Digital Outpatients Transformation Programme Support

Tender description

Summary of the work UHD have been successful in bidding for funds from the TIF- Targeted Investment Fund, to support the delivery and implementation of digital transformation within outpatient Services. We required skilled and suitable experienced programme management to oversee and lead this work to recognised best practice standards Expected Contract Length Call Off of requirements over a 2 year period, however no guarantee of work can be given Latest start date Monday 9 January 2023 Budget Range The Trust are looking for a Cost proposal to support to delivery the transformation outcomes required. We request a financial proposal to include a one off fixed cost to deliver this work to be called off over the allotted period. We require you to submit your best estimate based on the information provided to support the Trust in delivering the transformation programme and the innovative solutions that have been procured. Why the Work is Being Done University Hospitals Dorset (UHD) is undertaking a wide-ranging set of change programmes that seek to improve both the clinical and patient experience across the entire UHD estate and connected services. The Trust requires mobilisation early January 2023 Problem to Be Solved The Trust is look for a Experienced supplier for the provision of programmatic delivery support to the Digital Outpatients Transformation Programme which is seeking to deliver a series of innovative digital solutions across the Outpatients’ department to benefit clinicians and patients. The programme has procured a series of new technologies including a two-way patient booking system, a room booking solution, dictation software, Pre-operation assessment and self-check in capabilities in outpatient departments. These tools now need to be implemented and the change impact to clinicians, patients and administrative staff managed effectively. Who Are the Users The successful supplier will be working with the outpatient clinical and managerial leadership and the UHD Informatics teams which comprise of software developers, project managers, desktop and infrastructure engineers and IT Trainers. Existing Team The successful supplier will be working with the outpatient clinical and managerial leadership and the UHD Informatics teams which comprise of software developers, project managers, desktop and infrastructure engineers and IT Trainers. Current Phase Beta Skills & Experience • Be qualified to at least MSP Practitioner level • Have at least 5 years in Programme Management Consultancy • Be able to evidence Programme Management for Other NHS Organisations over 5 years • Have current Knowledge of Outpatient Digitisation market place and technical solutions and in particular Booking Systems, Patient Administration and documentation workflow Nice to Haves • Be qualified to MSP Advanced Practitioner level • Evidence of delivering Digital Transformation Programmes in the NHS Work Location Across various sites of University Hospitals Dorset NHS Foundation Trust, including, Royal Bournemouth Hospital, Poole General Hospital and Christchurch Hospital. Working Arrangments A Hybrid approach of working will be required to balance the need of face to face meeting on -site, moving between sites, primarily Bournemouth and Poole and to be available for key stakeholder engagement and meetings No. of Suppliers to Evaluate 3 Proposal Criteria • Detailed approach and methodology to delivering the programme • How the supplier intends to communicate with the Trust and key stakeholders • How timescales are managed throughout the programme • How progress will be measured, including reports to monitor progress • Details of the team who will be supporting and accountable to the Trust • What the dedicated team will be accountable on a day-to-day basis • How and where the team will deliver the support required • Any innovative methods of implementation that can be offered Cultural Fit Criteria • Be capable of supporting "whole systems working" across Health and Social care • Understand the contribution that Informatics can make to improving patient care Payment Approach Fixed price Assessment Method • Case study • Work history • Reference • Presentation Evaluation Weighting Technical competence 20% Cultural fit 10% Price 70% Questions from Suppliers 1. Is there a current incumbent or preferred supplier for this role? No, but the Trust did have a partner for the initial phase of this work who may re-bid for this second phase. 2. The evaluation weighting is unusually heavily oriented towards price. Is the 70% weighting for price correct? Yes, this is standard proportion for our NHS organisation 3. What skill-mix is required? Is it just programme management, or will other skills be needed such as Business Analyst, Comms, Training, testing etc. Predominately programme and change management, although IT skills, testing and training would be added benefits 4. If we were to be short-listed, would we get a more detailed supplier briefing as part of the preparation of our final proposal? Yes, the Trust would be able to give further details for a final proposal 5. Do you have an estimated range for the number of project/programme managers required to do this work? The Trust would estimate two or three would be required 6. What is the technology stack for the program? The programme has procured a series of new technologies including a two-way patient booking system, a room booking solution, dictation software, Pre-operation assessment and self-check in capabilities in outpatient departments. These tools now need to be implemented and the change impact to clinicians, patients and administrative staff managed effectively.The project management software in use is Celoxis. 7. What is the current stage of the program and the team size? First phase IT implementation and operational use in place, next phase needs testing completed in January then roll-out, then move to change management and increased uptake as well as phase 3 next system integration plan 8. Is it an onsite team that PM will be dealing or a contract based engagement? Both 9. Does this role require any experience of implementing Pre Packaged solutions/Products OR is it a completely custom build solution to be built from scratch? It’s pre-packaged but also requires local integration 10. Is it an On-Prem solution or are there skills requirements to deal with cloud-based solutions? Cloud-based solutions, but not expected to be an expert in this arena 11. Does the Trust have an indicative budget for the 24 month period? The Trust does not have a dedicated budget for this project. Non-recurrent funds will be used, where available so not fixed rate and this process covers more than one programme. As previously mentioned in the the requirements we are looking for a financial proposal, however, we cannot guarantee any future spend. 12. Is University Hospital Dorset NHS Foundation Trust looking to identify and procure a specific individual to deliver the Programme Management support or organisations that can provide access to a pool of qualified resources over the 24 month period? Consistency is important so a key link individual is desired, however, access to a pool of resources deployed in agreement with a link individual can provide the best service model