The Pensions Regulator's Content Framework: developing a workshop

Tender description

Summary of the work Design and facilitate the second in a series of workshops that will embed a content design framework at TPR. This workshop will provide a space for people from different professions to work together, discovering how our user-led content development framework is more efficient and leads to improved outcomes. Expected Contract Length We hope to rollout workshop 2 in June 2021 and would welcome an earlier start to the project. Latest start date Monday 26 April 2021 Why the Work is Being Done The Pensions Regulator’s (TPR) new content framework will guide production and distribution of user-centred content. It uses content design to promote content production that meets the needs of our audience as well as our stakeholders. This requires a cultural shift and the introduction of new techniques for many authors including subject matter experts, legal professionals and communications professionals. We are developing a series of workshops and internal communication to embed the content framework across the organisation. The first workshop – developed in-house – will introduce the content framework, content design and answer the question, What’s in for me? Workshop 2, developed by our chosen supplier, will provide a space and time for people from across the professions to work together. Using scenarios, they will identify the flaws in our current ways of working and discover how to improve efficiency and outcomes using the content framework. It will help attendees understand and experience content production through the lens of other professionals. Where possible, we will form groups of people who later work together on TPR projects. This will lay the groundwork for attendees to work together on a group projects during Workshop 3. Workshops will begin in May 2021. Problem to Be Solved A wide range of people, including experienced writers, create content at TPR. Many have not experienced, and may not see the need, for user-centred content design. Our writers include lawyers, case managers, policy analysts, policy managers and communications professionals. Many are expert technical writers who work within their departments and have limited experience of working with user needs or content design. They may be resistant to change. Workshop 1 will have introduced the content framework and its practical components such as commissioning and content design techniques. It will have made a case for content design based on improved efficiency and outcomes. Workshop 2 needs to: -provide an opportunity for people from different professions to work together, develop empathy and listen to each other’s perspectives -address the myths attached to user-led content design and to one another’s roles -help writers develop the skills and confidence they need to create user-based content -develop the writers’ arguments and confidence in advocating for user-based content during the editing process and practise techniques for difficult conversations -set up a supportive network for the group projects that will happen during Workshop 3 Who Are the Users When I am creating content for TPR’s external audiences I need to have the skills for writing, reviewing and planning content within the content design framework So that I can create good content that meets the needs of the user as well as business goals When I am involved in the content design and development process at TPR I need to understand my colleagues’ roles and their perspectives with regards to content So that I can support, and they can support me, to create better content When I am involved in reviewing and editing content for external audiences at TPR I want to understand the arguments for user-based content design and content production So that I can advocate for it and push back to senior managers if necessary When I am about to start developing content at TPR I need to understand the content model and the processes within it So that I can understand what I need to do and am able to do it efficiently Work Already Done We have conducted much of the discovery phase and have user personas for the authors who will be going through the process. We have interviewed managers and reviewers of content to understand better their needs and how they fit into the model. We have developed a framework for the learning that this workshop sits within. We are storyboarding Workshop 1 and have begun development of the content. We are have started Internal PR campaign to sit alongside the roll-out of the workshops to help us affect the cultural change that we need to happen at TPR. Existing Team The supplier will work with a Senior Content Designer from Communications and a Learning & Development Business Partner from HR. There will be further input from members of the HR and Communications teams. Current Phase Discovery Skills & Experience • have a track record of designing classroom learning, facilitated online learning, and mixed learning experiences • have experience of the content design model of content development within government • have experience of facilitating workshops with a multi-disciplinary audience • have led training, and show a deep understanding of user-led content design and its benefits Nice to Haves • show evidence of having used learning and development to help lead an organisation through a process of cultural change • have trained specific content design skills such as content discovery, user research, pair writing and content evaluation • have developed or led plain English training Work Location See below regarding remote working. If there are any face-to-face meetings or in-house workshop facilitation, it is likely to happen at this address. The Pensions Regulator Napier House Trafalgar Place Brighton BN1 4DW Working Arrangments We will work remotely with the team during developing. Facilitation of the workshops is also likely to be remote. No. of Suppliers to Evaluate 3 Proposal Criteria • how the proposed learning experience meets the needs of the user • how the proposed learning experience meets the requirement for a cultural change • the approach to pre-requisites for learning • the approach to there being limited opportunities for classroom learning Cultural Fit Criteria • takes a collaborative approach to learning and development • encourages people to learn through doing • will challenge the status quo and is able to speak truth to power • is confident working with people at all levels of an organisation • share knowledge and experience with other team members • have a no-blame culture and encourage people to learn from their mistakes Payment Approach Capped time and materials Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Can you disclose the budget please? The maximum budget for this work is £20,000, inclusive of VAT. 2. What is the maximum budget you have allocated for this project? The maximum budget for this work is £20,000, inclusive of VAT. 3. Could you please state your budget range? We expect the cost to reflect the expertise involved and effort expended. There is no minimum. The maximum budget for this work is £20,000, inclusive of VAT. 4. Is there any budget constraint for the service? Is it possible to know what is the budget available? Yes there is. The maximum budget for this work is £20,000, inclusive of VAT. 5. How many people is expected to participate on the workshop from the Pension Regulator side? We expect each session to contain between eight to sixteen people from TPR.Please note. We expect to repeat the workshops several times over the course of a year. The supplier will run at least one workshop, possibly more. TPR will then run the further sessions. 6. What is the anticipated budget for this discovery? The maximum budget for this work is £20,000, inclusive of VAT.Please note: this brief is not for a discovery phase but to build the described workshop and run at least one instance. 7. Who organises workshop 1 and is there a reason you want workshop 2 to be organised by another supplier? The Pensions Regulator (TPR) are developing Workshop 1 inhouse. The first workshop is about being introduced to content design processes and models of content production specific to TPR. The second workshop will require specialist skills with a focus on scenario-based learning. Workshop 2 should embed the content design and develop supportive networks in which to practise those skills.The chosen supplier will get early access to Workshop 1 to help them develop Workshop 2. 8. Do you have any information on the budget for this? We expect the cost to reflect the expertise involved and effort expended. The maximum budget for this work is £20,000, inclusive of VAT. 9. What does a workshop like this worth to The Pensions Regulator’s content team? What is the budget range? We expect the cost to reflect the expertise involved and effort expended. The maximum budget for this work is £20,000, inclusive of VAT. 10. How many people are expected to join workshop 2? We expect each session to contain between eight to sixteen people from TPR. Please note. We expect to repeat the workshops several times over the course of a year. We expect to run at least one (possibly more) sessions. TPR will then run further sessions. 11. In order to plan learning outcomes and workshop materials, can we have early access to workshop 1 or be part of the process so we can create materials that will support the outcomes of workshop 1? Yes, we will give our chosen supplier early access to Workshop 1. It’s likely that that Workshop 1 will be developed by this time, but they will get an opportunity to develop materials to support our outcomes and feedback on the workshop. 12. Do you see there being multiple Workshop 2 sessions or is this just one session? How many attendees will there be? We expect to repeat the workshops several times over the course of a year. The supplier will run at least one workshop, possibly more. TPR will then run the further sessions.We expect each session to contain between eight to sixteen people from TPR.Please note: the first workshops are likely to be held online. 13. Has workshop 1 already taken place or will this be in May? We want to ensure that there is not a big gap between the workshops. We’re likely to time set a time for the first workshop once we know when the second will be ready. 14. What is your budget for the work? The maximum budget for this work is £20,000, inclusive of VAT. 15. Is the expectation that each workshop will only be over one day? It is likely that the workshops will be held remotely given the current restrictions. We are developing Workshop 1 to be several smaller sessions (held over a week), rather than one day-long session because we think that will work better for our content and our remote audience.We’re happy to take advice from the chosen supplier. 16. Did you get external help to build the content framework or was this done in house i.e. is there a supplier who is already familiar with your standards who will not need to read in? The content model and framework were built in-house without the involvement of an external supplier. 17. What is the purpose of the supportive networks, and why are they being defined within these workshops? We want to encourage a collaborative environment in our organisation in which people bring their own expertise and are able to work together on the development of content. These workshops could be the first introduction for people to content design principles and our content framework and an opportunity to build those connections. The workshops will connect people from different disciplines who will then go on to support each other in the long term. In the short term, the groups that form during these workshop will form the groups that go on to work on group projects in Workshop 3. 18. Is this envisaged as a single workshop event, or a series of workshops with different audiences? Workshops 1 and 2 will be separate workshops, held several weeks apart, but with the same audience.The workshops will likely be held remotely, given the current restrictions. Therefore, we are developing workshop 1 to be several smaller sessions (held over a week) rather than one day-long session because we think that will work better for our content and our remote audience.We’re happy to take advice from the chosen supplier as to the structure of the second workshop. 19. How many people are to be involved in the workshop as participants? We expect each workshop to contain between eight and sixteen participants. 20. What specific skills are you looking to bring in through engaging a third party for just the second workshop in this series? The first workshop will introduce the concept of content design, plain English, the content model and the content framework. In the second workshop, we want to use scenarios to get people working together to practise these skills and develop a shared understanding.We are, therefore, looking for a supplier with skills in scenario-based learning and developing collaborative exercises with a multi-disciplinary audience. We need a supplier that has led training in and has a deep understanding of content design within the .gov framework. Please refer to the skills and experience section for further details. 21. What has led to an approach in which third parties are only involved in a single part of this process? The first workshop is about being introduced to content design processes and content production models specific to TPR. We have the knowledge of our content model in-house and expertise in learning and development.The second workshop will require specialist skills with a focus on scenario-based learning. We need a supplier with experience in developing scenario-led exercises for a multi-disciplinary audience. 22. What “myths” are you most concerned about within the organisation? We want to challenge perceptions that are not exclusive to The Pensions Regulator but can be held by professionals of other disciplines with regard to user-led design, content design or plain English.These are perceptions such as using clearer language is “dumbing down”, the process of content design is inefficient or we don’t have time for it, our audience are professionals and prefer more complex language, clear language is not precise. 23. Do you have a platform preference for online workshop delivery, Teams, Zoom etc ? TPR currently uses Skype for meetings, presentations and learning. This requires manually arranged breakout sessions.We are moving to Microsoft Teams, and it is possible that this will be ready by the time we deliver the training. 24. How have the content model and framework been received so far at TPR? Is there buy-in / sponsorship from senior management for a user-centred approach to content? Senior leaders are supportive of the content model, and it has generally been received well across TPR.The rollout of the learning and development programme to support the content model and content design – and the cultural shift required – is part of the implementation of TPR Future recommendations. It is being supported and measured as part of this broader programme.The content model and content design methods have been used successfully on some projects. The learning and development programme will draw on this experience and support further initiatives. 25. What team at TPR ultimately owns content, to decide what to create, review and publish? Our Digital and Content team owns content strategy and governance. All the accountabilities for content are set at the point of commissioning and done so through the RACI model as well as any requirements for working groups when necessary. Working groups will decide, through discovery, what content to create.The content approver is usually the business owner or sponsor (or delegate) of the work itself. This role often sits within communications, legal or policy teams but can also sit in other teams. We are introducing collaborative (partly through the programme) approaches into our content production process, such as pair-writing. 26. Can you provide more detail on audience research carried out so far to inform the content framework? What’s wrong with current TPR content, and what content types do TPR audiences most want? We have developed the content model using audience research for different projects and the best practice of content design used extensively across government. The chosen supplier will have access to the user personas that have been drawn from this research.TPR content has been produced by different teams over time. In some cases, it needs consolidating and updating. We are rolling out the content model and using content design to help us focus on user needs to create content that helps the user to change their behaviour and help us meet our objectives. 27. 1) Please confirm what you expect to see as an outcome/deliverable of the workshops e.g. what type of documentation?2) For question one, please can you clarify what TPR defines ‘mixed learning experiences’ as? We will agree a full set of deliverables with the chosen supplier, including presentations, rich content and the framework of activities that people will be working on in session 2. The supplier will also facilitate at least one Workshop 2 session.The outcome of the sessions themselves (for the learner) will be identified and developed alongside the chosen supplier.We expect the initial Workshops to be delivered online. However, we hope the materials can be transferred to a face to face setting when possible, We want the supplier to have experience of develop classroom and remote learning, preferably including elearning. 28. 1) Please confirm what you expect to see as an outcome/deliverable of the workshops e.g. what type of documentation?2) For question one, please can you clarify what TPR defines ‘mixed learning experiences’ as? We will agree a full set of deliverables with the chosen supplier, including presentations, rich content and the framework of activities that people will be working on in session 2. The supplier will also facilitate at least one Workshop 2 session.The outcome of the sessions themselves (for the learner) will be identified and developed alongside the chosen supplier.We expect the initial Workshops to be delivered online. However, we hope the materials can be transferred to a face to face setting when possible, We want the supplier to have experience of develop classroom and remote learning, preferably including elearning.