HMCTS Robotic Process Automation

Tender description

Why the Work is Being Done HMCTS has many IT systems some of which will be replaced under the HMCTS Reform programme. The new systems are being developed incrementally so legacy systems are required to support back-office processing while online applications and other services are developed. It will be necessary to transfer data from new services to back-end applications to allow requests to be processed and maintain a system of record. RPA has been identified as a solution to this problem. Business areas untouched by Reform can also benefit from automation to eliminate repetitive tasks and improve quality freeing up staff for other work. Problem to Be Solved From April'18 we want to increase capacity to provide the following capabilities: • Conduct business analysis, design and build at least four robots every 10 weeks; • Provide “hypercare” immediately following deployment of each new robot; • Provide ongoing support for all live robots; • Assess new processes suggested for automation; • Train and share knowledge with HMCTS staff; • Provide consultancy and advice, on request, about improvements in RPA and software, how to best train and develop staff and the most appropriate team structure. • Provide flexibility to increase or decrease capacity at short notice as dictated by demand. Who Are the Users As a Product Manager I need: • to continue to support and iterate the existing HMCTS robots; • to have capacity to develop up to four robots simultaneously whilst being in discovery for a further four processes; • to be able to train HMCTS staff as BAs and RPA developers; • to have the flexibility to cope with peaks and troughs of demand for automation; • to be able to assess the viability of processes for automation. As a user I need: ·robots that will automate processes quickly and accurately; ·to be able to request changes and im Early Market Engagement N/A Work Already Done Following an evaluation we have selected UiPath as our preferred toolset. We have built and deployed robots for four processes following a proof of concept Existing Team The existing team consists of a Product Owner and Delivery Manager from HMCTS and a Project Manager, three Business Analysts and three RPA Developers supplied by a contractor. Current Phase Not applicable Work Location The work is currently based at 102 Petty France, London but activity will be required nationwide depending on the location of processes that are automated. The base is expected to move to 54 Hagley Road, Birmingham during 2018/19. The work can be based in Birmingham before the move to Hagley Road if the supplier has premises in Birmingham and can accommodate the HMCTS members of the team there. Working Arrangments The people will keep standard office hours to maximise knowledge transfer and integrate with team processes: Monday to Friday based in our office starting work by 09.30, 7.5 hours per day plus lunch time. Security Clearance Everyone must have BPSS as a minimum however a higher clearance may be required by some people depending on the processes they are automating. Additional T&Cs We will require the supplier to provide us with a clear reporting and governance structure including who manages them. The supplier will be required to undertake a handover and knowledge transfer from the current supplier. Skills & Experience Experience of building and deploying robots (2%) Experience of working with UiPath software (2%) Evidence of ability to work using Agile methodology (2%) Experience of effective estimation and sizing techniques to prioritise product delivery (2%) Experience of developing robots in a fast changing agile environment (2%) Experience of supporting and iterating robots over their lifetime (2%) Experience of developing and training in-house staff in use of UiPath software (2%) Experience of analysing processes for automation (2%) Experience of deploying robots across a wide variety of software applications (2%) Nice to Haves Experience of other RPA software (1%) Good understanding of emerging and associated technologies such as OCR, etc (1%) No. of Suppliers to Evaluate 4 Proposal Criteria Proposed team structure (4%) CVs of proposed team members (5%) Approach and methodology (5%) Explain the Value Proposition; value for Money, how the proposal will optimise costs, and generate savings. Demonstrate how discounts will be linked to volume and duration (5%) Describe any potential risks and dependencies and how you’ll manage them across the project (3%) How the supplier will work with other stakeholders (3%) Estimating and sizing techniques (4%) Maintenance of team capability and structure (to cover unexpected absence, etc.) (4%) Experience of training and staff development. (4%) Describe how you deliver outcomes, measure and manage quality, speed of delivery to ensure continuous improvement (3%) Cultural Fit Criteria Demonstrate knowledge of MoJ and HMCTS processes, structure and business (4%) Share knowledge and experience with other team members (4%) Experience building RPA across other Government departments (4%) Work as a team with our organisation and contractors (3%) Payment Approach Time and materials Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 60% Cultural fit 15% Price 25% Questions from Suppliers Budget range we are not declaring a budget but would expect the following roles to be provided at competitive rates: ·project manager (part-time) ·rpa developer ·business analyst ·uipath trainer (as required) ·rpa infrastructure engineer (as required) if a supplier expects additional roles to be required, these should also be proposed during the proposal stage. a pricing matrix will be shared that allows for a full rate card to be submitted, prior to presentations. furthermore, if the requirement for additional roles arises, we will inform suppliers at the earliest opportunity.