Discovery and pilot of Robotic Process Automation

Tender description

Why the Work is Being Done Kingston and Sutton councils would like to understand the potential for Robotic Process Automation to support the delivery of end-to-end digitisation. A short pilot and internal communications will help us to 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 The councils have automated key parts of high volume business processes. However, due to challenges in the design of back office systems and the limitations of some older software there remains significant amounts of manual intervention. We believe that Robotic Process Automation can deliver significant efficiencies and error reduction in business processing. Piloting RPA can give us 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 head of service I need to see RPA in action on a business process so that I can have confidence in the business case. As a Digital and IT professional I need to see RPA training so that I can understand what skills are required to support its expansion. As a Digital and IT professional I need to see RPA in action so that I can provide assurances around security and data governance. As a service manager I need to see RPA in action so I can understand where it might benefit my service and residents / users. Early Market Engagement None Work Already Done The councils have a Digital Strategy and there is a theme within the strategy regarding maximising the use of technology. We are undertaking digital service redesign and need to make significant savings, and we think RPA will support this. Existing Team We have a multi-disciplinary team which works alongside corporate transformation teams and service areas to undertake digital service design. Existing skills include business analysis, development, testing, user research, interaction design, data management, user experience, and more. The team works using an Agile approach. Current Phase Not started Work Location Guildhall Complex, High Street, Kingston upon Thames, KT1 1EU and Civic Centre, St Nicholas Way, Sutton, SM1 1EA Working Arrangments The supplier can work remotely, but is expected to be onsite at key stages of both the discovery and pilot to run some workshops and support some internal communications events which show the benefits of the solution and help build the business case. Security Clearance Additional T&Cs Skills & Experience Have experience of introducing RPA in a local authority. Have engaging ways of promoting RPA to other services within a local authority. Support knowledge transfer so that we can understand what skills it requires in-house and from agencies. Have demonstrable experience of working on a pilot. Be able to measure the benefits of the trial. Nice to Haves Provide demonstrable examples of promoting RPA to other potential service areas. No. of Suppliers to Evaluate 3 Proposal Criteria Value for money How the proposed approach meets user needs Creativity in the design of the pilot Technical solution Cultural Fit Criteria Work collaboratively with colleagues in service areas and Digital & IT. Have a 'can do' approach to ensure the pilot is a success. Experience delivering in an open, collaborate, agile way according to the principles outlined in the Government Service Design Manual. Demonstrate simplicity (e.g. do less but better, explaining complex issues in a clear, simple way, break down and prioritise complex issues). Work as a team with our organisations, partners and other suppliers. Be transparent and collaborative when making decisions. Share knowledge and experience with team members and the wider service. Work openly - for example, sharing findings from other councils and with other councils. Payment Approach Fixed price Assessment Method Written proposal Case study Work history Reference Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers Budget range up to £20,000 for the discovery and pilot