Pilot of Robotics Process Automation

Tender description

Why the Work is Being Done The Council would like to understand the potential for Robotics Process Automation to support the delivery of end-to-end digitisation. A short pilot and internal communications will help the council build a business case and identify a range of processes which could benefit from RPA; understand the skills it needs to maximise the potential of RPA; and provide assurance around technical, security and governance questions. Problem to Be Solved The Council has automated key parts of high volume business processes. However, due to challenges in the design of back office systems and the limitations of some older software there remains significant amounts of manual intervention. Based on soft market testing, the Council believes that Robotics Process Automation can deliver significant efficiencies and error reduction in business processing. Piloting RPA can give the Council better data to understand the costs and benefits of the solution, and develop its knowledge for the range of services to which it can be applied. Who Are the Users As a Head of Service I need to see RPA in action on a business process so that I can have confidence in the business case As an ICT professional I need to see RPA training so that I can understand what skills are required to support its expansion As an ICT professional I need to see RPA in action so that I can provide assurances around security and data governance As the Head of another council service I need to see RPA in action so that I can understand where it might benefit my service Early Market Engagement Work Already Done The Council has seen demonstrations of RPA and spoken to three suppliers to understand the variety of solutions. Subsequently it has explored a number of business processes in revenues and benefits that could benefit from RPA, and produced detailed process maps of three processes on which it would like to pilot RPA. The preferred processes to be subject to the pilot are available here: https://drive.google.com/drive/folders/0B8VjySyh3glpRlo1YVNhWFFBTzg?usp=sharing Existing Team The team involves the project sponsor (the Director of Customer Services), the ICT lead for revenues and benefits, the Heads of Service and team managers for each of the processes, the Head of Digital and a project manager. Current Phase Not applicable Work Location The supplier can work remotely but is expected to be onsite at key stages of the pilot to support some internal communications events to show the benefits of the solution and help build the business case. Working Arrangments The work can be conducted remotely, with 2-4 meetings and/or workshops expected to be delivered on the Hackney campus, in Mare Street. Security Clearance Additional T&Cs Skills & Experience Have experience of introducing RPA in a local authority Have engaging ways of promoting RPA to other services within a local authority Support knowledge transfer so that the Council can understand what skills it requires in-house and from agencies Be able to measure the benefits of the trial Nice to Haves Demonstrate experience of working on a pilot Demonstrate examples of promoting RPA to other potential service areas Have experience of supporting revenues and benefits processes No. of Suppliers to Evaluate 3 Proposal Criteria Value for money How the proposed approach meets user needs Creativity in the design of the pilot Technical solution Cultural Fit Criteria Work collaboratively with colleagues in revenues and benefits and ICT Share knowledge and experience Have a 'can do' approach to ensure the pilot is a success Work openly - for example, sharing findings from the pilot with other councils Payment Approach Fixed price Assessment Method Written proposal Evaluation Weighting Technical competence 33% Cultural fit 17% Price 50% Questions from Suppliers Budget range up to £10,000 for the pilot.