Robotic Process Automation - Identify and Assess Opportunities

Tender description

Why the Work is Being Done HM Land Registry (HMLR) would like to understand the potential for Robotics Process Automation to realise efficiency savings in our operations processes. A short pilot and internal communications will help HMLR build a business case and identify a range of processes which could benefit from RPA; understand the skills it needs to maximise the potential of RPA; and provide assurance around technical, security and governance questions. Problem to Be Solved HMLR has automated key parts of high volume business processes. However, due to a commitment to digital transformation we have seen a shift in the focus of our resources, also dealing with legacy systems and sometime complex processes, there remains significant amounts of manual intervention. Based on early testing, HMLR believes that Robotics Process Automation can deliver significant efficiencies and error reduction in business processing. Piloting RPA can give HMLR better data to understand the costs and benefits of the solution, and develop its knowledge for the range of services to which it can be applied Who Are the Users As a Service Manager I need to see RPA in action on a process so I can confidently make a case for the ongoing use of RPA. As a Product Manager, I need my team to receive training on RPA software so that I can understand what skills are required to support expansion. As an SME I need to see RPA in action so that I can provide assurances around security and data governance. As a Product Manager I need to understand the scope of opportunities for RPAs use to confidently go to the market for a longer term solution. Early Market Engagement Work Already Done HMLR has been through a brief phase of discovery with initial scans and early investigations into 3 process areas. We have engaged with a number of providers and RPA users to understand the variety of solutions available. Subsequently we have begun identifying further possible solutions for investigation. Existing Team The team involves a Senior Product Manager (Internal Digital Services), Associate Product Manager, IT Professional and two support officers responsible for mapping and understanding processes and learning more about the use of RPA software. Current Phase Discovery Work Location The supplier can work remotely but is also expected to be onsite at key stages of the pilot to attend workshops, sit with our users to understand the in depth processes and attend events to show the benefits of the solution and help build the business case. HMLR has offices around England and Wales, but locations will include Plymouth, Coventry & Durham as a minimum. Working Arrangments The work can be conducted remotely, with 2-4 workshops to be held in Coventry, Durham & Plymouth, with a number of observation sessions expected to be in up to 3 locations for further investigations into possible processes. Security Clearance HM Land Registry requires all supplier staff to have baseline personnel security standard clearance. Additional T&Cs The standard DoS terms and conditions will apply. T&S should be excluded from the fixed price cost. Any T&S will be paid in accordance with the HMLR T&S policy. Skills & Experience Have experience of introducing RPA in an operational environment with a variety of complex process and systems. Support knowledge transfer so that HMLR can understand what skills it requires in-house and from future procurement exercises Be able to measure the benefits of the trial Nice to Haves Demonstrate experience of working on a pilot Demonstrate examples of promoting RPA to other potential service areas Have experience of supporting benefits realisation processes No. of Suppliers to Evaluate 3 Proposal Criteria Approach and methodology Value for money How the solution meets the user needs set out in the requirement. Evidence of working with complex processes over multiple systems. Cultural Fit Criteria Share knowledge and experience with HMLR staff - 10% Work collaboratively with our colleagues in operational casework areas - 5% Have a positive and procaive approach to ensure the pilot is a success - 5% Payment Approach Fixed price Assessment Method Written proposal Evaluation Weighting Technical competence 40% Cultural fit 20% Price 40% Questions from Suppliers Budget range contract value is expected to be under £10,000