PHW-MIN-61111 - All-Wales Sexual Health Case Management System Alpha phase

Description

Work done so far A discovery phase was completed in early 2025 and findings submitted to Welsh Government (WG). This phase highlighted the “pain points” in the “as is” system through a combination of user research and activity data analyses and makes several recommendations. The alpha will essentially test the hypotheses in terms of feasibility (or otherwise) of those recommendations. Which phase the project is in Alpha Existing team Senior Responsible Officer (SRO): Dr Giri Shankar, Director of Health Protection Deputy SRO/Project Lead: Eric Maljian, Head of Operations, Health Protection Digital Services Representatives: Monika Swiatek, Jonathan Jones Address where the work will be done Mostly remote working but some site days at CQ2, Tyndall Street, Cardiff. Working arrangements • Project team made up of expertise from within Health Protection, PHW Digital Services and, the supplier, using a structured approach and methodology (Agile) to include regular stand-ups, retrospect's and show & tells. • Kick-off meeting with the project team to identify roles and responsibilities, the governance approach, management of risk and proposed delivery plan. • Collaboration with Health Protection Division, Public Health Wales staff, sexual health services and digital & data teams across Health Board’s in Wales & DHCW to further identify stakeholder needs, review the current functionalities and inform the future requirements of a Beta phase. • Final in-person show and tell session, end of March 2026 to report on findings, present recommendations and next steps • Final report to be shared with recommendations and next steps to Health Protection team and relevant stakeholders • Work to be undertaken remotely where possible, and in person sessions when required • All expenses to be borne by the supplier Provide more information about your security requirements: Counter Terrorist Check (CTC) Provide more information about your security requirements: • Cyber Essentials plus and/or be ISO27001 accredited. • No security clearance needed, basic counter terrorist checks should have been undertaken for all people working on the alpha Latest start date 2026-01-12 Enter the expected contract length: 3 months Extension period: 0 days Special terms and conditions • Cyber security assurance: Contractor will be in possession of a Cyber Essentials Plus and or ISO 27001/ the contractor meets the required certifications as stated by WG on the requirements of suppliers who access and handle patient data https://gov.wales/cyber-security-and-information-governance-whc2017025 • Contractor will provide an incident response plan to deal with cyber security incidents Write the term or acronym: PHW Write the term or acronym: EPR Write the term or acronym: WG Write the term or acronym: SH CMS Write the term or acronym: NDR Write the term or acronym: DHCW Write the term or acronym: FBC Are you prepared to show your budget details?: Yes Indicative maximum: 200000 Provide further information: 200k maximum, the maximum is high due to the need to account for potential multiple investigations within the envelope. 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 Public Health Wales have completed a discovery of user needs for sexual health services in Wales prior to proceeding with an alpha for prototyping a sexual health case management system (SHCMS) and defining the Minimum Viable Product (MVP). There are several existing systems in use across Wales currently. This package will be an alpha which will produce a scoped build/test/deliver plan for the selected route. The alpha will need to: • To take forward recommendations and further explore outputs from the Discovery • Further validate understanding of what all user types need at each service stage from the discovery research • Test concepts (with users and from a technical perspective) to see how well they meet user needs, focusing on the riskiest assumptions of what the solution could be • Our Digital Strategy commits us to re-using components wherever possible, the alpha needs to ascertain how much of the functionality required can be met from existing systems • The alpha also needs to ascertain how much of the functionality can be met from programmes that are in flight such as the Digital Health Protection Programme, NHS Wales App and the National Data Resource • Assess what components could not be met by existing functionality or functionality currently being built • Define the clinical safety considerations of all the options • Look to define the MVP, technical architecture and route-map for delivery, and view of the epics needed to deliver and effort for each of these. • Potential resource implications for future phases (e.g Beta) • Provide a full comprehensive report of the outcome and recommendations The alpha should include full documentation such as a product scope and spec, testing plans, training plans and stakeholder communication plans, all agreed by the programme board. Where the supplied staff will work Wales Where the supplied staff will work No specific location (for example they can work remotely) Who is the organisation using the products or services Public Health Wales Why the work is being done A review of Sexual Health Services in Wales conducted in November 2016 suggested that Wales should have a case management and surveillance system that provides a national networked solution across the NHS in Wales. Consideration should also be given to include non-NHS (eg C-Card schemes) sexual health services into this software programmes. The business problem you need to solve An alpha is required to test the hypotheses in terms of feasibility (or otherwise) of the discovery phase recommendations and to define the outcomes and recommendations of alpha for beta and MVP. First user type: Citizen First user type: Citizen First user type: Staff member First user type: Lab worker First user type: Data Analyst