National Pupil Database Data Matching/Processing/Collation - Discovery

Tender description

Why the Work is Being Done The DfE currently contracts a supplier to collect, match, process, analyse and correct data. This is a significant undertaking and the outputs underpin a number of high profile data assets including: The National Pupil Database, The School Performance tables and Analyse School Performance. In preparation for the delivery of these datasets beyond the current contract, the department wishes to: *Clearly map the ‘as is’ process and the end to end service architecture provided through the contract *Illustrate areas of complexity, challenge or risk *Identify user needs *Provide insight into options for efficient delivery of the service provided by the contract Problem to Be Solved What are the best delivery routes for DfE’s future need to collect, match, process, analyse and correct school performance data in a cost effective, timely manner and to the necessary high standard. In particular, we want to understand where there are ‘pain points’ and DfE has choices and trade offs between timeliness and quality to meet user needs. DfE would also like to understand if there are discrete activities where it makes more sense to consider alternative options, which could deliver value for money. Who Are the Users The data collected, matched, processed and supplied by the contract populates key department systems primarily Performance Tables (PTs), Analyse School Performance (ASP) and National Pupil Database (NPD). The external users of these services include parents, schools, LAs, MATs, Ofsted and researchers, the levels of data they want or have authority to have access to varies by user. Internal users of the data include ministers and officials who require the data to make school accountability and improvement decisions, to target support and funding. In discovery it’s important we re-assess our users and their current and future needs. Early Market Engagement Currently a single supplier delivers the complete end-to-end collection, matching, checking and processing services. Market engagement was undertaken at the outset of the last procurement. This was on the premise of replicating the current services. The opportunity was advertised on contracts finder and informal discussions held with prospective suppliers to assess the markets’ response and the time that would be reasonably required to transition to a new supplier. Further discussions were then had with some suppliers on possible technical solutions. As part of discovery, detailed conversations should be held with market suppliers and internal DfE experts, who have knowledge of the processes and infrastructure that form the components of this contract (e.g data collection, matching, hosting etc). This will allow the supplier to assess all possible technical solutions and sourcing routes, once stakeholder needs have been fully assessed. Given the sensitivity of the pupil data, information/ cyber security will be crucial requirements. Early conversations with prospective suppliers and GDS about this discovery have suggested that we may require a Technical Solutions Architect, a Business Analyst, a User Researcher and possibly a Developer to form part of the initial discovery team. Work Already Done In addition to the market engagement some process mapping was done internally at the outset of the last procurement, this along with the departments statement of requirements which form part of the existing contract, will need to be reviewed and re-refreshed but can be shared at the outset of the discovery. Existing Team The supplier will work primarily with the DfE NPD Access Development lead who is an experienced Product Owner, but will also be required to liaise with a range of stakeholders (internal and external to the department) who have responsibilities for the delivery of the existing arrangements for the provision of these services or are users of them. DfE commercial business partners should be consulted to provide guidance on procurement routes open to the department Current Phase Not started Work Location Primarily based in Sheffield but with travel to other DfE sites, particularly London, to meet key stakeholders Working Arrangments 1) We are looking for flexibility in the approach to completing this discovery 2) We will be working to Agile principles - i.e. regular stand ups, Show & Tells etc 3) Necessary expenses will be paid in line with DfE standard policies Security Clearance As part of the discovery suppliers may need see sensitive pupil level data. As such, any successful supplier would be expected to meet the security terms associated with applying for an NPD Extract, outlined here: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract Additional T&Cs Skills & Experience Expertise and experience in application of Agile approaches to delivering complex systems (using Agile techniques that meet the GDS Service Standards and have passed GDS Service Assessments) Proven experience of working with data matching and processing on this scale Should be able to work at high intensity in a team, collaborative environment Have Technical & Solutions Architect experience Ability to identify & analyse complex processes and hand-offs Ability to cleary communicate technical solutions to non-technical colleagues Successful delivery of projects that include blended, multi-discipline, multi-stakeholder teams focused on meeting user needs, and demonstrating clear methodology for engagement, problem solving and delivery Nice to Haves An understanding of DfE data processes Proven experience of knowledge sharing and skills transfer with in-house teams so as to build sustainable capability Demonstrable experience of carrying out research with a diverse mix of users including those with low digital literacy and assisted digital needs No. of Suppliers to Evaluate 5 Proposal Criteria Technical solution How they’ve identified risks and dependencies and offered approaches to manage them Value for Money Approach & methodology Cultural Fit Criteria Work as a team with our organisation and other suppliers Share knowledge and experience with other team members Agile and flexible to changing/uncertain requirements Transparent and collaborative when making decisions Challenge the status quo whilst maintaining good relationships Payment Approach Fixed price Assessment Method Written proposal Case study Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers Budget range