Overview
Skills
Job Details
Client: South Carolina Department of Public Safety (SCDPS)
Why is this position open: The South Carolina Department of Public Safety (SCDPS) seeks a qualified contractor to design, develop, and deploy a secure, user-friendly Microsoft SharePoint Employee Resource Hub within the Microsoft 365 environment managed by the SC Department of Administration to serve as the agency's intranet.
Interview Process: 1 round, in person Only
Possibility for Extension: Yes
Work Location: Role is fully onsite
Candidate location: Candidate MUST be a SC resident or willing to relocate to SC prior to starting the role at their own expense.
Full job description attached and required and preferred skills are listed below.
1. Purpose / Background
The South Carolina Department of Public Safety (SCDPS) seeks a qualified contractor to design, develop, and deploy a secure, user-friendly Microsoft SharePoint Employee Resource Hub within the Microsoft 365 environment managed by the SC Department of Administration to serve as the agency's intranet.
This internal-only platform will serve as the centralized digital workplace for SCDPS employees, streamlining communication, collaboration, and access to critical departmental resources and updates.
SCDPS encompasses multiple law enforcement and administrative divisions, including:
- South Carolina Highway Patrol (SCHP)
- State Transport Police (STP)
- Bureau of Protective Services (BPS)
- Office of Highway Safety and Justice Programs (OHSJP)
- South Carolina Law Enforcement Officers Hall of Fame
- Support Divisions: Finance, Human Resources, Information Technology, Public Affairs, Support Services
The Employee Resource Hub will unify these divisions, and our civilian staff, under one secure digital platform to enhance information sharing, improve workflow efficiency, and strengthen employee engagement.
2. Objectives
- Develop a centralized Employee Resource Hub that provides all SCDPS personnel with quick, organized access to internal resources, including forms, memos, agency news and events, promotional materials, and other resources.
- Modernize and consolidate internal communications into a cohesive SharePoint Online environment.
- Ensure compliance with state cybersecurity, accessibility, and records management standards.
- Deliver a scalable, sustainable intranet solution with administrative training for long-term internal management.
- Coordinate with Department of Administration to build solution within their M365 shared service
3. Scope of Work / Deliverables
SCDPS is looking for a turn-key product that will allow staff from the SCDPS Office of Public Affairs and the SCPDS Office of Information Technology to maintain the design and content of the internal communications hub after completion of the project.
3.1 Design & Branding
- Create a visually cohesive design consistent with SCDPS brand identity.
- Develop landing pages for each division and core functional area.
- Ensure static and dynamic homepage tiles allow for hub to be visual centric. Allow for rotating banner images on the home page and quick link "buttons"
- Also would like quick overview of upcoming agency events, whether calendar-based or text-based.
- Ensure all design components are ADA/Section 508 compliant and mobile-responsive.
3.2 Development & Configuration
- Configure SharePoint site collections and subsites (or hub site structure).
- Build out core Employee Resource Hub sections for each division/department that can house their specific information. While we like consistency for most pages, it would be nice to see if there's any specific functionality available that would be most beneficial for support divisions/departments.
- Here are just a few examples:
- Employee Features (written and video)
- Accomplishments & Awards
- Leadership vision A space where we can share videos, messages and Microsoft Teams Events (Live Town Halls). Is there a way to have functionality to enable and disable this feature within the page when events are not scheduled? Would like a space where they can submit questions.
- Division or department events (calendar or quick look at upcoming event dates).
- Communications Brand Central need the ability to provide downloadable assets like logos, email templates, memos, letterhead, etc.
- OHR announcements (PEBA, benefits, EAP, etc.) This hub is where all things will live regarding OHR notices including information that can swapped out in quick links (how to find tax forms, update W2 information, points of contact of who can help by each section within OHR)).
- OHR - New employee onboarding
- OIT Would love quick link buttons "how to submit a ticket, reset your password" and an FAQ section. In addition, would like to implement areas where we can promote training for Microsoft products like teams training.
- Implement search functionality so information can be found easily within the portal.
- Allow for specific users to be given admin access of their division/department page to maintain contact information.
- Allow for the ability to schedule posts, updates, events and other resources.
- Allow for the ability to post upcoming agency events or seminars/webinars available.
- Ensure all agency forms can be structured in an organized manner (by division, topic, etc.).
- Ensure staff can like and comment on blogs/features posted to the hub.
- Allow for YouTube videos to embed within the pages.
- Accept upload file types: MP4, MP3, JPG, PNG, PDF, OFT (Outlook Email templates).
- Interested in functionality that allows for polls, feedback or suggestions portal where employees can submit ideas, feedback or concerns to agency leadership.
- Hub should allow for analytics to track site traffic to each page.
- Still determining the name, but would like a simplified site URL instead of default. I.E. sharepoint.com/SCDPS or sharepoint.com/SCDPSpulse, etc.
- Provide key staff members of the Office of Information Technology and the Office of Public Affairs full administrative control of menus, content, editors, themes, and any other design elements.
- Coordinate with Department Of Administration to ensure product meets state guidelines and best practice.
3.3 Security, Governance & Compliance
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- Configure Azure AD authentication and single sign-on.
- Ensure alignment with SCDPS and State cybersecurity standards.
- Implement data retention policies and audit logging.
- Maintain compliance with accessibility and records retention requirements.
3.4 Testing & Quality Assurance
- Conduct functional, usability, and security testing.
- Facilitate user acceptance testing (UAT) with representatives from each division.
- Document and resolve all defects prior to approval.
3.5 Training & Documentation
- Provide comprehensive training for site administrators and content contributors.
3.6 Deployment & Post-Launch Support
- Deploy the approved Employee Resource Hub to production.
- Migrate approved content and configure permissions.
- Provide post-launch support and issue resolution for the duration of the contract.
- Provide additional support after project is completed for on-demand support and response in the event the backend needs fixing.
4. Project Timeline & Milestones
- Upon awarding of contract to the contractor, the SCDPS Employee Hub is expected to be released to the agency not to exceed 6 months.
5. Roles & Responsibilities
SCDPS Responsibilities:
- Office of Information Technology (OIT) Responsibilities:
- Appoint an OIT Project Manager to lead this project.
- Approve deliverables and sign off at each project milestone.
- Manage the SharePoint contractor position
- Lead the security and infrastructure requirements in coordination with DTO.
- Conduct technical testing of SharePoint solution
- Implement change control process composed of Managers and Subject Matter experts to manage changes to the project
- Conduct stakeholder interviews in partnership with the Office of Public Affairs with representatives from each division and administrative office for feedback.
- Evaluate current content repositories (file shares, shared drives, email systems) to identify migration priorities.
- Office of Public Affairs Responsibilities:
- Project sponsor of this project
- Develop the project requirements for the SharePoint solution
- Develops and provides access to branding materials and style guidelines
- Conduct functional testing of the SharePoint solution.
- Provide final review and approval before SharePoint changes are moved to production.
- Communicate with stakeholders to align expectations and address concerns.
- Ensures project decisions follow organizational policies and frameworks
- Approves recommendations, major changes, key deliverables, and project closure or termination.
Contractor Responsibilities:
- Develop a site map and information architecture tailored to the Employee Resource Hub concept.
- Collaborate with stakeholders to understand business needs and translate them into technical SharePoint solutions.
- Designs, develops, and customizes SharePoint workflows, sites, pages, and applications to meet project requirements.
- Provides ongoing support, monitoring, troubleshooting, and maintenance to ensure system stability and performance.
- Implements and maintains security settings to protect sensitive data and ensure compliance with State and Federal policies.
- Manage overall project execution, timeline, and communication.
- Creates detailed technical documentation for solutions built, processes implemented, and user guides for training purposes.
- Provides training to end-users or IT teams, ensuring effective use of SharePoint features and system adoption.
- Implement SharePoint solution per the requirements
7. Acceptance Criteria
- The Employee Resource Hub will be accepted when all functional and technical
specifications are met, content migration is complete, UAT is successful, training is
delivered, and final approval is granted by the SCDPS Project Manager.
- 8. Budget and Payment Terms
- Payment and Payment terms will be per the terms of the IT Temporary Staff Augmentation MSP and Supplier Contract.
9. Change Management
- Any modifications to project scope, timeline, or deliverables must be submitted via a formal Change Order Request and approved by SCDPS in writing prior to implementation.
10. Ownership, Confidentiality, and Compliance
- All deliverables, source files, and documentation will become property of SCDPS upon acceptance. The contractor must adhere to SCDPS confidentiality and cybersecurity standards and ensure compliance with all applicable state policies.
Required Skillset: -
5+ years of experience designing, developing, and maintaining SharePoint Online Sites
3+ years of experience with Teams or SharePoint administration within O365
3+ years of experience with Entra and AD
5+ years of experience of HTML and CSS within SharePoint Online.
Preferred Skillset: -
Experience with UI/UX within SharePoint
Previous experience developing SharePoint sites within the Department of Administration shared services for SC state agencies