NHS Digital - Jira and Confluence Implementation

Tender description

Summary of the work Migration plan of projects/teams/departments migrating onto JIRA/Confluence from instances of JIRA, Redmine, Trello and others. Installation/configuration of plugins on the instance Configuration of Atlassian toolset through the strategic evolution of service/s. Established Community of Practice Training plans to users Documented terms of service and best practices. 3rd line technical support Expected Contract Length 12 Months Latest start date Thursday 30 August 2018 Budget Range £250k - £275k Why the Work is Being Done The NHS Digital, Digital Delivery Centre ("DDC") utilises Atlassian tools (JIRA & Confluence) to collaborate and track / visualise delivery of products and services. This tool set has now been made available to other NHS Digital IT development departments and domains/programmes. Each department will require support to plan and transition to the DDC Atlassian tools. Problem to Be Solved Implement Jira and Confluence for new NHS Digital programmes and get programme resources engaged in using the product.. Who Are the Users NHS Digital programme and DDC resources need to manage their work. Early Market Engagement None Work Already Done Widely implemented and used in the DDC, plus some NHS Digital programmes. Existing Team A couple of part-time allocated DCC support and administrator resources. Current Phase Not started Skills & Experience • Proven experience of implementation/configuration/administration in large (1000+ users) JIRA/Confluence environment. • Qualified in use of Atlassian Jira Configuration • Qualified in use of Atlassian Confluence administration • Experience of the implementation of and migration to JIRA & Confluence across multiple geographies and within large enterprises (1000+ users) • Proven experience of migration of JIRA projects between two server instances • Evidence of Migration of Confluence spaces between two server instances • Proven experience of Migration of Redmine projects into a JIRA Server instance • Experience of setup and configuration of Atlassian plugins • Proven experience of Fisheye to JIRA Server and connection to codebase within a data centre • Proven experience of Crucible to JIRA Server and connection to codebase within a data centre • Proven experience of Portfolio • Proven experience of Microsoft Sharepoint integration with confluence • Proven experience of Confluence HTML form submissions into JIRA • Proven experience of Operation of 2nd/3rd line service desk support team within an ITIL environment • Proven experience of House keeping of an enterprise scale JIRA instance. Nice to Haves • Knowledge of Atlassian plug-in estate • Experience of Atlassian Service Desk • Experience of Cherwell Service Desk • Experience of Linux / Windows SysAdmin • Experience of migration of JIRA projects between JIRA cloud and JIRA server • Experience of migration of Confluence spaces from Confluence Cloud to Confluence server • Experience of using Cherwell or a similar service desk support tool. Work Location Leeds Working Arrangments Working on customer site alongside Customer delivery teams Security Clearance Baseline Personal Security Standard Additional T&Cs NHS Digital Supplementary Terms and Conditions No. of Suppliers to Evaluate 3 Proposal Criteria Criteria to be made available to Shortlisted suppliers via Bravo portal at Stage 2. Cultural Fit Criteria Criteria to be made available to Shortlisted suppliers via Bravo portal at Stage 2. Payment Approach Fixed price Evaluation Weighting Technical competence 65% Cultural fit 5% Price 30% Questions from Suppliers 1. Does a support model for the tools exist or will this need to be defined and delivered by the supplier? A 1st and 2nd line support structure is operated by NHS Digitals National Support Desk. The scope of 1st and 2nd line is creating: users, JIRA projects and confluence pages. Amending JIRA workflows, screens, privileges and amending Confluence page privileges. The winning supplier will be responsible for providing 3rd line support for the customised tailoring and configuration of projects/spaces and the atlassian toolset 2. Does ‘3rd line technical support’ mean that the supplier is expected to administer the tools, and does this include platform or applications only? Yes, the supplier will be expected to administer the tool and manage any configuration changes. The tech stack and platform that JIRA/Confluence operate on are outside the remit of this SOW and managed by an internal team. The supplier will be responsible for the administration of all atlassian applications. 3. How will success be measured against each of the work items, for example is ‘training plans for users’ specific to individuals or groups? Does delivery of a ‘plan’ include training delivery also being completed? The Supplier will draw up an agreed roadmap of deliverables. The tracking and delivery of these milestones against the roadmap will be used to assess the success of the supplier. Within the roadmap the supplier will be expected to provide training to National Service Desk support, groups of key users and to each migrated team. Training content will vary depending on the audience. These training sessions will be scheduled into the roadmap of deliverables. The roadmap will mainly focus upon the delivery of migrated teams. 4. Is it possible to clarify the number of technical migrations, the source platforms, and the number of in-flight programmes affected by future migrations? A current migration roadmap with T-shirt sizes was specified within the SOW. This portrays the velocity of delivery expected from a contracted supplier. Please note this roadmap didn't outline the additional training sessions set up with various groups not within a migration. The number of technical migrations will be agreed at the beginning of the SOW based on current state of priorities. 5. Is there flexibility on the delivery model (i.e. blend of onsite and remote delivery), as long as the business outcomes are achieved? A regular presence must be onsite to provide on hand technical support should they be required. Remote working is by exception only. 6. How many instances of Jira, Confluence, Redmine, Trello do NHS have? Presently this is unknown. The supplier will be responsible for managing the backlog of instances wishing to join the single instance. The backlog presently stands at 30 requests. We don't expect the supplier to actively seek and find teams to join the single instance. This would only become a requirement if the backlog of requests was completed. 7. Do you need integration with Active Directory? SSO? Do you expect any other types of integrations with your internal systems? Are you aware of the impact on licensing? Do you know if you have any customisations via scripts or custom add-ons or user macros? No, SSO active directory is not required. We try to reduce the development of customisations but have a customised two factor solution managed and maintained by an internal team. 8. Are you currently using a support tool like Jira Service Desk? How many people needs to be trained on Jira and Confluence? What are the roles of people who needs to be trained? What level of testing to you want to do during the test migration? What level of documentation do you expect (full migration procedure or something more basic)? We utilise the corporate service desk tool -Cherwell. 50 staff need to be trained in administration of JIRA. Then a series of 5-10 training sessions need to be setup and ran for project admins. In addition to a admin, project admin and user session for each individual migration. Testing should be performed within our PTL environment and be repeated until a successful migration can be ensured. A standardised Migration process should be documented to aid. Full decision and issue logs should be maintained for the migration with a clear workoff plan for any issues due to be fixed post migration. 9. What other tools do you want to migrate from? Would it be possible to get the admin access to all these tools along with access to the server? Is your current Jira's capacity big enough to accommodate the migrated data? Can you give some indication on total number of issues/tickets and users that you are planning to migrate? What is your usage in the last 6 months and next months? We would need this to recommend you scalability of Jira and Confluence in future? Can you send us the System info pages of all your Jira and Confluence instance? Tools, JIRA, Trello, Redmine..have been specified in SOW. All teams wishing to migrate as a pre-requisite must provide admin access to their toolset. Our current JIRA capacity is forecasted to be exceeded by migrations, supplier will provide input into the strategic direction of how best to scale and support this growing demand. See sample roadmap for indication of size and complexity of projects. System info pages are not available for distribution scalability recommendations may be provided upon full assessment of the estate. Basic info we utilise postgres72, Apache Tomcat/8.5.6 and JAVA 1.8.0_102. Our JVM memory- 4029MB and database stats-on sheet2. 10. Do you already have the target Jira and Confluence instances running? If yes, how big is your target Jira and Confluence instance in terms of number of users, projects and spaces, attachments? If no, will you be installing the new target environment or would you like us to do it? How many other Jira instances you have, that you want to consolidate? How big is your Redmine instance in terms of number of users, projects and attachments? How big is your Trello instance in terms of number of users, projects and attachments? target instances are running. Please see JIRA database stats on sheet2. its unknown how large other instances are until a discovery (max 1 week) investigation phase has been completed with the engaging team. 11. What's been done so far on configurations and sizing up the data? nothing 12. Do you use Cloud or Server? Server 13. How many Projects, Number of plugin module types? "Project details are identified in sheet2,key plugins areAgile Cards for JIRA, Draw.IO for Confluence, Timesheet Reports and Gadgets for JIRA, Zephyr for JIRA -Test Management , ScriptRunner for JIRA, JIRA structure Plugin, Tempo Timesheets for JIRA, Suite Utilities for JIRA" 14. What Configurations do they currently have? conformance to atlassian and developers guidance. 15. We will need System Information Pages for each of the instances - this will give us all the information of the system, the data structure, number of plug ins. Will this be made available? This information may be attained during the discovery phase of each migration by the winning supplier. 16. Will we have access to the internal configuration and the data in each instance? Will this be made available? yes the winning supplier will have administration access on each instance. 17. Has any capacity planning been performed to identify / confirm adequate server resources? yes, the infrastructure team manage this side of resources but the suppliers advice and expertise will be utilised to plan route forward. 18. What is the skill set of the current part time resources and will they continue with the project? Varying and this is where the suppliers training will be required to develop a standard knowledge across areas. 19. Governance - how will this project be incorporated locally and what department will it report into? Reporting into the Digital Delivery Centre 20. Is there a signed off Requirements Catalogue/ user stories No 21. Is the methodology prescribed as Agile, waterfall or mix Agile 22. How many departments are to transform and what is their anticipated user base? Presently this is unknown. The supplier will be responsible for managing the backlog of instances wishing to join the single instance. The backlog presently stands at 30 requests. We don't expect the supplier to actively seek and find teams to join the single instance. This would only become a requirement if the backlog of requests was completed. 23. Will NHS D be using their existing server infrastructure or will it require hosting? presently hosted but further options are being reviewed. 24. Do you have a staging/test environment? yes. 25. Please can you clarify whether you require Junit OR NUnit? Does NHSD want details for both or just one? And if the question requires both, can we use more than one example We host using Junit 26. Please can you clarify whether you require Linux OR Windows? Do NHSD want details for both or just one? And if the question requires both, can we use more than one example? We host Linux 4.4.0-130-generic 27. Please can you clarify whether you require C OR C#? Does NHSD want details for both or just one? And if the question requires both, can we use more than one example? ? Suppliers recommendations will be desirable on best option.