Seafarer Documentation System II (SDS II) - Microsoft Dynamics 365

Tender description

About adding context and requirements test Pre-market engagement Market engagement was carried out in October 2022 in the form of a Request for Information (RFI). Input was sought to identify potential technologies which could fulfil the requirement to replace SDS, and provide the basis of the future maritime services digital platform. From this activity, MS Dynamics was identified as a the preferred solution, which is already used by some teams within the MCA today. The RFI document which was published has been uploaded (My MCA - Beta Phase - Request for Information) Work done so far Discovery and Alpha phases have been carried out for the development of online seafarer services. This project has been identified as a dependency to allow progress into the Beta phase. (We have therefore selected "Not Applicable" under the section "Which phase the project is in") Initial work has been carried out, in partnership with a third party, to develop an MS Dynamics proof of concept (PoC). High-level requirements were captured, which higlighted the key areas of functionality - the PoC was then used to demonstrate how Dynamics could be used to deliver the required functions. As part of this work, the supplier also captured a level 0/1 process map for each key business area, the logical data model and data flows of SDS, and a high-level requirements catalogue. Further work is underway by internal resource to develop the functional and non-functional requirements so this can support system design and development. Which phase the project is in Not applicable Existing team The existing team includes Delivery Manager, Business Analyst, Technical Architect, Service Owner, and Product Managers for each process area. Address where the work will be done On site meetings will primarily take place at: MCA HQ: Spring Place, 105 Commercial Road, Southampton, SO15 1EG. Secondary location: Registry of Shipping & Seamen, Anchor Court, Keen Road, Cardiff, CF24 5JW Occasional visits to other UK based office locations may be required. Other work to take place in supplier locations/remotely. Working arrangements No specific location, although this must comply with security and data requirements. Regular in-person/on-site presence will be required at MCA HQ in Southampton for workshops and stakeholder engagement. There is a requirement that the team working on this project will be available for meetings Monday to Friday, between 9AM to 5PM (BST/GMT). Note this does not preclude staff working part time hours, or work taking place outside these hours. Meetings at MCA HQ (Southampton) are expected to be attended at supplier's expense. Occasional visits to other office locations in the UK may be required. Travel and subsistence expenses for visits to other sites will be subject to DfT policy (and prior approval). Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Provide more information about your security requirements (optional): All must have BPSS as a minimum. Latest start date 2023-09-01 Enter the expected contract length: 10 months Extension period: 5 months Special terms and conditions All expenses must be pre-agreed, and where possible be in line with the indicative limits outlined in the Department for Transport (DfT) Travel and Subsistence policy (see attached DfT T&S Guidance). All vendors are obliged to implement appropriate technical and organisational measures so that data processing meets the requirements of GDPR and ensures the protection of the rights of data subjects. Shortlisted suppliers will be asked to complete a preliminary security assessment form. The issue of a contract will be subject to satisfactory information being provided. Work is expected to be completed in line with the applicable elements of the MCA's Strategy, Design & Architecture standards and principles (https://mca-sda.mcga.gov.uk/) Write the term or acronym: SDS Write the term or acronym: SDS-II Write the term or acronym: CoC Write the term or acronym: DB Write the term or acronym: BML Write the term or acronym: BSC Write the term or acronym: CEC/FSE Write the term or acronym: MCA Data Platform Write the term or acronym: API Explain the term or acronym: Seafarer Documentation System (the legacy system to be replaced by this project) Explain the term or acronym: Refers to the Dynamics system which will be delivered by this requirement to replace SDS Explain the term or acronym: Certificate of Competency - document confirming seafarer has met the standards required to perform a particular role at sea. Explain the term or acronym: discharge book - document issued to seafarers to records details of all time working at sea. Explain the term or acronym: boatmaster's licence - certification allowing captain certain vessels on inland waterways. Explain the term or acronym: British Seaman's Card - an internationally accepted document which lets British seamen land at foreign ports without needing a visa. Explain the term or acronym: Certificate of Equivalent Competency/Flag State Endorsement - document issued to recognise a CoC issued by a different flag state administration. Explain the term or acronym: an Azure Cloud based system which ingests source system data from across the agency, and makes it available to colleagues from a single place. Using Databricks we ingest data from source systems through Explain the term or acronym: we then send it through our cleaning pipelines. Data is output to the Data Lake where conformed data is stored. Data is also output as Power BI datasets to make it more widely available to the business. Are you prepared to show your budget details?: No Confirm if you require a contracted out service or supply of resource Contracted out service: the off-payroll rules do not apply Summary of work MCA require an implementation partner with experience of designing and implementing process workflows using the Microsoft Dynamics 365 platform. This will include deployment and configuration of Microsoft Dynamics 365 Sales and Service modules, and integration with gov.uk common platforms (Pay and Notify). Implementation of the system will also require development of a new Certificate of Competency (CoC) checking online service, using Power Pages. Data will need to be cleansed and migrated from the existing legacy system. Dynamics will connect via API to the MCA Data platform. MCA's target is for the system to Go Live by 31 March 2024. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is External Organisations will use the CoC checking service Why the work is being done We want the day to day experience our customers have with MCA to be far better than it is now – we want this to be a reason they choose us over other flag states. Improving our internal systems allows the MCA to improve efficiency in the services it provides customers. Efficiencies in providing seafarers with UK certification will in turn benefit the UK flagged vessels, that rely on timely issue of documentation for their seafarers. Making UK certification a smoother and more attractive proposition will support the growth of the flag, which in turn helps the growth of the maritime economy. Implementing Dynamics will provide the capability for a maritime services customer digital portal to be realised. This will ultimately deliver significant benefits to external customers, improving what is already online and moving existing manual and semi-manual functions/process online – digitising and automating wherever appropriate. The business problem you need to solve Current processes are inefficient, and led by offline activity rather than structured case management within the system. The functionality offered is limited by the age of the existing technology. The current data model and data flows are inefficient, resulting in duplication, double-handling, and inconsistencies. The current system is old and will not enable us to modernise internal processes or the services offered to customers limiting efficiency gains moving forwards. First user type: Internal administrative officer First user type: Customer service manager First user type: Team leader First user type: External shipping company First user type: Organisation First user type: System administrator Enter more details about this user type: I need to log and process applications from external customers, so that I can issue them documentation. Enter more details about this user type: I need to access information reports so I can monitor the number of documents issued and performance against agreed service levels. Enter more details about this user type: I need to access information reports so that I can measure staff performance and allocate resources effectively. Enter more details about this user type: I need to verify certificate details online, so that I can offer employment opportunities to seafarers. Enter more details about this user type: I need systems to utilise modern, well-known technologies, so there is greater resilience and systems can be easily supported and maintained. Enter more details about this user type: I need to make neccesary changes to process/application that can be administrered to the applicants/customers