Myanmar Hluttaw SharePoint 2016 training

Terms of Reference

1. Overview

In June/July 2017 the UNDP Parliamentary Strengthening project will assist the Myanmar Parliament with the implementation of an intranet project, which is an important element of the implementation of the 2017 Parliament Strengthening ICT workplan, and also the 2017-2018 ICT Strategic Plan.  The intranet will be built on a Microsoft SharePoint 2016 platform, locally hosted at the Parliament in Nay Pyi Taw and managed by the Parliament ICT Departments.

The implementation of the intranet project will rely on Parliament in-house SharePoint development skills. As SharePoint is new to the Parliament, the Parliament ICT staff need to be trained in how to administrate, manage, develop, and customize the available SharePoint platform, based on current and future parliamentary business requirements, and by doing so allowing parliamentary departments, sections and offices to be able to carry out increasingly more of their daily work within the SharePoint environment.

1. SharePoint 2016 training 

Considering the above the Myanmar Parliament seeks an experienced Microsoft learning services provider to train 12 ICT staff of the Amyotha Hluttaw (House of Nationalities), Pyithu Hluttaw (House of Representatives), and Pyidaungsu Hluttaw (Union Assembly) in SharePoint 2016. Each Hluttaw will register 3 staff for training, and in addition three ICT trainer-staff will be registered.

Format

Training must be delivered in mid-July 2017.   The training must consist of enough days (max 10 days) to cover the learning needs outlined below.  The training is to be delivered in a classroom type environment, and provided simultaneously to all 12 participants.

Location:

Training will be provided in dedicated training facilities at the Parliament building in Nay Pyi Taw, on PCs provided by the Hluttaw, and using the SharePoint 2016 environment which has been installed for the Hluttaw.

The training provider will be required to:

1. Conduct an inspection of the training facilities provided by the Hluttaw prior to delivering the training, including the training room, PCs to be used for training, and up-and-running SharePoint environment, with user accounts ready for training purposes.
2. Provide relevant tutorial resources (e.g. readers, binders with chapters on SharePoint concepts, and exercises based on a simulated project albeit like an intranet project).
3. Deliver training simultaneously to all 12 participants.
4. Provide a short delivery report on completion of the training.

Language

The training is ideally to be provided in Myanmar language; if this is not possible then in English.  Tutorial resources idem: preferably in Myanmar, and if not then in English.

1. Learning needs

The ICT staff need to receive SharePoint 2016 training, specifically to better understand what SharePoint 2016 is in terms of features / capabilities, and how / why based on SharePoint principles, to and support and maximize daily work processes.

Learning topics are to include: site administration & development, managed metadata, content types, document libraries management, records centre and records library management, creation and management of lists, views and the use of document sets.

Training content

More specifically the scope of the training must cover:

1. SharePoint introduction:
   1. What is SharePoint?
   2. Why SharePoint?
   3. How to drive end-user adoption
   4. Site topology & components
   5. New features in 2016 vs. 2013
   6. How SharePoint can support your business context? Examples must include: case management, project management, project documentation management, archiving, records management, team working & collaboration spaces. Examples must reflect UNDP work.

1. Features
   1. SharePoint user interface (UI)
   2. Lists & list views
   3. Views
   4. Document libraries
   5. Form libraries
   6. Data collection
      1. Forms & surveys
   7. Simple workflow configuration (e.g. alerts, automatic email dispatch etc.)
   8. Custom lists
   9. Content types
   10. Document sets

1. Metadata:
   1. Tagging content with metadata (different ways)
   2. Adding list columns to tag content with metadata
   3. Managed metadata
      1. Understanding the term store
      2. From CO taxonomy (Policy on Paperless Office, appendix 1) to managed metadata
      3. Adding managed metadata to different document libraries
   4. Metadata navigation (enabling & applying)

1. Search:
   1. Perform queries
      1. Effective keyword queries

1. Office integration
   1. SharePoint with OneDrive
   2. SharePoint with Outlook
   3. SharePoint with MS Office

1. Records management
   1. Differences between SharePoint DMS and Records Centre
   2. Understanding the records centre function / rationale
   3. Send to function, drop off library & Records libraries
   4. Understanding content routing (content organizer)
   5. Understanding information management policies

1. SharePoint permissions
   1. End-user license management and activation
   2. Groups
   3. Permission levels
   4. Permission finders
   5. Cumulative permissions
   6. Permission checker

1. Requirements writing & documentation: the SharePoint training will also train / educate participants on how to best describe and document requirements for new features, workflows and automations i.e. best practice templates, formats, documentation etc.

1. SharePoint localization: integral to the above SharePoint localization must be taught i.e. application of Myanmar font and Unicode within the SharePoint environment, based on Microsoft standards.

1. Microsoft SharePoint technical support: participants will learn how to be resourceful and where to find more information on MS SharePoint online resources on standards, best practices, and support databases.