PHE Case and Incident Management System (Phase 1) Scheme Design

Tender description

Why the Work is Being Done PHE is replacing its incumbent national case management system that was inherited from the Health Protection Agency (HPA). Subsequent to the formation of PHE in 2013, it became clear that the incumbent system no longer supported the needs of PHE, due to inflexibility, lack of scalability, compromised system extensibility, outdated search technology, bespoke file format and lengthy development times. Therefore, PHE are looking to develop a new system that provides greater in-house system management capabilities, flexible work-flows, and significant reductions in development time thereby enabling continuous improvement. Problem to Be Solved Users have identified a number of areas of inflexibility and usability issues that have become problematic since the system transition from the HPA to PHE. Key themes: • Poor access to data • Scalability • Extensibility • Reliability • Interconnectivity • Poor user experience, iIntuitive navigation & usability Workshops have been conducted to help elicit requirements for a system to support contemporary ways of working. The resultant high-level business requirements need to be refined, prioritised and expressed in a level of detail that would allow a supplier to propose a solution design and deliverables identified in “Summary of the work”. Who Are the Users The business requirements that need refining come from a number of areas across PHE. Users of the system will include the following user groups: Front-line staff based at PHE Centres (Consultants, Health protection practitioners, administrative staff) Staff based within Centre for Radiation, Chemical and Environmental Hazards (CRCE) (chemical, radiological, environmental) Field Epidemiology staff (automated data feeds to perform analysis) Specialist Registrars (trainees) Screening and Immunisation staff (incident tracking) National incident & emergency response teams Staff embedded in NHS organisations who perform duties for PHE – honorary contracts Environmental Health Officers – (accessing relevant reports and data) MoD-Public Health protection staff Early Market Engagement Following the publication of a Prior Information Notice (PIN), pre-tender market engagement sessions were held to further understand what potential solutions existed. As a result of that exercise, it became clear there is significant interest in the marketplace from suppliers to work with PHE in developing the CIMS solution whose business models are a fit with PHE requirements. Phase 1 and 2 will provide the high-level scheme and detailed solution design to allow for a tender exercise for development. Work Already Done Due to the nature and complexity of the eventual system, the project is being run in accordance with 4 phases: 1 High-level Scheme Design 2 Detailed Solution Design 3 Development 4 Transition PHE has conducted user workshops to define the business requirement of CIMS. The following deliverables were produced: - • High level business requirement document (shared with short-listed suppliers) • Draft requirement catalogue – with raw requirements to be structured and prioritised. (shared with short-listed suppliers) • Completed user feedback forms Existing Team The supplier will be working with a core project management team and an in-house development team. The supplier will liaise primarily with the programme manager Cliff Lake (project lead) and project manager Geoff Mullings The project management team will facilitate and manage access to Subject Matter Experts and others at relevant points during phase 1 scheme design. Current Phase Alpha Work Location The CIMS team base is Blenheim House, Duncombe St, Leeds, West Yorkshire, LS1 4PL. Following contractual discussions, we anticipate an engagement & team building meeting will take place, then work will proceed as outlined in the section below: Working Arrangments The supplier will work remotely with, face to face meetings (at convenient PHE sites around the country–mainly Central London, Colindale and Salisbury) where necessary. It is expected that web conferencing and web-based collaborative tools will be used. Security Clearance DBS checks may be required, compliance with standard non-disclosure, Information Governance & Caldecott principals is essential Additional T&Cs Skills & Experience In addition to the specific skill and experience areas listed below, suppliers must demonstrate an understanding of the role and remit of PHE. Experience of delivering projects that model a proposed high-level system architecture (15) Experience of working with subject matter experts and system users to obtain, validate and develop requirements to create user stories (15) Experience of scoping, feasibility studies and service design planning (15) Experience of IT Infrastructure Library service management (15) Experience of system architecture modelling (15) Experience of logical database design (15) Experience of creation of To-Be data and process flows (15) Experience of remote working (10) Experience of working with customer side Project Managers and design and development teams (10) Suppliers shall provide evidence that they comply with the UK Cabinet Office Security Policy Framework or equivalent for data confidentiality, integrity and availability. This is based on ISO 27001. (10) Suppliers will be required to provide a minimum of 2 relevant case studies to demonstrate that they are experienced and capacity of providing similar-sized or equivalent services (10) Experience of working with customer subject matter experts (10) NHS Information Governance toolkit compliant at least level 2 (10) Nice to Haves NHS Interoperability Toolkit (ITK) accreditation or working towards accreditation (10) Experience of working in an iterative manner (10) No. of Suppliers to Evaluate 5 Proposal Criteria How the proposed approach meets our business and project requirements (70) The level of detail that the proposer has included in the description of deliverables and how this meets the requirements (50) How the proposer will apply skills gained in different business sectors to this project (50) Estimated timeframes for the work (50) How proposer has identified risks and dependencies and offered approaches to manage them (50) Innovation and flexibility (30) Plan for transfer of knowledge to PHE on completion (50) Team skills and experience (50) Cultural Fit Criteria Work as a team with our organisation (20) Transparent and collaborative when making decisions (20) Have a no-blame culture and encourage people to learn from their mistakes (20) Application of iterative principles (20) Ability to add value (20) Payment Approach Capped time and materials Assessment Method Written proposal Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers Budget range