C212830 Document Storage and Management Discovery v2

Tender description

About adding context and requirements test Work done so far None Which phase the project is in Not started Existing team Project SRO: David Heaslet, Deputy Director for Digital Enablement Project Manager: Claire Woodlock, Digital Workplace Partner Project Support: Bingül Augustin, Digital Workplace Lead Project advisor: Neil Pirie, Head of Data & Information Governance Business Change Manager: Ranu Jhoollun, Senior Digital Change Specialist Address where the work will be done 10 South Colonnade Canary Wharf London E14 4PU Blanche Lane South Mimms Potters Bar Hertfordshire EN6 3QG Working arrangements The supplier will be required to work in our Canary Wharf and South Mimms offices for the purposes of conducting user research and establishing business requirements. However, hybrid working is in operation at the MHRA which requires some staff to attend the office for a minimum of 4 days per month and thereafter work remotely. It is inevitable that some meetings will take place online as MS Teams meetings. Most staff work a standard duration of 7 hours 24 minutes a day, with core hours of 10.00–12.00 and 14.00–15.30. Expenses are to be included in day rates supplied as part of the tendering process. 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 2023-11-20 Enter the expected contract length: 3 months Special terms and conditions A fixed price with payment upon acceptance of deliverables, inclusive of expenses. Are you prepared to show your budget details?: Yes Indicative maximum: 150000 Indicative minimum: 130000 Provide further information: ex.-VAT. 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 MHRA requires discovery on Document Storage and Management, based on user research with the main groups of users at the Agency, their needs for document storage / collaboration and pain-points with current tools, the application of information and records management policies, etc. The output will be a written Discovery Report which will identify business requirements and user needs, and develop concepts (including technology, business process, ways of working, governance, etc) for Document Storage and Management in the Agency. Although a number of document storage and collaboration tools/platforms are currently in use, it is expected that the business requirements should be platforms agnostic and that concepts should best fit the business requirements. The Discovery Report will incorporate, but not be limited to, executive summary, methods, findings, options and recommendations supported by the findings. Where the supplied staff will work East of England Where the supplied staff will work London Where the supplied staff will work No specific location (for example they can work remotely) Why the work is being done Several different document storage and collaboration tools are currently in use in the Agency, including: • Classic SharePoint (based around a pre-transformation organisational structure and business divisions that no longer exist) • Modern SharePoint (based around the post-transformation structure) • Q-Docs (modern SharePoint migrated from WorkBench including complex Power Automate workflows) • MS Teams (Files are stored in a SharePoint site) • Documentum • Salesforce • FileDirector • Lotus Notes We would like to consolidate the number of document management and collaboration solutions to a minimum required (based on business and user requirements) to reduce ongoing management and cost overheads, and simplify how users access and manage Agency information. The business problem you need to solve Business users are unable to easily store and access information, and in line with correct governance for data storage, retention and security policies, across the whole organisation. Business need and user requirements for document management and storage is not fully understood and defined for the entire organisation (certain areas are better understood than others) as little or no user research nor business analysis was undertaken before deploying the listed tools. There has been no consistent implementation and application of information and records management policies. There is no coherent and consistent concept (eg technology, business process, way of working, governance, etc) for Document Storage and Management in the Agency. Out of scope: Legacy archiving of Sentinel documents in Documentum and Lotus Notes, and strategic document management for the new Regulatory Management System (RMS). First user type: Internal staff across our organisational structure First user type: Non-executive directors, and members of advisory boards and committees. First user type: Business process outsource partners, contingent workers and service providers. Enter more details about this user type: Comprising Corporate Group (Commercial, Finance, HR and Infrastructure and Laboratory Services), Digital and Technology Group, Enablement Group (Communications and Engagement, Governance, Strategic Programme Delivery), Healthcare Quality and Access Group, Partnerships Group, Safety and Surveillance Group, and Science Research and Innovation Group. These users need to be able to carry out their work efficiently using a minimum number of DMS solutions. Enter more details about this user type: These users need to be able to carry out their work efficiently using a minimum number of DMS solutions. Enter more details about this user type: These users need to be able to carry out their work efficiently using a minimum number of DMS solutions. Questions and Clarifications 1. With just 3 x Essential and 1 x non-weighted Nice To Have question, what is your process for narrowing down to 5 suppliers in the event of more than 5 suppliers having tied scoring at Stage 1? At the shortlisting stage each supplier will receive a total score for each criterion of the summed scores provided by the evaluators. There will be a consensus scoring meeting to discuss any discrepancies. If there are two suppliers who score exactly the same and are joint 5th in the ranking, both these suppliers will be shortlisted. Last Updated: 11 October 2023, 12:49 2. 1. Can the Authority confirm that the requirement is now three distinct 750-character (including spaces) responses? 2. Will the Authority accept graphical (including words) representations of the three pen portraits in addition to the character count? 1. Yes, three distinct questions, each of 750 characters, exclusive of spaces. This limit is set by CCS and we will not penalise suppliers who go over the limits. 2. Yes, that is acceptable. Last Updated: 11 October 2023, 12:46