Strategic Data Transformation Programme - User Centred Design Services

Tender description

About adding context and requirements test Work done so far Modernising Our Reporting Environment: N/A Education Estates: Data Dictionary work has commenced alongside data mapping of the estate. Bringing Data Together: Conceptual only. Initial project management information collated with key deliverables for Discovery, Alpha and Beta phases. Data stores in scope of the initial delivery have been identified. Sector facing data capability: Conceptual only. A report has been delivered exploring what is needed to develop effective data standards for the school sector, including an early-stage draft conceptual architectural data model. Which phase the project is in Not applicable Existing team Modernising Our Reporting Environment: Our data modelling and reporting unit is made up of 25 skilled data scientists and data engineers who deliver our service. We are also supported by infrastructure engineers and those that collect and load the data onto our platforms for use. Education Estates: The team is made up of multi-disciplinary agile delivery skills, including Delivery Managers, Business Analysts, Senior Developers, Data Engineer. Bringing Data Together: Data and Solution Architecture team consisting of Data Architects, Solution Architects and Data Governance colleagues. Sector facing data capability: Currently there is no existing team or persons working on this project Address where the work will be done The primary locations will be Cheylsmore House, Quinton Road, Coventry, CV1 2WT, Level 2, Piccadilly Gate, Store Street, Manchester, M1 2WD, 2 St Paul's Place, 125 Norfolk Street, Sheffield, S1 2FJ or remote working arrangements subject to agreements for in-office working which we expect to be 2 days per week as standard. Primary location will be detailed in each Statement of Work (SoW) and is not limited to the listed locations. Working arrangements This will be a 5 day per week (Monday to Friday) commitment and detailed working arrangements, including team location, size and make-up, will be contained within each statement of work. Day to day delivery will be governed by standard agile delivery techniques. These could be either a Kanban or a scrum approach (depending on the work) but the standard agile ceremonies appropriate to those will be undertaken. There is an expectation services will be delivered on-site 2 days per week as standard. This requirement is for services that will sit inside IR35. Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Provide more information about your security requirements (optional): All proposed team members must have current relevant Baseline Personnel Security clearance e.g. BPSS, DBS. Suppliers will complete a security assurance questionnaire and submit relevant supporting documents e.g. Cyber Essentials in line with DfE standards. DfE may require Security Clearance (SC) for roles with privileged access to the digital services. Work must be conducted securely in the United Kingdom. Latest start date 2024-07-15 Enter the expected contract length: 2 years Extension period: 1 year Special terms and conditions Bidders must respond to the opportunity using the response template found within the project attachments. Only essential and nice to have criteria require responses at stage 1. Special terms and conditions In order to participate in this opportunity, DOS6 awarded suppliers should have followed all necessary registration steps through the Public Procurement Gateway, operated by Crown Commercial Service (CCS). Please follow instructions sent to you at the email address supplied during the DOS6 application process. Special terms and conditions The Supplier shall ensure that no Supplier Staff who discloses that they have a Relevant Conviction, or who is found to have any Relevant Convictions (whether as a result of a police check or through the vetting procedure of HMG Baseline Personnel Security Standard or through the Disclosure and Barring Service (DBS) or otherwise), is employed or engaged in any part of the provision of the Services without the prior written approval of the Buyer. Subject to the Data Protection Legislation, the Supplier shall disclose the results of their vetting process, immediately to the Buyer. The decision as to whether any of the Supplier’s Staff are allowed to perform activities in relation to the Call Off Contract, is entirely at the Buyer’s sole discretion. The Supplier shall be required to undertake annual periodic checks during the Call Off Contract Period of its Staff, in accordance with HMG Baseline Personnel Security Standard so as to determine the Supplier Staff suitability to continue to Framework Schedule 6 (Order Form Template, Statement of Work Template and Call-Off Schedules) 5 provide Services under the Call Off Contract. The Supplier shall ensure that any Supplier Staff who discloses a Relevant Conviction (either spent or unspent) or is found by the Supplier to have a Relevant Conviction through standard national vetting procedures or otherwise, is immediately disclosed to the Buyer. The Supplier shall ensure that the individual staff member immediately ceases all activity in relation to the Call Off Contract, until the Buyer has reviewed the case, on an individual basis, and has made a final decision. Where the Buyer decides that a Supplier Staff should be removed from performing activities, as a result of obtaining information in relation to the Call Off Contract, or for any other reason, the Supplier shall promptly and diligently replace any individual identified. Special terms and conditions The primary location will be detailed in each Statement of Work (SoW) and expenses will not form part of the cost unless the supplier is asked to work from a secondary location during the execution of the work e.g. If a SoW primary base is in Manchester, then no expenses will be paid for Manchester. Expenses cannot be claimed for travel to the Primary Location of work when in-office working is required. Some work may be UK wide, and travel may be required to other DfE offices. When travel to other DfE sites is required, all costs incurred must comply with the prevailing DfE Travel and Subsistence policy. Parking is not available on DfE sites. Costs for additional roles required within this contract will be discussed as needed. Should base location vary it will be outlined and agreed upon the individual SoW. Special terms and conditions The latest start date will be outlined in each individual statement of work. Except for in exceptional circumstances, and as agreed with the buyer. The Buyer has the right to terminate any Statement of Work issued in accordance with this Call-Off Contract at any time, without reason, with five working days’ written notice to the Supplier. The notice period shall be given in writing. The receiving party must acknowledge receipt of notice within 24 hours. Special terms and conditions All work must be conducted in line with the Buyer’s security policy and securely within in the United Kingdom. Contractors must work within the United Kingdom unless agreed by the Department on an individual basis in line with Buyer's working overseas policy and Buyer's security policy. Contractors must not take any departmental equipment abroad or access the departmental network whilst outside the United Kingdom unless agreed by the Department on an individual basis. Use of private VPNs is prohibited. Special terms and conditions The Department’s standard approach to pricing mechanism will be ‘Capped Time and Materials’ (CTM) however we reserve the right to use any of the other approaches as listed in the call-off charges section. Special terms and conditions General Information Standard Framework and Call Off Terms and Conditions will apply. Suppliers must agree to all DFE security clearance policies and processes. Suppliers must comply with the Regulation (GDPR) May 2018; the (DPA) Act 2018, the Law Enforcement Directive and any subsequent amendments/changes to date including providing sufficient guarantees to meet the requirements of GDPR in line with Procurement Policy Note (PPN) 03/22 which updates PPN 02/18 All Project-Specific IPRs (as defined) and the Deliverables shall vest in the Buyer unconditionally and immediately upon their creation. Special terms and conditions Suppliers will be required to undertake Financial and Security Due Diligence as part of the tender process, prior to award. Special terms and conditions Non-Solicitation Clause: 1.1 The Supplier shall not, either directly or indirectly, by or through itself, its affiliate, its agent or otherwise, or in conjunction with its affiliate, its agent or otherwise, whether for its own benefit or for the benefit of any other person solicit, entice or induce, or endeavour to solicit, entice or induce, any employees of the Buyer who are employed or engaged in the performance of the Services with a view to employing or engaging the employee of the Buyer during the Call-Off Contract Period and for a period of [9 months] thereafter. 1.2. Notwithstanding clause 1.1 the Supplier may employ or engage any employees of the Buyer which have responded directly to a bona fide recruitment drive either through a recruitment agency engaged by the Supplier or via an advertisement placed publicly by the Supplier (either in the press, social media, online or in trade and industry publications). Write the term or acronym: DfE Write the term or acronym: CRM Write the term or acronym: AI Explain the term or acronym: Department for Education Explain the term or acronym: Customer Relationship Management Explain the term or acronym: Artificial Intelligence Are you prepared to show your budget details?: Yes Indicative maximum: 2500000 Indicative minimum: 0 Provide further information: Each Statement of Work will outline the work required, associated budget and payment approach. Suppliers will need to provide clear costs to enable tracking. DfE does not commit to any minimum spend at this point. Confirm if you require a contracted out service or supply of resource Supply of resource: the off-payroll rules may apply Summary of work The Department for Education is on a data journey under the umbrella of Strategic Data Transformation Programme. This programme seeks to deliver data transformation through a number of projects. These projects include, but are not limited to: - Modernising Our Reporting Environment - Education Estates - Bringing information together - Sector Facing Data Capability Modernising Our Reporting Environment: To deliver a more efficient and automated data reporting and modelling service that co-ordinates with wider DfE data strategy on technology and data architecture to benefit the user needs across all DfE sector and internal requirements. Education Estates: Upon completion of the exercise to map the data, systems, and datasets across Education Estates, a series of outcomes will likely result. Initial indications suggest the following work will be needed to be done : - Data Dictionary Resource: The data dictionary work is currently being completed in-house; however, processes will need to be created for Change Management, along with Strict Standards for future development.  - Integration Across Siloed Data: Improvements required to structures and systems Bringing Information Together: The DfE wants to better understand the impact of policy and delivery decisions on children in education and care sectors. Through architectural improvement, Bringing Information Together aims to reduce data collation burden, improving the completeness and accuracy of data and allowing decisions to be made on live (or near real-time) data. It will create opportunities to use AI and predictive analytics, driving more informed, efficient and consistent decision making. Longer term, the project will pave the way for further data integration, enabling richer analytics and more available reporting. Sector facing data capability and standards: Continue refining our draft conceptual architectural data model for the schools sector. This includes improving the depth of the draft sector data model based on schools sector and industry insight, and alignment with relevant DfE data models and guidance. Additionally, exploring and drafting example data standards for a small number of use cases that could be used for feedback from the schools sector and related tech industry This contract is to provide User Centred Design services for the above programmes, new programmes that may join the portfolio and additional DfE requirements where necessary. Where the supplied staff will work North East England Where the supplied staff will work North West England Where the supplied staff will work Yorkshire and the Humber Where the supplied staff will work East Midlands Where the supplied staff will work West Midlands Where the supplied staff will work London Where the supplied staff will work South East England Why the work is being done Modernising Our Reporting Environment: The Department is moving to Azure and cloud technologies so our services should be fit for the future and serve changing user needs. Other DfE programmes are improving front end experience for DfE data users and underlying data architecture and infrastructure. We need to coordinate the service to have a fully joined up pipeline for the data flows. We are moving from tactical solutions on various data platforms to larger real time data sets and do need to create strategic solutions for efficient and fully operational single service for sector data dissemination. User research consistently reports need for underlying data to feed own reporting rather than a visualisation service. We must find the right mechanism to achieve this which is efficient and secure. Education Estates: There has been a long-standing requirement to organise reporting to a single panel of glass, where any data is associated appropriately and can be quickly displayed internally and to ministers and enable AI components. Bringing Data Together: Addresses the need for a more modern, consistent and robust systems architecture that: - future proofs data delivery - enhances data modelling and data analytics capability - enables adoption of powerful AI and predictive analytics tools Sector facing data capability: We want to reduce the time and money schools in England spend on low value data admin and help them use data in better ways to inform good decision making. This includes looking at what’s needed for sector-focused data standards that can benefit schools, trusts and LAs and work for implementers including the education technology industry. The business problem you need to solve Modernising Our Reporting Environment: Our current services for Further Education Data Warehousing and View Your Education Data service are operational but not fully fit for the future and need to keep pace with the technology developments in the Department or they will become obsolete. We are working to improve the services so that they become the single choice for sharing data to external providers and supporting our data users in the department with their data needs. Education Estates: The current system has not unified all the projects/programmes that have been onboarded, a holistic view of the data structure is needed to then start aligning the onboarded programmes/ projects. This will form the foundation for future onboarding of other projects/programs. Once the current system has an aligned data structure, reporting will follow a 360 view of data. Bringing Data Together: Our legacy architecture can slow the collation of data which Policy and Delivery teams rely upon. Without ‘real-time’ (or close to) information, timeliness of decision making is reduced. The legacy architecture also makes the implementation modern AI and predictive analytics tools more difficult and costly, creating a barrier to adoption. Sector facing data capability: We want to reduce the time and money schools in England spend on low value data admin and help them use data in better ways to inform good decision making. First user type: As an education provider (including Academy, School, Sixth form, FE College, Local Authority, Trust or Independent Training Provider) First user type: As an internal DfE data user First user type: As a Minister First user type: As a construction firm representative First user type: As a DfE data professional Enter more details about this user type: I need to be able to download data, view reports and analysis provided by the Department for the my institution and compare to other similar ones so that I am compliant with policy, report on assurance and access further funding. I also need to be accountable for performance in areas and have the insights to know where performance can be improved. Enter more details about this user type: I need to be able to access the data for my policy area in an efficient manner and gain the insights, analysis and knowledge the data can provide so that I can make evidence based decisions Enter more details about this user type: I need to interface with focused reporting so that I can make data driven decisions and view only the necessary data. Enter more details about this user type: I need to inform DfE of construction project progress across multiple data points so that I can submit the requested information on time and cost, quality and time is monitored. Enter more details about this user type: I need to be able to review and comment on the proposed standards and architecture model, so that I can reduce time and effort required by the sector to complete low value admin.