To-be modelling

Tender description

Summary of the work Mapping for a regulator of 'to-be' business processes, data flows, and drafting of technical specification for future architecture as part of wider development programme. Expected Contract Length Work needs to be complete by 31 March 2022 Latest start date Monday 28 February 2022 Why the Work is Being Done The HTA has an ambitious vision and strategy centred on achieving greater sustainability, agility, and resilience in our operations. As part of our Strategy, we are working on a development programme comprised of a series of projects examining how we can most effectively deliver our services in the future. The Data & Intelligence project aims to establish a more structured and easier to analyse dataset that will help us to be more intelligence-led in our regulatory oversight, and to help us target our actions based on risk. Building both comprehensive ‘to-be’ data flows and business process maps across our domains will be crucial in achieving this aim. The outputs required from this work include: • Mapped ‘to be’ data flows • Mapped ‘to be’ business process flows • A ‘to be’ data flow and business process narrative • High level domain maps that connect processes and data across the domains • Providing requirements for the future ECM architecture • Mapping of a ‘future state’ to support the identification of skills and experience This work needs to be completed by 31 March 2022 Problem to Be Solved Our current dataset is not as structured as it could be and analysing it is not as easy as it could be. There is potential for the HTA to be more intelligence-led in terms of regulatory oversight which will help target actions based on risk. Who Are the Users As a Regulation Manager I need to be able to easily access information from one source so that I can make informed decisions. As a Regulation Manager I need automation so that I am not wasting time copying and pasting from document to another. Work Already Done - ‘As-is’ business process flows within and across domains have been mapped, a detailed process narrative has been written, and domain level data flow diagrams have all been produced. - Key data points and indicators across the different domains have been identified and v1.0 of the HTA Data Model has been developed. - An iterative Target Operating Model (TOM) has been developed which will help to inform the HTA’s future state. The ‘to-be’ modelling will inform its development - The HTA have adopted SharePoint Online in support of the strategic goal of having an EDRMS that is fit for purpose. Existing Team A core group formed of the Development Programme resource will form the core attendees of the workshops. This group will be supplemented by subject matter experts specifically licensing, HR, Finance, and support services. Current Phase Discovery Skills & Experience • Have experience in business processes and data flow mapping • Be able to draft requirements for ECM architecture • Have experience in running workshops • Be able to work to tight deadlines Nice to Haves • Deliver within a short space of time • Will have worked with ALBs and/or the Civil Service Work Location The HTA is based in Stratford, London. Most of the work we expect will be conducted virtually. Working Arrangments The work will be with the core groups mentioned above. The mapping of data flows at a domain and process level will be completed through workshop sessions. Workshops will be scheduled by domain. A schedule of workshops will be set up in advance and shared to facilitate attendance, targeted contributions, and timely outputs. No. of Suppliers to Evaluate 4 Proposal Criteria • Time frame for the work • Value for money • How the approach meets our goals • Proven experience delivering similar projects Cultural Fit Criteria • Take responsibility for their work • Work as a team with our organisation • Be open and transparent • Be clear communicators Payment Approach Fixed price Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. May I please ask for a budget range on this task please. Up to £20,000 2. Can you provide a budget range for this piece of work? Up to £20,000 3. Please can the authority confirm the available budget and / or the number of people anticipated to be required. Up to £20,000. The number of people required from the supplier will be determined by the supplier. 4. Please could you indicate the budget for this phase? Up to £20,000 5. The latest start date provided is only two working days after submission. Is this going to change, and, if so, what’s the latest start date you envisage? We could envisage that start date being pushed back by 3 or 4 working days beyond the submission date 6. Hello.Can you please confirm what business processes and domains are in scope for this work?Can you please confirm the purpose of the ECM? The domains in scope include Licensing, Data & Intelligence, Corrective Action, and Authoritative Voice. There are a number of different business processes under each domain (4-12).Our ECM needs to be fit for our purposes as we move into a much more data-driven future, reflecting good practice and utilising the best available technology.