Development of an online electronic Research Application submission and review Portal (eRAP)

Tender description

Why the Work is Being Done CPRD is digitising many of its existing processes to make them quicker, cheaper, and more efficient. eRAP submission is one such process. CPRD needs a supplier to develop the tool to ALPHA stage (Q2 FY 19/20), then BETA (Q4 FY 19/20), using open source technology, and tried and tested methods, to ensure that an easy to use product is produced which passes all GDS requirements and agency spend control procedures. It is intended that a Statement of Work (SOW) for ALPHA will be issued, with a subsequent decision to progress onwards to BETA with a second SOW. Problem to Be Solved Presently, the overall process, from obtaining the information, to depositing it in a central database, involves a manual process. CPRD wishes to bring the research submission process into one place, in the form of the eRAP online tool. The tool needs to be developed with a focus on user led iteration with document upload functionality. Any development of the tool must therefore follow the GDS principles. Who Are the Users As a user of the tool I will be an epidemiologist or researcher who will be applying to CPRD to use the CPRD database for health-related research purposes. The tool must allow me to log onto the system, write my application and make any amendments necessary to it both before and after submission. The tool must be easy to use with quick and simple access to users and integrate with the CPRD CRM system - SalesForce. Internal users will be administrative staff, internal and external submission reviewers (for BETA) and operations staff. Early Market Engagement CPRD has already conducted an extensive discovery on the needs and requirements of the users for the tool. This included engagement of both internal and external users of the proposed tool. The main features found to be essential by external users were: • An electronic platform for applicants; • The ability to track progress of an application; • Ability to create and save profiles; • A centralised system with client profiles; • Ability to copy / paste from word documents; • Ability to save and return to application; • Ability to download completed application; • Automated email notifications; • Ability to contact Secretariat through portal; Most research applications come from Academia (60%) followed by Pharma companies (30%) Other (10%) Work Already Done The discovery phase of this project has been completed by CPRD. Extensive work on the processes involved in the application process has also been conducted by CPRD with process maps available. Existing Team The existing CPRD project team consists of: 1x Head of Business Operations (Product Owner); 1x Research Applications Manager (Deputy); 1x Senior Software Developer; 1x CPRD Senior Researcher; 1x CPRD Researcher; 1x CPRD Infrastructure Manager; 1x CPRD SalesForce Developer. Current Phase Alpha Work Location CPRD is based in Canary Wharf, London but proposals of work conducted remotely at a different location would be expected with regular meetings to take place in Canary Wharf. Working Arrangments The team must work using AGILE methods; The team must be available during standard working hours; The team must be able to attend CPRD offices as and when required; Expenses will be paid in line with the MHRA policy (expenses shall not be paid within the M25). Security Clearance Not Applicable. However the standard MHRA NDA will be required to be signed. Additional T&Cs This contract would be deemed outside the intermediaries legislation (IR35). Skills & Experience Proven experience building easy-to-use web-based applications Proven experience building cloud based services Proven experience conducting and documenting user research, and iterating project work accordingly (test driven development) Proven experience delivering projects using the agile project management methodology Demonstrate understanding and ability to deliver digital services/products to the Government Digital Service standards Demonstrate a successful approach to completion of required GDS Service Assessment, Security Health Check, Penetration Testing, Service Readiness, and release reviews as part of quality and acceptance tests Proven ability to support and improve the solution once live Development solely using Open Source products or products which IPR will vest with CPRD upon delivery Experience of developing web based application portal solutions Have availability of resources to be able to start as soon as possible Nice to Haves Previous successful experience delivering digital services within Government Proven track record of building services with robust disaster recovery plans in place Proven track record of building services with automated testing procedures A track record of successfully delivering IT projects within public sector organisations Experience of Application Forms (example: https://www.cprd.com/sites/default/files/ISAC%20Protocol%20Application%20Form%202018_0.docx ) Demonstrate knowledge of working with 3rd parties to develop standard interfaces and data exchange portals Have experience of successfully transitioning projects into a live service environment within a government department within the last 12 months Experience of developing web based application portal solutions for UK Government Experience of building easy-to-use-web-based responsive design and progressive enhancement to delivering a good experience on mobile devices No. of Suppliers to Evaluate 3 Proposal Criteria Technical solution Approach and methodology How the approach or solution meets user needs How the Approach or solution meets CPRD policies and goals Estimated timeframes for the work Identification of risks and dependencies and offered approaches to manage them Team structure Value for money Cultural Fit Criteria Experience working with public sector organisations Work collaboratively with key contacts in CPRD Transparency in decision-making Strong pro-active approach to incident and problem management Working in an Agile environment Payment Approach Capped time and materials Assessment Method Written proposal Presentation Evaluation Weighting Technical competence 40% Cultural fit 20% Price 40% Questions from Suppliers Budget range to deliver a working version of alpha cprd has a budget of £100,000. alpha is expected to be the mvp of an electronic application form allowing user logon, applications drafting and submission and revision / amendment submission with integration to the cprd crm (salesforce). delivery of beta (review process) will be subject to the success of alpha with a budget of £50,000.