Discovery into Corporate Services (HR and Finance)

Tender description

Why the Work is Being Done At present the department uses SAP to manage its finance and HR processes as well as some areas of the procurement process (contract management is handled elsewhere).  The current version of SAP ends in March 2025 at which point the department will be required to move to the Cloud version of SAP if it does not have any alternative.  A discovery is therefore needed now to understand what corporate systems MHCLG needs going forward. Problem to Be Solved MHCLG would like to better understand how they might make decisions about the corporate systems used within the organisation so as to better meet user needs and bring the department in line with the Government Shared Services Strategy. We understand the importance of these decisions and would like to make informed, user centred decisions so as to create better ways of working for the future and invest in systems that increase the efficiency of the department and improve the user experience. Who Are the Users The hypotheses we would like to test are: As an employee I need to be able to access HR services SO THAT I can manage my leave AS an employee I need to be able to access my personal information So that I can update my details AS a member of the finance team I NEED to be able to use the reporting system SO THAT I can provide accurate and timely figures AS A member of the HR team I NEED to be able to manage holiday and sickness data SO THAT I can ensure employees are paid correctly Early Market Engagement None Work Already Done User Research has been conducted by the SAP team to help them make a number of improvements to the existing employee service to better meet user needs. Existing Team Service Owner and a team working on the existing service and user centred improvements to it. Current Phase Discovery Work Location We expect the successful supplier to work regularly with MHCLG in 2 Marsham Street, London. The supplier may work 1-2 days off site. MHCLG will not fund travel within London, but will fund necessary travel outside of London. Working Arrangments The supplier is expected to work onsite alongside existing teams for at least 3 days a week. We would prefer the team to be co-located in 2 Marsham Street but expect travel for user research and other activities. We expect the supplier to work using agile methodology. The supplier will also be expected to work openly. Security Clearance CTC or above is desirable as staff won’t need escorting on site. There is no requirement for supplier personnel to be security cleared. BPSS clearance will be required to access MHCLG's ICT systems. Please make it clear whether staff have CTC security clearance or not when submitting responses. Additional T&Cs All materials/outputs derived from the contract shall be the property of MHCLG. GDPR requirements shall be discussed and agreed with the preferred supplier at the appropriate time. Skills & Experience Using examples, experience of delivering discoveries in line within the Government Service Manual. Using examples, experience of recruiting users for research. Using examples, experience of delivering user-centred solutions to problems. Using examples, experience of conducting business analysis on an existing service. Using examples, evidence of meeting skill requirements based on the anticipated composition of the team Nice to Haves No. of Suppliers to Evaluate 3 Proposal Criteria Understanding of user needs Approach and methodology Team structure Estimated timeframes for the work Cultural Fit Criteria Be transparent and collaborative when making decisions Challenge the status quo Care deeply about users Share knowledge and experience with other organisations Payment Approach Capped time and materials Assessment Method Written proposal Work history Presentation Evaluation Weighting Technical competence 45% Cultural fit 15% Price 40% Questions from Suppliers Budget range a budget range of between £75,000 to £90,000 (exclusive of vat) has been allocated for this requirement.