prj_10360 Youth Justice Board Business Intelligence and Insights Platforms and Services-closed

Tender description

Work done so far Advanced proof of concept model of the Intelligence Framework, allowing the formulation of content and file archiving, has been delivered. A proof of concept for the external website has been built to demonstrate the ability to extract content for consumption into the Intelligence Framework. Some business analysis discovery work has been completed to understand YJB requirements for the formulation of a Power Platform PowerApps and other Microsoft applications have been considered in respective of transforming YJB business processes. Which phase the project is in Alpha Existing team The existing team consists of a third party supplier providing a business analyst with comprehensive technical expertise within the Microsoft Office 365 suite of applications. The analyst is supported by administrative colleagues to capture meeting outputs and deliverables, with further expertise in fields such as web design supplied where appropriate. This project is managed internally by the YJB Business and Intelligence Directorate with support from the internal ICT team. A YJB project manager is responsible for coordinating delivery of this project with further governance at senior Executive level. The supplier would be expected to present progress updates and demonstrate new functionality to appropriate governance boards. The YJB currently has an unintegrated external website that is hosted and managed by a third party supplier with service desk, 1st and 2nd line support. Address where the work will be done Remote working with occasional travel to the YJB London Office. Working arrangements The YJB will not dictate supplier working arrangements, other than outlining that YJB core working hours are Monday to Friday (normal business hours). To securely access the IT infrastructure, the supplier will be supplied with a Ministry of Justice laptop and access to relevant MS Office 365 and SharePoint accounts. Travel expenses will be absorbed in the contract costs, however these are expected to be minimal as the majority of the work can be completed remotely. Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Provide more information about your security requirements (optional): The Business Analyst should already hold DBS clearance due to the likely exposure to sensitive data relating to children. Should the supplier not hold this level of clearance, the YJB will sponsor the relevant application at the Supplier's expense. Latest start date 2023-10-10 Enter the expected contract length: 2 years Extension period: 1 year Write the term or acronym: YJB Write the term or acronym: BII Explain the term or acronym: Youth Justice Board of England and Wales Explain the term or acronym: Business Intelligence and Insights (YJB internal directorate) Are you prepared to show your budget details?: Yes Indicative maximum: 720000 Provide further information: Up to £480,000 including VAT for the initial 2 year term, up to £240,000 including VAT for the 12 month extension period. Subject to approval by the YJB governance and the agreement of Statements of Work. 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 The Youth Justice Board ("YJB") have been working towards designing our operating model to ensure alignment with strategic objectives, business planning and to deliver what the YJB need to be good at: • Developing evidence based knowledge • Building and maintain Stakeholder relationships • Using our information and evidence to form an expert view of how to get the best outcomes for children. This operating model is underpinned by a SharePoint based Intelligence Framework. The key goal of the Intelligence Framework project is to simplify the processes used to both gather and share information and data, internally and externally via a website, so that the organisation can make better informed decisions and provide advice to policymakers that is backed up by robust evidence. This will support the organisation pursue the vision of a Child First youth justice system. The scope of work includes solutions delivered using Power Platform apps. The scope of work must include training and support associated with the implemented solutions. Where the supplied staff will work London Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is Secretary of State for Justice duly authorised agent on behalf of the Youth Justice Board for England and Wales Why the work is being done The services will enable the YJB to gather and share information and data so that the organisation can make better informed decisions and provide advice to policymakers that is backed up by robust evidence. This will support the organisation pursue the vision of a Child First youth justice system. The business problem you need to solve Currently accumulated knowledge is spread disparately across the YJB. There is a requirement for a ‘central repository’ solution to bring this knowledge together for query and reporting, of which a proof of concept of a Sharepoint based Intelligence Framework has been developed. This needs to be rolled out as a live platform. The Youth Justice Board do not currently have the required in-house skills to work with stakeholder groups to understand and document the ‘central repository’ requirements. Due to this, we require a multi-disciplinary delivery team to understand and document the requirements. The expected deliverables of this project are: • To improve outcomes for children and young people, • The establishment of a central, secure, and accessible Microsoft technology stack solution that contains statistics, analysis, insights, soft intelligence, and research in a structured way, • Enable the Business Intelligence and Insights team to spend more time on analysis and providing "Here is what the data means” positions, • Leverage existing technology and platforms where possible, • To improve YJB business processes where possible, • Enable the YJB to influence policy makers, stakeholders, and strategic partners by improving the organisation's position as a voice of authority. The challenges associated with this project are: • Developing a fresh approach to information management and storage, • Encourage employee buy-in of the value of information management, • Encourage improved collaboration across the organisation. First user type: YJB User First user type: Youth Justice Sector Professional (YJB/Academic/Practitioner) First user type: YJB User First user type: YJB User Enter more details about this user type: I need to be able to store my information in a structured manner on a centralised system via established technology available within the Ministry of Justice Office 365 based system. This information must be available to all other users in an accessible format. My information will act as a vital resource for the YJB intelligence framework solution by ensuring: • Content is tagged to improve visibility, search, and availability in the framework • Content can be ‘promoted’ so that it features more prominently in the framework solution • Team pages showcase different areas of BII and what they do • Key links and request forms will enable wider YJB to view BII products and request information Enter more details about this user type: I will utilise the internet facing external platform (website). I will be able to access or request the upload of research, practice or academic submissions to the platform. Enter more details about this user type: I will use the Intelligence Framework to search for targetted information pulled in from all available YJB resources including reporting tools, Office 365 based applications and the internet facing external platform (website). This information will be used to support the organisation to pursue the vision of a Child First youth justice system by influencing relevant youth justice stakeholders. Enter more details about this user type: YJB user I will have a solution to capture contacts and soft intelligence in a structured manner. This will enable me to instantly see summaries of contacts and intelligence relating to individuals or organisations. Information collected by this solution would also add an additional layer of intelligence to the Framework, using shared data across the two solutions. Questions and Clarifications 1. Please can you confirm if the 750 character count includes spaces? The 750 character limit excludes spaces. Last Updated: 26 July 2023, 14:24 2. 1. Can you please explain the M365 licensing situation at the YJB and what users have what level of licence? 2. Please describe how many users there will be of the intended solution and the expectations around the training needs of each so we can begin thinking of how we approach this? 3. Will support be required to service external as well as internal users (you mentioned this is all going to be available through a website - do we need to consider tracking requests and tickets from website users? 4. What is the website currently hosted / built on? 5. Who created the proof of concept, was it yourselves or the 3rd party? 6. What version of SharePoint are you using - is it SharePoint Online or do you have an On-premise element? 7. Can you describe in more detail the various stakeholder groups mentioned? How many, are they internal or external etc. 1. YJB M365 licences are provided by the Ministry of Justice (E5 licences). 2. The SharePoint based application will support approximately 100 internal users (no external).  We anticipate a requirement to train a defined number of super-users to manage the application and deal with general issues.  Less detailed training will be required for all users to support day to day use. Further information will be provided in Stage 2 Further Assessment. 3. The support would only be to support internal users.  The YJB would like to provide support for external website users from internal “super-users”.  Support for any serious technical issues associated with both the SharePoint based platform, the external website and for other requirements will be provided by the supplier. Further information will be provided in Stage 2 Further Assessment. 4. The external website is built on Joomla and hosted within AWS. 5. By a third party supplier. 6. We utilise a desktop version of Sharepoint but have access to online M365 accounts. 7. The majority of this project will focus on approximately 100 internal stakeholders. The website is for external and internal use, however number of users is not known currently. Further information will be provided in Stage 2 Further Assessment. Last Updated: 26 July 2023, 14:23 3. 1. Resourcing - what is your view on the type of technical/non-technical resources you would like for this engagement? Do you have a rough team size in mind? 2. Support - what would your expected Service Level Agreements (SLAs) be? E.g. availability, response times, out of hours etc. 3. How are you looking to leverage Power Apps specifically for this? Are you considering Power Pages? 4. How do you anticipate connecting your website to your back-end SharePoint data? 5. Is data migration considered part of the scope? 6. Are there any third party integrations required for the system? 7. Can you share any details on the data volume, number of expected internal/external users? 8. Can you confirm details on type of O365 licenses being used? E.g. any Power Platform licenses (per user/per app/per flow/Power BI Pro licenses) for users? 9. Do you require the supplier to follow Application Lifecycle Management for the solution deployment through Dev, UAT and Prod environments? 10. Are there any key milestones / time frames to bear in mind e.g. solution to be live, support phase to start 11. Are any branding / accessibility requirements expected e.g. WCAG? 1. It will be for Suppliers to propose the approach to implementing and service management in Stage 2 Further Assessment. 2.Further information on service management will be made available in Stage 2 Further Assessment. 3.Some business analysis discovery work has been completed to understand YJB requirements for the formulation of a Power Platform PowerApps and other Microsoft applications have been considered in respective of transforming YJB business processes. Power Pages has not been considered to this point. 4. Further information will be available in Stage 2 Further Assessment. However, this will be for suppliers to consider. 5. Yes. Further information will be made available in Stage 2 Further Assessment. 6. Yes. A proof of concept for the external website has been built to demonstrate the ability to extract content for consumption into the Intelligence Framework (MS SharePoint). 7. The SharePoint based application will support approximately 100 internal users (no external). 8. MS E5 licences are available 9. No. 10. Further information will be available in Stage 2 Further Assessment. 11. Accessibility checks will be completed by the Ministry of Justice IT team and we expect the successful supplier to ensure all solutions are compliant. Last Updated: 26 July 2023, 13:45 4. Attachment one contains questions relating to technical and cultural criteria, but these are not included in attachment three. Are we right in thinking that technical and cultural criteria will be determined in the second phase of the process via the written proposal? The technical questions and cultural fit questions have been published in the DOS6 notice. The written response to these questions will be required as part of the Stage 2 Further Assessment response. Last Updated: 25 July 2023, 13:40 5. 1. Is there an incumbent supplier? 2. In the Statement of Requirement ‘Problem to be solved’ section, it is stated that a SharePoint-base Intelligence Framework proof of concept has been developed. Was this Intelligence Framework proof-of-concept created by MoJ internal resources or was it created by an external supplier. 3. In the Statement of Requirement ‘Problem to be solved’ section, it is stated that ‘There is a requirement for a ‘central repository’ solution to bring this knowledge together for query and reporting, of which a proof of concept of a SharePoint based Intelligence Framework has been developed.’ What does ‘query and reporting’ mean in this context? 4. Looking at the ‘Problem to be solved section’ of the Statement of Requirement, how is ‘query and reporting’ achieved against the Intelligence Framework? 5. Question 1 of the Technical Criteria asks: ‘What is your proposed technical solution for the live Intelligence Framework and external website?’ Is the supplier expected to use the proof-of-concept Intelligence Framework mentioned in the ‘Problem to be solved’ section? 6. If the supplier is expected to use the Intelligence Framework proof-of-concept, will suppliers be able to see the Intelligence Framework before tender submission? 7. What form does the intelligence take in the Intelligence Framework? (Is it documents and / or data?) 8. Social Value Criteria Question 1. Please give examples of how a supplier could support strong, integrated communities. 9. Social Value Criteria Question 1. What are the ‘communities’ mentioned in this question? 1. See the DOS6 notice. 2. By a third party supplier. 3. Extracting data for analytical purposes. Further information will be made available for Stage 2 Further Assessment. 4. Further information based on the discovery work will be shared in Stage 2 Further Assessment. 5. Further information on the discovery work including the proof-of-concept Intelligence Framework will be made available to suppliers in Stage 2 Further Assessment. The supplier may choose to use the proof-of-concept or propose a technical solution with the required functionality. 6. Further information on the discovery work including the proof-of-concept Intelligence Framework will be made available to suppliers in Stage 2 Further Assessment. 7. Both documents and data. 8. See The Social Value Model: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/940826/Social-Value-Model-Edn-1.1-3-Dec-20.pdf Activities that demonstrate and describe the supplier’s existing or planned measures to raise awareness or increase the influence of staff, suppliers, customers, communities and/or any other appropriate stakeholders to promote strong, integrated communities through its performance of the contract, e.g. through engagement; co-design/creation; training and education; partnering/collaborating; and volunteering. A reporting metric example is number of people-hours spent supporting local community integration, such as volunteering and other community-led initiatives, under the contract. 9. Extract from The Social Value Model – “In the Civil Society Strategy government sets out how it wants all people to be able to thrive, connect with each other, and give back to their communities, whilst having a sense of control over their future and that of their community. As part of its drive to level up the UK economy, government is committed to enabling communities everywhere to collaborate with local private and public sector organisations in creating a shared vision for the places in which they live and work. A key area through which these organisations and communities can come together to make a difference is volunteering. This is reflected in the reporting metric for this policy outcome”. Last Updated: 25 July 2023, 13:36 6. 1. Can we please understand whether Google Analytics is the final choice for BI reporting or whether there's been some consideration into PowerBI? The Statement of Requirements document focusses on the Microsoft stack of technologies so Google Analytics feels like a potential outlier. 2. Is SharePoint being used to store unstructured data (for example, Word documents); is it being used as a central "hub" to signpost to the BI dashboards; or a combination of both? 3. What is currently being used as the data storage option for structured data? Are you utilising Dataverse or other data storage options? 4. Are you willing to share any outputs of the discovery and/or prototype? This will help shape the YJB vision in our heads to ensure we respond with an appropriate offer. 1. The YJB has a rich source of historic data via Google Analytics. It would not be reasonable to suggest another technology. However, if suggested, the current data would need to be migrated. Google Analytics will be required for website analytics. 2. No. The YJB has another SharePoint site call “The Exchange” which is the main document store for the YJB and both sites are dependent on each other. 3. Azure. However this may be migrated to a different platform of similar nature, e.g. AWS. 4. Further information in relation to the discovery/prototype will be shared in Stage 2 Further Assessment. Last Updated: 24 July 2023, 17:31 7. Is it anticipated the incumbent provider will bid for this next phase of work? All DOS6 suppliers may bid for this opportunity. The YJB welcomes bids from all suppliers including SME’s. Last Updated: 24 July 2023, 17:12