National School of Healthcare Science Discovery

Description

Summary of the work Investigate and propose options to replace the existing database. By conducting a thorough market search, evaluating and recommending digital services against understood user needs. Expected Contract Length 2 months Latest start date Monday 20 September 2021 Why the Work is Being Done At NSHCS we need to modernise the way that we manage the extensive amount of data that we need to keep about healthcare science trainees on our training programmes. Given our move to remote working as a default, our trainee information management needs to happen much more robustly on the web. We have an existing trainee data management system that was run over a local network prior to the pandemic. This system was already close to the end of its useful life prior to our move away from the office. Multiple groups of NSHCS staff need to access and manage data about trainees over the web. Therefore, we want to ensure that we have captured and prioritised our needs. We suspect that there may be suitable off-the-shelf systems that we can procure to help us manage our trainee information and as part of the discovery we would like our discovery partner to conduct some market analysis to identify whether our high priority needs might be met by off-the-shelf products. Problem to Be Solved The National School of Healthcare Science manages many different aspects of the education and training of over 1500 trainees on various NHS healthcare scientist training programmes. Details of the current and past trainees are maintained on a database developed in-house several years ago, and this system is no longer viable or wholly supportive of the evolving requirements for trainee management. We wish to run a discovery with the following objectives: Capture and prioritise user needs. Understand the technical and data landscape in the NSHCS. Reference HEE enterprise requirements and standards. Investigate and propose options to replace the existing database. These options may include: prospective COTs (buy) - existing products which are a strong match to the prioritised user needs, with attention also being paid to cost, configurability, interoperability with other systems, in- or out-of-house development/build (build) - how to turn user needs into bespoke product. redesign/refactoring of existing database as an option (continue build) - considering the effort and cost to do this. Develop an options appraisal and set of recommendations about how to best meet identified user needs – considering costs, tech, interoperability, time etc... The recommended options lead to alpha. Who Are the Users As a NSHCS staff, I need to add, update and maintain a wide range of data about trainees, their performance and progress on NSHCS healthcare science training programmes, so that I can manage and administrate trainees and learners records. Work Already Done NSHCS have a data model from previous work. There is a strong understanding of the user requirement as the user group are quite singular, but this will need to be articulated, collated and prioritised. HEE has a set of technical standards which may need to be accounted for. HCS have other information systems and there is opportunity to understand data flows Existing Team We will put in the following resources: Product Manager as initial point of contact Access to NSHCS staff members in order to conduct capture of user needs Current Phase Not started Skills & Experience • Demonstrate experience of capturing and prioritising user needs inside organisations (10%) • Demonstrate experience of swiftly understanding the landscape and business needs of organisations (6%) • Demonstrate experience of conducting thorough market search and evaluation of digital services against understood user needs (10%) • Demonstrate experience of thorough and transparent remote engagement with clients (5%) Nice to Haves • Public sector experience (10%) • NHS experience (3%) • Healthcare education and training experience (2%) • Higher education student information management experience (2%) Work Location Platform 21 Stephenson St, Birmingham B2 4HQ Working Arrangments We want the supplier to take a flexible approach rather than working for set times in a set office. We will want the team to work on dedicated, pre-planned and pre-approved research activities with planned outcomes. We are open to working with suppliers from any location, although we want to build up a relationship in person in the beginning. We expect to participate fully with the supplier in sprint meetings. Q&A Session (MS Teams) - tbc Supplier Shortlisting - tbc Supplier Presentations - tbc Provisional Contract Award - tbc Additional T&Cs The awarded supplier will need to adhere to the principles set out in the standard NHS Terms and Conditions. No. of Suppliers to Evaluate 3 Proposal Criteria • All suppliers will be asked to provide a written proposal on the following: • Approach and methodology • Evaluation of Potential • Technical solution • How the approach or solution meets user needs • Estimated timeframes for the work • How they’ve identified risks and dependencies and offered approaches to manage them • Value for money • Team structure • Reports and outputs Cultural Fit Criteria • Work as a team with our organisation and other suppliers (5%) • Share knowledge and experience with other team members (2%) • Can work with clients with low technical expertise (3%) • Have a no-blame culture and encourage people to learn from their mistakes (2%) • Take responsibility for their work (5%) • Challenge the status quo (2%) • Understands NHS Values (5%) Payment Approach Fixed price Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. 1. Is there any incumbent? 2. What is the length of contract? 3. What is the rate for the role/Please can you share the budget? 4. Is there a preferred supplier/incumbent? 5.  Inside or Outside IR35 1.No 2. We would like the work to be conducted over a two month period 3.We do not have a fixed rate for the role. We are expecting bidders to propose their costs as part of the bidding process. 4. No 5.Outside IR35 2. 6. Is there an opportunity for technical implementation for the successful contractor? 7.  Is there any budget indication you can provide or budget range? (e.g. £2K-£5K, £5K-£10K, £10K-£20K, £20K+). 6. Not within the scope of this tender. The purpose of this tender is to take us through the capture of user needs and to make recommendations about the direction to take.7. The budget for this tender is £20K+