International Institute for Environment and Development
Systems Integration Programme
Job Description
Job Title: IIED Intranet Manager
Responsible to: SIP Programme Manager
Main contacts: Internal: Programme Manager, Project Co-ordinator, Super Users, Content Managers, I.T. and all IIED staff
External: Consultants
Main purpose: To work with the Programme Manager to deliver the new IIED Portal in line with the Systems Integration Programme (SIP) and IIED’s strategic requirements. To work with the Programme Manager on all stages of the new IIED Portal development life cycle from the initial concept; including gathering requirements, overseeing the governance in conjunction with others, to the design & development with our external solution provider, and deployment of the new IIED Portal as a tool for internal communications, document management and knowledge sharing.
Salary: Grade 4
Contract: 12 months fixed term contract
Location: Central London Office
Overview:
The International Institute for Environment and Development (IIED) is a policy research organisation which aims to provide expertise and leadership in researching and achieving sustainable development. By combining participatory practice with science, communications, and advocacy, IIED has brought local concerns to the global development table. It has been a key contributor to many international policy processes and distinguishes itself by building bridges between policy and practice, local and global, rich and poor, government and private sector, and diverse interest groups.
IIED is headquartered in London, with an office in Edinburgh. It accounts for 120 members of staff (c 110 full-time equivalents) with staff organised in four research groups; Natural Resources, Climate Change, Human Settlements and Sustainable Markets. The Communications department and ‘Core’ departments; I.T., Finance, HR, Facilities and the Director’s team make up the rest of the institute. Current turnover is around £20m.
Main contacts:
Chief Operating Officer (COO)
Programme Manager
Project Coordinator
Senior Coordinator
Head of I.T. Services
Background to the post:
Improving the Institute’s information management systems and practices has been a long-identified need. Our first Portal, housed in SharePoint 2010, has had mixed success in the user community, and using it as an information resource has become increasingly problematic. Having reviewed our requirements we are now looking to build on this early experience and deliver an improved replacement solution.
The driving factors for improving our information management are:
· The need to design a clean, uncluttered interface with logical navigation that increases downloads and reduces the need for searching
· The need to embrace new ways of working (Web 2.0 technologies) that encourage collaboration and learning
· The need to improve the efficiency of our current document management systems – including the fact that electronic information is stored on multiple shared network drives, with no guidelines or protocols on what to save or how to label saved documents that allows for the effective searching of information where required
· The need to replace the ‘Intranet’ folder on a shared network drive with a dynamic environment in the new Portal which supports appropriate permissions i.e. permission assignment and fine-grained permission levels
· Going forward, the need to have a strategy around information management as a whole – that is to say, what, how and where IIED staff store paper-based and electronic information to help enable the organisation to deliver its mission effectively and efficiently
· The need to improve and invigorate our internal digital collaboration, facilitating an efficient workspace that is both stimulating and creative
The Systems Integration Programme (SIP)
IIED are currently in the process of a large programme of work (SIP) to set its business systems in a coherent technological context.
Vision
· To create a management and information tool that helps us plan, review and collaborate.
· The solution needs to adequately support key business activities relating to the project lifecycle; from the generation of ideas to our outputs, and over time, build intelligence to help us optimise our donor relations and build and maintain productive partnerships.
· The digital solutions should be, wherever possible, designed with the end user in mind. This must be managed in a way that does not place excessive strain on IIED’s staff or result in an unmanageable additional workload.
The Projects
SIP compromises two projects;
· Pulse: including contacts, proposals, projects, contracts, products and outputs, key communication activities to help promote researchers’ work and used in Microsoft CRM Dynamics
· Portal: IIED’s document management, digital collaboration and intranet, housed in Microsoft SharePoint
Although these are two separate projects, many elements cross over e.g. data that creates contracts will be entered into Dynamics CRM and contracts created from there. However, the contract will be stored in SharePoint. Due to the symbiotic relationship between aspects of Pulse and Portal, we need to consider the projects within the same programme of work; SIP. As part of SIP, we will move to the Office 365 environment, and as such, we need to develop a brand new Portal in the new environment. SIP also includes significant development in Microsoft Dynamics CRM for many of our major business processes which support the research project lifecycle. Elements of the new Portal will need to link seamlessly to parts of CRM in order to facilitate a productive and logical end-user experience.
The items in scope for the Portal project include:
· Full Portal solution architecture and design (in conjunction with external provider)
· A simple, intuitive interface that provides easy access for IIED staff to common intranet content i.e. H.R., Facilities, I.T. and Finance policies and forms, news and updates, IIED events and staff directory. This includes sub and/or team sites representing departments, groups, and cross-team collaboration
· Online forms and simple approval processes e.g. new joiners and leavers, training booking form
· Document libraries configured and tested
· Project Management sites
· Staff Directory
· Controlled user access through user groups and permissions
· Metadata taxonomy and content types
· Management of the super users and content managers
· Staff training
The IIED Intranet Manager is a high profile role, whose main purpose is to work with the Programme Manager to deliver the new IIED Portal in line with the Systems Integration Programme (SIP) and IIED’s strategic requirements. The postholder will work closely with the Programme Manager on all stages of the new IIED Portal development life cycle from the initial concept; including gathering requirements, overseeing the governance in conjunction with others, to the design & development with our external solution provider, and deployment of the new IIED Portal as a tool for internal communications, information sharing and knowledge management. S/he will be responsible for the development of IIED Portal throughout the programme and will also support and manage the ‘Super Users’ and ‘Content Managers’; providing training and support through regular workshops. They will also provide interim support and management of the legacy Portal platform during the migration phase.
The programme is being driven by the IIED’s senior management team (Strategy & Management Team (SMT)) as a business-critical priority. The group acting as the Project Board for SIP are the Systems Group (SG) which is made up of management representatives from across the institute.
Key responsibilities
The New Portal
During the contract, the post holder will work with the SIP project team on the implementation plan, including:
· Strategic planning of long term developments/improvements to the Portal in conjuction with the Programme Manager
o Produce a detailed project plan for the new Portal
o Complete the Portal Requirements Gathering (content inventory and web usage analytics, card-sorting exercises etc)
o Identify content owners and potential super users
o Identify ‘quick wins’ and simple approval processes
o Identify and prioritise current systems and processes to be streamlined and digitised on a SharePoint platform
o Identify roadblocks to progress and establish mitigation plans
o Design, implement and promote a SIP Project Management site in the new Portal
o Establish the governance structure of IIED Portal, including administration responsibilities, appropriate standards and protocols for document management, and ensure compliance across the Institute
o up
o Design Stages Part 1 and 2 in conjunction with the identified intranet design methodology and the Portal and Pulse project briefs
o Devise the Super User ‘train-the-trainer’ training
o Devise and deliver the roll out training for all staff
o Devise and implement ‘floor-walking’ support plan for Go-Live
o Review issues raised during the post-live embedding period - prioritise fixes vs. future refinements, establish communication where required and arrange follow-up training
o Review project deliverables and plan next stages
· Manage and Plan long term developments/improvements to the Portal in conjuction with external solution provider
o Design the solution architecture
o Use Change Control processes to manage future developments/refinements
· Close liaison with the I.T. and HR departments to;
o Identify and set-up the required user groups and permissions for the new Portal
o Establish new joiners/leavers procedures on the SharePoint platform
o Any other related key responsibilities listed here as required
· Work with the Web Content Manager and Web Services Manager on the production of IIED CSS files that represent IIED’s look and feel
· Work with the Super Users and Content Managers to devise induction training on a rotational basis
· Actively promote the use of IIED Portal as an information and knowledge-sharing platform within IIED
Interfaces
· Ensure that all associated interfaces are accessible through the new Portal
Other
· Ensure that systems and practices comply with the UK's data protection principles;
· Seek internal and particularly external opportunities for networking and support, and attend and participate in external events to build networks and enhance/exchange experience and best practice with counterparts.
The job description defines the level of responsibility and area(s) of involvement of the post; the details of the duties may change over time and do not form part of the contract between IIED and the post holder.
Person specification:
Essential skills and experience
· Degree or alternative professional qualification
· Minimum of five years relevant experience in digital communications, primarily intranet.
· A solid understanding of SharePoint (2007, 2010, 2013), and experience and understanding of key digital and social technologies; including workflows and user groups and permissions.
· Experience of working alongside external suppliers, contractors and service providers
· Hands-on experience working with SharePoint intranets, basic understanding of the components of common web technology (HTML, CSS, Javascript).
· Highly experienced with Microsoft Office applications, including Word, Excel, PowerPoint.
· Exceptional collaborator. Works well with all key stakeholders to deliver on objectives. Can speak the language of IT and business colleagues and forge lasting, mutually beneficial relationships.
· Ability to manage and prioritize multiple tasks and projects with a sense of urgency and to navigate within a matrix organization.
· Proactive. Takes initiative to bring forward new ideas to improve processes and programs.
· Strong writing, editing and proofing skills. Strong attention to detail.
· Solid organisational and project management skills. Ability to to be adaptable and flexible, prioritise deliverables, balance conflicting demands and changing priorities without close supervision.
· Excellent verbal & written communication and interpersonal skills
· Extensive relevant experience working in a project environment, implementing new systems and working across diverse teams
· An understanding of organisational change and how to gain individual, team and organisational buy-in
· Excellent analytical skills and a creative approach to problem solving
· Demonstrable skills in training and facilitation
Desirable skills and experience
· Experience in working on Microsoft O365 projects or other cloud deployment solutions
· Microsoft certification in SharePoint
· Qualifications in a project management methodology i.e. PRINCE2, Agile etc
· Demonstrable experience with photo/image editing (e.g., Photoshop), design (e.g., Illustrator) and video editing applications.
· Experience in the voluntary/public sector
· Experience of working on technology projects in non-technical organisations
· Experience in launching and managing social media communities
· An awareness of Microsoft Dynamics CRM
· A genuine interest in keeping up to date with developments in technology
· An interest in and understanding of the issues involved in Sustainable Development