Data/information collections using online forms - for education providers and the general public

Tender description

Why the Work is Being Done The ESFA Data Collections systems are used to collect financial, participation, attainment and building information from Academy Trusts, Local Authorities, FE and Apprenticeship Providers and Diocese to inform its funding allocations, payments, services and market oversight remit. The data is collected through bulk upload, online forms and document exchange platforms. The Online forms functions needs support to develop new forms: (1) Business Analysts support for individual forms (2) a user centred design team consisting of User Researchers, Content Designers and Interaction Designers (3) Agile Delivery Managers (4) Programme support staff. Problem to Be Solved During 2018 and 2019, The ESFA will continue to automate it's data collections. We need to do this to become more user centred: we need to make sure any collections put the user at heart ; only collect data we need; collect it in a format that allows easy return by the customer; and makes ure that all data collections follow GDS guidelines for compliance with central government guidelines. Collecting data via the online forms service ensures data collected is goverened and stored in a central corporate data repository to increase it's quality and use across the department. Who Are the Users As a customer ESFA/DfE I need to submit data returns to DfE so that they have everything they need to enable the allocation of my funding, payment of claims, or to make my mandatory returns/declarations.. As a member of the public I need a way to contact ESFA/DfE to raise an enquiry / register my interest in a campaign / raise any concerns As a DfE civil servant, I need to be more efficient in collecting and processing a variety of data/information from customers to provide a high quality data collection and analysis service to all areas of DfE Early Market Engagement Work Already Done We provide an online forms service - and have delivered and host over 60 forms currently. Last year we added a further 6 online collections. All are individual projects and follow Agile methodology. Projects follow DfE/GDS assessments where applicable. An example of a public facing, very simple form is our ESFA Enquiry Form (most of our forms require sign in) https://form.education.gov.uk/en/AchieveForms/?form_uri=sandbox-publish://AF-Process-f9f4f5a1-936f-448b-bbeb-9dcdd595f468/AF-Stage-8aa41278-3cdd-45a3-ad87-80cbffb8b992/definition.json&redirectlink=%2Fen&cancelRedirectLink=%2Fen This programme of work is for online collections, through to Data Transformation/Storage and Reporting. There are a number of new online forms being delivered, which are in Alpha and Beta stages, in addition there will be new projects arising. Existing Team The supplier will be working with civil servants and multiple suppliers across various strands of work for delivery of the service. Typically within Agile delivery teams, working with Product Owners, Delivery Managers, Business Analysts, Developers, User researchers, Interaction designers, Content Designers, Testers and Project support staff. Working with the team above, we are looking to put in place a contract to deliver the digital outcomes for DS online forms and this programme of work, which will also be supported by several capability contracts, for example, for testers and developers (which will also be advertised via DOS). Current Phase Not applicable Work Location Education and Skills Funding Agency, Cheylesmore House, 5 Quinton Road, Coventry CV1 2WT, with occasional travel to other locations nationwide. Working Arrangments Onsite full-time 5 days a week co-located with the rest of the team at the ESFA offices in Coventry. Occasional travel to other ESFA (or partner organisation) offices may be required, subject to ESFA travel and subsistence policy. This programme uses agile methodology. Successful application of agile principles and techniques requires that the teams are co-located and able to work directly with colleagues representing digital delivery, operational and policy requirements. Security Clearance The successful supplier must be able to demonstrate that all proposed team members have been subject to Baseline Personnel Security Standards checks. However higher levels of Security Clearance maybe required dependant on work agreed in the Data Science Programme of work. Additional T&Cs Standard DOS framework and call-off terms and conditions. Expenses as per the ESFA travel and subsistence policy. Skills & Experience Proven experience in delivering digital projects and products Proven experience of using a range of agile and lean practices, tools and techniques Strong communication skills with the ability to proactively manage stakeholders by collaborating on decisions Experience of being able to challenge and influence decisions Proven experience balancing multiple priorities Understanding of the digital landscape Strong verbal, written and visual communication skills that you are able to tailor to the needs of the audience Knowledge of the Government Digital Services design guidance. Experience in matrix-managing multi-disciplinary teams Demonstrable experience of delivering multiple projects in a fast paced environment Experience of passing GDS assessments Demonstrable experience of working in a User Centre Design team (User Research, Content Design and Interaction Design) Demonstrable experience of user research, content design and interaction design within an environment working to the Government Digital Service Standards / Service Manual including the assessment process Nice to Haves Experience in developing Data Science products/services in the UK education sector Knowledge of current technologies used to build and operate digital data collection services Experience of leading workshop to gather/understand requirements from a large group of stakeholders No. of Suppliers to Evaluate 3 Proposal Criteria Demonstrate/provide examples of how the supplier has worked with delivery teams in a product delivery role Demonstrate/provide evidence of how the supplier contributes to building an effective multidisciplinary team Demonstrate/provide evidence of the supplier’s approach to incorporating user needs and government needs into the product backlog and prioritises work effectively and efficiently Demonstrate/provide evidence of how the supplier actively promotes understanding and acceptance of agile, user-centred delivery Demonstrate/provide evidence of how the supplier has worked in a multi-team environment with multiple product owners collaborating to deliver a broader service Demonstrate/provide evidence of ho the supplier has ensured knowledge transfer to permanent staff Cultural Fit Criteria Demonstrate courage (for example, express controversial views, confront reality, make tough decisions, question actions inconsistent with group behaviours, candid about progress/estimates) Demonstrate vulnerability (for example, declare uncertainty, fear, recognise mistakes, apologise, acknowledge weaknesses) Demonstrate responsibility (for example, act like a leader, serve your team, provide solutions to problems, engage in external/internal environments, seek the best for the organisation beyond your team) Demonstrate simplicity (for example, take simple steps to goals, do less but better, mitigate failures, talk straight with respect) Demonstrate excellence (for example, seek actionable feedback, set challenging targets, know users, deliver cost effective high level customer satisfaction) Demonstrate enthusiasm (for example, bring whole self to work, celebrate success, share passion and energy with others, optimistic) Payment Approach Capped time and materials Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers Budget range estimated at £1.4 million