Decommissioning & Legacy Risk Mitigation Programme: Business Analysis service

Tender description

Summary of the work Identifying common analysis themes and how we work with other FSP workstreams to align with and feed information to. Identifying key stakeholder groups and agree the best way to establish ways of working and communication including categories of stakeholders and degree of influence they have on each aspect of analysis Expected Contract Length 24 months Latest start date Friday 1 April 2022 Budget Range Approximately £2m over the term of the contract Why the Work is Being Done There are over 250 bespoke software systems across HMCTS. Over 50 of these systems are ‘critical’ to HMCTS in the delivery of Justice across England and Wales. Many of these systems are being replaced by the HMCTS Reform programme and HMCTS are taking this opportunity to complete an estate wide Technology refresh to deliver a sustainable technology platform using contemporary standards and practices. The objective of the Business Analysis in DLRM is; • To support the decommissioning of applications which have been replaced by the Reform Programme, including confirmation all legacy functionality has been replaced or superseded. • Support the development of Data Migration and Data Archiving processes, ensuring that Data is correctly migrated to a new system of record and that HMCTS retain only data which it should rightfully own • Identify service and functional overlap across existing systems, presenting plans for the consolidation of applications that deliver similar capabilities • Contribute to the development of seamless end-to-end service delivery, in support of the democratisation of Justice Problem to Be Solved - To assess and analyse business processes and how critical systems are supporting their delivery. - Identify where there are clear and obvious gaps in business functionality and the Reform Programme delivery and / or scope. - Start to build information within the functional gap analysis template to support workshop activity. - Plan and arrange necessary workshops to validate information. - Engage with stakeholders to validate reform delivery plans and functional gaps. Who Are the Users The key users are as follows: - Legal professionals and expert users: - Professional/expert users who understand the legal process - Judges: - Professional/expert users who own the legal process - HMCTS administrative staff / case workers: - Professional/expert users who support the legal process Existing Team There is an existing Business Analysis team compromising Civil Servants, contract resources and other suppliers that this work will be conducted alongside Current Phase Discovery Skills & Experience • Hold one of the following professional Business Analysis qualifications: IIBA Level 3 – CBAP; BCS Advanced Diploma in Business Analysis; BCS International Diploma in Business Analysis. • Know how to collaborate with user researchers and can represent users internally. You understand the difference between user needs and the desires of the user • Has a good understanding of strategic arenas and large and complex projects • Be able to analyse large amounts of complex data and use it to produce solutions. • Have the ability to model advanced and complex situations across more than one business function or programme. Knows how to gather insight from senior stakeholders and communicate modelling results clearly • Have experience influencing stakeholder and managing relationships effectively. • Know how to lead on requirements analysis and take responsibility for the investigation and implementation of changes to programme scope. Nice to Haves • Champion user research to focus on all users. You can prioritise and define approaches to understand the user story, guiding others in doing so. • Work agile • Contribute to the creation and maintenance of the target operating model and identify the impact on operational service • Lead others to innovate in their work as well as enabling them to innovate on their own. Work Location Remote working with the requirement to occasionally travel Canary Wharf, London or Petty France, London. This may change depending on Government guidance. Working Arrangments The specialist will work five days per week as part of the current team, reporting to the Principal Business Analysis. Security Clearance A minimum of Baseline Personnel Security Standard (BPSS) standard is required. Where access to live production data is necessary, Security Clearance (SC) may also be required. No. of Suppliers to Evaluate 5 Proposal Criteria • Demonstrate and evidence how your business model will propose to deliver value for money for a government organisation when delivering and developing digital products, services and outcomes • Evidence of involving a delivery team in user research planning, observation and analysis • Proven track-record of delivering solutions that add value to users and/or the business • Experience of managing project or programme deliverables within budget Cultural Fit Criteria • Evidence of experience of working successfully with an organisation at varying stage of agile culture adoption and reinforcing a culture of continuous improvement and iteration in all teams. • Provide evidence of experience in how you actively and successfully manage and prioritise the wellbeing of yours and the clients teams whilst achieving outcomes at pace. • Evidence of your approach to actively promote diversity and inclusion, encouraging increased representation of under-represented groups within the workforce e.g. Women, BAME, Disables, LGBTQ+ and how you monitor/measure this. Payment Approach Capped time and materials Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Has any external supplier been involved in the initial scoping work? If so, who? No external suppliers involved in scoping 2. Can you confirm if shortlisted suppliers will have the opportunity to present? Yes, shortlisted suppliers will be invited to present. 3. Who is the incumbent and how long they have been the incumbent? There is no incumbent supplier - the current team has a mix of contractors and permanent resource. 4. Who from your team will be scoring applications for this opportunity and what positions do they hold? - Programme Director- Head of Business Analysis- Commercial Manager 5. The requirements refer to a single analyst, is this the requirement? However the budget suggests you’re looking for a team, please can you clarify? We are looking for as many resources as the supplier deems appropriate to deliver to time, budget and quality. 6. What technology are these bespoke systems using, e.g the database technology, middleware and languages used? There are varied technologies used across the 250 or so applications in scope of the programme. Mainly older technology. 7. Who will be on the assessment panel – job titles not names please? - Programme Director- Head of Business Analysis- Commercial Manager 8. Can you please clarify what is meant by ‘strategic arenas’? Does this allude to scale? Yes, some of the work will be informing strategy at an enterprise / organisation level. 9. Can you please clarify what is meant by ‘FSP workstreams’? FSP relates to the previous name of the DLRM programme. The workstreams are how DLRM organise resources and work. There are 11 worstreams:1) Vodafone Data Centre Exit – Application Migration and Decommissioning2) Jury Services Modernisation3) Libra Green-on-Black Replacement4) VDC and AMS Service Continuity5) Secure Data Analysis Environment6) Vodafone Data Centre – Tactical Risk Mitigation7) DARTS Modernisation8) Archiving and Records Management9) Decommissioning and Risk Mitigation – Non VDC10) Decommissioning Readiness and Data Migration11) Interim Hosting Solution Decommissioning 10. Please can you give a rough estimate of the number of BA roles needed as part of this contract?’ We currently have a headcount gap of c6 FTEs for BAs but this may flex both up and down over the duration. 11. What is their expected demand (in terms of FTE) for their requirements? Could they please define “strategic arenas” in Essential Criteria 3 We currently have a headcount gap of c6 FTEs for BAs but this may flex both up and down over the duration. Some of the work will be informing strategy at an enterprise / organisation level. 12. Who is the current incumbent? There is no incumbent supplier - the current team has a mix of contractors and permanent resource. 13. Can you please provide an anticipated timeline for this procurement that includes dates for: 1) Shortlisting Notification for Stage 2 2) Submission Deadline for Stage 2 3) Presentation 4) Evaluation period 5) Award Notification 1) Shortlisting Notification for Stage 2: 07 March 20222) Submission Deadline for Stage 2: 14 March 20223) Presentation: 22 March 20224) Evaluation period: 28 March 20225) Award Notification: 04 April 2022 14. Can you please clarify the question ‘work agile’? For more information on working Agile in government, please visit: https://www.gov.uk/service-manual/agile-delivery/agile-government-services-introduction 15. Regarding “Hold one of the following professional Business Analysis qualifications: IIBA Level 3 – CBAP; BCS Advanced Diploma in Business Analysis; BCS International Diploma in Business Analysis”, is this for the business or individual resources ? The organisation needs to have an understanding of the qualification but we will not require individual people to hold them. 16. Good morning. One of the essential skills and experience requirements is for suppliers to hold one of the following professional Business Analysis qualifications: IIBA Level 3 – CBAP; BCS Advanced Diploma in Business Analysis; BCS International Diploma in Business Analysis. We have this capability within our BA practice, is this what you are looking for? or are you looking for suppliers to demonstrate/evidence this capability through an individual? The organisation needs to have an understanding of the qualifications but we will not require individual people to hold them. 17. Please could you describe the current team structure? The current DLRM Programme is organised into 11 worktreams plus a Central Programme Management function. The current BAs matrix is managed into the worstreams, with some BAs embedded in specific workstreams and others working on multiple workstreams. As this is a managed services, BAs within this area will work on specific deliverables. 18. For the first essential question, does everyone within our organisation need to have these diplomas or is it sufficient that only some do? We have experienced that these diplomas have a lot of gaps in them, and are not industry leading in terms of Business Analyst approaches. (Most of the BCS curriculum is over 10 years old) Thus have developed our own training based of these courses, which addresses these gaps. So please can you confirm that if our people have been through our own extensive BA training, taught by someone with one of these diplomas this is sufficient?’ The organisation needs to have an understanding of the qualifications and we will not require every individual to hold them. We will also recognise other equivalent and relevant qualifications. 19. 1. Is the budget of £2m inclusive of VAT? 2. What is the scope of work of the existing business analysis team that is made up of civil servants, contract resources and other suppliers The budget is £2m not inclusive of VAT. The current DLRM Programme is organised into 11 worktreams plus a Central Programme Management function. The current BAs matrix is managed into the worstreams, with some BAs embedded in specific workstreams and others working on multiple workstreams. As this is a managed services, BAs within this area will work on specific deliverables. 20. What expenses is HMCTS expecting to pay? The opportunity states that the payment approach will be capped time and materials. Could HMCTS confirm if there are any headline outcomes or milestones it would wish to include as part of the tender? The opportunity states that the specialist will report to the Principal Business Analysis. Can HMCTS please clarify what “reporting” means, in this context, in order to keep the assignment off-payroll and outside of IR35? The delivery is currently in Discovery. Is HMCTS able to provide an indication of what it believes are the high level phases to this work? The DLRM programme is a large programme of work being delivered by HMCTS, and the full extent of the work is still in discovery and may change over time. As this is an outcome based tender, any statements of work / milestones would be agreed and signed by the Head of Business Analysis and this is the extent of the reporting approach. 21. Please could you explain the rationale for these specific qualifications/certifications? Hold one of the following professional Business Analysis qualifications: IIBA Level 3 – CBAP; BCS Advanced Diploma in Business Analysis; BCS International Diploma in Business Analysis. We believe that requiring this will significantly reduce the number of service providers who can/will respond. We’ve provided high-quality analysis services for many years – and the best, most productive analysts are not necessarily the ones with these kinds of qualifications. Would you consider removing this requirement and/or accepting evidence of experience and skills rather than a specific qualification? Thank you Whilst HMCTS recognises that this may significantly reduce the amount of service providers that can or will respond, we support and encourage organisations that may hold equivalent qualifications or experience. We would like to ensure that we are maintaining industry standards.