Electronic evidence gathering (EEG)

Tender description

Why the Work is Being Done Ofsted regulates and inspects services that care for children and young people, and education and skills for learners of all ages. Hundreds of visits to providers take place each week. From April 2017, we will employ 800 inspectors and contract directly with an additional 1,800 inspectors. A further 1,000 staff support inspection activity. During inspection, inspectors capture a huge amount of information, which we call ‘evidence’. In future, we want them to be able to do this digitally. Work to deliver a prototype solution and a design/plan for subsequent phases (beta, live) must be completed by March 2017. Problem to Be Solved Inspectors currently capture evidence in a range of paper and electronic formats across different types of inspection and regulatory events. There is no consistent approach and the benefits of technology are not being fully realised. User research has identified opportunities to improve how evidence is captured, shared and distilled to make judgements. The first phase will focus on a tool that works for inspectors as the primary users. We anticipate future phases that will enable Ofsted to better access the evidence captured across all inspection and regulatory activities to improve organisational insight through integration with our developing knowledge management system. Who Are the Users As an inspector, I need to easily and intuitively capture, share and distil evidence while out on inspection and regulatory visits so that I can come to well-evidenced judgements that are presented in a report or letter. As a quality assurance professional for Ofsted, I need to be able to access the evidence captured to carry out quality assurance activity. As Ofsted, I need to be able to extract the evidence that is captured and use it to derive insight to influence departmental or cross-government policy. Early Market Engagement We have not had any third party involvement in the project to date; all initial discovery work has been done by our internal team. Work Already Done Between June and November 2016, we engaged with over 200 inspectors who are the primary audience for this solution. This initial discovery process identified high level needs and barriers to effective inspection and regulation. We have created proofs of concept using standard MS Office tools. These have been used to enable users to prioritise features which may fulfil some of their needs. We intend to complete further user research during December/January and the outcomes will be available to the supplier at project commencement. Existing Team The internal team will consist of a Product Manager and a Project Co-ordinator who will facilitate contact with other Ofsted teams (inspectors, policy, IS). Access to communication and engagement resource will be available to help set up user research and testing. Current Phase Discovery Work Location At core times the team will be co-located in London: Ofsted, 8th floor, 125 Kingsway, London, WC2B 6SE. User research and testing will need to be delivered at a range of locations as our staff and contract inspectors are based all over England. Working Arrangments Suppliers will be expected to work with us via an online collaborative platform (proposed by the supplier) to enable remote working. We would like a minimum of 2 days per week onsite to make sure this work is visible to others in the organisation to showcase ways of working. Travel to Ofsted regional offices in England will be required for some roles e.g. user researcher. The team should work in an agile way following the principles of the gov.uk service manual. We want to use this project as a Digital Exemplar to demonstrate the potential for new ways of working. Security Clearance Suppliers may need to sign a non-disclosure agreement. Supplier personnel working on the project will need to be cleared to Baseline Personnel Security Standard (BPSS). Additional T&Cs Skills & Experience Demonstrable experience of working with successful multi-disciplinary teams in the Public Sector, particularly those new to Agile, through Discovery, Alpha and iterative development (12%) Demonstrable experience of developing solutions based on user research and testing with professionals with a wide range of digital competence (12%) Demonstrable experience of developing solutions for collaborative working and/or experience of capturing and sharing of information, with appropriate thought given to offline capability (5%) Demonstrable experience of making buy/build decisions based on market analysis which are subsequently proven to result in a successful service (5%) Demonstrable experience of evaluating Office 365 and OneDrive for Business, including integration and customisation options (4%) Nice to Haves Demonstrable experience working with other suppliers to ensure solution design will support the information architecture and information strategy (3%) No. of Suppliers to Evaluate 3 Proposal Criteria State your proposed approach and methodology (12%) State your team structure, including roles and provide CVs of the people who will be delivering the work (12%) Cultural Fit Criteria Transfer knowledge and experience to Ofsted to support learning from this digital exemplar (6%) No blame culture and encourage people to learn from mistakes (3%) Transparent and collaborative when making decisions (3%) Able to work confidently and capably in an environment where agile working is not embeded (3%) Payment Approach Capped time and materials Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers Budget range a maximum of £150,000 including expenses.