HRA Research Systems Programme

Tender description

Why the Work is Being Done We are replacing our existing research systems which allow applicants to apply for and receive approval to undertake health research in the NHS across the UK. The platform on which we are building the replacement is Pega Systems. In Feb 2020 we will go live with the first module in the new system. During Jan – March 2020 we wish to build two additional modules which link to our existing systems (provided by a third party) that will support our operational teams in reducing workload ahead of planned but not confirmed work to take place beyond April 2020. Further background detail can be found in Explanatory document (1) and a link to existing IRAS found at: https://www.myresearchproject.org.uk/ Problem to Be Solved Work to be done: 1. Develop a portal in the new Pega system through which applicants can upload post approval information to our existing system (HARP). There are a small number of studies that this does not apply to. 2. Develop a complex committee booking system (CBS) that integrates the new Pega platform with an existing 3rd party supplier system. Close and collaborative working with our 3rd party supplier will be required to ensure that the development is of high quality. The two modules should be developed and fully tested. Scheduling deployment will be a business decision but currently planned for late March 2020. Who Are the Users As an applicant I want to 1. submit post-approval documents into an existing system and receive confirmation of receipt. 2. book a slot from a selection of ethics committee meetings which is suitable for my type of study As a HARP user I want to 1. see an alert in my workspace in HARP showing that an applicant has made a post approval submission 2. see an alert which shows that a booking has been made and I want the system to revoke the booking if not submission is made within a set timeframe. Early Market Engagement The HRA commissioned an independent review of these systems in late 2017 / early 2018 to assess their ability to meet future requirements of both the EU Clinical Trials Regulation (EU CTR) and further improvements needed to support the wider UK research governance systems. This resulted in approval to procure a technical platform (Pega Systems) and associated implementation and support services to deliver a technology platform to provide the basis for the HRA to comply the EU Clinical Trial Regulation (EU CTR), associated EU Clinical Trial (CT) Portal development and Brexit, which have introduced a need for changes to the HRA systems. Work Already Done 1.Procured Pega platform (8.1) on Pega Cloud and Pega services to support initial build. 2.First module (CWOW MVP) and interfaces with 2 other systems almost ready for live deployment SIT and UAT planned. 3. Discovery work and high level sizing for phases 2 (user stories not in place). Existing Team Programme Manager, Resources Manager. Scrum Master, Product Owner supported by 2 Product Managers and SMEs 2 x Lead SAs and 2 SAs (contracted/seconded) 1 x Lead BA (contracted) and 2.5 x BAs (one of which will be working on the user stories for this development QA and Test Manager (contracted) + 5 x Test analysts (mix of contracted Supporting development and business as usual in a mixed model Also requirement to work with incumbent 3rd party supplier of current systems Current Phase Not applicable Work Location The HRA team is based at Skipton House, 80 London Road, SE1 6LH and it is expected that key members of the supplier team is co-located here. Any proposed near/off-shore resources need to be managed by the supplier and be available during UK normal working hours. Working Arrangments The programme is being led by the HRA and any supplier will need to work within an integrated delivery/management model. There will be a regular requirement to co-locate however there is flexibility to work remotely using appropriate technology. A key requirement of any supplier will be to ensure effective knowledge transfer during the period of engagement Security Clearance Additional T&Cs Skills & Experience Delivering large scale IT Programmes to include aspects such as; assurance planning, technical design review & assurance, planning and project management, quality control activities and review. Access to Pega Cloud, Software skills & Expertise Pega 8 / Pega Infinity, the ability to supply associated suitable experienced & accredited staff and there successful deployment in complex environments Experience of successful Agile Development and Delivery over a number of years Ability to evidence successful delivery of projects involving GDS assessments Interface development and implementation using Pega software to internal and external systems end points and use of and implementation of API management and solution deployment Integration Testing and support of testing strategy in particular automated testing and knowledge of automated test capabilities within Pega, and how they are supplemented using third party products. Data Management to include configuration, dictionary management and control, migration and archiving Able to demonstrate of successful knowledge sharing with customer Nice to Haves Knowledge of and expertise in Accessibility standards and guidelines Knowledge of and expertise in GDPR Compliance Knowledge of and expertise in Amazon Web Services (AWS) –capabilities and opportunities and ability to utilise them. Dev/Ops experience – build and support. Archiving solutions API management solutions selection and deployment Working in the health sector Working in the Public Sector Knowledge of Identity management Evidence of delivering at scale and under tight timescales. No. of Suppliers to Evaluate 5 Proposal Criteria Previous experience of delivery success Resources available and location (onshore / off shore) Overall experience of delivering at scale and in compressed timeframes Methodology and approach Proposed team structure Value added services available and Breadth of services Attitude and approach to the tender Risk mitigation and appetite Clarity of purpose and how the partner offer meets the HRA business objectives Breadth of expertise – management and technical Pega skills and experience Experience in Health and or public sector How the partner identified risks and dependencies and offered approaches to manage them Availability to start in January 2020 Cultural Fit Criteria Can work as a team with our organisation, ALB’s and other suppliers Is comfortable in adapting its delivery model to those of the host organisation Be transparent and collaborative when making decisions Have a no-blame culture and encourage people to learn from their mistakes Takes responsibility for their work Shares knowledge and experience with other team members Challenge the status quo Be comfortable standing up for their discipline Can work with clients with low technical expertise Ensures that all personnel supplied demonstrate appropriate values and behaviours that are not at odds with those of the HRA Payment Approach Capped time and materials Assessment Method Evaluation Weighting Technical competence 45% Cultural fit 15% Price 40% Questions from Suppliers No questions have been answered yet Budget range estimated contract value £1m