Advanced Practice and Pharmacy Discovery - Trainee Information Systems

Description

Summary of work Both Pharmacy and Advanced Practice have historically devolved data management processes to local and/or regional teams. Lack of easy access to trainee data that is based around common data structures/standards has constrained national reporting and inhibited general transparency and oversight. Teams mostly manage trainee data on Excel and are impacted by the lack of efficient data systems. The plan is to move towards profession / programme-specific information systems for Pharmacy and advanced practice rather than using the existing data system which is designed for the management of trainee doctors' data, so is based around the needs of that profession. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is NHS England Why the work is being done Both Pharmacy and Advanced Practice have historically devolved data management processes to local and/or regional teams. Lack of easy access to trainee data that is based around common data structures/standards has constrained national reporting and inhibited general transparency and oversight. Teams mostly manage trainee data on Excel and are impacted by the lack of efficient data systems. The plan is to move towards profession / programme-specific information systems for Pharmacy and advanced practice rather than using the existing data system which is designed for the management of trainee doctors' data, so is based around the needs of that profession. The business problem The problem is that teams do not have an appropriate national information system to manage their trainee data (past, present and future trainees). This creates issues with data access and transparency, data standards, consistent data management practice and processes and other factors. Ultimately, it is difficult to run a national report against either profession / programme to report against the growth trajectories in the NHS Long Term Workforce Plan. Additionally pharmacy will be required to provide national reports to the General Pharmaceutical Council (regulator) as a requirement of delegated responsibility for the quality management of Foundation Pharmacist Programme. The people who will use the product or service User type: User Definition: For advancing practice, the users are the regional faculties and the national programme team. They require this information in order to monitor with confidence the activity data against the growth trajectories in the NHS Long Term Workforce Plan. Pharmacy's users include internal staff (national and regional) and an interface so users (trainees and supervisors) can self update their details. We also need the system to have APIs with other systems including recruitment portals and electronic-portfolios. Consideration for staffing and infrastructure to implement the system should form part of the work. Work done so far Both Pharmacy and advanced practice have undertaken work to standardise their respective data sets. In some cases, local offices may have done additional work to accommodate local requirements. There is a good understanding of the user requirements as the respective users have been working together to tackle common issues, including consolidating data. These user needs will have to be articulated, collated and prioritised, noting differences and outlying processes. NHSE has a set of technical standards which may need to be accounted for. Both programmes may have other information systems and there is opportunity to understand data flows and opportunity links. Which phase the project is in Discovery Existing team The supplier will be working with a small project team which consists of leads from both advanced practice and Pharmacy programmes as well as the product manager leading the procurement work. Address where the work will be done There are national offices across England. If an office is required, then this could be the nearest office to the supplier by agreement - e.g Manchester, Birmingham, London. Working arrangements The supplier should take a flexible approach rather than working at set times/places. The supplier should work on dedicated, pre-planned and pre-approved research activities with planned outcomes, with regular feedback to the team. Work on Pharmacy and advanced practice should be done separately, as the profession / programmes may have different user needs, but there must be a mechanism to bring work together to identify similarities which may inform the recommendation. The supplier will propose how to do this, while bringing together for recommendation. The supplier will need to propose an approach which connects with all teams to optimise engagement. Security and vetting requirements No security clearance needed Latest start date 1 March 2024 Expected contract length Contract length: 0 years 2 months 0 days Budget Indicative maximum: £50000 Indicative minimum: The contract value is not specified by the buyer Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Questions and Clarifications 1. can you confirm that. the maximum fixed price budget for this is £50,000? Yes Last Updated : <strong>19/01/2024</strong> 2. does 750 characters include or exclude spaces? max 750 characters including spaces Last Updated : <strong>19/01/2024</strong> 3. The expected contract duration is for 2 months. This is shorter than similar discovery projects that NHS England has advertised recently. Is something different in this situation to set a 2 month timeline? How firm is this timeline (if suppliers can demonstrate a successful approach that takes a bit longer to meet your goals) The contract duration will be for 2 months Last Updated : <strong>19/01/2024</strong> 4. Could you please clarify the outcomes expected to be delivered? The budget suggests very few resources are required? Are you looking for specific roles to supplement your existing team e.g. BA/UR? The proposal is for the bidder to conduct the discovery and provide the outputs – we are not looking for specific roles to supplement our team. Last Updated : <strong>19/01/2024</strong> 5. Following the Discovery should the recommendation show positively, is it the intention to move forward to an Alpha/Beta phase? Yes Last Updated : <strong>19/01/2024</strong> 6. Is the start date of 01/03/2024 confirmed? Subject to contract award and signature Last Updated : <strong>19/01/2024</strong> 7. Is the budget allocated and is there any possibilities of the start being delayed into the next financial year? If so what happens to the budget allocated to this? Budget is allocated for this year and the intention is to start the work in this financial year. Last Updated : <strong>19/01/2024</strong> 8. Is there an appetite to start sooner than 01/03/2024? Subject to contract award and signature Last Updated : <strong>19/01/2024</strong> 9. I wanted to clarify what the start date for the project is. Attachments 1 and 2 state that the project start date is 25/03/2024, whereas Attachment 3 states that the project needs to start by 01/03/2024. Could you please clarify which is the actual project start date? Budget is allocated for this year and the intention is to start the work in this financial year. Last Updated : <strong>19/01/2024</strong> 10. Have you undertaken an exercise in pre-market engagement? No Last Updated : <strong>19/01/2024</strong> 11. You have identified that you have created/defined some user requirements, was this undertaken by an internal team, or was this performed by an outside organisation? This was done by the internal team (future users). Last Updated : <strong>19/01/2024</strong> 12. Can you provide more detail on the recruitment portals and electronic-portfolios? i.e, what are these systems, can you name them? An example of a recruitment portal is Oriel which is an online application system for doctors in training for training posts. E-Portfolios are for learners to store evidence of their learning and development. An example would be the Pharmacist Foundation Trainee E-Portfolio hosted by Axia. Last Updated : <strong>19/01/2024</strong> 13. Are they proprietary platforms or bespoke platforms built? Will the data being handled be classed as sensitive data? Yes system will hold information that would be classed as sensitive data. Whether it is bespoke or proprietary will depend on the outcome of the discovery and alpha. Last Updated : <strong>19/01/2024</strong> 14. Question 4-"Higher education (student), or similar NHS Trust (student, learner, trainee) information management experience", could you kindly elaborate on how would you define information management here? An example would be where an information system exists for students/learners to log into and access information. It can be an system where administrators in a higher education or NHS setting can access information. Last Updated : <strong>19/01/2024</strong>