SharePoint Online Consultant

Project Scope:

1. Task 1: Discovery and Design
   • Conduct detailed assessment of current file storage and collaboration practices.
   • Interview stakeholders to review existing folder structures naming conventions and business needs.
   • Develop and present a SharePoint Information Architecture and Governance Model.
   • Identify integration requirements with systems such as Teams OneDrive and Active Directory.

Task 1 Deliverable: Develop a SharePoint Architecture and Governance Design Document.

1. Task 2: Build and Configuration
   • Create standardized division-level SharePoint sites and folder structures based on approved design.
   • Configure permissions groups (Owners Members Visitors).
   • Implement automated provisioning workflows for user access requests and approvals.
   • Set up retention labels versioning audit logs and document lifecycle management per departmental needs.
   • Incorporate digital inclusion and accessibility requirements as applicable.

Task 2 Deliverable: Configure SharePoint division sites access provisioning workflows and governance documentation.

1. Task 3: Testing and Validation
   • Validate permissions access controls and retention settings.
   • Conduct User Acceptance Testing (UAT) with division representatives.
   • Refine configurations based on feedback and governance requirements.

Task 3 Deliverable: Complete Validation Report and UAT Sign-Off Documentation.

1. Task 4: Training and Handoff
   • Develop user guides quick reference materials and training sessions for administrators and end-users.
   • Provide knowledge transfer to DHR IT for ongoing support and management.

Task 4 Deliverable: Training materials recorded sessions and administration guide.

Roles/Responsibilities:

The primary role of the Contractor will be to perform the following tasks including but not limited to:

• Establish a structured and standardized SharePoint architecture that supports DHRs business processes and aligns with departmental workflows.
• Implement clear access control provisioning and governance frameworks with permissions that are role-based and easily administered by DHR IT staff.
• Enable efficient collaboration while maintaining data integrity security and compliance with City State and Federal requirements.
• Incorporate records management and retention policies consistent with City and County standards.
• Develop sustainable hybrid operations that integrate SharePoint with legacy network drives.
• Support digital inclusion and accessibility in compliance with City IT standards.

Mandatory Skills / Requirements:

1. Provide two prior projects completed within the last five (5) years which demonstrate:
   1. Hands-on experience designing and implementing SharePoint Online (SPO) solutions including collaboration sites document management and permission governance.
   2. Experience delivering solutions in a secure confidential or sensitive environment (e.g. Labor Relations Negotiations HR or other legal context)
2. Experience: At least three five (5) years of experience developing Microsoft SharePoint Online.
3. Certification: Microsoft 365 Certified: SharePoint Administrator Associate (or equivalent)