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Section I

Terms of Reference

ODG Policy Hub Platform

Services Requirements

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Background The International Organization for Migration (IOM), United Nations agency for migration, has 173 member states and is comprised of 393 offices in more than 150 countries worldwide. IOM’s scope of action covers areas including but not limited to: refugee resettlement, humanitarian response, counter-trafficking, migration and climate change, immigration and border management, labour migration, migrant training, policy and research, migration law and migration health. The Office of the Director General’s (ODG) Policy Hub team has a core oversight function of IOM in developing and approving migration related policies. ODG’s role is to foster the strategic initiatives and goals by providing a platform for exchange and collaboration as well as by promoting participatory processes for migration policy development. The platform was envisioned to be built in phases with Phase 1 being the base policy repository (completed 2020) and then the full policy portal (this TOR) integrating with the repository as detailed below. The purpose of this RFP is to select a Service Provider(s) or independent consultant able to design, develop and deploy the ODG Policy Hub in accordance with IOM’s ICT policies and standards. As per the Section V - Terms of Reference (TOR) document, the proposed solution must utilise Microsoft .NET Core & Office 365 based components and deployable in a secure cloud environment. Platform content: Users will be able to access a global picture of migration policies, by

• Using Virtual-Workspace to collaborate policy development • Search the existing Policy Repository for relevant migration policies, • Access to qualified analytics to assist in decision making

Project Overview The Policy Hub Platform is being developed as an interactive tool to assist all IOM in migration policy development. The development of the Platform is phased to include other projects, as follows.

• The Migration Policy Repository (MPR) to centrally house migration policy documents for IOM staff, globally (completed).

• The DG’s Corner to house information on the DG’s office (completed). • The ‘Virtual Workspace’ (VWS) as a collaboration area for staff working on migration polices. • The Policy Migration Analytics to provide qualified information for decision-making.

Given the international nature of IOM, coordinating workstreams with colleagues at different locations is a firm requirement that enunciates several challenges, among which is a common environment for collaborative work. The concept has been raised as a way of addressing the challenges of collaboration across multiple teams and geographic spaces. It is envisaged that VWS would be launched from the Policy Hub Platform landing page with functionality to streamline work into virtual breakout areas assigned to individual or groups of staff across the globe. This initiative come’s at the right time as a response to the COVID-19 emergency which had made travel and face-to-face meetings very difficult.

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Project Objectives The Policy Hub platform would not only address restrictions brought about by the COVID-19 but also keep operational costs down through the elimination of travel expenses. The idea has several other benefits:

i. To preserve the institutional memory of the migration policy works developed at IOM providing easy access for stakeholders at any time.

ii. Increased productivity through ease of collaboration with access to conversations, chats, online meeting, and files in a single interface.

iii. Focused workstream areas provide have access to the same communication and notifications ensuring transparency.

iv. Enhances the organization’s resilience and Business Continuity Program (BCP) in that emergencies such as COVID-19 would have minimum impact on operations in the virtual Workspaces.

v. Team dynamics will be greatly improved as teams will have ability to quickly get new members up to speed on new workstreams no matter their geographical location

Scope of project and exclusions The scope of the activities carried out by the selected Service Provider(s) must be based on the requirements as listed in the Section V Terms of Reference. Resources effectively used for the implementation of the Policy Hub and all costs incurred must also be based on this list of requirements. Outside of the scope of the project, therefore, fall any other issues not addressed by this RFP unless otherwise agreed between IOM and the service provider. Methodology The selected Service Provider(s) will be given freehand by IOM in choosing which development methodologies to use, provided there will be no omissions and deviations from the required set of project deliverables, below and that they are in line with one of the technology sets outlined in the TOR. Note: Agile methodology for project development & delivery is preferred. Deliverables The selected Service Provider(s) is expected to finalize, to IOM’s full satisfaction, a package of deliverables which include but may not be limited to the following: • Policy Hub Solution • Source Code • System Requirements Specifications • Technical designs of system • Work plan • Deployment plan • Rollout support materials • User guide(s) • User’s training support materials • Six months maintenance guarantee • Maintenance support materials (rapid assessment tools, contact information of maintenance unit, etcetera)

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Deliverables The selected Service Provider(s) is expected to develop and deploy the functions and capabilities required for the Evaluation Portal with an appropriate level of skills and expertise. An internal IOM review team will be formed to continuously monitor and evaluate all the deliverables submitted. Change requests Minor change requests to the functions and capabilities required by IOM can be made to the selected Service Provider(s) at any point before, during and after implementation of the project. Change requests that have a significant impact on the technical designs and work plan (or other deliverables), shall be subject to a change control procedure managed by IOM, for which the Service Provider(s) will be consulted. IOM’s internal review team will also monitor and evaluate all the changes made. Risks and issues Identified risks in the following areas will be subject to a risk management process by IOM, in consultation with the Service Provider: • Technical risks (such as potential interfacing issues). • Logistical risks (such as potential delays in the delivery of procured equipment, hardware, drivers, software and

licenses that are needed for the development and deployment of the functions and capabilities). • Financial risks (such as necessary services and technology requirements which may have not been identified

during cost budgeting stage). • Poor quality of deliverables (such as software builds and documentation). Timeline The expected delivery of the solution to IOM should by first quarter of 2021.

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Annex I - Functional Requirements This section details the functional requirements of the Policy Hub. Note: The mock-ups are not final and are to serve as a concept as to how the business perceives the application to be used. The User Interface design will be finalized in the the Analysis & Design Phase. User Interface The site will also need to adhere to IOM corporate branding guidelines (as per the Brand Guidelines document) and be a responsive design for laptops and Applie iPads and thus the target screen resolution wil be 1920x1080. The style of the mock-ups below were inspired by the World Health Organization’s Knowledge Action Poral (https://www.knowledge-action-portal.com/en ) which give the user an interactive experience The Policy Hub From the hub users can instantly access different Policy related functions and information. The site is split into five main sections: 1. Landing Section 2. Virtual Workspace 3. Policy development, analysis and data 4. Knowledge section 5. Footer section

Each section must be fully displayed withn the visible screen view.

Note: the mock-ups are to be treated as concepts only. A detailed design phase of the project is expected in order to finalise the User Interface Design

Landing Section The landing section will feature a short introductory text of the Policy Hub, a short text on what the Policy Hub platform is and links to the DG’s Corner sharepoint site and the Migration Policy Repository.

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Figure 1 Landing Sectiion

Slide show This section will highlight policies or initiatives and is controlled by the administrators The DG’s Corner The DG’s corner is an SharePoint online application that showcases events, statements & speeches, discussions, talking points and important information in relation to the Director General’s activities and the direction of IOM.

Migration Policy Repository The Migration Policy Repository is an on premise SharePoint based site that allows the user to perform a search on the internal Policy Repository (on premise SharePoint application). It will parse the users request to the Policy Repository and display the Policy Repository/ result in a separate tab. Users can filter their search on:

• All Documents (standard option) • IOM Policies/ Positions/ Strategies • Programme Guiding Documents • Policy Advice/ Support

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Virtual Workspace Section The Virtual Workspace section of the Policy Hub allows the user to be part of the policy development process and facilitates discussion between colleagues through community of practice.

Figure 2 The Virtual Workspace Section

It will consist of 4 functions:

Policy Work in Progress This section will display information on the policies that are currently being worked on in the Virtual Workspace. Selecting any workspace will open it in either

1) Edit mode if the user is a member of the workspace 2) View mode if the user is not a member of the workspace where they can view the public policy profile and

request to join the working group

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Figure 3 Policy Work In Progress main page

Figure 4 Policy Workspace Overivew page (view mode)

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Figure 5 Policy Workspace Content page (view mode)

Figure 6 Policy Workspace Discussion page (view mode)

Request a Workspace Allows a user to request a workspace to be created by the Administrators. Users will fill in basic information which will then issue a request to the admins to create the space. Admins will review the request and accept and create or reject and advise the user (ther could be an existing policy that the user was not aware of).

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Figure 7 Select Request a Workspace

Figure 8 Request a Workspace

My Workspaces Allows the use to view the list of workspaces in which they are either the moderator or are a patcipant in.

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Figure 9 My Workspace

Figure 10 List of Workspaces User has access to

Selecting any workspace will open it in either 1) Edit mode if the user is a member of the workspace 2) View mode if the user is not a member of the workspace where they can view the public policy profile and

request to join the working group (see Virtual Workspaces below) Find a Workspace

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Allows a user to search for a workspace based on a set of parameters: • Workspace name • Thematic Area • SDG Targets • Country

Figure 11 Find a Workspace Search

The page will display the list of workspaces matching the search criteria. These can be further filtered by any of the above criteria.

Figure 12 Find a Workspace Search Results

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Selecting any workspace will open it in either 3) Edit mode if the user is a member of the workspace 4) View mode if the user is not a member of the workspace where they can view the public policy profile and

request to join the working group (see Virtual Workspaces below) Vitural Workspaces

• The virtual workspace is linked to Microsoft Teams allowing seamless communication between divisions. • All policies that are finalized will be directly uploaded to the Migration Policy Repository. • Selecting the policy work in progress will open a list of the current policy streams that are being developed. • Users have the option to view past policies as well which are displayed at the bottom of the virtual

workspace. These would take the user to the Migration Policy Repository where all finalized policies are housed.

• Each policy working group automatically activates a new community of practice involving the members present in this group. These communities of practice are only centered around the specific thematic area that the group is working on and encourage discussion around this subject within the members of the group.

Figure 13 Policy Workspace Overivew page (edit mode)

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Figure 14 Policy Workspace Content page (edit mode)

Figure 15 Policy Workspace Discussion page (edit mode)

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Policy Development, Analysis and Data Section In this section, IOM staff have access to the My IOM, policy development cycle, good policy practices, MGI platform as well as country profiles platform (the country profiles platform’s detailed concept note is attached with the list of documents).

The Policy Development Cycle component is a space where IOM staff have information on the policy development process including the policy development cycle and tools within IOM that are used for policy development, implementation and monitoring. The tools would be detailed in a separate section within this main section labeled ‘IOM Tool kit’. The user would be able to select their requirements and a list of tools that are most relevant and useful will be filtered though. Further analysis of selected document will be developed in coordination with relevant units, divisions, ROs and COs.

Good policy practices would highlight examples of good policy approaches taking data from the Migraiton Policy Repository and other databases within IOM that hosts policy information.

Policy Analytics This Section will provide visual analytics of information from the Migration Policy Repository and MGI of IOM policy work. Examples from other organisations include:

https://migrationdataportal.org/?i=stock_abs_&t=2019, https://www.crisisresponse.iom.int/, http://repository.uneca.org/, https://www.ctdatacollaborative.org/map?type=ctdc, https://displacement.iom.int/

• Users should be able to select to navigate to:

• Country Policy Profile page • Policy Development Cycle page • Good Policy Practices page • Migrant Governance Indicators dashboard • Statistics dashboard • Topics (thematic areas) dashboard

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• IML Database application • Sustainable development Goals site • Migration Governance Framework

Country Policy Profile

Figure 16 Country Profile example

Clicking the interactive world map and select region (then country) to see a dashboard (region or country) with information such as number of policy inputs, breakdown of inputs per thematic sector, corporate owner, category of documents, GCM/MIGOF/SDG, and a list of inputs for easy access. • Users will be able to draw more information according to multiple factors and generate analysis to understand

policies over time, on a subject or in a region. • Thematic dashboard will be available to show trends of IOM policies in the particular theme (per region, per

country, GCM/MiGOF/SDG, per category of document etc.).

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• There will be a function to convert the dashboard information into the summary report which contain information

of the dashboard (users should be able to select what to include in the report). • Enhancements to the repository will include a feature that will be able to show trends in IOM’s migration policy

development and report on them. A pop-up onscreen tutorial video will be added to this function that would allow users to understand how to generate analysis and reports over time, subject or region

IML database This block directs the user to the IML Database site: https://imldb.iom.int/_layouts/15/IML.Portal/AppPages/Home.aspx

Sustainable Development Goals This block directs the user to the following site: https://www.un.org/sustainabledevelopment/

Migration Governance Framework This block directs the suer to the following site: https://www.iom.int/global-compact-migration

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Knowledge Sharing This section provides the user with links to various Migrant Policy related sites and services, both internal and external. The links and images can be updated by administrators in a simple manner that does not require IT support or knowledge of code. The main functions of this section are: - Peer to peer learning - Good Practices - Learning - Resources

Figure 17 Knwoledge Sharing

Peer to peer learning

This is where IOM staff can ask migration policy related questions. The system would then show you if there has been a similar question logged and best possible answers. Question should be sent with minimum meta data so it is easier for the Policy Hub to categorize the inquiries. (Example: http://ask.un.org/)

Will allow users to post questions to the user community – multiple communities may be created each community with its own members. Questions will be tagged with a particular Topic (e.g. Data strategy, Alternatives to Detention etc.) and users within that topic will be notified by email of the question. Ideally users could reply the questions through email without the need to access the platform.

• Questions will be searchable • Can be answered by users within that topic group. • A question may have multiple answers • Users can vote on the response to indicate the best answer

Learning

This block has visual links to the following sites:

• Migration Governance Framework Training

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• Essentials for Migration Management Training

Resources

The resources section will feature links to other knowledge management platforms of IOM across the different regions that IOM operates in. It would have a link and short one-line description of the platform. When the user clicks on the link it will automatically open a new tab. Frameworks Training

This block has visual links to the following sites:

• Migration Governance Framework • Essentials for Migration Management Training

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About Section The about section of the policy hb will display more information about the Policy Hub and help and quick links:

Quick Links

This block provides frequently used links to internal & external resources/ applications • IOM Intranet (internal site) • PRIMA (internal SharePoint application) • IDF (internal SharePoint Application) • UN Network for Migration (external site https://migrationnetwork.un.org/ )

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Annex II - Technical Requirements The proposed solution must adhere to the Microsoft Technology Stack. IOM is heavily invested in Office 365 and these components must be considered in the solution. A proposed technology stack is outlined below:

Policy Hub

Must be a public-facing website implemented with microservices architecture Utilise Microsoft Power Platform

Power BI – to display report, maps and charts Power Automate – to connect and integrate component using connectors Power App -to build admin UI for Policy Hub.

Integrates with Office 365 components (SharePoint, Outlook, and Teams) Integrates with SharePoint On-prem

External Facing Website Microsoft Azure Cloud Provider Azure Kubernetes Orchestrator for ASP.net Core containers Azure SQL Database Fully manage SQL Server Azure Application Gateway Layer 7 Load Balancer With WAF Azure API Management Deployed with Open API spec, connects via External End Point

Internal Website SharePoint Online and On-Prem Both utilizing Federated Hybrid Search SharePoint Online SharePoint website for none-customized web app SharePoint On-Prem SharePoint website for customized web app

Power Platform - Power Automate Connector Azure AD Bitbucket Azure SQL Server Github Azure Storage Jira SharePoint Youtube Outlook.com SMTP Word Online / Excel File System Teams Adobe Sign

Microsoft Azure

Azure Kubernetes Service

Microsoft Power Platform

IOM On-Premise

Office 365

API Management

Application Gateway

Power BI

Power Automate

Power AppsSharePoint Online

SharePoint On-Prem

Outlook Teams

External Websites Integration Internal Websites

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Policy Hub Data Information Architecture

The Policy Hub will interface into/ with a number of other sites as per below.

ICT On-Premise SharePoint websites DMS – Document Management System Intranet – Information Portal Prima for All -data entry for IOM Project for multiple countries Prima IDF -data entry for IOM Project for 1 country

SharePoint Online website DG Corner – this app connects to IOM On-prem with Federated Hybrid search And other SharePoint online websites

UN On-Premise website SharePoint website or File Server.

Intranet

Prima For All

Prima IDF

SharePoint On-Prem

DMS

IML

Office 365

DG Corner

Microsoft Azure

Policy Hub

UN Website

SP Website(s)

IOM On-prem

UN On-prem

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Annex III - Country Profile Concept Note

POLICY HUB PLATFORM ANALYSIS – COUNTRY PROFILES

The Policy Hub platform is a collaborative space for knowledge sharing and learning on policy development on migration. It has numerous functions that will assist IOM staff in better understand IOM’s work on policy development on migration and strengthening IOM’s capacities in terms of technical advice on the development of policies on migration and sustainable development. The platform will provide information already recorded on various IOM initiatives and platforms developed and offer a collaborative space to exchange best practices, discussion, learning and knowledge on policy development on migration. This concept note will provide background for one of the features of the ‘Policy Development, Analysis, and Data’ section of the platform. The policy development, analysis, and data section of the platform will feature a tool ‘Country Profiles.’ This feature is conceived to present information on a country's specific context in terms of policy development on migration. The ‘Country Profiles’ feature will collate data from the Migration Policy Repository, and the Migration Governance Indicators (MGI) reports to present a snapshot of a summary of each country and its work in migration policy. The Migration Policy Repository is comprised of different policy and technical documents related to the thematic area of work of the organization and documents related to the implementation of key global frameworks such as the GCM, SDG’s and MiGOF principles and objectives. ,The MGI reports have detailed information of the migration profiles of a country that would support the policy development process. The information collected will be summarized and presented as a simple infographic and would include essential details as below:

• National migration profile of the country • MGI report • From the MGI report the following topics will be displayed: All conventions, legal frameworks that

the host government has ratified; migration institutional framework per country etc and taking into account the information from the MIGOF domain.

Additionally, the country profiles will display information on host government's policies related to GCM’s implementation, SDG’s and/or the MiGOF principles and objectives. This function allows the user to display all the reports related to these frameworks and the option to compare two or more countries and regions against one another. This would provide added value in a country office willing to analyze regional/global trends, cross cutting and transnational issues. The development of this component would be coordinated with ICT Manila as part of the Policy Hub Platform development. MGI Analytics for the Country Profile The information will be collected from an excel document and will use the MIGOF domain. There are seven MIGOF domains and each one has its own group of indicators (31) and sub-indicators (78) that will be used to display the completion rates of each country in a visual manner, also divided by topics. As an example, the below image selected Brazil as the country, using the domain Cooperation and Partnerships. The green color indicates that the sub-indicator is achieved, while the red color indicates that there is no action from the government. There is the possibility to group or collapse each MICOF domain and Indicators.

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Grouped example: