Data Collection Overview - Collection and Management

Tender description

Summary of the work The Data Collections Discovery is being established to examine the requirements for a solution to support the HEE data collection activity. A Discovery needs to identify the best way to undertake a multiple data collection exercises across England and the different services that support the NHS workforce. Expected Contract Length 8-10 Weeks Latest start date Monday 30 March 2020 Budget Range We decided not to disclose our budget constraints. We seek excellent value for money and affordability. Why the Work is Being Done HEE has a range of data collections in the clinical professions space which have evolved over time. There is now a need to amalgamate and standardise this part of HEE's external data collection activity in order to simplify processes, align with HEE’s strategy, and reduce the burden on the system. Discovery will identify the range of collections in this space, and through consultation with key stakeholders will identify the range of requirements, and the options for solution. It is anticipated that a key decision will be whether to manage the required data collection function and system in house or to outsource. HEE has a legal requirement to understand how data flows around the system internally and externally, to ensure all uses and reuses of information is legal, authorised and accounted. Problem to Be Solved 1) Develop a comprehensive understanding of the full spectrum of data collection activities in the clinical professions space across HEE involving external partners; Data collection requirements Resources and timescales Tools and technologies Feedback loops, quality checking, validation Processing and storage Analysis and reporting requirements Stakeholder engagement Assessment and review of processing activities to reduce duplication and apply standardisation and potentially rationalisation where possible Who Are the Users As a member of the National Information Development Team; I need to be able to review all HEE data returns in a single place So that I can produce reports/spot trends and monitor progress. I want to be able to configure a data collection activity on behalf of a group of stakeholders So that the data collection can be conducted independently by the stakeholders with minimal input from the HEE National Information Team I want to be able to configure different sorts of data collections using a single tool So that I can meet the requirements of different stakeholder groups using a single system I want to be able to specify data validation rules separately for each data collection So that I can ensure that every data collection collects good data I want to be able to quickly set up a new data collection using a preconfigured set of templates So that I can re-use previous work, replicate success and save time As a staff member working in a team; I want a tool which will allow my team to conduct its own data collections So that I can deliver my business requirements without excessive reliance on the National team. Work Already Done •Steering group set up to manage project •List of current data collections, and data flows has previously been compiled •Multi organisational data strategy/monitoring group established •Several legacy solutions exist including applications managed by external suppliers, in-house builds and manual collections •Initial stakeholder list developed Existing Team Project Manager Deputy Head of Data Storage (Data Warehouse) Data Warehouse Developers (Data) Analysts Expert advisor – full time (business case approved) from April 2020 Wider stakeholders to be involved: Regional BI teams who mostly oversee data collections Higher Education Institutions (e.g. Universities who provide us with information i.e. collections) Local Service Providers (e.g. Trusts who provide us with/validate information collections) IT services who oversee cloud services, applications configuration and security Senior managers who commission or are responsible for data collections activities Current Phase Discovery Skills & Experience • Data collections;Tools and software applications,Logistics and administration,Questionnaire design etc • Knowledge of Microsoft stack • Office 365 online; SharePoint, PowerAutomate, Azure Logic apps, Forms etc • Cloud Hosting; Azure, AWS etc • Networking • Database Applications; incl SQL server, SSIS / data factory etc • Web Application Development • Systems integration • DevOps • Data validation; Online forms templates in Microsoft Excel • UI/UX design • Product Evaluation • Market Knowledge of Current Commercial Offerings Nice to Haves • Public Sector Experience • NHS Experience • Healthcare Education and Training Experience • Higher Education Data/Commissioning Experience Work Location Stewart House, 32 Russell Square, Bloomsbury, London WC1B 5DN Working Arrangments We want the supplier to take a flexible approach rather than working for set times in a set office. We will want the team to work on dedicated, pre-planned and pre-approved research activities with planned outcomes. We are open to working with suppliers from any location, though we want to build up a relationship in person in the beginning. We also expect the supplier to participate in our sprint meetings. Q&A Session (Skype) - 28th February (14.30-15.30) Supplier Shortlisting - w/c 9th March Supplier Presentations - w/c 23rd March Provisional Contract Award - tbc Additional T&Cs The awarded supplier will also need to adhere to the principles set out in the standard NHS Terms and Conditions. No. of Suppliers to Evaluate 5 Proposal Criteria • Approach and methodology • Evaluation of Potential Technical solution • How the approach or solution meets user needs • Estimated timeframes for the work • How they’ve identified risks and dependencies and offered approaches to manage them • Value for money • How they’ve identified risks and dependencies and offered approaches to manage them • Team structure • Reports and outputs Cultural Fit Criteria • Work as a team with our organisation and other suppliers • Share knowledge and experience with other team members • Can work with clients with low technical expertise • Be transparent and collaborative when making decisions • Have a no-blame culture and encourage people to learn from their mistakes • Take responsibility for their work • Challenge the status quo • Understands NHS Values Payment Approach Fixed price Assessment Method • Work history • Reference • Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Are you able to provide the Application Questions in an offline format (such as a Word document) in order to review the questions and craft our response offline, prior to submission? A Q&A session is being held on the 28th of February, 14.30 - 15.30 to give suppliers the opportunity to ask any questions that will help aid their application. 2. Can you please confirm the details for the Q&A session on Friday. If you are interested in attending the Q&A session, please email InformationDevelopment@hee.nhs.uk - a Skype invite will then be sent to you. 3. How do we attend the Q&A Session? If you are interested in attending the Q&A session, please email InformationDevelopment@hee.nhs.uk - a Skype invite will then be sent to you. 4. Do we need to register for the call on Friday? Can you please share details? If you are interested in attending the Q&A session, please email InformationDevelopment@hee.nhs.uk - a Skype invite will then be sent to you. 5. Test Question https://www.bbc.co.uk/ 6. Will a recording of the Q&A session be available for anyone that cannot attend? Yes - a recording of the session will be made available, if for any reason we are unable to publish the recording, the questions will be captured and published. 7. Could you please let us know/clarify what does this imply – "Market Knowledge of Current Commercial Offerings"? Suppliers should have knowledge of commercially available data collection products and services, in order to ensure that these are given appropriate consideration when evaluating solutions/options. 8. Could you please clarify the scoring criteria? will Nice-to-have skills and experience be part of the total scoring or will they be considered only if there is a tie between suppliers? Experience will be factored in as part of the total scoring and Nice-to-have skills, potentially if there was a tie. 9. Will a recording of the Q&A session be available for anyone that cannot attend? Below is a link to a folder containing the following: 1. HEE Collections Presentation2. Extended user story examples3. An index of the questions asked4. A recording of the sessionhttps://healtheducationengland-my.sharepoint.com/:f:/g/personal/ernest_abankwa_hee_nhs_uk/EpHzV9cs-HZAp8a7scfZpjMB7I0iVQBLqZH9trpBDC-Vgg?e=utl7sT The above was shared with suppliers who were able to join the Q&A session on Friday 28th February 2020 - 14:30-15:30.If you have any issues accessing the folder, please do send an email to InformationDevelopment@hee.nhs.uk 10. Are you able to share your stakeholder map to see the volume of stakeholders etc? Unfortunately we are unable to share our stakeholder map due to its sensitivity, however in terms of figures, we have currently identified that there are approx 35 collections with the likelihood to increase. Our current stake holders involve Department of Health and Social Care, NHS England/Improvement, NHS Digital and Health Education England (internal).