Software package and information systems

Tender description

Stafford and Rural Homes (SARH) is the largest social landlord in Stafford. Created on 6.2.2006 to own and manage the former council housing stock owned by Stafford Borough Council (SBC), we own and manage over 6 000 homes across Stafford and the surrounding area. We also deliver a number of local Independent Living schemes and around 190 staff. SARH are looking for a Mobile Working and Document Management System (DMS) solution which will transform the way the organisation currently works. The scope is this procurement is the provision and implementation of a mobile working and / or electronic document management system. The vision for the project is to: -Offer our customers and partners improved communication, efficiency and flexibility, improving the customer experience. -Provide a one stop shop for all customer contacts, with information available to all front facing staff. -Allow staff to answer any reasonable enquires from the customer without having to refer them to someone else. -To provide employees with the ability to work independently off site away from the office base. Giving access in real time to all information relating to property and customers, allowing them to create requests, complete tasks and update records, identify and solve issues with customers and leaving each visit having fulfilled all the customers' (and SARH's) requirements. Working directly off site, to increase staff productivity and providing more value to each visit or customer contact. 1.1.1The Mobile Solution will be used across the business to collect information electronically and then, based on either defined workflow rules or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems. 1.1.2To ensure staff have a full 360 view of customers when working remotely or when they are in office, the mobile working solution must be fully integrated with SARH's current business systems. 1.1.3When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network with automatic uploads once reconnected. 1.1.1 The vision for the project is to ensure documents are unique, organised, secure, accessible and electronic where possible. In order to achieve this, the project has the following objectives: -No document duplication. -Comply with legal and regulatory requirements to only retain documents needed. -Make documents accessible remotely. -Documents are secure, backed up and accessed by only those authorised -Documents electronic wherever possible 1.1.2The proposed DMS solution must be fully integrated with the proposed Mobile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system. 1.1.3The proposed DMS must enable SARH to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable. 1.1.4The proposed DMS solution should be integrated with Microsoft Office (including Office 365) and Office 365 Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc. 1.1.5The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems is transferred into the DMS, e.g. the current repository of electronic information (The P Drive) and manual files currently held in filing cabinets. Mobile Working The vision for the project is to: -Offer our customers and partners improved communication, efficiency and flexibility, improving the customer experience. -Provide a one stop shop for all customer contacts, with information available to all front facing staff. -Allow staff to answer any reasonable enquires from the customer without having to refer them to someone else. -To provide employees with the ability to work independently off site away from the office base. Giving access in real time to all information relating to property and customers, allowing them to create requests, complete tasks and update records, identify and solve issues with customers and leaving each visit having fulfilled all the customers' (and SARH's) requirements. Working directly off site, to increase staff productivity and providing more value to each visit or customer contact. 1.1.1 The Mobile Solution will be used across the business to collect information electronically and then, based on either defined workflow rules or direct interfacing / integration, process the information collected efficiently, either to staff for approval or into the current business systems. 1.1.2 To ensure staff have a full 360 view of customers when working remotely or when they are in office, the mobile working solution must be fully integrated with SARH's current business systems. 1.1.3 When staff are using the Mobile Working Solution it must provide secure offline working capabilities if the device has no connection to Wi-Fi or a Mobile Data network with automatic uploads once reconnected. Document Management System 1.1.4 The vision for the project is to ensure documents are unique, organised, secure, accessible and electronic where possible. In order to achieve this, the project has the following objectives: -No document duplication. -Comply with legal and regulatory requirements to only retain documents needed. -Make documents accessible remotely. -Documents are secure, backed up and accessed by only those authorised -Documents electronic wherever possible 1.1.5 The proposed DMS solution must be fully integrated with the proposed Mobile Working Solution so that users of the system can easily retrieve information, create new documents, store photos and videos taken on the device in the system. 1.1.6 The proposed DMS must enable SARH to work more efficiently when handling both physical and electronically received documents. Physical documents need to be scanned into the system so that all the information can be fully searchable. 1.1.7 The proposed DMS solution should be integrated with Microsoft Office (including Office 365) and Office 365 Microsoft Outlook to provide easy filing and retrieval of documents, presentations, spreadsheets, emails, photos, videos, etc. 1.1.8 The appointed supplier will be fully responsible for delivering the end to end solution and ensure all relevant data held in current business systems is transferred into the DMS, e.g. the current repository of electronic information (The P Drive) and manual files currently held in filing cabinets.