RM1043.8-1-Government Legal Department Legal Practice Management Alpha Phase

Tender description

About adding context and requirements test Work done so far A discovery phase identified a prioritised list of user stories developed from user and business needs, opportunities to improve and a potential technical design approach to meet the needs. Further internal work is ongoing to test these outputs and do more detailed work on the needs of the non-contentious part of GLD's business. Which phase the project is in Alpha Existing team The supplier will work with Digital and Data specialists and subject matter experts at GLD in an Agile multidisciplinary team to deliver the alpha. GLD will provide: 1. programme manager 2. subject matter experts 3. business engagement manager 4. existing system technical experts 5. project delivery professionals (a defined list of roles and responsibilities will be provided) Address where the work will be done Government Legal Department, 102 Petty France, London SW1H 9G Working arrangements The majority of work can be completed remotely. However, to help develop a collaborative agile team culture, the supplier should be able to attend workshops and meetings with stakeholders in our London office from time to time. Any travel and subsistence expenses should be within those costs budgeted at the outset of the project and shown separately. All travel and subsistence expenses will need prior approval. Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Provide more information about your security requirements (optional): BPSS is the minimum security clearance required. Latest start date 2024-09-16 Enter the expected contract length: 6 months Extension period: 3 months Special terms and conditions All expenses must be pre-agreed between the parties and must comply with the Cabinet Office Travel and Subsistence Policy Special terms and conditions All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of GDPR and ensures the protection of the rights of data subjects. For further information please see the Information Commissioner's Office website https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/ Special terms and conditions Intellectual Property Rights will reside with Government Legal department on acceptance of Beta solution. Are you prepared to show your budget details?: Yes Indicative maximum: 950000 Indicative minimum: 750000 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 Delivery of the alpha phase of a project to replace GLD’s existing case management system with a new legal practice management system for use across GLD. Where the supplied staff will work No specific location (for example they can work remotely) Why the work is being done The current IT systems used by GLD are now out of date and are hindering and risk GLD’s ability to operate efficiently and deliver a cutting-edge service to clients across government. GLD would like to replace their central case management system with a more contemporary solution that will also provide wider legal practice management, flexibility, modern integrations, and tighter alignment to the cloud and existing SaaS solutions. The business problem you need to solve The legacy case management system (used mostly for GLD's contentious legal work) is now over 14 years old and has received end-of-life notice from the supplier. The product does not meet current government standards, such as the Technology Code of Practice or Web Content Accessibility Guidelines (WCAG 2.1) and the efforts required to keep it fit for purpose are increasing, with diminishing returns in functionality and improvements. It does not integrate well with other support systems (such as finance and HR) and is not designed to be used for GLD’s non-contentious legal work (where our lawyers are mainly based in other government departments). The product is not user friendly, carries high administrative support and management information is inconsistent. A discovery was completed in December 2023 to identify the user needs and the opportunities to improve. GLD would now like to conduct an alpha phase to prototype and test the following in Salesforce, LexisNexis VisualFiles, Peppermint with the aim of identifying the most suitable technology to move forward with into beta: A. the lifecycle of a typical GLD case B. migration of a sample of GLD case data from the existing CMS c. integration with GLD’s M365 instance D. production of two MI dashboards (case load and time) E. how billing can be replicated within the potential new technologies F. user definable security of both case and documents, using M365 security principles First user type: Litigation lawyer First user type: Advisory lawyer First user type: Business support officer First user type: Legal manager First user type: Finance officer First user type: Knowledge manager First user type: Practice management unit analyst Enter more details about this user type: As a litigation lawyer I need to be able to find, view and update case information from anywhere with an internet connection so that I can manage my cases efficiently and effectively. As a litigation lawyer I need my cases to follow a specified workflow so that I can ensure I am complying with legal standards. As a litigation lawyer I need manual and auto-generated tasks relating to cases so that I don’t miss deadlines and milestones. As a litigation lawyer I need to generate documents from templates with case metadata so that I can save time, be consistent and accurate. As a litigation lawyer I need to be able to record time against cases so that my time can be accurately billed to clients. As a litigation lawyer I need to send and share files securely so that I can collaborate with clients and colleagues. Enter more details about this user type: As an advisory lawyer I need access to previous advice given on similar cases so that I can give consistent advice and save time. As an advisory lawyer I need to access a centralised document repository that categorises and organises client documents by case so that I can quickly find and access historic client documents without interrupting my workflow or having to ask the client. As an advisory lawyer I need to be able to record my time in a way that makes sense to my work so that it is accurate and useful. As an advisory lawyer I need to be able to collaborate across a range of technologies from host departments and clients so that I can work in an efficient and effective manner. Enter more details about this user type: As a business support officer I need to be able to create a matter with all the necessary details so that it can be handed over to a lawyer to manage. As a business support officer I need to be able to create, update and delete contact information so that it is always up to date and accurate. As a business support officer I need to be able to find information from my team's past work to be able to comply with freedom of information requests. As a business support officer I need a document management strategy so that I can help my team maintain consistency. Enter more details about this user type: As a manager I need workflow management that aligns to legal standards so I can ensure compliance. As a manager I need accurate and up-to-date management information so that decisions can be made supported by evidence. As a manager I need accurate time recording data so that I can plan for the next financial year with respect to workforce and budget reviews. Enter more details about this user type: As a finance officer I need accurate time recording information, including description of work done, so that clients can be invoiced in a timely manner with a description of work done As a finance officer I need accurate information about lawyer grades, roles and rates so that invoices can be generated from the time recording information As a finance officer I need to complete financial processes to create and manage invoices and credit notes including the passing through of disbursements. As a financial officer I need to manage client monies. As a financial officer I need to manage the billing/sales ledger process, including reallocating time and disbursements from one case to another. As finance officer I need to be able to invoice the cost of a case across multiple clients. Enter more details about this user type: As a knowledge manager I need an easy way for lawyers to contribute to knowledge resources so that I can reduce risk due to inconsistent advice and duplication of effort. As a knowledge manager I need to consistently tag and categorise knowledge resources so that lawyers can find information quickly and accurately. Enter more details about this user type: As a PMU analyst I want to have accurate reports, based on business rules so that I can accurately report on compliance with internal and external measures