Digital Workplace Services Implementation Partner copy

Tender description

Summary of the work 1. lead the design, build and rollout activity for the digital workplace services within our blueprint, integrating collaboratively with the NICE team. 2. support establishment of internal capability, allowing NICE to become self-sufficient to operate their digital workplace as soon as possible, supplementing gaps in current capability in the meantime. Expected Contract Length 2 years Latest start date Sunday 1 August 2021 Budget Range £2,500,000.00 excluding VAT Why the Work is Being Done NICE needs to put in place critical enablers to deliver its ambitious new strategy (https://www.nice.org.uk/about/who-we-are/corporate-publications/the-nice-strategy-2021-to-2026), including the Digital Workplace programme which will modernise and transform how we work. Programme objectives are: - remove inefficient and inconsistent practices - take advantage of modern security, automation and standardisation capability - collaborate safely with external partners - release capacity from efficiency and productivity improvements to reinvest in our strategic activity and the development of our people - enable knowledge sharing across the organisation through seamless collaboration operating beyond established groups - allow staff to focus on value-add activities and continuously improve delivered quality Problem to Be Solved The current workplace is a patchwork of unintegrated systems and services. MS Teams was rolled out quickly during lockdown, with interim governance policies to support homeworking. Other M365 applications remain with out-of-the-box configeration. The majority of data is stored on network drives in documents and spreadsheets. Daily working for staff is onerous resulting in duplication of effort through manual rekeying and over-use of email for managing processes and approvals. Document lifecycle and records management practice is not automated and embedded; it difficult to easily produce management information or for staff to find the information they need. Who Are the Users Corporate Governance team: understand how optimising use of digital tools can embed records management and information governance compliance so staff are empowered to collaborate safely and securely. Staff: a digital workplace environment that reduces the amount of manual overhead I currently have and unblocks some of the silos and collaboration constraints that exist across the organisation so that I can focus on my work content and quality rather than the tools and process management Staff: find out who is working on what quickly so that I can find the right people to collaborate with and create a more joined up working experience Early Market Engagement N/A Work Already Done NICE have completed an initial phase of work, the following has been produced: 1. Current state assessment of the IT and information landscape 2. Definition of a Digital Workplace Vision for NICE, underpinned by a number of design principles 3. Outline definition of a high-level Digital Workplace blueprint, comprised of a number of primary services, support services and underpinning capabilities 4. High level roadmap for rolling out the blueprint services 5. Preparatory work to ensure a state of readiness for implementation (security, technology, information governance) 6. Suite of personas / role profiles and high level epics that meet their needs Existing Team The supplier will be part of the programme team which will include: head of digital workplace, a programme manager, business change leads, records managers, infrastructure engineer, project manager, M365 specialists. NICE are looking for a supplier partner who has tried and tested experience in implementing digital workplaces for public sector organisations; and will work with us collaboratively on design and implementation, mentoring our team and supplementing gaps in our expertise. Throughout the duration of the contract, the team will engage and work with other colleagues across the business as required for the design, build and adoption of digital workplace services. Current Phase Discovery Skills & Experience • When responding to each criteria you should ensure that you demonstrate experience with a specific example and identify proven outcomes: • Experience of strategic influencing and successfully guiding business change in the context of organisation-wide transformation programmes • Experience of successfully developing a digital workplace blueprint using a service-based approach • Experience of design and build of Microsoft 365-based digital workplace services • Experience of successfully defining and prioritising an implementation roadmap for a digital workplace environment • Experience of successfully planning and implementing a digital workplace environment based on Microsoft 365 • Experience of successfully transforming an organisational approach to records management and migrating from an existing legacy structure • Experience of considering the needs of information governance and master data management to enable successful knowledge and information management in a digital workplace • Experience of successfully driving business change through automation, standardisation and adoption of new digital services • Experience of the definition of modern operating models for the operation and support of digital workplace services based on the Microsoft platform, and the development of the necessary capabilities • Experience of governing and operating digital workplace services on behalf of, or in partnership with clients • Experience of building digital workplace learning and development capability and tools supporting this capability • Experience of design and build of digital workplace services supporting management of organisation contacts, stakeholder and external partner relationships • Resourcing capacity/capability to provide a range of technical/consultancy expertise covering Microsoft365, Dynamics 365, Azure, data management/security/enterprise architecture with ability to mobilise several small teams simultaneously and responsively • Supplier accreditation in appropriate industry standards covering Microsoft 365, Azure, Dynamics 365, enterprise architecture, data management. Should be Microsoft Gold partner. • Commitment to social responsibility through a formal social initiative (eg. supporting local charities, community engagement promoting integration and involvement, work opportunities for disadvantaged people, supporting local culture/heritage, volunteering, etc.) • Must be able to commence work no later than August 2021. Nice to Haves Experience of implementing a digital workplace in a complex public, health, or academic environments where knowledge and information is the key asset. Work Location Some work may be delivered remotely, particularly while COVID restrictions apply. Where onsite service provision is required by NICE, this will primarily be at Manchester's NICE office, with a posibility of some in the London office. Level 1A, City Tower Piccadilly Plaza Manchester M1 4BT 2nd Floor, 2 Redman Place London E20 1JQ Working Arrangments Supplier will be able to work independently but will be expected to work as part of a wider team with frequent and repeated interaction with colleagues across NICE as needed. Where suppliers are required to visit the NICE offices, travel and accommodation costs included in the bid must adhere to the NICE travel policy. Security Clearance N/A Additional T&Cs Additional clauses will apply regarding safeguarding of personal data in line with GDPR principles. Supplier may be required to use NICE equipment such as a laptop. No. of Suppliers to Evaluate 3 Proposal Criteria • Describe your approach to creating an implementation roadmap for NICE's digital workplace and implementing that roadmap • Describe your approach to designing and building digital workplace services and capabilities that meet the needs of NICE • Describe your approach to defining and implementing an operating model for the ongoing operation of new digital workplace services • Describe your approach to driving the adoption of new ways of working though the establishment of new digital services at NICE • Describe your approach to demonstrating the impact of change activity in terms of benefits and value-add for the organisation • Describe your approach to adapting to a changing landscape and changing priorities, ensuring you can continuously demonstrate best value for money. • Describe management, measurement, governance and reporting processes and methodologies you will put in pace to manage the work throughout the engagement • Describe your team experience, capabilities and ways of working. Describe how you will ensure availability of appropriate resource/expertise throughout the contract to ensure delivery to planned timescales and quality • An illustrative proposed roadmap with high level timescales, costs and clearly documented assumptions to address the design and implementation of NICE's digital workplace blueprint (Presentation Only) • Example case study for an organisation where information is the key asset. Describe how you have helped an organisation transform through implementation of a digital workplace environment. (Presentation Only) Cultural Fit Criteria • Describe your approach to collaborative ways of working to be adopted throughout the partnership with NICE • Describe your approach to delivery and user-centred design in the context of implementing digital workplace services • Describe your approach to business change and the adoption of new services • Describe your approach to stakeholder engagement and to influencing change where stakeholders may be reluctant or resistant (Presentation Only) • Describe how you will work with NICE internal programme resources and provide guidance/mentoring as well as direct involvement in implementation delivery where skills and capacity is available (Presentation Only) • Describe your approach to enabling NICE staff to successfully own, operate and further develop the outcomes/benefits being delivered. Provide examples of where you have done this before (Presentation Only) Payment Approach Capped time and materials Evaluation Weighting Technical competence 35% Cultural fit 15% Price 50% Questions from Suppliers No questions have been answered yet.