Consultant - Rationalizing The Resilience

6 days ago


Toronto, Canada IISD Full time

**Consulting Opportunity with the International Institute for Sustainable Development **_focused on**Rationalizing the Resilience Program’s SharePoint Site(s)**

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Statement of Work*

The International Institute for Sustainable Development (IISD) is an award-winning independent think tank working to accelerate solutions for a stable climate, sustainable resource management, and fair economies. IISD’s Resilience Program has experienced significant growth in its staff complement and activities in recent years and anticipates continuing this trend. To improve the efficiency and effectiveness of its internal operations while it grows, the Resilience Program is seeking support from an external contractor to restructure and further develop its use of SharePoint.

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Purpose of the Assignment*
The contractor will work with a steering committee comprised of IISD staff members to develop a SharePoint structure that enables improved knowledge management for a geographically distributed, largely virtual, team. Specifically, the contractor will:

- Develop and implement a plan to improve the usability of the Resilience program’s existing SharePoint sites. The updated Resilience SharePoint structure should reflect the following characteristics:

- Easy to navigate—facilitated by a logical architecture—and searchable to ensure that team members can use it efficiently.
- Designed for purpose, meaning that the revitalization will focus on meeting the essential needs of the program rather than exploiting all of SharePoint’s capacities.
- Meets the needs of the different users within the Resilience team, which includes research leaders, junior researchers, program coordinators, project managers, finance officers, and communications officers—and with the flexibility to enable (controlled) access by select external collaborators (i.e., contractors and individuals within partner organizations).
- Adaptable to growth.
- Facilitate the archiving of completed work so future staff members can easily locate it.
- Ensure that current and future Resilience team members have the capacity to use the site as planned, drawing on tailored training resources and protocols for updating and maintaining the site.

**Background**
IISD is progressively moving all of its internal information sharing and knowledge management to SharePoint as part of its efforts to increase interoperability and internal controls/searchability. The Resilience Program within IISD has developed a series of SharePoint sites as part of this transition, including three major sites focused on the following: (1) the program’s internal and external communications activities, (2) project management, and (3) its largest initiative, the National Adaptation Plan (NAP) Global Network. A number of smaller sites for individual projects and initiatives have also been established that may or may not be linked to these major sites.

Concern has been expressed that there is a lack of coherence and logical flow between these different sites and, when required, with other third-party software used by the program (e.g., SurveyMonkey). Specific problems include the following inter-related issues:

- Difficulty finding specific files, in part due to limited searchability.
- Inability by staff and external collaborators to access folders/files due to access restrictions.
- Duplication of materials within and between different SharePoint sites.

In part, this situation stems from Resilience team members’ lack of understanding of SharePoint’s advantages, how and when it should be used relative to other IISD and third-party sharing/storage tools, and how to set up and manage SharePoint sites. This situation is compounded by the absence of (among other factors):

- Agreed-upon common architecture across sites.
- Agreed-upon file and folder naming conventions.
- A dedicated person who is responsible for oversight of the team’s overall SharePoint site’s structure and expansion and who would work with individuals responsible for specific sections of the site.
- A shared management plan or “operations manual” to guide the development and use of the SharePoint sites.

Given the Resilience Program’s ongoing growth, there is a desire to review and revise its current SharePoint architecture and capacity within the team to interact with and manage this system.

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Tasks and Work Plan*
Working with a 4-5 person Steering Committee composed of members of the Resilience team and a member of IISD’s corporate services team, the work will be undertaken in the four phases described below.

Phase 1: Needs assessment and parameter setting (February to mid-March)
- Meet with members of the project steering committee to confirm the goals of the consultancy and review the anticipated work plan.
- Undertake informal discussions with selected Resilience team members who represent core user groups to understand the program’s current activities and SharePoint concerns; review the existing



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