Robotic Process Automation - Identify and Assess Opportunities

Tender description

Summary of the work A short pilot of Robotics Process Automation to build a business case; understand the skills required; identify additional business processes that could benefit (achieved through internal comms) and provide assurance around technical, data and security risks. Expected Contract Length Discovery is expected to be for a fixed period of 6 weeks. Latest start date Monday 19 November 2018 Budget Range Contract value is expected to be under £10,000 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. 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 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 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. 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 Evaluation Weighting Technical competence 40% Cultural fit 20% Price 40% Questions from Suppliers 1. Are the numbers correct here? £10,000 budget and up to 6 weeks work? It should be a fixed term of 6 weeks work and a budget of up to £10k. With value for money being a factor here 2. Given the work request and expectation (multiple workshops, process observation, use case identification and MVP construction) could you clarify that the budget expectation of £10K (Ten) is correct please? Yes, that is correct, there would be a max of 2-3 workshops only and we would only expect deep dives into a max of 3-5 processes in that time. 3. The summary of work talks about a short Pilot, please share scope of the pilot. It is a fixed 6-week pilot to help us understand the application of RPA in HMLR and our future requirements for licences. 4. Is it possible that some roles can work on the Pilot from offshore locations? It is possible, but there is an expectation that there will be on site roles and we would need to consider possible security implications if sharing any data that hasn’t been anonymised. 5. The summary section mentions scope identifying additional processes that could benefit. The answer to suppliers question no 2 mentions deep dive into about 3 to 5 processes areas. Are there any process areas already identified for deep dive? We have started the process of identifying possible processes to have a backlog ready for the deep dive, but this will not be a definitive list and so we would expect further opportunities could arise through this process. 6. The requirements for Product Manager is “my team to receive training on RPA software”. What are the training expectations from the vendor during Pilot? Does this include showcasing what RPA technology is capable of Yes, it could. We would want to understand how best to work with RPA, efficiently and effectively. 7. The section “Any work that’s already been done” mentions about initial scans and early investigations into 3 process areas. Please provide us the 3 process areas already investigated? Can we get access to the outcomes of this initial scan? We do not intend to share the outcomes of the previous scans. 8. The section “Any work that’s already been done” mentions number of providers and RPA users. Can we know the names of RPA vendors/tools considered during this initial work? Is there any preference for the RPA vendor/tool for the Pilot? There is no preference on a tool at this point. 9. We understand you have already automated key parts of high volume business processes. Are you able to share what tools and techniques you used for this? We do have our own in-house technology department, who use multiple methods to automate our own in-house systems. This is looking for opportunities to realise automation without the need to make fundamental changes to our systems. 10. Have you already identified candidate processes for the pilot stage? What are they? We have started the process of identifying possible processes to have a backlog ready for the deep dive. 11. Based on your initial discovery work, What level of understanding and experience would you say HMLR currently has? We understand RPA and what it can do more generally, but not how that fits with our own processes. We do have our own in-house technology department, who we can access to understand what we have been able to automate to date during the trial. 12. Are plans in place to manage RPA requirements such as infrastructure preparation and subject matter expert availability? We need to understand more about potential requirements in this area. We do have our own in-house technology department working daily on our in-house systems, who we can access. 13. Does HMLR have any preferences for RPA tools? Have you already selected a preferred tool? If not, do you want us to provide guidance to recommend an suitable RPA tools as part of this phase? We want to understand the types of tools required. At this point we have no preference. 14. Are you able to share which process areas HMLR has worked with other RPA service providers? We want to understand the types of tools required. At this point we have no preference. 15. Does HMLR plan to build an in-house RPA team to roll-out automation or do you plan to outsource it? We have a team of people who want to make this happen and as stated, would expect them to be up-skilled on RPA and how to use it as a tool, but at this point we need to understand our capabilities regarding RPA and the software. 16. Is travel included in this budget? Or can travel costs be charged to the client? T&S should be excluded from the fixed price cost. Any T&S will be paid in accordance with the HMLR T&S policy.