Request for Proposal for Knowledge Management Continuity Application

Transcription

1 Request for Proposal for Knowledge Management Continuity Application Strategic Knowledge Solutions, Inc. (SKS), is seeking proposals from experienced and qualified firms or individuals to assist with creating a mobile application compatible with the Apple ipad. Additional platforms (such as the iphone and/or Android phones/tablets) may be required after a successful pilot of the application. Code should be designed and developed with future device expansion in mind. Background SKS is looking to develop a series of smartphone/tablet applications (apps) to support its knowledge assessment and organizational development work in the area of employee continuity. The apps will provide a self-guided interview and data capture mechanism for individuals to record and share their expertise as part of an organizational knowledge management, organizational learning, or human resources off boarding program. Multiple versions of the app are envisioned, ranging in functionality from Introductory (free), to Professional (paid), to Enterprise (paid) users. The objective of this RFP is to identify a successful proponent who will design, develop, and implement a complete solution for consumer mobile apps that: Is built on best-in-class techniques used by popular business apps, Provides an informative and easy to record and reuse individual experience, and Is well reviewed by users and becomes known as a reliable and desirable must have app for organizational development. Through the mobile app, the end-user will be able record useful information using a simple, selfguided interview methodology, create a report suitable for distribution (PDF format), and share that report (or the raw data file) with others via (Individual version), file sharing services such as Dropbox (Pro version), or enterprise-level content management systems (Enterprise version). In the Individual version, text-only input (or voice-to-text, using native device capabilities) is supported. In the Pro and Enterprise versions, audio and video files (recorded using native device capabilities) are supported. The apps should implement the SKS Continuity Book methodology found in Attachment 1. A sample data specification is found in Attachment 2. This specification is for information only, but it reflects one possible approach to organizing the continuity book records in a data file. The data file should be human-readable (i.e., plain text or XML) and formatted for easy porting to other platforms. Multiple versions of the apps should include the capabilities listed below. Individual/Free Version Implementation of the SKS Continuity Book methodology through an easy-to-navigate interface. 1

2 Ability to manage one continuity book (for example, one job with multiple responsibilities, duties, tasks, contacts, etc.). Ability to add text or links saved on the local device to continuity books. Ability to rank order responsibilities, tasks, and contacts per section. An interview wizard for first time users. Settings console for user profile management. Report generation in PDF format. Interactive display and editing of the Continuity Book after interview wizard completion or dismissal. Embedded helpful hints and examples. Ability to restart the interview wizard after completion or dismissal. Ability to PDF report and/or raw XML file containing continuity data using native device capabilities. An About SKS introduction in either text or video format (to be provided), plus ability to contact SKS via from within the app. Prompt to upgrade to Pro or Enterprise versions if certain features are accessed or attempted. Professional Version All the capabilities of the Individual/Free Version, plus the following: Ability to add documents or other content saved on the local device to continuity books (in addition to text and links as noted above). Ability to add and edit audio/video responses to continuity book questions recorded using onboard camera or microphone (e.g., video or audio answer to questions), including multiple responses for each question (if desired). Audio/video responses displayed in line with continuity book questions in interactive display. Additional wizard to support identifying important contacts (i.e., scan on-device to identify the 10 people interacted with most in the last 7, 30, and 90 days, and prompt to add to continuity book (see questions 2 and 3 in Attachment 1, below). Ability to manage multiple continuity books (multiple data files). Ability to export continuity book reports and XML data files to common file sharing platforms, such as Dropbox, Box, etc. Ability to import continuity book data files from common file sharing platforms using an intuitive interface that displays all available continuity books in the target data store. Ability to import continuity book data files from . Note that real-time sync with file sharing platforms is not required. Prompt to upgrade to Enterprise version if certain features are accessed or attempted. Enterprise Version All the capabilities of the Professional Version, plus the following: Ability to export continuity book reports and data files to enterprise platforms such as Sharefile and SharePoint. 2

3 Ability to import continuity book data files from enterprise platforms using an intuitive interface that displays all available continuity books in the target data store. Ability to search inside continuity books that reside on the device. Note that real-time sync with file sharing platforms is not required. The apps must appear native to idevices and use device best practices for interface. (The tablet-based app should be designed such that a future smartphone-based app can provide all the capabilities of the tablet app.) Services Requested The period during which the services described herein will start upon contract award. The contractor shall make the final version of the apps available to the public for download via the appropriate App Store(s), for example, the Apple App Store. In their proposal, the contractor should outline the major phases of project activity and project deliverables for each phase with expected timelines and costs for each phase of completion. The contractor will provide an unconditional service warranty to ensure that the application(s) is error free, accessible by the community, and meets the design standards for one year from the date of public release. All source code and keys to external sources used and required to run and download the application will be the property of SKS. The applications should be written such that any current ipad will be able to use it (second generation to current; ipad 1 compatibility is not required). Qualifications of the Contractor The contractor must have experience in Objective C, ios application development for iphone/ipad. The contractor should have experience in Android application development, Android SDK and APIs, Java, C, and C++ to support possible future expansion to the Android platform. The contractor should have experience with large datasets and various data formats (e.g., XML, KML, CSV), web services, and APIs. The contractor should have experience with similar business apps and provide past performance examples (including links to download and demonstrate) with the proposal response. Evaluation Criteria Part 1 Written Proposal Proposals will be evaluated on overall best value for SKS based on quality, service, price, and other criteria set out in this RFP, but not limited to: The proponent s demonstrated experience in similar projects. 3

4 The proponent s business and technical reputation and capabilities, and, where applicable, the experience of its personnel, financial stability, track record, and references of current and former customers. The proposed project resources and the skills, knowledge, and previous experience of the resources. The proposed plan of approach and work schedule, including user acceptance testing. The proposed methodology for coordination with SKS. The quality of submission. Compliance with all SKS insurance requirements. Any other criteria set out in the RFP or otherwise reasonable and considered relevant. Proposal quotes must be valid for a minimum of 180 days from date of submission. Part 2 Interview The top candidates may be interviewed to determine which firm or consultant most closely meets SKS s needs. Selection Process The selection process is described as follows: All applications will be reviewed by a panel of SKS principals. After the period has closed for receipt of proposals, each proposal will be examined to determine compliance with the format and information requirements specified in the RFP. Any proposal that does not meet the format and information requirements may be eliminated from consideration. SKS may reject any proposal if it is conditional, incomplete, or contains irregularities. SKS also reserves the right to reject all proposals. At any time prior to award of the contract, and for any reason, SKS may cancel the RFP or reject any or all of the proposals. Following evaluation of proposals, the top candidates may be requested to participate in an interview to determine and select the consultant that most closely meets the needs of SKS. However, SKS reserves the right to select based solely on the written proposal. All those submitting proposals will be notified of the results. Evaluation Criteria Proposals will be evaluated on the following criteria: Previous experience in delivering this type of work and the capability to meet project requirements, including timelines (20%) Approaches and techniques (15%) Qualifications of project team (35%) Portfolio, sample projects, materials, and references (20%) Financial plan, budget, and co-investment (10%) 4

5 Insurance Requirements The contractor shall furnish SKS with certificates of insurance evidencing coverage required below. All certificates, evidence of insurance, and/or additional insured endorsements are to be received by SKS before performance commences. The contractor shall secure adequate general liability insurance with limits not less than one million dollars ($1,000,000), and said policy shall remain in full force and effect for the term of the Agreement and which further names SKS as an additional insured. The contractor will be in compliance with all labor and employment laws and provide Workers Compensation Insurance in compliance with statutory minimums. The contractor herein is an independent contractor and SKS shall not provide liability insurance, Workers Compensation Insurance, or Unemployment Insurance on the contractor s behalf. The contractor shall not act as an agent for SKS nor shall it be deemed to be an employee of SKS for any purpose whatsoever. The contractor shall not enter into any agreement or incur any obligations on behalf of SKS. Submission Process & Deadline Questions on this solicitation will be accepted until February 28, Questions should be sent to [email protected]. Answers will be posted on the SKS website Opportunities page at A completed Application Packet will include the following: 1. Letter of Interest 2. Proposal 3. Relevant Case Studies and Examples 4. List of References All submissions will remain the property of SKS. All documents are required to be received by SKS no later than 4:00 p.m. (EST) on Friday, March 14, Contractors may deliver the documents to the following: By By mail: By courier: [email protected] Mike Hower Chief Learning Officer Strategic Knowledge Solutions, Inc. P.O. Box 896 Leavenworth, KS Mike Hower Chief Learning Officer Strategic Knowledge Solutions, Inc. 205 S. 5 th St, Suite 15 Leavenworth, KS

6 Attachment 1 SKS Continuity Book Methodology By Michael Prevou The desire to capture and share workplace knowledge is a key element of any knowledge management program. The need to prevent corporate knowledge loss resulting from retirements, transitions, and budget constraints often drives organizational leaders to demand using Continuity Books. But they are often considered more trouble than they are worth, generating more work for the parties who create and maintain them and, in most cases, are never used by the follow-on personnel. Instead, knowledge sharing activities should be built into organizational learning programs, and well-documented workplace processes should be regularly maintained and trained. That said, many organizations don't have formal learning programs, online collaboration systems, or well-developed processes that lend themselves to good documentation. If this is your situation, then a continuity book may be right for you. Job Continuity Books Keep your book clear and concise (no more than 6-10 pages) and ensure it answers the 10 key questions below. Typically, consider this a way to document your key responsibilities. 1. What job does this book address? List duties, responsibilities, or tasks by inserting the approved job description and key tasks list. Add additional tasks and responsibilities that you actually perform and strike through those you no longer perform. Striking through them rather than removing them should generate a conversation during a transition. 2. In performing this job, who do you interact with the most? For each of your critical tasks, list name, phone number, , and why you interact with them. Identify any working groups, committees, or forum in which you participate to perform this task. 3. Who are your top information sources? Identify subject matter experts (SME) for the top five tasks or topics (or both) identified in question 1. They may be the same or different from people you interact with regularly. List the name, phone number, and of each SME. 4. Where do you keep critical information associated with this job? In which shared drives, hard drive folders, knowledge repositories (Enterprise Content Management system), desk drawers, or shoebox is the information stored? 5. What common tasks do you perform? Alternatively, what are the common topics you deal with? These may be different than the duties and responsibilities listed in question 1. They might include your role in routine meetings, serving as a SME, being on call for certain days, locking up the building in the evening, or cleaning up the break room every Thursday. For each of your common tasks, list name, phone number, and of who you interact with or report to and why you interact with them. 6

7 6. What does a typical day/week in this job look like? Address recurring meetings, events, calls, and other activities associated with routine job functions. Provide event name, time and location (if applicable), participants, and purpose. Providing a graphic to support your list of events in a typical week is a good way to organize events and see the big picture. 7. What are the three things you do that are critical to the success of the organization or team? List items, why they are important, and who else does the same or similar functions. 8. What are three things you have learned that you wish you had known when you started your job? Don't just list topics, tell a story and provide insight on where others can get this information. 9. What is the biggest challenge your replacement will face? Provide a description of what you found challenging or think someone new might have difficulty with. 10. What advice would you give to your replacement? If your Continuity Book is being developed as part of an off-boarding or out-processing program, you may also want to include a question to help document your time at the organization. We suggest you address the two or three initiatives or products you are most proud of during your time with the organization. What is special about them? What made them effective? This question provides context for your replacement as to what the job involves. Conclusion These 10 questions also provide a great way to conduct annual performance reviews. They make everyone take a hard look at what they do and how it contributes to the company s bottom line. Often, the simple awareness of that linkage combined with good coaching and leadership creates a learning culture and a focused workforce. Maintaining the continuity book can become overwhelming if not managed correctly. One technique to start continuity books is to establish a Continuity Book Category (note I did not say folder) on the company s content management system and have everyone build their continuity book a few questions at a time over several weeks. If a content management system is not available, a hard copy maintained on each employee s desk provides an immediate reference. Once they are built, set aside one hour each quarter to have everyone revise and update their continuity books and return it to the file. Managers can easily check to see when this task is completed and can add their own notes to individual books. Spending one hour per quarter will save hundreds of hours in unproductive time during transitions and increase the awareness of who does what and why. At SKS, we can help your organization assess its current ability to collaborate, capture, and share corporate knowledge; identify gaps; and provide solutions that support achieving your business objectives. We have worked with nearly 30 different organizations in the public, private, and non-profit sectors and identified many common trends, tips, and techniques that can improve individual, team, and organizational performance Call us at or Mike Prevou at [email protected] to see how we can help you! 7

8 Attachment 2 Sample Continuity Book Data Specification This is a notional specification only for a single continuity book. User profile (included on cover of report) o Name o Company o Contact o Contact phone o Contact address General continuity book information o Job title o Approved description Key responsibilities/tasks (with rank order) one entry per responsibility o Rationale for responsibility o Individual interactions per each (type 2-3 per responsibility/task) Who (person or group) Why Contact phone Contact Contact notes (other info, meeting dates, duties at meetings, etc.) o Information sources per each Type (Individual document, CMS location, Social link) Who What Where (URL) Why Uploaded content item (pro or enterprise) Notes about this information source o Timeline a typical day or week in this task Describe in general Event per each What When (date or time) Why How o Critical Items per each What Why important Who does similar function (if any) 8

9 o 3 Wishes per each What Why (tell story) Where can others find this info o Biggest challenge and how overcome per each o Advice for successor per each o Proudest accomplishments per each Description Why Impact on the organization 9