Project Coordination of Intranet User Needs Assessment

Background & Rationale

UNICEF’s Intranet was developed over a long period of time in an uncoordinated way and has become fragmented and confusing and does not provide a single seamless online environment to support UNICEF staff to do their jobs. The Intranet is based on multiple technology platforms (Lotus Domino, SharePoint 2010, and SharePoint Online). There is no comprehensive directory of content and sites, no single search portal, no site taxonomy or information architecture and no agreed governance system. The top levels of the Intranet are actively managed by the Division of Communication (DOC) internal communication team as “Icon” and contain up-to-date information, but below that there are a plethora of sites and pages with different designs and purposes developed by individual UNICEF offices, sometimes overlapping and much information that is out of date and not maintained, often without clear owners. ITSS is currently in the process of migrating the current intranet technology from Lotus Domino to SharePoint Online. This migration is an opportunity, but it is imperative to avoid transferring the current problems on to the new platform.

Purpose

To address the issues with the current Intranet, UNICEF requires a user needs assessment with the following components: review UNICEF’s current Intranet, carry out research and interviews with a broad cross-section and geographical representation of UNICEF staff, and compare our needs and current situation with good practices in organization and management of Intranets in other leading organizations. The aim is to develop a firm understanding of the most critical needs UNICEF staff have for the Intranet, make recommendations on how UNICEF can develop an Intranet to meet these needs and ensure wide adoption by staff of such an intranet, and to develop a costed proposal to make these changes beginning in 2016.

The user needs assessment will be carried out through two consultancies organized by the Knowledge Exchange Unit of Division of Research and Policy (DRP) 1) an individual consultant to provide outputs (see below) required for managing the assessment, and 2) an institutional consultant (external consultancy firm) to conduct the user needs assessment. This Terms of Reference addresses the first of these consultancies (the individual consultant).

The individual consultant will participate in a consultative UNICEF process among multiple Divisions and stakeholders, will provide expert advice on scoping the user assessment, and will assist in developing the TOR and RFP for the external consultancy firm. The individual consultant will also carry out market research and will provide expert analysis of the submitted proposals. Once UNICEF has selected the external firm, the individual consultant will assist in making the necessary connections between the firm and UNICEF staff, supporting the firm in creating an implementation plan for accomplishing the assessment, coordinating the interview process, monitoring implementation targets of the firm, and providing periodic reports on progress. When the user needs assessment is complete, the individual consultant will review and comment on the final report and findings of the external firm, with a particular focus on needed next steps for creating a new UNICEF intranet. The ultimate result is expected to be an expertly informed selection process for the external consultancy firm, followed by a well-managed user needs assessment and a relevant insights for action on a new UNICEF intranet.

Expected results: (measurable results)

1. Inception report summarizing the consultant’s proposed approach to the project, and taking into account current UNICEF RFP rules. Report to be presented in New York and discussed with DRP/KEU.
2. TOR and RFP drafts for selecting the external consultancy firm for the user needs assessment, developed through consultative UNICEF process and taking into account all relevant UNICEF rules and procedures.
3. Market research to identify likely candidate firms: names of firms, brief background on why they may be suitable as recipients of the RFP, contact names & emails.
4. Analysis of proposals received through the RFP and recommendations.
5. (Once external firm has been selected): Lists of recommended UNICEF interviewees. Review and revision of external firm’s implementation plan for running the user needs assessment. Periodic reports to DRP/KEU concerning progress of the assessment, and indicating whether the project is progressing on time or whether delays are being encountered (and if so, what they are and what can be done).
6. Review and analysis of the external firm’s final report from the assessment, focusing on needed next steps for creating a new UNICEF intranet.

Duty Station

Remote work with 3 trips to NYHQ for face-to-face meetings.

Three visits to NYHQ are foreseen: 2 days near the beginning of the individual consultancy; 2 days during the selection process for the external consultancy firm, and 2 days near the end during the analysis of the external firm’s report.

Timeframe

The consultancy will be a mixture of full time and part time work over the course of the contract to accommodate the overall user needs assessment. This contract is based on deliverables with target dates outlined below. Target dates may be impacted by other necessary activities which lie outside the scope of the consultant’s responsibilities, including:

a. UNICEF issuance of RFP for external consultancy firm

b. Work to be performed by external consultancy firm

c. Availability of key UNICEF stakeholders

d. Other factors that can potentially impact the time required, but which are not within the control of the consultant.

Start date: 10 November 2015

End date: 10 July 2016Key competences, technical background, and experience required Deadline

· At least 15 years’ of mid to senior-level experience in planning, managing and/or supervising technology projects.

· Demonstrated experience in successfully managing intranet, extranet, web, and/or social media projects.

· Strong oral and written communication skills in English.

· Proven ability to network, build consensus, identify, and resolve challenges.

· Strong understanding of user experience, identifying needs, and building user acceptance and adoption of collaborative technologies.

· Experience in public sector/non-profit work in intranet or communications technology. Experience in working with UNICEF or other UN agency projects an asset.

Applicants are requested to send their submissions to < pdconsultants@unicef.org>with subject line:

“Project Coordination of Intranet User Needs Assessment”.by 3 November 2015, 5:00pm EST.

Applications must include:

· Cover letter,

· CV, and

· P-11 form[1]

· Interested persons should briefly (maximum 300 words) summarize their strategy, approach, or methodology for this project.

· Indicate where you heard about this advertisement

Please indicate your estimate for the deliverables of this project (individually and in total) to undertake the terms of reference above. Applications submitted without a bid will not be considered.

NOTE: Files should not exceed 5.0MB limit

UNICEF is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

[1]*P 11 form can be downloaded from our website at*http://www.unicef.org/about/employ/files/P11.doc