HSSIB Investigations Management System

Tender description

Pre-market engagement HSSIB issued a RFI via the DOS6 framework. The results of which confirmed that the project goals, budget and timeframe are achievable. Work done so far To date, HSSIB have drawn up the requirements for the new Investigations Management System prior to commencing the procurement process. Which phase the project is in Discovery Existing team HSSIB has formed a working group to oversee the procurement and implementation of the new Investigations Management System, this group is comprised of; Luke Paton, Project Manager Philippa Styles, Director of Investigations Scott Hislop, Deputy Director of Investigations Kathryn Whitehall, Deputy Director of Investigations Sarah Graham, Board, Governance and Records Manager Sam Dresti, Publications Manager Jonathan Back, Safety Insights Analyst Holly Mitchell, Digital Communications Manager The migration of the data from our current Investigations Management System will require collaboration between the new supplier, working group and current supplier. Address where the work will be done All HSSIB staff work remotely and, as such, this project will also be conducted remotely. Work will take place at the supplier's usual place of work. Working arrangements All HSSIB staff work remotely and, as such, this project will also be conducted remotely. Meetings will be virtual via MS Teams. When a face-to-face meeting is required, this can be accommodated but the expectation is it would be by exception rather than a regular occurrence. Any face-to face meetings would be at the supplier's premises or a mutual convenient location. Provide more information about your security requirements: Baseline Personnel Security Standard (BPSS) Latest start date 2025-11-03 Enter the expected contract length: 6 months Write the term or acronym: HSSIB - Health Services Safety Investigations Body Are you prepared to show your budget details?: No Provide further information: This project has a budget of up to £500,000 ex. VAT for configuration of MS Dynamics to fulfill the requirements outline. This budget does not need to include the licencing of MS Dynamics. 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 "As part of the 10 Year Health Plan, the Government recently announced the intention to transfer the functions of the Health Services Safety Investigations Body (HSSIB) to the Care Quality Commission (CQC) in the future, subject to parliamentary time and primary legislation. In the future, HSSIB will continue to operate as a dedicated and independent investigations function under the umbrella of the CQC." "HSSIB are seeking a partner to design and configure a secure, integrated, Microsoft Dynamics based investigations/case management system to support the delivery of their investigations and long-term strategic goals. The system should meet the specified requirements to support staff to create, collaborate, and manage their investigations, and all related data, effectively and efficiently in a single platform. It is expected the project will be delivered in 5, not necessarily linear, phases including; 1. Discovery and assessment of detailed requirements, including confirmation of case types, milestones, data fields and categories, user roles etc. It is currently anticipated there will be up to 10 investigation types, each containing up to 100 independent data fields (variety of types; date, text, category), and that each case type could have up to 12 'milestones' to progress through. 2. Configuration of MS Dynamics to meet the scoped requirements. The licencing of MS Dynamics is outside of this project's scope and will be procured by the buyer as required. 3. Migration of data from our current case management system. Data format etc. to be determined. 4. User training and the provision of guidance documentation for the various user profiles. 5. User testing and issue resolution." Where the supplied staff will work No specific location (for example they can work remotely) Why the work is being done The Health Services Safety Investigations Body (HSSIB) is an independent arm’s length body (ALB), of the Department of Health and Social Care (DHSC). HSSIB operates within the legislation set out in the Health & Care Act 2022 and its purpose is to improve patient safety across healthcare, by carrying out expert investigations to determine the causes of serious systemic patient safety. HSSIB investigations do not apportion blame or liability and make safety recommendations, and share safety learning, to help improve patient safety. HSSIB core functions are to: • Conduct Investigations and produce reports that patients, families, carers and staff value, trust and respect. • Generate investigation findings and recommendations which drive action on the reduction and prevention of incident recurrence. • Act as an exemplar for good quality investigation across the NHS. • Share learning that can help healthcare staff improve patient safety in their own organisations. HSSIB has developed a curriculum based on our investigation principles and human factors expertise. This learning is shared across England to embed professional safety investigations in healthcare organisations. We have the opportunity to extend this training to the wider UK healthcare sector and globally. The investigations management system is a vital part of HSSIB's ability to fulfil this mission and it a key contract for the organisation. The launch of the new system should occur on or before 1st February 2026 to ensure the seamless continuation of HSSIB investigations. The business problem you need to solve "The day-to-day role of the system will be to be the central repository for all investigation related data from pre-launch to post-report activities. This will include the likes of the progress of each investigation along our investigation pathways, storing numerous data points, fields, associated notes and findings, managing case related documentation, including medical records, and the functionality to dashboard, report and collaborate internally and externally as necessary. The system will be required to store and organise information and operate as a collaborative platform to help all HSSIB staff to manage their work, this will include management of stakeholders and audit tracking. Currently these functions are spread between our existing investigation management system and other software, largely in our Microsoft Suite. The new system will need to tie these strands together to improve efficiency and encompass users needs in one system, integrated with our systems and MS software." First user type: As an investigator, I need to be able to log case activities, such as phone calls, import emails and keep a journal updated with key decisions and events. First user type: As a manager, I need to be able assign roles within the case and set involvements such as lead investigator, support investigator, lead analyst, support analyst etc., each with defined roles and permissions at a system and case level. First user type: As a Safety Insights Analyst, I need to be able to export data in both csv and graph format to fulfil our internal and external reporting requirements. This could include reporting for any data field within the system against a variety of case pararmeters, ie, case type, date, referrer, milestone etc. First user type: As the Publications Manager, I interact with case specific stakeholders on a case by case basis, I need to be able to input contact details for stakeholders and differentiate between thems through categorisation. e.g. referrer, subject matter expert, team member etc. to facilitate booking meetings and sharing documentation through integration with MS Outlook. First user type: As an IG user, I need to be able run reports on the data that forms the criteria of the records management audits, the cases that have been audited and the results of the audit. Ths could include the likes of data types that have been uploaded to a case, user access records or case specific email traffic. First user type: As an administrator, I need to be able to monitor and manage user access, roles and permissions, including creating new user accounts and deactivating old ones without loss of data or access to cases.