Business Analyst - New Ways of Working (Education)

Tender description

Summary of the work To meet with teams in Education and stakeholders to identify every process within the Service and map them end to end in order that we can avoid duplication, automate where possible and become more efficient. Expected Contract Length Must complete by 21 August 2017 Latest start date Wednesday 31 May 2017 Why the Work is Being Done To review the way in which each of the Council's function units are delivered over the next 5 years, including an assessment of whether they should continue to be provided in order to ensure that we deliver effective and efficient services to our residents. We must ensure the services are sustainable and make full use of the potential provided by our people, our money and digital technology. The work must be completed by mid August 2017. Problem to Be Solved We need every process in the Education Service to be mapped to understand where we have synergies, what can be automated and what can be improved. This will include liaison with stakeholders such as schools, headteachers, the service users, the service teams and others. We need to redesign the structures, systems and processes that empower our staff by ensuring decision making takes place at the right level and allowing specialist skills to be applied to best effect. Who Are the Users We need to understand how many processes there are across Education, what they look like and how they can be improved. The users of the Education service cover other organisations, parents, teachers, heath workers, and others. Early Market Engagement None Work Already Done Terms of Reference have been written and a Projection Initiation Document . http://www.westberks.gov.uk/CHttpHandler.ashx?id=43849 http://www.westberks.gov.uk/CHttpHandler.ashx?id=43848 Existing Team There is a project manager, accountant, Head of Service, Corporate Programme Manager, Legal representation, Elected Member and others as required. Current Phase Discovery Skills & Experience • Have the ability to process map end to end services • Have an understanding of the Local Government Digital Service Standard • Have experience of working with Local Government • Have experience of working with tight timescales • Have experience of working with a wide range of service delivery teams • Have experience of developing digital service process flow to predefined Business Process Model and Notation • Have experience of working within Education • Have experience of streamlining existing processes • Have experience of working with Elected Members • Have good user researcher skills • Have excellent communication skills Nice to Haves • Have experience of prototyping digital services • Have experience or knowledge around Statutory Laws around Education Work Location West Berkshire Council West Street House site & Market Street site) Possibly other addresses in Newbury Working Arrangments The work will involve face to face meetings with service delivery teams and stakeholders in our Newbury offices to understand the services they deliver, how they are delivered and map the processes through workshops and meetings. We need to transform the way we work in Education and there is limited additional support available. Security Clearance DBS checked No. of Suppliers to Evaluate 5 Proposal Criteria • Technical Solution • Approach and methodology • Value for Money • How the approach meets the user and organisation needs • Estimated Timeframes • How they've identified risks and dependencies and offered approaches to manage them Cultural Fit Criteria • Be confident at communicating ideas with non-technical clients • Be respectful of different opinions and constructive in feedback • Be used to working with Elected Members • Have an understanding of the political and financial environment and motivations • Have an understanding of the motivations of staff and stakeholders • Take responsibility for their work Payment Approach Fixed price Evaluation Weighting Technical competence 45% Cultural fit 20% Price 35% Questions from Suppliers 1. Will the buyer accept Disclosure Scotland clearance in place of DBS? Yes that is fine. 2. What are the deliverables you are seeking, please? Analysis? Redesign? Implementation plans? Or all of the above? At this stage we are purely looking for the processes to be mapped. We will review the information and look to analyse it in house although any suggestions about automation of processes would be helpful. Implemention plans and change will be done by us. 3. Do you really mean all processes, or could that be core processes - a focus on a handful of the big ones that are high cost, high volume, high pain etc? Hi - originally we did mean all processes, but the scope may be too big so we are going to initially ask services to identify their core heavily manual processes, high volume and those which simply don't work well as that will be the logical place to start. 4. Can you tell us - what are the intended aims, objectives, and benefits of the New Ways of Working programme? To automate processes where we can, to free up management capacity by focusing on a three tier model i.e. involve more generalists in the business and less specialists with the basic tasks. We are focusing on the three tier model predominantly. We need to streamline. 5. What is the anticipated budget for the task? We do not wish to share this at this time given it is commercially sensitive. 6. How many sites / stakeholders are expected to be visited / consultants? It is difficult to say at this time, it may be that we can invite the majority of them into a workshop here on site which would be preferable. Otherwise, we are looking at parents, schools, LSCB and a number of other stakeholders. We will need to agree how we liaise with them before progressing. 7. What co-ordination is expected with other task? (we notice that there are two similar tasks running concurrently) If we could find one supplier to do both that would be helpful but otherwise, they will not be linked. If a team were to be able to them together it would be preferable as there would be consistency. We also have other work later in the year and next year which would be the same. 8. Is there a financial model that needs to be accommodated? (we notice an accountant on the team) No specific financial model. 9. What degree of exploration of the boundary is required (e.g. Education with planning / social / libraries etc.); is the process mostly internal to education or is there process maps required across departmental boundaries. No cross departmental boundaries at this stage. Focusing on the internal department processes although that may involve stakeholder interaction there are not many cross department boundaries.