Core Services Transformation - Operating Model, Business Case and Roadmap

Tender description

Why the Work is Being Done The Council is transforming how core services of Finance, HR, Payroll and Procurement are delivered. Current systems and processes are often bureaucratic and bespoke resulting in unsustainable operating models requiring review. The Council is looking to transform through maximising the potential of new technology. Key outcomes: • Standardise work. Automate routine/transactional activities; • Maximise potential from new standardised technology; • Enable the workforce to be the best they can / skills for the future; • Maximise the use of our modern workplace, enable modern work styles; • Maximise the use of use of mobile working; • Enhance the user journey. Problem to Be Solved The Council operates a mixture of internally developed and “off the shelf” systems with a complicated architecture. A large number of these are highly bespoke in terms of functionality and business process. The Council is looking to maximise the potential of any new technology, using an approach of adopting how that technology works rather than adapting it to meet our specific circumstances. Our future operating model, case for change and roadmap need to encapsulate this core principle, demonstrating how service delivery can be swiftly transformed through maximising the potential of standardised technology solutions and standard ways of working. Who Are the Users The programme will focus of reviewing the organisational structures, policies, processes and systems in operation to support the Finance, Procurement, HR and Payroll activities of the Council. To a greater or lesser extent these activities involve officers from all areas of the Council, at all levels, plus external partners such as schools. The main administrative effort is focused in: • Financial Services – Finance, Commercial and Financial Management; • Shared Services – Pensions, Business Support and Business Administration; • HR • Procurement Early Market Engagement A pre-market engagement exercise has been conducted with suppliers of IT systems to understand the technologies available, however we have not completed any market testing of partners that could support our transformational programme and implementation plans. Work Already Done We are at the start of our journey. We have formed the core programme team, are developing our vision, design principles and understanding our current environment. Existing Team Programme Manager Lead Business Analyst Finance Lead HR Lead Business Support Lead Current Phase Discovery Work Location Civic Hall, Leeds. Working Arrangments Flexible – both office based and remote as required. The Council operates a flexible working policy encouraging remote working to reduce travel and office space requirements. We expect the supplier to be available for meetings on site if required but also to be able to deliver the required outcomes through remote working. Security Clearance N/A Additional T&Cs N/A Skills & Experience Proven track record of delivering large-scale transformation in relation to Finance/HR/Payroll and Procurement services within the Public Sector (3 Points) Proven track record of developing strategic vision for Finance/HR/Payroll and Procurement services within a Public Sector organisation (3 Points) Proven track record of developing a revised operating model for Finance/HR/Payroll and Procurement services within a Public Sector organisation (3 Points) Proven track record of developing a roadmap for change for Finance/HR/Payroll and Procurement services within a Public Sector organisation (3 Points) Proven track record of aiding and accelerating development of business case for new systems and processes relating to Finance/HR/Payroll/Procurement systems and services in Public Sector organisation (3 points) Ability to provide intelligence, insight and benchmarking data minimally relating to resources, processes, operating models, costs, savings, benefits (3 points) Experience of working with Local Government Financial, Procurement, HR and Payroll rules and regulations (2 points) Ability to introduce Leeds CC to other Public Sector organisations who have undertaken similar programmes and projects to enable shared learning (2 points) Proven track record of advising on options relating to procurement approach for new Finance/HR/Payroll and Procurement systems for a Public Sector organisation (3 points) Nice to Haves Relevant experience has been gained by working with other large Councils (2 points) Proven track record of implementing ERP and Best of Breed solutions within a large Council (1 point) Ability to introduce Leeds CC to other large Councils who have undertaken similar programmes and projects to enable shared learning (1 point) Proven track record of working with other Councils to migrate Finance/HR/Payroll/Procurement systems from on-premise to the Cloud (1 point) No. of Suppliers to Evaluate 4 Proposal Criteria Approach - Collaborative, provides challenge, offers alternatives. Works with the team developing skills and knowledge (4 points) Method - previous experience, based on tried and tested approach, based on Public Sector standards and rules, uses own “off the shelf” materials and research to fast-track work (4 points) Timescale - Focussed on meeting deadlines as previously stated (4 points) Team Size - Proportionate, representative of a collaborative approach (4 points) Risks and Dependencies - Realistic, limited to a top 10, clearly articulated (4 points) Cultural Fit Criteria Collaborative, open and positive in approach and opinions (4 points) Willing to share knowledge, intelligence, insights in open and transparent way (4 points) Able to work alongside established programme team and able to establish positive working relationships (3 points) Able to work remotely from the team whilst maintaining strong relationships (3 points) Willing to provide challenge and offer alternatives in a constructive manner (3 points) Have a structured approach to planning and sharing knowledge (3 points) Payment Approach Capped time and materials 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 maximum of £50,000