Alpha (C) - DfE apply to open a new academy trust or free school

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: we have delivered one Alpha and a second is underway, focussed on two specific business areas; subsequent Beta phases will see development of 11 inter-related services, covering 50 business processes. Problem to Be Solved We want to improve and integrate the way we administer academies and free schools to: ensure a better user experience for people interacting with DfE when they wish to set up a new school, potentially setting up a new digital service to achieve this; 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 People in organisations that are looking to convert to become an academy or establish a new Trust or free school need to be able to submit an application via a secure service, know what stage their project is at and to receive prompt responses to their queries. They need to have a clear understanding of what the application process involves and of the information and documentation that needs to be submitted. They do not expect to have to submit information which DfE already holds. DfE project managers need real time information about the progress of projects in their region. Early Market Engagement Work Already Done Discovery is taking place looking at experiences of those applying to convert a school to an academy into a new or established trusts in one region, which will provide some user insights. We will also be undertaking internal user research in May-June, which will inform the requirements for this alpha. Already completed an Alpha A in an unrelated business area (Academy Transfers), and Alpha B is underway (Intervention - also unrelated area to Alpha C). We are developing prototypes and writing code based on internal user needs. We have not yet undertaken an alpha in an area involving exernal users. Existing Team The Product Managers (who oversaw the Discovery and Alpha (A and B) 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 applications (who will work alongside the supplier to facilitate access to business users). A user researcher to support this alpha is already part of the DfE team. A key user group will be established to represent business users. Current Phase Alpha Work Location The supplier will split their time between DfE offices (primarily 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 required. Security Clearance Additional T&Cs Skills & Experience Recent and demonstrable experience in agile service delivery of a user centred digital service including having been successfully assessed, in a previous project, against the GDS Alpha Service Standard; Recent and demonstrable experience ofsuccess in designing a digital service to replace an existing non-digital service; Can provide suitable expertise, experience and resource to the project within the specified timescales to allow fast progress and high quality delivery. Nice to Haves No. of Suppliers to Evaluate 4 Proposal Criteria Proposed approach and methodology (10) How approach responds to user needs (6) How timeframes for the work will be met and maximised (6) Risk identification and proposed management of these (4) Team Structure (capacity & capability) (6) Value for Money (8) Cultural Fit Criteria Demonstrable evidence of working transparently and collaboratively with organisations and other suppliers (in working practice, decision making etc). Demonstrable evidence of communicating effectively with external and internal users and stakeholders Demonstrable evidence of working at pace to deliver results that will make a positive impact on the business. Payment Approach Fixed price Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers Budget range estimated value approximately £140,000 exc vat