SharePoint Online Consultant

Project Scope:

1. Task 1: Discovery and Solution Design

• Review current SPO architecture of current file storage and collaboration practices.
• Meet stakeholders to review existing folder structures, naming conventions, and business needs.
• Identify user personas and map the access requirements; specifically for a variety of ten[1]ants.
• Review existing architecture design and taxonomy for labor-related documents to support the continuity of process and design.
• Identify pain points or gaps and make recommendations to address areas of concern.

Task 1 Deliverables:

• Project Plan:

• Document areas for improvement, collaboration gaps, and compliance considerations.
• Incorporate, if applicable, improved architecture recommendations and taxonomy for labor-related documents.

1. Task 2: Configuration
   • Create SPO collections, subsites and folder structures.
   • Design exportable reports.
   • Implement SharePoint architecture that will support the City and various labor unions workflows as it relates to labor negotiations.
   • Configure document library with version control with check-in/check-out features; ensure that this is seamless between tenants.
   • Define and implement metadata schema (e.g., union type, negotiation cycle, and/or date).
   • Enable efficient collaboration while maintaining data integrity, security, and compliance with City, State, and Federal requirements.
   • Incorporate digital inclusion and accessibility requirements as applicable.
   • Incorporate records management and retention policies consistent with City and County standards.
   • Solution must remain within the City's Microsoft 365 environment and rely on supported Microsoft technologies whenever practical.
   • Solution must allow additional collaboration sites to be added in the future if needed.

Task 2 Deliverables:

• Configure SharePoint Online Collaboration Sites:
  • Establish SPO collections for each union identified by the City (approximate number of unions is 25).
  • Implement role-specific site templates and navigation structure.
  • Implement custom permission groups (e.g., Employee Relations, Legal, Union Reps, Admin, etc.).
  • Implement a reporting tool that exports reports in Excel/CSV format

1. Task 3: Workflow Development and Automation

Develop automated workflows using Power Automate for each of the following:

• • Document submission and tracking.
  • Multi-stage approval and review routing.
  • Email and Teams notifications for deadlines and updates.
  • Design exception handling and escalation mechanisms for overdue actions.
  • Design Reporting functionality for executive level summary

Task 3 Deliverable:

• • Develop automated workflows
  • Design Outlook and Teams notifications
  • Document each workflow and logic for audit readiness and support.

1. Task 4: Security & Compliance Implementation
   • Enforce role-based access control (RBAC) and sensitivity labels.
   • Enable auditing and alerting for document access, sharing, and edits.
   • Configure retention policies based on labor law and city compliance requirements.
   • Conduct a security assessment to validate permission settings and configurations.
   • Validate permissions and access controls.
   • Implement clear access control, provisioning, and governance frameworks, with permissions that are role-based and easily administered by DHR IT staff.
   • Refine configurations based on feedback and governance requirements.

Task 4 Deliverable:

• • • Complete Validation Report.
    • Deliver administrative guide including site governance.

1. Task 5: UAT Testing and Deployment
   • Conduct UAT with DHR stakeholders to confirm the site meets business and functional requirements.
   • Document and address issues identified during UAT and obtain approval to move to production.

• • Deploy the approved solution to production and verify key functionality, permissions, workflows, and configurations.
  • Provide post-deployment support to address issues and confirm the solution is operating as expected.

Task 5 Deliverable:

• • • UAT Testing Completion and Sign-Off.
    • Fully deployed Production solution.

Roles/Responsibilities:

The Contractor will provide a robust solution that will:

• • Establish a secure collaboration environment,
  • Improve collaboration among participating departments,
  • Automate business processes where appropriate,
  • Protect confidential information, and,
  • Implement a scalable and maintainable solution.

TThe Contractor will achieve these objectives using a SharePoint Online within the City's Microsoft 365 environment using: at least two (2) SharePoint Online collaboration sites, Microsoft Entra ID security groups, and other Microsoft technologies as appropriate. Each site should have independent permissions while allowing DHR Information Technology to centrally manage the environment. Implementation of any proposed solution should use standard Microsoft features whenever possible to simplify administration and ongoing support.The proposed Solution will account for the use of multiple tenants' roles in the system throughout the workflow process.

The proposed Solution will account for the use of multiple tenants' roles in the system

throughout the workflow process.

The implementation requirements of the Contractor will be to perform the following tasks:

• • Discovery,
  • Solution Design,
  • Configuration,
  • Workflow development,
  • Testing,
  • User Acceptance Testing (UAT),
  • Production deployment, and,
  • Project closeout.

Mandatory Skills/Requirements:

Provide two prior projects completed within the last five (5) years which demonstrate:

1. An expert level of hands-on experience with Microsoft 365, SharePoint Online (SPO) solu[1]tions, 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)

At least five (5) years of experience developing Microsoft SharePoint Online.