Provision of a Digital Expenses System for Scottish Courts and Tribunals Service

Tender description

Why the Work is Being Done Currently, expenses incurred by Scottish Court Jurors and Tribunal Appellants are submitted, assessed and paid manually. Due to a projected increase in volume of expenses in 2021, a digital solution to managing expense claims is required. Additionally, the opportunity to provide a simpler and faster digital process for Service Users complies with the Scottish Government’s digital strategy. Problem to Be Solved Existing expense claims are manual, time consuming and prone to errors in submission, processing and payment. Who Are the Users As a Juror, I need to submit an expense claim in order to be reimbursed for expenses incurred during my attendance at Court As an Appellant or Supporter, I need to submit an expense claim in order to be reimbursed for expenses incurred during my attendance at a Tribunal Hearing As a processor of claims working in SCTS I need to assess expenses claims and approve them for payment As a finance professional working in SCTS, I need to ensure all accounts from which expenses payments are made are reconciled. As a manager in SCTS with responsibility for the expenses process, I need access to management information about expenses claims that have been submitted, processed and paid. Early Market Engagement Initial user research has surfaced dissatisfaction with the existing process, which is viewed as complex, time-consuming and cumbersome. Work Already Done A Discovery phase has been completed which has identified the main pain points of the existing processes and identified prioritised opportunities to transform them. It has also proposed a draft technical architecture and has brought some of the requirements to life via a prototype. The strategic road-map and output from the discovery phase will be shared with shortlisted suppliers to assist in the development of their written proposal. Existing Team The existing team consists of an SCTS project manager, business analyst and SMEs from relevant areas of the business. It is anticipated that the supplier will work with SCTS to identify payment solution(s) to enable digital payments of Service Users and integrate those solution(s) with their own. The intention is for SCTS to contract separately with a payment solutions provider. Current Phase Discovery Work Location Edinburgh Glasgow Hamilton Working Arrangments We wish to work with your team in a collaborative and Agile manner, including co-located team working, daily progress stand-ups and other Agile ceremonies and checkpoints. We would wish access to all members of your team for the purposes of clarification, issue resolution and progress reporting. Working arrangements during covid-19 will be reviewed as the situation evolves. Security Clearance Successful supplier must be or agree to undertake BPSS and Standard Disclosure clearance prior to contract award Additional T&Cs The contract award is dependant on approval of the Digital Expenses Business Plan by the SCTS Board. Progression from the Alpha to Beta and Beta to Live phases will also be dependant on SCTS Board approval. Skills & Experience Have experience of providing cloud-based digital solutions for organisations (1%). Have experience designing solutions for users with low digital literacy (1%). Have experience providing solutions that can be configured and adapted as requirements change and grow (1%). Have experience providing solutions that capture, log and make available management information (1%). Have experience of Agile methods of working, including co-located teams, daily scrums and working to story-pointed sprints (1%). Have experience of providing solutions that adhere to security standards and protocols (1%). Have experience of providing solutions that are able to scale to meet increases in volumes and demand (1%). Have experience of integrating with existing and new systems that require to be interacted with as part of the solution (1%). Have experience of designing solutions for public sector or other highly regulated environment (1%). Have experience of designing solutions that adopt a customer-centric approach (1%). Have experience of designing solutions that follow a mobile-first approach, and which degrade gracefully on other devices (1%). Nice to Haves Have ability to conduct user research, including recruitment of users across relevant demographic groups (1%). Have experience of faster payment and open banking solutions and services (1%). Have ability to collaborate virtually, including facilitating workshops and stakeholder engagement sessions (1%). Have experience or knowledge of SCTS / Scottish Government specific systems (1%). No. of Suppliers to Evaluate 3 Proposal Criteria Technical solution (7.5%). Approach and methodology (7.5%). How the approach meets user needs (5%). How the approach or solution meets the goal of the Digital Expenses System (5%). Estimated timeframe for the work (5%). Approach to risk and dependency identification and management (5%). Team structure (7.5%). Value for money (2.5%). Cultural Fit Criteria Collaboration (2.5%). Communication (5%). Open honest way of working (5%). Inclusion (2.5%) Payment Approach Fixed price Assessment Method Reference Evaluation Weighting Technical competence 60% Cultural fit 15% Price 25% Questions from Suppliers No questions have been answered yet Budget range