17_01_02 - HR Digital Solutions

Tender description

Why the Work is Being Done NHSBSA HRSharedService currently provides recruitment, employee administration and Learning&OD services to a range of NHS clients. To fully understand client requirements, improve service to existing customers and bring on-board new clients. Review the HR Operating Model, resources, infrastructure (systems and facilities), communications, processes and work flows are appropriately designed and capable of delivering an improved service for existing customers. The HR Service needs to create efficiencies, digitise the service and the infrastructure to improve customer experience and support the growth strategy. The service catalogue and pricing model for HR Services needs to be reviewed for appropriateness and transparency. Problem to Be Solved The problems are: - • Users can’t access their information, or request/update information online • Paper based systems in place • Internal/external processes are inefficient • Repetition of tasks required to input information • Scalability and interoperability of existing systems unknown • Limited contact channels • Full assurance of Information Governance • Limited knowledge of market offering for HRSharedServices • Limited knowledge of best practice digitisation • Operating model based on paper and not digital solution • Need HRStrategy to target digitisation and good industry practice • Need plan to take HR from ‘as is’ model to ‘to be’ model Who Are the Users As an applicant; Check my information, Make requests on line, Complete/submit applications on line, Track progress online. As the HR Service; Ensure operating model is fit for purpose, Reduce manual transactional processes, Improve rules based processes, Workflow management required, Automate simpler tasks and responses, Provide live MI/SLA data, Provide best of breed service for the market, Enhance NHSBSA brand perception and assurance, Understand costs and charging structure, Efficiently manage the database of information, Understand customer needs/wants. As an employer; Access live MI and SLA data, Receive and provide information electronically, Support Recruitment Manager, Receive professional HR advice. Early Market Engagement The NHSBSA has reviewed the market as part of its Digitisation project. A recent digital solution for pension member administration has been concluded, which engaged 12 providers in the market. The Digital Outcomes and Specialist Framework has been identified as having the requisite suppliers capable of delivering the NHSBSA requirements for this Discovery phase of the project. Work Already Done This is the Discovery phase that the NHSBSA is seeking support for. Insights from a recent customer satisfaction survey will be provided to the short listed suppliers to aid their final proposals. Existing Team The NHSBSA is expecting the Supplier to manage the delivery of the Discovery phase. The Supplier will have access to the following individuals (or their delegates) to help understand the requirements, provide access to NHSBSA information and seek approvals; Head of HRSharedServices, Head of HR Transactions, HR Operations Managers, HR Advisory Manager, HR Business Development Manager, Senior Strategic Sourcing Manager, Head of Information Governance, Head of Information Technology, and Head of Digitisation and Portfolio. Current Phase Discovery Work Location Stella House, Goldcrest Way, Newburn Riverside, Newcastle Upon Tyne, NE15 8NY Requirement to attend customer sites around the UK Working Arrangments Expectations are; Team based on site, Requirement to attend customer sites around the UK, Remote working is acceptable for report writing, etc. Reasons; Need Discovery phase to be completed expeditiously, Need full engagement and access to HR and other teams associated with the project, who are also based in Newcastle, Face to face engagement essential for context of project, Need to see operating practices in action, and Need to meet customers to understand needs Expenses; Must be in accordance with the NHS Agenda for Change Rates for Expenses and NHSBSA Policies. Security Clearance No specific security clearance requirements. Must be willing to comply with NHSBSA IG Policies available at http://www.nhsbsa.nhs.uk/2342.aspx Additional T&Cs Suppliers who are shortlisted and then wish to submit proposals must register on the NHSBSA’s e-tendering solution which can be found at https://nhsbsa.bravosolution.co.uk/web/login.shtml Skills & Experience Must demonstrate experience of delivering Digital by Default. (Written response, max 200 words, 15 points) Must demonstrate experience of compliance with the Technology Code of Practice. (Written response, max 200 words, 15 points) Must demonstrate experience of delivering service transformation for a service which will have more than 15,000 active users. (Written response, max 200 words, 10 points) Must demonstrate experience of transforming services which have multiple customers with differing requirements. (Written response, max 200 words, 15 points) Must demonstrate experience of transforming services that use Oracle ESR. (Written response, max 200 words, 10 points) Must demonstrate experience of transforming services that require interfacing with ESR. (Written response, max 200 words, 10 points) Must demonstrate understanding of Shared Services delivery and the needs of the health market. (Written response, max 200 words, 15 points) Must demonstrate expertise in business analytics. (Written response, max 200 words, 15 points) Must demonstrate experience of lean management. (Written response, max 200 words, 15 points) Nice to Haves Demonstrable knowledge of the HR needs of employers in the NHS. (Written response, max 200 words, 5 points) Demonstrable knowledge of the needs of the employees of the NHS. (Written response, max 200 words, 5 points) Demonstrable experience or delivering HR/Administrative Transformation in the NHS. (Written response, max 200 words, 5 points) No. of Suppliers to Evaluate 5 Proposal Criteria Describe your proposed methodology and approach to completing the Discovery Phase, covering; Governance, Resources provided/required, skills and experience, and Plan of activities. (Written response,max 1000 words,15 points) Describe your approach to employer and user engagement, covering; Expertise of resources, Who to target, Proposed methodology and information to be sought. (Written response,max 500 words,15 points) Describe your approach to the review of the NHSBSA HROperatingModel covering; Expertise of resources, Proposed methodology and information to be sought, and the Solution. (Written response,max 1000 words,15 points) Describe your approach to the review of the NHSBSAICT infrastructure covering; Expertise of resources, Proposed methodology and information to be sought, and the Solution. (Written response,max 500 words,15 points) Cultural Fit Criteria Describe the approach to completing the Discovery Phase. (Presentation response, max 25 minutes, 10 points) For Discovery phase, demonstrate how you work as a team, manage collaboration, have ‘no blame’ culture, encouraging constructive feedback and learning within/outside your organisation. (Presentation max 20 minutes,10 points) Payment Approach Capped time and materials Assessment Method Written proposal Reference Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers Budget range budget £150,000. the following resources (including expenses) are thought to be required; delivery manager, business analyst, developer, technical architect and user researcher. bidders must fully detail their resources and charges.