DfE Capital Directorate Systems and Data Discovery

Tender description

Summary of the work DfE require a highly skilled, collaborative supplier with experience in delivering services that meet users' needs and in line with the GDS Technology Code of Practice to deliver the discovery to investigate the processes and systems required to improve the efficiency and effectiveness of the DfE-Capital Group Division. Expected Contract Length 6 to 12 weeks for the initial discovery works Latest start date Friday 1 February 2019 Budget Range Up to £150,000 (Inclusive of VAT and expenses) Why the Work is Being Done Capital Group has multitudes of different systems capturing similar types of data sets. The objective is to review the current landscape of business services, processes, applications, data and technologies across DfE Capital division. Highlighting common data usage and areas of work and identify opportunities to exploit and adapt existing technologies Explore which systems can be consolidated to provide a single view of the customer via holistic views of data across programmes supported by (and facilitating) analytical data-modelling. Explore efficiencies which will be gained through improved systems and reduced errors with silo stale data. Discovery to be completed 29th March 2019. Problem to Be Solved Capital Division are wanting to have a better understanding of how they can: 1) Reduce user error; improve system resilience and therefore increase efficiency and make financial savings for DfE. 2) Make Improvements to the management information removing data duplication and associated risk of errors and provide the ability to view and report on Capital data across all programmes. 3) Improve the user experience, eliminating the need to update multiple systems with the same information by consolidating systems, processess, applications, data and technologies. Who Are the Users As DfE Capital Group, we need to be able to have a single holistic view of data across all programmes so that informed decisions can be made, minimising users duplicating data, and enabling data continuity. To achieve this a review of user process, data and systems is required with the anticipated result in developing rationalised and integrated solutions to provide the designed outcomes and benefits. Early Market Engagement N/A Work Already Done An initial discovery has been completed which focused on Free School and Priory School Building Programme business areas. It is anticipated that this discovery work will build on the reports already created, providing a deep dive view of data, systems and business processes. Other areas of Captial have not been included in any prior discovery works. Existing Team DfE Staff: Senior Responsible Officer & Service/Product Owners Capital Data and Systems Team Project Managers. Project and Programme Leads, for instance Free School and PSBP. Data Science and Technology Group External Staff: Potential for engagement with a small number of external 3rd party providers. Current Phase Not started Skills & Experience • Examples of delivering digital services using an agile team (per the GDS Service Manual) and meet the Digital Service Standards & Technology Code of Practice • Demonstrate experience of passing GDS Service Standard Assessments • Recent and demonstrable experience in delivering evidence-based research to inform a user-centred design, focus on user needs (including accessibility), end-to-end user journeys, motivations and goals • Provide a multi-disciplinary team, including user research, service designer, delivery manager and business analyst • Recent demonstrable experience of expertise in identifying, designing and developing ways of strategic alignment of technical architecture and design to meet clients’ business, digital/technology drivers and objectives • Recent and demonstrable in-depth experience of evolving the most appropriate solution/data/technical architecture to meet user’s requirements, fully integrating across different environments and technologies • Proven experience of defining data transformation and migration strategies and architecture for data collection and manipulation solutions • Have experience of setting up and use of analytics to inform service development and iterative design of services • Can communicate effectively engaging a wide set of users across businesses, capture and make sense of user journeys and effectively communicate the results widely, including senior level audiences • Can communicate effectively engaging a wide set of users across businesses, capture and make sense of user journeys and effectively communicate the results widely, including senior-level audiences • Experience in leading an agile team as well as to coach, mentor and upskill people in agile techniques and roles to build capability within existing teams • Be agnostic of any particular software, enabling us to consider a range of options to meet user need Nice to Haves • Experience of developing design patterns and architecture routes that can be re-used for other services • Demonstrate experience of managing and proactively engaging internal stakeholders and building relationships to support digital/business transformation • Experience within the last 12 months in the provision of Business Analyst (BA) services responsible for wireframe mapping of the "as-is" and "to-be" customer journeys • Recent and demonstrable experience in defining sets of functional and non-functional requirements and criteria that can be used to inform tool selection Work Location It is expected that the main locations will be as follows: Department for Education, Sanctuary Building, London. Department for Education, Coventry. Department for Education, Darlington. However visits to other DfE and/or associated sites may also be required. Working Arrangments Working principally from DfE's London office, maximising opportunity for engagement with policy units and stakeholders. Some travel to other DfE sites, and to meet users is expected. Expenses must be included in the contract sum, there is no separate budget for this. Operate a standard agile scrum methodology: daily stand-ups, sprint planning, sprints, retrospectives, show and tells. Supplier will lead by being a role model in agile working. Security Clearance BPSS (Baseline security level) required. No. of Suppliers to Evaluate 3 Proposal Criteria • Demonstrate experience of delivering services for UK government departments or public bodies • Clear outline of team members and structure and demonstration of how their skills and experience will deliver the requirement • Demonstrates experience in the identification of key assumptions, dependencies, risks and issues, with robust mitigation plans • Evidence of how the proposal represents value for money for DfE • Demonstration of appropriate approach to working with in-house teams with limited technical and agile expertise Cultural Fit Criteria • Demonstration of a proactive approach, taking responsibility for work and resolving issues quickly, without an over reliance on the client team • Demonstration of working in a transparent and collaborative way with UK government departments or public bodies • Demonstration of an understanding of UK government departments or public bodies; needs to deliver the best value for money solution • Demonstration of ability to work at the boundary between modern digital ways of working and UK government departments or public bodies; formal procedures and policies Payment Approach Capped time and materials Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. Can you tell us which organisation completed the initial Discovery work? The initial Discovery work which was focused on the Free School and Priority Schools Building Programmes was conducted by Sopra Steria. 2. The following statement in the Essential skills and experience section appears to be duplicated :"Can communicate effectively engaging a wide set of users across businesses, capture and make sense of user journeys and effectively communicate the results widely, including senior-level audiences"Can a duplicate answer be submitted or is there other intent with the duplication? This statement as been duplicated in error. Please submit an answer to the initial statement which will be evalutated.Answers to the duplicate statement will not be evalutated. 3. Could the Authority clarify expectations with respect to the wireframe mapping of business process? Are you seeking evidence of use of specific software (e.g. Axure) for the creation of an interactive wireframe user interface prototype; or is mapping of user journeys using visualisation techniques (e.g. rich pictures) acceptable? The Department is keen to work with suppliers who have expertise in undertaking business analysis with a view to understanding how the processes are executed, what roles exist within the process and how these will be supported by the technology solution. It is our expectation that the supplier will be have experience in translating the above analysis into some form of prototype with wireframes. The latter may be produced using a tool or other means.