Pensions Business Intelligence (BI) Automation Agile

Tender description

Summary of the work Supplier to work closely with small in house team and Director level stakeholders to implement and iterate a transformative design that delivers a comprehensive data and information solution to support and enhance operational management of the Pensions Directorate business processes. Expected Contract Length Up to 2 years Latest start date Monday 8 January 2018 Budget Range We envisage the team to work with us will need to include the following roles: Delivery Manager (Agile) or Project Manager (Agile), Technical Architect (data specialism), 2 Business Analysts, Developer (senior level with wide skill set), Product Manager (we might procure the Product Manager role separately if we choose to do so). The initial phase of delivery will be Sprint 0 - 1 week, Discovery - 8 weeks. Additional roles may be required during subsequent phases of delivery if Discovery Phase is delivered successfully by the selected supplier. The indicative budget for all Phases of work is up to £4m. Why the Work is Being Done Currently DWP MI functions have to assimilate: •Iterative Digital Service Delivery with growing amounts of data needing to be structured, queried and analysed on the fly. •Rapid pace of organisational/societal change. •Mixed/Hybrid IS Landscape. Traditional IT systems and open source tools and technologies. •High user expectations of depth and pace of insight, including near real-time data. •Huge potential for automating human tasks. •High uncertainty and variation of desired insights, technologies and outcomes. This requires transformative changes to traditional ways of working maximising data use to deliver leading indicators via modern, responsive technologies enabling operational and performance managers to optimise delivery. Problem to Be Solved Currently, a very large range of metrics are produced by myriad methods. This is resource intensive, unresponsive and doesn’t optimise data use for a range of products/users. DWP wants to develop a fast, responsive user-centric Data, Business Intelligence, and Management Information service for its Pensions Directorate. Suppliers will work with operational and performance managers to deliver significant cultural and behavioural change around data use for insight/analysis, BI and MI. From metric development, through technology stack, to end user products, utilising the most appropriate modern technologies. Key outcomes for transformed data use are improved operational performance, reduced duplication, reduced overall cost. Who Are the Users Operational and Corporate Managers, Operational Executive Team and DWP Executive Team, Cabinet Office, and HMT. The service has to meet the needs of a range of data users, based on their skill levels as follows - direct access to “raw” data for highly skilled data scientists, access to modelled data for skilled analysts, provision of front end reporting visualisations for general non skilled operational users. The service has to be accessible to large numbers of users, (1000) across a range of devices and browsers and geographical locations UK wide. Hosting via AWS is expected post Discovery. Work Already Done Internal work within DWP to understand the overall need to move to a more user led BI/MI solution. DWP to provide product owner, SME’s, and Legacy IT experts. Further team shape and size would be investigated during Discovery Phase. Existing Team The supplier will be working alongside a small team of DWP employees with varying levels of Agile experience but with extensive knowledge of the DWP and organisational change. The supplier will be expected to transfer skills and knowledge as the implementation and design iteration progresses. The supplier will be working closely and regularly with senior DWP leaders, including Director level. DWP team will be available to provide direction and information to the Supplier Current Phase Not started Skills & Experience • Have delivered a strategic review of data and MI services in a complex multi-product organisation. 2.00% • Immediate capacity providing skilled resources with 4 years+ expertise and successful delivery experience of Agile Delivery Management; Product Orientation; Enterprise Architecture and Data Architecture; Behavioural and Cultural Change. 8.00% • Must have experience and successful delivery in development and delivery of data and BI services in a complex multi-product organisation. 2.00% Nice to Haves Have experience of working within DWP or a comparable organisation within the last 3 years. 2.00% Work Location Primary location 7th Floor Caxton House, Tothill Street, London but some travel expected. Working Arrangments On site presence is essential and expected to work a minimum of 7.5 hours a day, 5 days a week to enable close working and co-creation. Some travel may be necessary to other DWP Hub locations e.g Leeds, Sheffield and sites in the Northeast of England. However, travel expenses should be kept to a minimum and suppliers will be expected to utilise other methods of engagement available i.e. Lync, video conference, teleconference. DWP travel expenses policy will apply. Security Clearance All resources must be BPSS (Baseline Personnel Security Standard) compliant or equivalent (or prepared to undergo clearance process prior to commencement of work). Key resources working directly with data MUST have SC clearance or be eligible to apply for clearance. Additional T&Cs The Call-Off Contract will be supplemented by additional DWP T&C's, a copy of which can be downloaded by Suppliers from Bravo DWP's eTendering system using the link below. Please ensure that you are a registered Bravo user: https://dwp.bravosolution.co.uk/esop/toolkit/negotiation/tnd/tenderOpportunity.do?tenderCode=tender_157846&showArchive=false This is an agile project and there is potential intent (and necessity for continuity purposes) to award subsequent phases to the selected supplier under the DOS contract that will be awarded (at the Department's discretion) if delivery is successful via a series of statements of work. No. of Suppliers to Evaluate 3 Proposal Criteria • Proposed approach and methodology to transform the Department's MI service, including your proposals for driving behavioural/cultural and technology change to deliver a transformative MI/Data service. 20% • Experience of the team who will be undertaking the work, their specific knowledge/skills, in relation to implementation of organisational and technological change to deliver digital MI services. 15.00% • Expertise in relation to, successfully driving product orientation and implementing cross business working whilst maintaining delivery focus and accountability. How this expertise will be applied to benefit DWP. 10.00% • Ability to gain at pace a detailed understanding of the technical and business solution to allow ongoing support and further development. 9.00% • Ability to ensure that continual knowledge and skills transfer to the DWP team is embedded as part of the approach to build individual and team digital capability. 2.00% Cultural Fit Criteria • Work as a blended team within our organisation, able to take direction within a DWP team. 5.00% • Experience of successful collaborative working as part of a multi-disciplinary delivery team sharing knowledge within team. 5.00% Payment Approach Capped time and materials Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. I see on the Bravo Website that any bidding company is to express interest by the 16th of November, can you please let me know to whom/through which portal? This was an error and the date has now been amended to say 'no later than 23:59 on Monday 27th November'. Supplier’s interested in expressing an interest in this requirement MUST respond via the Digital Marketplace and not via Bravo. 2. Please can you confirm the % allocation of the three questions as it currently adds up to only 12%. At the Skills and Experience section there are four questions which total 14%. Essential skills and experience allocated 12%; Nice to have skills and experience allocated 2%. 3. Q3. Are you able to provide further information or example use cases for desired MI/data services? This will assist in providing specific evidences based on previous experience at comparable organisations. Q3. A 1of3. The intent for addressing the BI/MI issue in DWP is to enable cultural shift from the production of more automated information (MI), to timely delivery of contextually-relevant decision-support to colleagues, front-line managers and DWP leaders so that colleagues can make informed choices to improve claimant experience and deliver services efficiently and effectively.Currently, significant number of reports are produced on periodic basis that don’t always enforce the linkage between claimant outcomes, and operational cost of delivering outcomes. 4. Q. 3 Are you able to provide further information or example use cases for desired MI/data services? This will assist in providing specific evidences based on previous experience at comparable organisations. Q3. A 2of3. Therefore, instead of automating current reports, intent is to work with embedded users to establish the vital leading and tracking indicators enabling DWP to deliver operational optimisation, and to provide access to these insights in the right place, at the right time.Eventually, the contextually-relevant insight will be linked to decision-support tooling that will scenario model outcomes for managers based on their options. 5. Q3. Are you able to provide further information or example use cases for desired MI/data services? This will assist in providing specific evidences based on previous experience at comparable organisations. Q3. A 3of3. This will require significant cultural shift away from production of MI based on multiple lagging indicators, to fewer time- and context-relevant insights. This will improve operational performance, reduce duplication, and reduce the overall Cost to Serve.Initially, the project intent is to deliver fully automated interactive visualisation that targets operational outcomes in a Line of Business as a PoC. 6. We have only access to 5 questions with a combined evaluation score of 12%. Is this correct or how can we get access to the other questions? At the Skills and Experience section, there are 4 essential and nice to have skills and experience questions to answer which total 14% (see Q&A 2). For suppliers that are shortlisted, a proposal document will be sent out for them to provide a response to the remaining technical competence questions, Cultural fit and price. 7. Can we discuss this opportunity first (a short telephone call) before answering all questions? Due to timescales, we are unable to offer calls to suppliers. However, please ask us any questions you might have via the Digital Marketplace. 8. Please can you be specific on the roles that you believe are likely to require SC clearance at a future stage? Anyone who is required to work with Personally Identifiable Information/ raw Departmental data to develop products. This Project will require this for developers, software engineers, and similar. However in a small multi-discipline team such as this we would expect there may be occasions when other roles such as Delivery Manager or Product owner would also be required to work with Data. Therefore our expectation is that all staff being supplied would either have, or be eligible to obtain, security clearance. A key eligibility factor is UK residence for 5 years. 9. Can you please confirm whether this project is deemed as In or Out of Scope for IR35 Currently the Department would view this work as out of scope of IR35 . 10. 1. Can you confirm the proposal process for this opportunity i.e. is it initial qualification via 100 word answers to the first set of questions and then a formal proposal response for shortlisted providers after that. If so what’s the down selection process and timescales or is all questions need to be answered by cop 27th November? The digital marketplace DOS process is made up of two stages of evaluation. First shortlist stage is where potential suppliers Essential and Nice to Have Skills and Experience are evaluated. This allows for a shortlist of the top 3 scoring suppliers. First stage supplier’s deadline to respond is Monday 27 November 2017 at 11:59pm GMT. Shortlisted suppliers will then be invited to the second stage where a written proposal is requested which will include cultural fit and price. The weighted scores for Essential and Nice to Have Skills and Experience will contribute to the Suppliers overall Technical Competence score. 11. Do you want the initial proposal to focus on the 8 week discovery phase or the full two years? We would like to understand the view of the initial 9 weeks and the subsequent phases beyond Discovery so that we can assess on the basis of the possible full two years. 12. Is there an incumbent provider advising the team at present and if so, can you share any details? No external supplier currently has a team deployed on this project work activity.