommend strategies and activities to be adopted by ADRA HQ in the future.
The consultant must understand information architecture, and at least 10 years’ experience and competency in content management, taxonomy design and metadata management. SharePoint experience a plus.
The consultant will submit a final report, including all relevant annexes that suitably address the
objectives outlined in the preceding “Details of Work’ section.
The consultant will also work with the internal ADRA International team to facilitate these enhancements.
Submit proposal/Consultant/Aug 10, 2020
Hiring of Consultant/Consultant/Aug 19, 2020
Research and analysis, and report writing/Consultant/Sep 9, 2020
Draft report and annexes submitted/Consultant/Sep 16, 2020
Provide feedback to consultant on the first draft/ADRA International/Sep 24, 2020
Final report and appendices submitted/Consultant/Sep 30, 2020
All work should be completed by September 30, 2020.
PROPOSAL SUBMISSION DETAILS
The consultant will respond by Aug 10, 2020, by submitting a proposal detailing how the activity will be addressed. The proposal should be sent to email@example.com and should include all relevant methods for addressing the objectives above. It should also include details of previous experience and a selection of organizations worked for that are useful for this activity. All costs associated with performing this activity should be included in the proposal.
A response to the submitted proposal can be expected by Aug 17, 2020. Please send questions to: firstname.lastname@example.org