Discovery Exercise for New Intranet/Extranet and Website for Merged WSHT/BSUH Trust copy

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Summary of the work Western Sussex Hospitals NHS Foundation Trust (WSHT) and Brighton and Sussex University Hospitals Trust (BSUH) intend to merge on 1 April 2021. The two organisations are now seeking a partner to lead the Discovery phase of work to develop new digital platforms for the merged trust. Expected Contract Length Phase one needs to be completed by the 31st of March 2021 Latest start date Monday 1 February 2021 Budget Range The anticipated value of this phase is Up to £30,000 Why the Work is Being Done The merger of WSHT and BSUH requires the development of a website and intranet/extranet for the new trust. We are seeking a partner to lead the discovery phase of this work to ensure all development is based on user and stakeholder need and supports key organisational objectives. A review has identified a number of issues the development of the new trust’s digital platforms will need to address, and which will need to be considered during the discovery phase. Some of these relate to the ambitions of the new organisation, others reflect the experience of users of the current WSHT and BSUH intranets and websites. Problem to Be Solved We need to understand the needs of our digital platforms’ users and stakeholders, and the options available to us in meeting these. In particular, we need the development project’s discovery phase to identify barriers to achieving the new trust’s digital objectives, find ways in which current user experiences can be improved and determine how more business processes can be carried out online. Our discovery partner will need to be able to express the issues identified in problem statement terms and present a range of potential solutions to them that can be taken forward into the alpha phase. The new trust’s long-term digital objectives are 1. Improving patient and staff experience 2. Supporting organisational True North goals 3. Promoting the new trust’s culture, standards and brand Key internal priorities for achieving these objectives are: 1. Access to information 2. Support for business processes 3. Corporate communication External priorities are: 1. Informing patients, visitors, partners and stakeholders 2. Enabling wayfinding 3. Supporting recruitment Who Are the Users The new trust’s digital platforms must meet the following user needs: Trust employees need to find key information easily, complete business processes online, access clinical systems and apps. Patients and visitors need to find service information easily, get department directions, self-refer to services. GPs need to access information about waiting times and referral criteria easily. Job seekers need to access easily information about job opportunities, the benefits of working for the new trust. The trust’s partners and stakeholders need to access corporate, performance and governance information. Members need to get news about the trust’s performance and plans, understand the benefits of membership, sign up to join. Users need to access information and functionality in a manner that meets their individual needs. The discovery exercise to provide clear understanding of the following: Document access/management: Clinical governance, HR, clinical divisions, libraries. Access to external systems/apps: Chief clinical information officers, IT. Administrative processes: HR, estates/facilities, IT clinical divisions. People information/contacts: HR, IT. Service information management: Clinical divisions. Corporate communications: P2P communication Similarly the following: Directions: Patients/visitors, patient experience, estates/facilities. Service information: Patients/visitors, clinical divisions, patient experience. Corporate communications: Communications. Recruitment: Job-seekers, HR. Self-referral: Clinical divisions, patient experience, IG. Enquiries and complaints: PALS, IG. Early Market Engagement Discussions with fellow Trusts has provided input into the specification, no market engagement has been undertaken. Work Already Done WSHT and BSUH have carried out a joint review of current digital assets and their usage to identify key objectives, priorities and use cases for the new trust’s digital platform development programme. Existing Team The two trusts’ existing intranets and websites are administered by a communications and engagement team that already works across both organisations. The supplier will be working with a digital project team from the communications department, which is managing this project. Current Phase Discovery Skills & Experience • Ability to design and lead website/intranet user and stakeholder research activities that produce a robust understanding of digital needs and priorities • In-depth knowledge of a range of technical solutions that can meet the requirements identified by user/stakeholder research • Ability to assess the benefits and risks of these options and make recommendations as to which are most appropriate to explore further • Ability to present research findings and insights to a non-technical audience, including senior managers Nice to Haves • Experience of working on digital projects for organisations undergoing merger • Experience of working on digital projects with NHS or other public sector organisations • An understanding of the NHS and its current ambitions and challenges • Experience of working on digital projects for organisations of a similar size and complexity to the new WSHT/BSUH trust • An understanding of the technical constraints that apply within the NHS IT environment Work Location The supplier can work remotely, with (if possible) occasional project meetings held on site, either in Brighton or Worthing. Working Arrangments Milestone meetings with the supplier will be held at least fortnightly, although the nature of the project means that contact will be more frequent through stakeholder meetings and workshops etc. Security Clearance No security clearance is required, however company identification will be required to be visible whilst on site . Additional T&Cs NHS standard terms: https://www.gov.uk/government/publications/nhs-standard-terms-and-conditions-of-contract-for-the-purchase-of-goods-and-supply-of-services NHS Digital Service Standard: https://service-manual.nhs.uk/service-standard No. of Suppliers to Evaluate 3 Proposal Criteria • Proposed approach and methodology for user/stakeholder research (10) • Understanding of project objectives (8) • Knowledge of a broad range of digital technologies and their applicability to project objectives (10) • Understanding of technical constraints that apply within the NHS environment (6) • Planned activities, deliverables and milestones for these (8) • Proposed outputs and presentation of results and recommendations (8) • Estimated timeframes for completion of the project (6) • Identified risks and dependencies, and proposed management of these (4) • Experience of similar projects (merging organisations) or of working with similar organisations (size and/or sector) (4) • Team structure, knowledge and experience (4) • Estimated timeframe for completion of the project (6) Cultural Fit Criteria • Demonstration of an innovative and forward-thinking approach (6) • Ability to share knowledge and communicate recommendations with non-technical groups (8) • Ability to show data evidence for insights and recommendations (8) • Transparency and collaboration in working practices (6) Payment Approach Time and materials Assessment Method • Case study • Work history • Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers No questions have been answered yet.