HMCTS Change Portfolio – Digital Business Architects

Description

Summary of the work A Head of Business Architecture, plus 8 to 12 Digital Business Architects to work across agile projects within the transformation programmes. Ensure the digital service delivers its transformation goals by defining the required capabilities, business processes, Target Operating Model (and supporting staff) and transition states for release planning purposes. Expected Contract Length 2 years. First SOW will be for a 60 Working Day duration with other SOWs developed over the term. Latest start date 31st October 2016 (for Head of Practice and first 2-3 resources ) Why the Work is Being Done The HMCTS Change Portfolio is a series of business transformation programmes that will radically change how the justice system is delivered as a whole and the individual agencies working within it, to fundamentally changing the way they work by: 1. Increasing productivity and service efficiency 2. Reducing operating costs 3. Improving the user experience This Programme covers the works previously known as the CJS Common Platform and HMCTS Reform. Problem to Be Solved The Digital Architecture function provides guidance and direction to enable the Programmes to deliver: 1. Single Case Information systems, where records are kept in one place 2. Provide the ability to access and update data based on security profile and access rights 3. Enable information to be readily available, easily accessible and shared amongst all Legal Parties and other government departments. Provide a single data source. 4. Provide a “joined up” way of working across Legal parties and government departments 5. Provide a digital operating environment that will optimise building utilisation, minimise transportation, increase procedural efficiency and reduce paper reliance. Who Are the Users The Users may include: 1. The citizen (general public) 2. Her Majesty’s Courts and Tribunals Service (HMCTS) 3. Crown Prosecution Service (CPS) 4. Legal defence community 5. Police 6. National Offender Management Service (NOMS); including Prison & Probation Services 7. Other Judiciary and Legal authorities Work Already Done A number of preliminary Discovery and Alpha phases have been completed within the Change Portfolio, using the GDS methodology. However, there are a number of projects as yet to commence Discovery – Alpha – Beta – Live approach to service implementation Existing Team This requirement is for a cross cutting team working across multiple projects within the Change Portfolio. The supplier will be working with rainbow teams consisting of Civil Servants, consultants and supplier personnel across various projects. Current Phase Not applicable Skills & Experience • Demonstrate Experience of working in an Agile delivery environment, preferably within the GDS environment • Be capable of defining the business processes, transition states and capabilities required to deliver the new target operating model • Demonstrable experience of target operating model definition • Provide key support to the Business Product Owner in the development of the transformation vision into the Live Service • Provide support to Business Leads in prioritising the development pipeline across multiple development teams to deliver the transition states and enable associated business change and benefits • Support Programme Management in developing and maintaining the programme roadmap based on transition states and supporting the alignment to benefits • Work effectively and flexibly with other architecture domains to develop pragmatic solutions to specific design challenges • Challenge user research and MVPs around ability to deliver business benefits and act as the “transformative enough” conscience of the service team • Build relationships across programme boundaries to facilitate wider alignment • Assist delivery team with story shaping and kick off and provide quality measures and business metrics for the delivery • Contribute to the shared understanding of Done within the project teams, and help them understand what’s important; ensuring “value for money” is achieved • Able to quickly understand the domain and the different users of the system, the external qualities they need and identify what transformation is required to support them • Demonstrable knowledge of process automation and where automation helps most • Demonstrable knowledge of testing and quality assurance • Demonstrate strong collaboration capability: 1 on 1 leading and guiding skills • Demonstrable systems understanding - ability to reason about the system being built, what it is for and where its weak points could be • Demonstrable ability to collaborate with development teams • Demonsatrable experience of coaching and developing a BAU internal capability Nice to Haves • Previous experience of broad business transformation initiatives • Demonstrable experience of target operating model definitions within legal/Judiciary environments • Experience of defining / implementing business process automation • Experience of iterative architectural development • Experience of continuous delivery • Understanding of microservices and containerisation and how they can be orchestrated to meet business process needs • Demonstrate approach to the retention of key staff assigned to the Programmes Work Location Primarily 102 Petty France, London SW1H 9AJ and Southern House, Wellesley Grove Croydon CR9 1WW and occasionally Rose Court, 2 Southwark Bridge Road London SE1 9HS (the "Base locations”), although some visits to other locations may be required. Working Arrangments The supplier’s team will be required to work primarily onsite at the base location working a five (5) day week. The Service is being delivered against the GDS Service Manual (e.g. agile delivery aligned to scrum methodology). For any work performed at a location different to that of the Base location and London (outside of the M25), all reasonable travel and expenses costs shall be met in accordance with the rates set out in the MoJ travel and subsistence policy. All expenses will require prior approval from HMCTS before being reimbursed. Some national travel is required to support business workshops Security Clearance Disclosure Scotland (Basic Disclosure) which must be dated within three months of the start date. www.disclosurescotland.co.uk/basicdisclosureonline/index.htm Additional T&Cs Any expenses shall be submitted in line with the Ministry of Justice standard Travel and Subsistence policy and agreed in advance of expenditure. No. of Suppliers to Evaluate 5 Proposal Criteria • Explain your overall Technical Solution, Approach and Delivery Methodology, include a proposed High Level Delivery Plan and resource plan • Provide a copy of the proposed team structure; including CVs of members. • Provide relevant case studies for the proposed team, identifying the individuals to each case study. Provide contact details of the case study reference • Explain the Value Proposition; value for Money, how the proposal will optimise costs, and generate savings. Demonstrate how discounts will be linked to volume and duration • Describe anticipated risks and dependencies, and how they will be managed and mitigated • Describe how you intend to maintain quality and speed of delivery for individual projects and overall programme, the measures, the evaluation criteria, and the team performance ensuring continuous improvement • Propose your approach for enabling digital teams, delivering capability and ensure knowledge transfer is conducted during project closure • The System is to be managed by the HMCTS BAU team, please explain how you would achieve a successful migration prior to exit Cultural Fit Criteria • Explain the approach for working with rainbow teams, from multiple vendors, across multiple projects at different locations; Cross-cutting teams. • Demonstrate how you would ensure collaboration at all levels of project delivery; Users, developers, management • Explain how you would maintain a no-blame culture and encourage people to learn from their mistakes; provide examples Payment Approach Time and materials Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. What is the Budget for this opportunity? HMCTS has not set a budget for this opportunity however suppliers should bear in mind that the evaluation criteria for price is set at 30% of the total score. 2. We note your timetable that suggests clarification questions have to be asked by 28 September and applications have to be in by 5 October. Please could you confirm that the application process is the completion of the skills and experience questions only. That’s correct. Parties that are shortlisted will have 5 working days after the closing date; 5th October, to submit the evidence templates. 3. We can provide 2 of the 12 posts you plan to fill. Do you want all 12 from the same supplier? This tender, is to fulfil the immediate requirement for 1Head of Business Architecture and 2-3 Business Architects. Further, the successful Supplier must be capable of meeting the demand during the course of the contract to provide an additional 8 to 12 Digital Business Architects. 4. To see the must have requirement as GDS experience is a worry. Government is in desperate need for the greater experience and capability from Commercial sectors is it. Particularly for your Digital Business Architects. Do you think your criteria could limit your team skills and service design? Previous experience of working directly on a GDS initiative is not required, although the Service Design Manual, service assessments and delivery approaches will be applicable and so it is essential that candidates are able to demonstrate they understand what additional considerations this brings to the business design aspects of the Programmes. These elements will be mandatory for all service teams and the Programme functions will need to be able to effectively support the teams as they undertake this. 5. You have told us we will have 5 days to respond against the essential and nice to have criteria from the 5th October. Can you please tell us what word limit you will apply to each part of the evidence request? The word limit template has been set to 150 words. 6. Will further information be provided to the suppliers that are shortlisted? For example it would be helpful if further information on the HMCTS Change Portfolio could be provided to help give more context for evaluation responses. Yes, those suppliers shortlisted will be given some information on which to prepare a presentation or a practical evaluation of skills and engagement approach as part of the evaluation. 7. Could you please clarify how this requirement fits with the recent business architecture capability that HMCTS has procured through ConsultancyOne? Details of the engagement are being finalised but these roles will work within the service delivery teams and work at an implementation level in terms of the outputs produced, focussing on individual services. These roles will translate the overarching vision and capabilities into tangible deliverables for teams. 8. In relation to the first proposal criteria question for those suppliers shortlisted: will information be provided on particular requirements against which a technical solution and plan can be created? Shortlisted providers will receive some information on which to prepare a specific presentation / practical session to assess skills and engagement approach. At the initial stage we are seeking demonstration of broad capability and comparable experience. 9. The notice states a requirement to Support Programme Management in developing and maintaining the programme roadmap. Can you describe the reporting lines and where the Head of Business Architecture will sit within the HMCTS Change Portfolio? The role reports into the Head of Architecture & Cyber-Security as a Practice Lead. The role would produce a number of artefacts for the Programme Management such as Release Candidate Definitions. 10. When HMCTS requests suppliers to complete the skills, experience and evidence document, does HMCTS intend to request suppliers to provide evidence for the specific people who will be doing the work or organisational capability? The template does not contain a sufficient wordcount limit that allows suppliers to provide evidence for specific people. We therefore expect suppliers to provide evidence of their organisational capability to deliver the required outcomes.