ADVICE AND SUPPORT TO SET OUT REQUIREMENTS FOR A STRUCTURED/COMPONENTISED CONTENT MANAGEMENT SYSTEM

Tender description

Summary of the work A discovery exercise is needed to be undertaken to set out the requirements for Content Management System taking a structured approach to content development, management and publication. Latest start date Monday 4 October 2021 Why the Work is Being Done The current content management system (CMS) takes content created in Word, publishing it as html pages to the ONS website. There is a lot of manual process in content development and publishing including manually sharing files, hand-building pages of content with the same elements and building charts that have already been built by a different team in a different tool. There is no facility within the existing CMS to re-use content or bring together content across multiple themes. This work supports more efficient development and publication of statistical analysis - radical and ambitious in its plans to overhaul the way we create and manage our analysis. It would provide a sustainable and scalable model, once the CMS has been developed, aligning to the ONS strategic objectives. Kick off to understand user needs by 04/10/21 Business process and capability mapping by 31/10/21 Content audit (raw data and summary document/report; presentation to steering groups (SG))by 15/12/21 Development of a content and channel strategy (document(s); presentation and endorsement by SG)by 15/02/22 CMS requirements (document; presentation and endorsement by SG)by 28/02/22 Prototypes proposals for buy/build solutions (report for discussion/decision at SG)by 15/03/22 Handover and implementation plan, including a consideration of business change by 31/03/22 Problem to Be Solved A discovery exercise is needed to be undertaken to set out the requirements for CMS taking a structured approach to content development, management and publication. Discovery • Engagement with ONS team involving introductory presentations • Business process and capability mapping setting out best practice and efficient analytical content development process. Process artefacts to be developed alongside. • A content audit, accounting for all content components, data, charts, visualisations, the National Statistical blog and the relationships between them. Format likely Excel. • Fortnightly reporting. Artefacts/reports • Development of a content model for future content development, inc; content types, attributes and relationships, based on the findings from the audit. Alignment with relevant ONS taxonomies essential. • Development of content and channel strategy including information architecture and related metadata model • Recommendations - design of a future (componentised/structured) CMS to align to the structured data repository, in a report, co-developed with ONS teams, including requirements and documented user needs for new CMS, and approach to federated content management, review and approval through associated workflow tool. Approach • Engagement, buy-in, support from business areas and content teams throughout the process, endorsement of the recommendations and outputs • Consideration of the business change needs Who Are the Users We are seeking a commercial partner to work with ONS colleagues to set out the requirements for a content management system, taking a structured approach to content development, management and publication. A discovery exercise is needed to set out the requirements (user needs) for a new system by a commercial partner with specialist expertise in content/information operations and structured, componentised content management systems, working alongside ONS content experts. This work will: • set out to clearly identify the current constraints and blockers within the existing service and their impact on the users of the service. • set out the right tooling for efficiencies in the content lifecycle/publishing process • articulate the scope through the development of a channel strategy for ONS • understand how the content deployed through ONS CMS differs (if at all) from GDS GOV.UK content and CMS deployment Existing Team Technical Leads Developers (front/back/full stack) Business Analysts User Research Product Owner Service Owner Data Visualisation Specialists Content Editors Publishing Officers Delivery Data Architects Social Media Solution Architects Deputy Director and the Senior Management Team Statisticians Current Phase Discovery Skills & Experience • An example of a contract successfully completed involving a significant scale content model (national audience, multiple data sources, federated content providers) completed in the last 3 years • Example of contract successfully completed with previous experience of structured approach to content development, management and publication, including the information architecture and related metadata model, providing maximum re-use and efficiencies. • Example of contract successfully completed with previous experience in developing strategy for delivery of content using a new content management system, across a large-scale organisation with a national audience. • Experience of capability to undertake Content Management Transformation at scale, successfully completing a review of AS-IS capabilities, approaches to successfully transform them using modern practises/solutions. Example of contract successfully completed. • Example of contract successfully completed with previous experience in developing strategy for delivery of content using a new content management system, working with existing and future partners to deploy content Nice to Haves Capability to run a Discovery process Previous experience of setting out the user needs and business requirements for a content management system. Work Location Attendance working at Titchfield or Newport on an as when basis. In accordance COVID-19 rules. Working Arrangments Expenses must be agreed in advance on a case-by-case basis inline with the ONS Travel and subsistence policy. Security Clearance BPSS as a minimum Some roles may require SC Clearance (TBC) Additional T&Cs User needs - Ensure all personas are accounted for, including building on existing learning. Content strategy addresses all ONS personas Timescales - Milestones below achieved 90% of the time, all work delivered on/before 31/03/22 Security - Solutions to account for the necessary security Information assurance involvement and approval of any security requirements Collaboration and stakeholder management - Plan must include an approach to work alongside ONS for maximum value. Working with Programme Manager, run workshops and feedback sessions to business areas. Programme plan to set out collaborative approach to working, and ONS teams will be involved across the whole programme. No. of Suppliers to Evaluate 3 Proposal Criteria • Please confirm, in detail, your Methodology for delivering the requirements for a content management system, taking a structured approach to content development, management and publication. • Confirmation that you will meet the deadline for completion of the contract in accordance with Milestone/Deliverable in "Why the work is being done" • Provision of a Gantt Chart (or similar) to illustrate your programme for delivery, including confirmation of dates for completion Milestone/Deliverables • Explanation of how the method proposed to the Discovery will bring a broad set of challenging stakeholders towards a common agreement (needs and solutions). • Explanation of how the proposed method will be accurate in determining a strategy to deliver the transformational outcomes envisaged. • Explanation of the involvement and accountabilities of ONS. • Please illustrate how the approach will support our ‘Statistics for the Public Good’ strategy- https://uksa.statisticsauthority.gov.uk/statistics-for-the-public-good/ • How will you ensure that the scope includes reference to all of our corporate personas in our aim to reach an inclusive audience Cultural Fit Criteria • How will the resources put forward by the supplier ensure that they communicate effectively to other team members, and AUTHORITY as appropriate: • Please describe how the resource will report effectively up the management chain within the AUTHORITY; • Please describe how the resource will deliver specialist technical information to an experienced technical end-user; and • Please describe how the resource will deliver specialist technical information to an end user assuming that the end user has no technical knowledge. Payment Approach Fixed price Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Please could you confirm if there is an incumbent providing these services? There is no incumbent. 2. Please could you confirm what further information about the opportunity will be provided at DOS stage 2? There is no further information other than that generated by the clarification process. 3. Please could you confirm the opportunity value? It is our policy not to confirm the budget. 4. Good morning, do you have an indicative budget in mind for this project? It is our policy not to confirm the budget. 5. Is there a budget for this opportunity It is our policy not to confirm the budget. 6. Please could you confirm how this opportunity will need to align with the delivery of the following opportunities:a. 15451 – Technical Roadmapping Exercise For ONS Disseminationb. 15455 – Provision of Advice and Support to ONS for a Review of ONS Web Estate All 3 opportunities are closely aligned and help to set the strategic direction for the ONS web estate and beyond for the next 3 to 5 years. Because of the need to complete the work within this financial year, we have taken the decision to run the work in parallel rather than sequentially. There are dependencies and overlaps between each of the pieces of work and the ONS programme manager will work with the successful bidder(s) to ensure that duplication is minimised and bidders are able to collaborate and share information as needed to ensure the success of the programme. 7. IMPORTANT NOTE TO BIDDERS. The Authority confirms that evaluation of price is based only on the Total Price (£ exc VAT).However, the Authority requests an elemental breakdown, showing the price of each milestone listed in the ITT. 8. What does the buyer mean by “Content Development, Management and Publication”? Are you looking for the supplier to create data models and generate content for ONS? This is a discovery exercise to set out the technical requirements for a future content management system to enable the ONS to produce structured content in an efficient, re-usable way. The invitation to tender sets out the specific deliverables and artefacts we expect the supplier to provide, including a content model aligned with relevant ONS taxonomies. We are not looking for the supplier to generate content for ONS or to deliver a CMS.