Alpha (B) - DfE Intervention in an Academy

Tender description

Why the Work is Being Done DfE directly manages a growing number of Academies (c 7,500). The System Integration Programme aims to bring greater integration and sharing of data/information across 13 DfE systems currently used to administer academies. This should enable c1,500 internal systems users to concentrate on their core purpose (ensuring more good or outstanding school places in England) by reducing time spent inputting / searching for information. Future services will be delivered in phases: Alpha A (currently being delivered) and this Alpha B focus on two specific business areas; subsequent Beta phases will see development of 11 inter-related services, covering 50 business processes. Problem to Be Solved Academy intervention requires a significant information sharing and interaction between different business groups and users. Discovery outcomes provide a comprehensive starting point for the design and development of the solution. We want to improve and integrate the way we administer academies and free schools to: reduce reliance on individuals and enable greater corporate knowledge; ensure people are supported by integrated and intelligent systems to be efficient and effective in their functions; automate manual processes; and ensure reporting and analytical capability is able to compete with the best. Who Are the Users Academy interventions involve users across 3 DfE business groups (no external systems users). In each group Project Leads need accurate and up-to-date information on academy trust (performance, progress of applications from trust to other areas of DfE - eg sponsor/open a school, any other departmental interventions associated with trust) to make decisions and record progress/risks associated with their interventions; Project Managers need to know the number and progress of interventions in their region; Strategic Managers need data on trends, indicators and risks for the intervention programme as a whole. Early Market Engagement Work Already Done All suppliers shortlisted for evaluation will have full access to the data and materials available from Discovery (completed December 2017). The successful bidder will also have the outputs from the current Alpha A (due for completion by 31 March 2018) phase of this project. DfE has worked with Sopra Steria to deliver Discovery and Alpha A. An Alpha A phase is currently being undertaken in one cross cutting area of our business. This Alpha B is in another cross cutting and related area of the business. We are developing prototypes on paper/screen in Alpha A but are not writing code. Existing Team The Product Managers (who oversaw the Discovery and Alpha (A) phases) will be supported by a Service Owner, Service Development Officer, Communications Lead, and senior Business Sponsors representing the various parts of the business involved in academy interventions (who will work alongside the supplier to facilitate access to business users). A key user group has been established to represent business users. Current Phase Alpha Work Location The supplier will split their time between DfE offices (primarily London - Great Smith Street, Westminster - but there may be the need to attend occasional meetings in the DfE offices in central Sheffield and Manchester) as well as allowing time for them to work at their own offices where required and agreed with customer in advance. Working Arrangments This is a full-time, 5 days a week arrangement primarily based at DfE offices to support an agile delivery. Time can also be spent time at their own offices when required and agreed with the customer in advance. The development team will host agile ceremonies (stand-ups, show-&-tells, review, retrospectives and sprint planning) which will be mandatory for the Supplier staff/team, and stakeholder workshops where possible. Security Clearance Additional T&Cs Skills & Experience Recent and demonstrable experience in agile service delivery, including having been successfully assessed, in a previous project, against the GDS Alpha Service Standard Recent and demonstrable experience of applying the principles of user centred design to the development of digital solutions Can offer the right level of expertise, and resource the project within the specified timescales to allow fast and high quality progress Can offer technical expertise to match business requirements with systems available on the market Can communicate effectively to engage a wide set of users across businesses, capture and make sense of user journeys and effectively communicate the results widely, including to senior level audiences Demonstrable evidence of leading an agile team as well as coaching, mentoring and upskilling people in agile techniques and roles to build capability within existing teams Nice to Haves Demonstrable experience of managing the entire project lifecycle, including the planning, design, development and delivery of digital projects in line with Government Digital Service Standards No. of Suppliers to Evaluate 4 Proposal Criteria Proposed approach and methodology How approach meets user needs How approach meets DfE requirements Estimated timeframes for the work and experience of ensuring time bound delivery How risks and dependencies are identified and proposed approaches to manage them Team Structure (capacity & capability) Value for Money Cultural Fit Criteria Ability to work transparently and collaboratively with our organisation and other suppliers (in working practice, decision making etc) Ability to effectively share knowledge and expertise within the team and more widely Ability to communicate effectively with colleagues with lower levels technical expertise Ability to work at pace to deliver results that will make a positive impact on the business Payment Approach Fixed price Assessment Method Written proposal Work history Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers Budget range estimated value approximately £200,000