CCT620 - ISS PMO Project Planning Improvement

Tender description

Why the Work is Being Done ISS PMO provides project reporting to Senior Management. The data from EPM and ARM underpinning these reports needs to be consistent and reliable, providing a single source of the truth. ISS provides project assurance to the ISS review board. Project documentation consistency is required to provide confidence that the project is achievable and will meet its agreed outcomes. Currently within ISS, projects have inconsistencies in how they are documented. Many projects purely rely on schedules with no planning artefacts underpinning this, therefore leading to little evidence the project will deliver the outcome the customer requires. Problem to Be Solved 1. Produce a gap analysis detailing what policies/artefacts/guidance are required, liasing with PMO and Delivery Teams 2. Produce templates, policies and guidance in agreement with ISS 3. Identify and document the risks, assumptions and dependencies that affect the success of this work/implementation 4. Initiate the implementation within the contract time constraint of the templates/policies within selected delivery area(s) 5. For ISS to continue the change, we require a roadmap/change management plan to FOC to allow ISS to incorporate the new policies/templates into all delivery areas within extant ISS resource Who Are the Users ISS users will be: 1. PMO: requirement to see a definitive set of artefact templates with corresponding policies and guidance. An overall improvement of planning artefacts, contents and information/consistency within selected project(s), resulting in reliable reporting and more confidence through project documentation for project assurance. 2. ISS Delivery team(s): policies and direction on producing project artefacts. Clear direction on what information is required for assurance and the reporting cycle. Improved project artefacts aiding the assurance process in providing more confidence the project understands its scope, work and can justify its work estimates. Early Market Engagement Work Already Done During 2017/18 Project Controls EPM planning specialists have engaged with key project teams within ISS to generate, mature and maintain EPM schedules. Also part of this work was to undertake EPM upskilling of Crown Servants to continue this work. Some planning policies and guidance have been created to assist project teams. Project Planning training courses have been created to upskill project teams. Work is also underway to build a PMO artefacts library and PM handbook. Existing Team The selected Partner will be working with ISS Crown Servants and independent contractors that are already working on the projects and within the PMO. Current Phase Live Work Location MOD Corsham SN13 9NR, however there may be a requirement to liaise with projects within MOD Abbeywood in Bristol. Working Arrangments 1) The partner team to work on site at MOD for a minimum of four days a week (Monday to Thursday). 2) There may be a requirement for working at remote MOD sites. 3) The partner will need to work closely alongside ISS PMO and project teams. 4) No allowance for T&S, however it should be noted that some work will be required in Abbeywood, Bristol Security Clearance SC Clearance must be in place prior to the contract starting due to the projects the team are required to work with. The Authority WILL NOT sponsor SC or DV Clearance, it must be in place and remain valid for the duration of the contract. Additional T&Cs We aim to return feedback within two weeks of the advert closing. Bid Responses to be submitted on the templates provided and in Mircosoft Office Excel/Word 2013 format only. Suppliers must use Purchase to Payment Tool called CP&F or be prepared to sign up to the tool. The contract will be subject to acceptance of a Security Aspects Letter at Official-Sensitive level. IR35 Off Payroll Rules: The provision of this service is out of scope of this legislation, for this requirement. Skills & Experience Demonstrate recent experience of strong P3M knowledge based on APM Demonstrate recent experience in project planning and the knowledge required to determine best practice. Demonstrate recent experience of delivering public sector change projects/programmes Demonstrate analysis and evidence gathering experience; ability to understand where the gaps lie based on evidence and producing written analysis Demonstrate recent experience in producing planning policies that work in a pragmatic way for all Delivery Teams, including providing evidence Demonstrate recent experience in producing planning templates that work in a pragmatic way for Delivery Teams, including providing evidence Demonstrate recent experience of project planning in an Agile Project environment, including best practice examples for artefacts, policies and guidance Demonstrate recent experience of Stakeholder Management operating at senior level working collaboratively Demonstrate recent experience of P3M Structures and Portfolio delivery reporting Nice to Haves Demonstrate recent experience of ISS programmes, processes, systems or services Demonstrate experience of ISS and MOD approvals process Demonstrate experience in ISS and MOD CapInt process Experience of training and upskilling of Project Planning Understanding of EPM and Sharepoint No. of Suppliers to Evaluate 3 Proposal Criteria Provide a high level plan to your approach for identifying and introducing new planning artefact templates, policies and guidance into a mature business/project area in both Waterfall and Agile. (15%) Evidence recent examples that you have produced for project planning artefact templates, policies and governance. (5%) Evidence/explain how you will introduce planning policies and templates with a pragmatic approach that allows flexibility for projects; ‘one size fits all approach’ will not satisfy our requirement. (15%) Evidence/explain how you have provided transition/change plans to enable an organisation to continue the route to full rollout and adoption of policies and templates within delivery areas.(15%) Evidence your ability to mobilise your team quickly and to flex up and down resources to meet the demand of the project, whilst ensuring quality and consistency. (5%) Evidence of lessons learnt from previous change management projects specifically within project delivery governance. (10%) Evidence recent experience of delivering public sector change projects/programmes. Communications and Stakeholder Management operating at all levels collaboratively.(10%) Evidence your experience of ISS programmes, processes, systems or services.(5%) Evidence and explain how you have communicated new policies and change across multi-discipline teams. (10%) Evidence and explain how you have understood and incorporated project requirements whilst ensuring the results remain generic for the business.(10%) Cultural Fit Criteria Work as a team with our organisation and other suppliers (2%) Build trust and rapport with project team members, encouraging good working relationships. Plus, ability to share knowledge and experience with others. (2%) Be transparent and collaborative when making decisions. (2%) Have a no-blame culture and encourage people to learn from their mistakes. (2%) Can work with clients with varying levels of technical knowledge. (2%) Payment Approach Fixed price Assessment Method Written proposal Case study Presentation Evaluation Weighting Technical competence 65% Cultural fit 10% Price 25% Questions from Suppliers Budget range £450,000.00 (ex vat)