Open Source Solution for a Revenue and Benefits System

Tender description

Why the Work is Being Done The work is being funded by MHCLG Local Digital Fund. The purpose of this funding is to fund digital projects that address common local service challenges in common reusable ways. https://localdigital.gov.uk/fund The full application for the project can be found here https://localdigital.gov.uk/funded-projects-round-3/a-new-system-for-processing-revenues-and-benefits-data/ Every council in the country requires an IT platform to enable customer data to be processed in a timely, accurate and efficient manner. Current suppliers are resistant to inter-operability and none have expressed an interest in developing a new core system. The cost of these systems and additional modules is considerable. This approach by suppliers hinders LAs ability to raise logic across different systems, raise and analyse data across other parts of the organisation, develop APIs, encourage automation and deliver cost savings. IT platforms are driving the process rather than the other way around and LAs have limited abilities to remodel and adapt their processes from a user perspective. Problem to Be Solved Hypothesis to test: 1. That an in house system can be developed and supported by LAs which is open source. 2. Current offer from suppliers is not meeting user needs 3. There are cross authority benefits from having an in house system that cannot be realised through the supplier market. We would expect the consultant to produce: ● User Research Report - The primary users will be back office staff and interested third parties such as DWP, however in order to gain a holistic end to end view, end users should be a secondary user base. ● Business Case ● Recommendations Report (including considerations of moving to Alpha stage project) – clear breakdown of resources and timescales including a clear scope of the next phase and ideally phases up to delivery A separate piece of work is being undertaken to determine whether an open source componentised IT solution is feasible and scalable and is outside the scope of this piece of work Who Are the Users As a Revs and Bens Manager, I need confidence in the process so that the services provided are legal, correct and accessible. As a Revs and Bens Officer, I need to administer Revs and Bens data as quickly and accurately as possible so that I can meet my processing targets and minimise complaints from customers. As a Resident, I need to know my data will be processed quickly, securely and accurately so I can pay my rent. As a Business, I need to know my data will be processed quickly and accurately, and I will be billed in a timely manner so that I can prioritise my income and manage my accounts. As a Chief Digital Officer, I need to break computer systems into digital components so that we can change the way we work and serve our local customers. As the DWP, I need to ensure claims are processed accurately and in accordance with regulations and legislation. Early Market Engagement Work Already Done Existing Team • Amanda Pujol-Project Lead-Head of Community services and Improvement, Teignbridge District Council • Tracey Hooper-Revenue, Benefits and Customer Services Manager, Teignbridge District Council • Libby Jarret, Service Lead Revenues and Benefits, East Devon Council • Laura Fricker, Service Lead Revenues and Benefits and Customer Access, Exeter City Council • Robert Manser, Shared Service Revenue and Benefits Manager, Basildon and Brentwood Council • Paul Davidson, Chief Information Officer Sedgemoor District Council • Kay O Flaherty, Business Improvement & Development Team Leader, Teignbridge District Council • Laurence Whitlock, IT Director Strata • David Sercombe, Head of Business Systems, Strata Current Phase Discovery Work Location The supplier will be expected to conduct user research at each partner organisation site – Teignbridge, Exeter, East Devon, Brentwood, Basildon and Sedgemoor. All associated expenses, including travel costs, should be included in your costs and will not be reimbursed separately. Base organisation will be Teignbridge District Council, Newton Abbot. Working Arrangments The supplier is expected to work alongside the Project Work plans will be agreed and monitored by the project lead. The supplier should demonstrate effective use of Agile Principles adopting the use of scrums and short and concise deliverables through sprints and will be expected to work in the open and use digital collaborative tools to engage with a wider audience. Security Clearance Additional T&Cs This project must be delivered in line with the commitments the collaborating organisations have made as signatories to the MHCLG Digital Declaration https://localdigital.gov.uk/declaration/ Skills & Experience Be able to provide a multi-disciplinary team including project manager and experienced user researchers Experience of designing and running similar projects and providing associated reports. Experience of transferring skills to people with limited or no user research background. Demonstrate experience of agile working principles, tools and techniques Experience of running user research projects preferably within a digital space. Evidence data analysis skills and presentation of findings. Experience of identifying a wide variety users of digital services in public domain and securing their participation in user research. Experience of delivering detailed business case and user research reports. Nice to Haves Understanding of Revenues and Benefits services Experience of leading Discovery phase within the public sector Knowledge and experience of delivering digital solutions to GDS service standard and design principles Demonstrate understanding of the requirements necessary to move from Discovery into an Alpha stage project No. of Suppliers to Evaluate 4 Proposal Criteria The proposed approach and methodology Team structure including experience and skills Identification of risks and how to mitigate them Cultural Fit Criteria Work as part of team with our organisations Be transparent and collaborative Share knowledge and experience with other team members Challenge the status quo Payment Approach Capped time and materials Assessment Method Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers No questions have been answered yet Budget range