Government Project Delivery Hub Discovery

Description

Summary of work This contract’s desired outcomes are to provide the Buyer with an understanding of: The prioritisation of needs with indicative transition states. Lessons from the private and public sector for knowledge management systems in providing functionality that enable community of practices, community of interests and special interest groups. The current failures within the Hub including how it interfaces with other services with an identification of root causes for their failures. Why user engagement with the site is limited despite high user traffic. The design for the end-to-end user journeys on the Hub and how this interacts with other services and other channels in order to fulfil user and business needs. What is the best way for users to interact with the hub and interfacing services, at the level in terms of overall flow and individual design elements. Existing equivalent government knowledge management services and their development plans ensuring that the Hub does not duplicate the fulfilment of users needs, identifying opportunities to interface and integrate with existing services. Where the design of content on the hub has opportunities for improvement in order to enable an improved service design. Lessons from other equivalent services on fulfilling user needs, and implementing these lessons into fulfilling the other desired outcomes. The most appropriate market content management system or suitable alternative(s) solution to fulfil user needs. Where the supplied staff will work No specific location (for example they can work remotely) Who the organisation using the products or services is Infrastructure and Projects Authority manage the service. However, the organisations using the service currently, subject to further user group analysis as part of this discovery, are : are part of the civil service or devolved administrations with email domains ending in ‘gov.uk’ are part of the civil service, devolved administrations or are limited companies established to deliver central government business or priorities which do not have an email domain that ends in ‘gov.uk’. Why the work is being done The Infrastructure and Projects Authority (IPA) is the government’s centre of expertise for infrastructure and major projects. It sits at the heart of government, reporting to the Cabinet Office and HM Treasury. The IPA works across government to support the successful delivery of all types of major projects, ranging from railways, roads, schools, hospitals and housing, to energy, telecommunications, defence, IT and major transformation programmes. Our purpose is to continuously improve the way the government delivers projects and programmes and to provide confidence that they will achieve their aims, improve public services and people’s lives. Central to our role is the development of government’s project delivery profession, ensuring we have the skills and expertise needed so that we continue to be recognised for world-class delivery. The Government Project Delivery Hub (The `Hub`) went into beta in April 2022. It is an extranet/knowledge-type management service for all project professionals across government and other professionals who are interested in, or need knowledge of project delivery to support their work. The Hub supports delivery of ministerial priority initiatives that are critical to the delivery of the project delivery function. The Hub currently shares knowledge by giving users access to learning, the capability framework, guides, standards, templates, tools and initiatives/ information on other services. Other services include project delivery accreditation and IPA’s assurance service. There are also interfaces with other digital services such as the Government Online Skills Tool (GOST) and gov.uk. In September 2022, the Government Project Delivery Hub Relet Project was initiated. This project was initiated in response to the following key drivers for change: The product (Umbraco Content Management System v7) had gone out of ongoing functional support by the product developer and was going out of security support at the end of August 2023. The original contract for build and hosting of the Hub expired in August 2023. the service design and content design required improvement to align to the user need to more effectively find and access products and services The service only provides limited community functionality, this limited functionality requires improvement to be more engaging and effective. This includes functionality enabling the hosting of online communities, e.g.Communities of Practice, Communities of Interest and Special Interest Groups. This functionality was never launched as it did not fulfil user needs. This is needed to aid creation of knowledge, sharing knowledge and transferring knowledge enabling learning across departmental boundaries. This project was split into two projects: Project 1: replacement/lift and shift of the service from Umbraco v7 onto a new product and hosting infrastructure, with no formal discovery. This has now been completed. Project 2: full unbiased discovery, for subsequent future design and build. This procurement is for the full unbiased discovery only. The business problem The Hub is in open Beta. However, no previous formal discovery has been conducted. The contract’s desired outcomes are to provide the Buyer with an improved understanding of: why are users currently coming to the hub and for what need who are the current and likely users (groups) and what they’re trying to do with the service how are users currently accessing the hub what are the current problems or frustrations that users have with the hub user and business needs including associated functionality: -for accessing products and services - to support Community of Practices, Community of Interests and Special Interest Groups in their activity the requirements to comply with the Technology Code of Practice. The contract’s desired outcomes are also to provide the Buyer with an understanding of: the prioritisation of needs with indicative transition states lessons from the private and public sector for knowledge management systems in providing functionality that enable community of practices, community of interests and special interest groups the current failures within the Hub including how it interfaces with other services with an identification of root causes for their failures why user engagement with the site is limited despite high user traffic the design for the end-to-end user journeys on the Hub and how this interacts with other services and other channels in order to fulfil user and business needs what is the best way for users to interact with the hub and interfacing services, at the level in terms of overall flow and individual design elements existing equivalent government knowledge management services and their development plans ensuring that the Hub does not duplicate the fulfilment of users needs, identifying opportunities to interface and integrate with existing services where the design of content on the hub have opportunities for improvement in order to enable an improved service design lessons from other equivalent services on fulfilling user needs, and implementing these lessons into fulfilling the other desired outcomes the most appropriate market content management system or suitable alternative(s) solution to fulfil user needs. These outcomes are expected to be enabled by (but not exclusively) the following outcomes from the Supplier: an ability to recruit research participants for user research using the most appropriate research method an understanding of the different type of user groups an understanding of existing evidence of current user and business needs an understanding via interviews and observing actual or likely users (not just typical users) an understanding via talking to people across government and wider public sector who work with actual or likely users (not just typical users) an ability to provide experience maps/ user journeys that show how users interact with existing or future services and the needs they have at each stage an ability to provide user profiles or personas that describe groups of users with similar behaviour and needs an ability to provide user stories. The people who will use the product or service User type: To be confirmed Definition: As part of this work, one of the desired outcomes is to understand the user groups and their needs. Any pre-market engagement done The first pre-market engagement was conducted in November 2022. This proposed a single delivery and procurement approach that combined the Discovery, migration of the Content Management System (CMS) from Umbraco v7 to a new CMS including current functionality and content followed by additional design & delivery phases to introduce new functionality in response to the Discovery. In response to the first pre-market engagement, the delivery and procurement approach was changed to the current approach listed in the 'About' section (see above). A second pre-market engagement was undertaken in April 2023 to assess market interest and seek responses to a revised set of requirements which was for a procurement of only a full, unbiased Discovery. A third pre-market engagement was undertaken in July 2023 to reassess the proposed range of costs and continued supplier market interest. This was based on the same set of requirements in the second early market engagement for the procurement of a full, unbiased Discovery only. This was to a specific group of suppliers who had previously completed the follow up survey of the second pre-market engagement. It was to understand the rough order of magnitude of their closest estimate of the time required to complete the Discovery phase and the potential cost range, based on the same indicative high-level requirements they were provided in the second round of pre-market engagement. Work done so far The current Hub completed a migration of the operating platform from Umbraco v7 to WordPress in June 2023. To date, there has been no Discovery phase completed for the existing Hub service. Which phase the project is in Beta Existing team The Hub team comprises of: Head of Portfolio, Governance, Strategy and Development for the Government Project Delivery Function. They will provide oversight as the Service Owner for the service. Government Project Delivery Function Development Lead. They will be the day-to-day contact who will be directing and overseeing the work Service Manager for the Government Project Delivery Hub The current Supplier who is hosting and maintaining the Service is Connect Internet Solutions Ltd. Address where the work will be done The client is based at: 1 Horse Guards Rd London SW1A 2HQ and 23 Stephenson St Birmingham B2 4BJ User research should be conducted using the most effective method and location for the User group. This could be anywhere in the United Kingdom. Meetings with the client should be conducted in London, virtual or hybrid, based on the needs of the client. Other work can take place at a location of the choice of the Supplier, unless the needs of the client specify it should be in London or Birmingham. Working arrangements User research should be conducted using the most effective method and location for the User group. This could be anywhere in the United Kingdom. Virtual and hybrid meetings should be conducted using the virtual software of the user group. This is likely Microsoft or Google applications. Outputs of the work should be developed and provided in a file type compatible with Google suite workplace applications. Meetings with the client should be conducted in London, virtual or hybrid, based on the needs of the client. Other work can take place at a location of the choice of the Supplier, unless the needs of the client specify it should be in London or Birmingham. Expenses, travel and subsistence should be included as part of the fixed cost price. Security and vetting requirements Baseline Personnel Security Standard (BPSS) Latest start date 18 December 2023 Expected contract length Contract length: 0 years 2 months 14 days Optional extension: 0 years 1 months 7 days Special terms and conditions special term or condition: Call-Off Schedule 9 (Security) shall be replaced with an alternative schedule (Security Management Schedule for Consultancy). Budget Indicative maximum: £100000 Indicative minimum: The contract value is not specified by the buyer Further information: Number excluding value added tax. Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Terms and acronyms Term or acronym: IPA Definition: Infrastructure and Projects Authority