Consultoria IT (DGRV)

The German Confederation of Raiffeisen Cooperative (DGRV) is setting-up a subsidiary in Mozambique in the form of a limited liability Company (DevCo) with the purpose to support the development of the cooperative sector in this country through training and advisory services.

DGRV intends to engage the services of a consultant to deploy Office 365 among 12 users located in four provinces (Maputo, Inhambane, Sofala and Manica). It is foreseen that this deployment will drastically influence working procedures and that it will face serious technical issues related with the untrustworthy quality of Internet and limited staff IT/MS Office skills. Advice is thus required to conceive and implement an efficient information system, both in terms of working procedures and Office 365 configuration, and to train staff to use it.

DevCo ltd will be incorporated beginning of March 2015 in Maputo and three provincial offices will be open in May 2015. It is expected to have completed Office 365 deployment end of May 2015 the latest. DevCo Maputo office will be equipped with a server and good internet connection (4Mbs up/down). Provincial offices will be equipped with new laptops, each location having different quality of internet connections but with low to medium speed and subject to frequent cuts. In this context, DGRV/DevCo is aware that Office 365 may be a challenging option but believe that well-conceived working procedures and adequate Office configuration may overpass technical constraints and increase its overall efficiency. The fact that DevCo is a brand new venture starting nearly from scratch without pre-established procedures, but with a clear portfolio of projects, is seen as an opportunity to deploy Office 365.

Tasks to be fulfilled by the consultants are foreseen as listed below. This list is merely indicative and reflects our anticipated needs on the base of a limited understanding of Office 365 features and complexity. Accordingly, the consultant are free to interpret it and propose modifications.

DGRV foresees a maximum workload of 25 person/day due to budget constraint. This may be considered as insufficient by the consultant who can propose to reduce non-essential tasks (like Office 365 public website setup) and/or to phase their implementations. In this case, the proposal should clearly divide the costs per phase and bear in mind that DevCo Company will require essential functionalities operational within a relatively short period (25 person/day during 5-8 weeks after signature of the contract).

DGRV anticipates that six DevCo staff will be trained on site (in Maputo) in an intensive and structured manner. A particular attention will be required to formulate a clear and systematic presentation of DevCo files management system and functionalities.

The consultant will collaborate with DevCo Program Manager and DevCo Admin and Fin Manager whom will provide all information required in a timely manner.

Advise on DevCo filling needs and system:

• Review anticipated DevCo filling system/document management needs;
• Review proposed DevCo filling system;
• Propose system avoiding duplication of documents;
• Propose system allowing a clear distinction between work and private files;
• Support DevCo filling system definition and implementation.

Microsoft Office 365 selection and set up:

• Select Office 365 license plan(s);
• Computer cleaning (uninstallation of existing files and Office, windows update, etc.);
• Set up organization’s domain name;
• Add user accounts;
• Deploy Office;
• Migrate email.

Outlook configuration and training:

• Configure Outlook.com website and Outlook and train staff;
• Configure staff windows phones.

Email configuration:

• Attribution of new outlook email address to users;
• Customize Email appearance;
• Set up automatic signatures;
• Set up automatic replies;
• Explore and advise on advanced email features (such as archiving capabilities for legal discovery and compliance and eDiscovery to identify, hold, and analyze data across the business) and advise DevCo on possible use.

Contact:

• Configure DevCo contact list;
• Define procedures for adding/modifying contacts;
• Train staff in Office 365 contact management.

Tasks:

• Define procedures to assign Office 365 tasks to staff and to control tasks completion;
• Train staff on Office 365 tasks management;
• Explore possible use of MS Project and advise DevCo,

Calendar:

• Define Office 365 calendars use and sharing procedures;
• Export calendars to time sheet;
• Publicize calendars on website;
• Train staff in Office 365 calendars use and sharing.

Sharing documents:

• Explore and propose working procedure to suppress attachments to email;
• Explore and propose solution to manage scanned document using HP Scanjet Enterprise Flow 5000s2;
• Support DevCo filing system implementation;
• Define files sharing authorization and procedures inside and outside DevCo;
• Train staff in Office 365 document sharing and edition.

Sharing Access database:

• Assess existing Access database installation/users configuration;
• Support Access database users’ configuration.

Security:

• Summarize security risks and mitigation measures;
• Predefine locking function.

Office 365 public website setup:

• Propose solution for dual language website;
• Create basic “Who we are” page;
• Create basic “What we offer” page;
  Create basic “What we do” page;
• Create “Where we work” with embedded and customized Google Maps;
• Create Contact us page with Company Direction and embedded Google Maps;
• Integrate read-only SharePoint calendar;
• Integrate search tool;
• Create basic Site library/document depository (content to be downloaded and printed and opened in browser);
• Propose solution for embedded document depository database;
  Set up public website for mobile users (create prebuilt mobile master page);
• Install Web Analytics Integration app to connect to third-party web analytics services, such as Webtrends, Google, Analytics, Adobe;
• Select web analytics services;
• Assess “Page property mappings” function;
• Consider service vendor that supports Resource Description Framework attribute-based (RDFa) page metadata in order to classify sets of pages to analyze data for the set rather than individually. For example: to set up a page property mapping to track the number of impressions and download.

Social networking:

• Advise on the use of Office 365 social networking tools in professional context;

Qualifications

• University degree in Computer Sciences or related technical field;
• Microsoft certifications in Office 365 would be preferred;
• Fluent in English, written and orally, fluency in Portuguese would be an advantage;
• At least 5 years of IT professional experience.

Profile:

• A logical and organized approach to project implementation;
• Time management and organizational skills;
• Systematic and efficient approach to work assignments;
• Good judgment and analytical ability;
• Excellent attention to detail;
• Employs a proactive approach to foresee road-blocks and resolve them;
• Excellent communication skills.