Lessons Management Tool

Description

Summary of the work The winning supplier will: - Work alongside the central Lessons team, DfT Digital to ensure the user needs are full understood. - Deliver a digital solution that enables us to capture, search and analyse Lessons, that is easy to maintain and meets both user and DfT Architecture Principles and Standards. Latest start date Monday 24 January 2022 Budget Range £100,000 - £150,000 this is for both Alpha and Beta phases. Why the Work is Being Done DfT is delivering multiple government major projects (GMP), many of which are globally notable for their scale, impact and complexity. Since the publicly notable challenges faced by projects such as HS2 and Crossrail in 2018 there has been a recognition that the department must increase its lessons learning capability to make sure we are properly utilising the valuable information arising from our work. As a result, the DfT Portfolio & Project Delivery Directorate has a dedicated team working towards building a centralised lesson approach and move towards embedding a learning culture in DfT. Problem to Be Solved The Department faces a number of barriers to creating the culture change needed to deliver an efficient lesson learning capability. In the face of projects spanning decades making learning easy is a particular challenge and relies on readily accessible lessons, good version control, and consistent data collection to enable teams to share information in a meaningful way. Furthermore, consistent data collection also enables the department’s central team to spot trends in the data in order to address systematic issues that can be resolved at a departmental or cross-governmental level. As a result, we’re looking to build a digital solution to support consistent inputs of information, version control, easily searchable content, and data analytics to support our wider project in creating a learning organisation. Who Are the Users 1. End users - All DfTc - Project Delivery staff need to be able to access the database, search for lessons and input lessons into the system. Additionally, they should be able to see trend analysis data in a visual format. 2. Admin users - A select group of DfT staff will need admin access to approve lessons before they are uploaded onto the system to ensure quality control. This team will also need the ability to alter some of the fields and make minor changes to the system to ensure it is able to quickly adapt to business needs. Work Already Done Extensive user engagement has been taking place over the last 18 months to develop user needs. A wider programme of work has been ongoing to support lessons capability building and culture change. Including standardised data collection forms and guidance. Existing Team 1x Internal Lead Project Manager & (Service Owner) 1x Internal Project Manager 1x Internal Project Officer The supplier’s principal contact will be their internal Lead Project Manager who will be supported by a small in-house team including a Digital Architect and a Digital Business Partner. Current Phase Alpha Skills & Experience • • Have demonstrable experience in design, development and deployment using the Power Platform, in particular of Power Apps / Power Automate • • Have demonstratable experience in using Microsoft Power BI to develop of management information and end user reporting. • • Have demonstrable experience in delivering similar solutions in cloud-based environments using M365, demonstrating experience of their understanding of security and access management of cloud components • • Have demonstrable evidence of excellent planning, coordination, communication, project management skills and an understanding of lessons learned. • • Have demonstrable experience of delivering digital services/products to the Government Digital Service standards Nice to Haves • • Proven experience conducting and documenting user research with a diverse mix of users, iterating project work accordingly • • Proven track record of delivering projects at speed with clearly identified deliverables and timescales • • Proven track record of delivering projects at speed with clearly identified deliverables and timescales Work Location Work can be undertaken remotely however we expect the supplier to work on-site when required (Great Minster House, 33 Horseferry Rd, Westminster, London SW1P 4DR) Working Arrangments The supplier is expected to work full-time, 37 hours per week (7.4 hours per day), Monday to Friday for up to 12 weeks. The supplier must be available/contactable during core hours, 10am to 4pm. Expenses must align with DfT Travel and Subsistence policy, with no expenses incurred within the M25 corridor with all other proposed travel approved by the buyer prior to mobilisation. Security Clearance All contractors’ personnel should as minimum be cleared to authority security clearance level of SC and must be available to begin work with immediate effect following contract award. CV's including security clearance evidence is required for resource to be assigned to project and will be evidenced at written proposal stage. Additional T&Cs The sign-off and payment for the Alpha and Beta phases are subject to the Digital Architect’s approval. A high-level design will be submitted to the DfTc’s Architecture Change Board. The Department are under no obligation to proceed into Beta. The solution needs to be built using Microsoft’s Power Platform including M365 data storage products and manage identity using Azure Active Directory. If content during the Beta phase there will be an element of support required for the user group, with training provided and system support No. of Suppliers to Evaluate 6 Proposal Criteria • • Technical solution (12.5%) • • Approach and methodology. (2.5%) • • How the approach or solution meets user needs. (12.5%) • • How the approach or solution meets your organisation’s policy or goal. (10%) • • Estimated timeframes for the work. (5%) • • How they’ve identified risks and dependencies and offered approaches to manage them.(5%) • • Team structure. (2.5%) • • Value for money. (12.5%) • • CV. (2.5%) Cultural Fit Criteria • • Experience of working as a team with our organisation and other suppliers. (2.5%) • • Experience of transparent and collaborative decision making. (5%) • • Experience of taking responsibility for their work and resolving problems effectively. (2.5%) • • Experience of sharing approach, knowledge, and skills with other team members and with the department by example. (5%) Payment Approach Fixed price Assessment Method • Case study • Presentation Evaluation Weighting Technical competence 65% Cultural fit 15% Price 20% Questions from Suppliers 1. in the ‘nice to have’ questions section, there is a duplicate question. can you confirm if it was intended to be 2 or 3 questions for this section? Apologies all, this is the 3rd nice to have criteria.Demonstrable evidence of successfully managing/assisting in delivering IT projects within UK Government departments. 2. Will the authority accept BPSS and a commitment by the supplier to get the team SC cleared rather than full security clearance at proposal stage as mentioned? Unfortunately, due to timeframe within which we need work to begin, waiting for teams to be SC cleared will not be possible. 3. Please can you clarify how long the Alpha and Beta is for the £150k budget? Approximately 3-4 months. 4. Do you currently have a definition/structure of what a lesson is? Yes, the central team already has a system for capturing lessons with defined categories, currently based in Excel. 5. How many end users are there? Currently, we plan to roll this out to between 400-600 project delivery professionals with ambition for its use across the whole department in future. 6. Do you have clearly defined reporting areas? We plan to have reports focused around 2 areas- 1. System information- how often is x lessons theme being captured, number of users, number of lessons captured. 2. Data Inputs- reporting on all lessons that score highly for impact and likelihood of occurrence or have generated an action request. 7. Regarding the next stage of this process (evaluation) – are you able to provide any detail on your expected timeline and expectations (proposal/interview)? We intend to evaluate 1st stage this side of Xmas and 2nd stage early in the new year. 8. Regarding SC clearance. all staff we employ have been BPSS & Basic Disclosure certified (some Enhanced also) – to obtain SC, would DfT be willing to sponsor our SC application process to ensure this is in place for the project start date? Unfortunately, we are not able to sponsor SC applications. The current SLA for SC is 37 days. This would make it challenging to begin the contract at the preferred start time if SC is not already obtained.