MyMailbox Application

Tender description

Summary of the work Delivery of MyMailbox Application to provide an electronic means of creating, storing, retrieving, and routing documents for review and approval allowing service users to confirm receipt of, consent to or opt-out if required and an electronic means of allowing service users to complete and submit questionnaires where needed. Latest start date 30/01/2017 Why the Work is Being Done An on-line environment is essential to achieving, the objectives of Digital 2020 and cost improvement targets, whilst offering an opportunity to make a step change in improving service delivery. The MyMailbox Application will both sit and standalone within this on-line environment to provide an electronic means of storing, retrieving, and routing documents for review and approval allowing recipients to confirm receipt of, consent to or opt-out if required. It will be an electronic means of allowing recipients to complete and submit questionnaires where needed. This work is to be delivered in 2017 with further development planned for 2018. Problem to Be Solved With the MyMailbox Application we are looking to provide •service providers with a secure and automated way to digitally send documents and questionnaires to service users •service users with a secure application to read and respond to documents and questionnaires on behalf of themselves, their child or the people they care for •service providers with a way of uploading where applicable documents and questionnaires back into clinical systems •a way of embedding the application into the LPT digital framework as a widget • full auditability, monitoring and reporting services Who Are the Users As a Wellbeing staff member, I need to create correspondence OR extract correspondence from clinical systems, so that it can be sent digitally to service users AND service providers. As a Wellbeing staff member AND service user who is a parent or carer, I need to access a standalone application, so that I can receive and respond to digitally sent correspondence. As a Wellbeing staff member AND service user who is a parent or carer, I need to access a portal containing a widget, so that I can receive and respond to digitally sent correspondence. Early Market Engagement Our early market engagement event informed us that their is an appetite for developing the products which make up our overarching on-line environment. We also found that the best way to deliver the project is using Agile Development Methodology and have organised our team to work this way. Talking to potential service providers informed the authoring of the Requirements Documents and how to package the products together to enable different service providers to work collaboratively. Work Already Done The Trust has started work on the data management part of the project which is being delivered in-house. We are in the Discovery phase of the project and have produced the Requirements Documents which will be issued to the selected suppliers who are invited to the evaluation phase of the further competition Existing Team The supplier will need to work with our team which is made up a non-technical product owners, a Technical Delivery Manager and project management support. The Application supplier will be required to work with the Database supplier and other applications suppliers who are involved in delivering other aspects of the ecosystem. This will be to ensure the functionality of the various products interfaces correctly and that the portals fit with the overall vision of what the user journey should be. Current Phase Discovery Skills & Experience • Have experience of successfully delivering digital projects using iterative development • Have a track record of delivering training for trainers • Have Security and Quality accreditations • Have security and encryption controls applied to their external communications • Have experience of applying security controls to infrastructure platform • Have strong experience of application design • Be able to commence work on the project by 30 January 2017 • Have strong project management ability • Have an open approach to team working with non-technical clients Nice to Haves • Delivering projects using agile development methodology • Experience of running social media campaigns • A track record of successful working with the NHS • A formal risk and opportunity process • Knowledge of Content Management Systems • Understanding of formal project management methodologies • Knowledge of modern technologies and emerging platforms • Delivery of digital projects in the private sector Work Location The supplier will work from their own location with meetings at regular intervals in Leicester. There may be a requirement to visit other suppliers for meetings occasionally, the location of the other suppliers is not yet known Working Arrangments The preferred working method is Agile which will call for regular face to face meetings with the product owner and key stakeholders. The pricing schedule asks for an estimate of travel expenses for the project based on a number of meetings which is established by the number of sprints envisaged to deliver the product and stipulates that whilst travel and subsistence will be paid the travel time will not. Additional T&Cs We have special requirements on Intellectual Property Rights and need to reach an agreement with the supplier which will give the Trust the right to commercialise the output from the contract. No. of Suppliers to Evaluate 10 Proposal Criteria • The understanding of LPT’s requirements • How the technical solution meets the Requirements • The team structure organigram and submitted CV's of team members • Adequacy of the programme based on their assessment of the number of sprints required to deliver the portals • How the proposal meets the requirements of Section 9 Development Approach • The type of mobile app being delivered where mobile app is required and the reasons why • How it is proposed to work with the Database supplier to ensure the technical solutions will interface with the IdP and datasets • The type and quantity of training being provided • The test environment being proposed and the period of time it will be maintained for • Value for money using the pricing provided in the Price Schedule Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Be transparent and collaborative in decision making • Be able to work with clients with low technical expertise Payment Approach Fixed price Evaluation Weighting Technical competence 50% Cultural fit 10% Price 40% Questions from Suppliers 1. What is the budget allocated by Leicestershire Partnership NHS Trust for delivery of the MyMailbox Application? Leicestershire Partnership NHS Trust have allocated a budget in the range of £50,000.00 - £75,000.00 for the delivery of MyMailbox. The subsequent support and maintenance will be the subject of a separate budget which has not yet been allocated. 2. Given the Service Design Manual's original preference for Open Source software, and the current recognition of the flexibility of OSS for public use, is the IP transfer requirement absolute? Will an OSS license be acceptable? Failing that will revenue sharing be available? As you may see from our response to a similar question, we are flexible in our thinking on the subject and so open to suggestions on how to achieve our aim of offering the output to other Trusts in order to recover some of our investment. IP transfer is perhaps a simplistic approach to the issue but does clearly signal our intentions. 3. What would be the nature of the integration with other clinical systems, and what do they envisage that the key interfaces would be "As part of the Wellbeing Database development project, the chosen Database Supplier will deliver an Application Integration Document. This document will describe interoperability requirements including standards, models and common messages etc., and will be used to ensure implementers of different applications understand what is required of them and their systems in order to communicate with the IdP, Wellbeing Database and/or Clinical systems where applicable.The Database Supplier will also work as a conduit between LPT, Applications vendors and Clinical Systems suppliers in order to expose further data via API's if currently not available." 4. Has the discovery exercise to date identified any preference for technology, and are there any established document management systems in-house that they would like to re-use or extend? Due to the diversity of possible solutions we have not set any technology preferences and there are no established Document Management Systems which are being considered for use on this project. 5. Can you tell us more about why you would like to commercialise the output from the contract? Other NHS organisations will have a need for similar solutions to progress to digital working. We see future opportunities to commercialise the output solution within the NHS in order to recover some of our investment in this project. We are flexibble in the way this is achieved and are open to a range of relationship styles with the successful service provider.