NHS England Oriel Discovery

Description

Summary of work NHS England's Medical and Dental Recruitment team are looking for a skilled digital team to perform a discovery for the national recruitment platform for Medical, Dental, Public Health, Healthcare Science and Pharmacy recruitment across the 4 nations We require an experienced team to complete a discovery to inform the tender of a national recruitment platform for Medical, Dental, Public Health, Healthcare Science and Pharmacy recruitment across all 4 nations in the United Kingdom. This is a large system which processes over 95,000 applications a year, and has a large user base across a multitude of staff groups. The system is complex with varying recruitment processes to suit the needs of the staff groups utilising it and as such, their will be a wide variety of user needs. The aim of the discovery will be to identify user needs from across all user groups on the current system which will in turn inform the requirements for the full tender procurement. Experience completing a discovery into digital projects and working with the NHS would be desirable as the system and recruitment processes are complex. We expect the discovery itself to take 8-12 weeks but the contract may need to be extended. We may also need to do a contract variation should we need to run an Alpha and the winning supplier is able to provide this 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 (now Health education England has merged with NHSE) Why the work is being done Our current contract for the National Recruitment Platform, Oriel, is coming to an end in April 2024. As such we need to undertake a discovery to explore the options available to the MDRS team going forward, and inform a full open tender. We will need to identify user needs across a range of staff groups and applicants to ensure the product is meeting the needs of everyone using said system. Due to the complexities of each recruitment process, and the significant changes to recruitment processes over recent years, we anticipate a wider range of user needs which have accumulated since signing the most recent contract. This will be the basis of our requirements for a full open tender going forward to ensure we meet all current user needs in the most effective way, for the best value for money. The business problem Our current solution was procured 4 years ago. The business problem we are aiming to solve is to ensure that the next solution we procure meets the current requirements of users to ensure we have the most viable solution and ensuring value for money. The people who will use the product or service User type: -Applicants -Administrators -Shortlisters -Referees -Employers Definition: There is a wide array of users to consider on the national recruitment platform. The system will be used to recruit across 5 different staff groups: Medical, Dental, Pharmacy, Public Health and Healthcare Science. There are a number of different user roles on the system currently: -Applicants -Administrators -Shortlisters -Referees -Employers Each user group will experience the system differently, sometimes using entirely different parts of the system or using shared areas in different ways. Therefore the needs of each user group will vary and these needs will need to be identified and captured during the discovery. Any pre-market engagement done No work completed yet Work done so far No work completed yet Which phase the project is in Not started Existing team The existing team who manage the system consists of a Service manager, project manager and project support officer. This team work closely within a governance structure comprising of devolved nation representation and staff group leads. In addition to this, the team support recruiters within each staff group who use the system from an operational perspective. Address where the work will be done 23 Stephenson Street | Birmingham | B2 4HQ Work can be completed virtually but this is the MDRS team base Working arrangements Suppliers are requested to work from their own location with potential visits to NHS England Offices in Birmingham and possibly London Security and vetting requirements Baseline Personnel Security Standard (BPSS) Latest start date 30 September 2023 Expected contract length Contract length: 0 years 3 months 0 days Optional extension: 0 years 1 months 15 days Budget Indicative maximum: £115000 Indicative minimum: The contract value is not specified by the buyer Further information: Up to £115,000 excluding VAT is available for this project Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Questions and Clarifications 1. Can you share who will be on the scoring panel This information cannot be shared Last Updated : <strong>25/07/2023</strong> 2. Under essential skills No. 5 it says Demonstrate experience in completing discoveries in a digital landscape and experience in business process mapping skills. Please could you clarify what is meant by completing discoveries in a digital landscape and what you mean by business process mapping skills? By digital landscape do you mean delivering discoveries for digital services that need to align and interact with other digital services? We are looking for a company with experience completing discoveries for digital systems. Being able to understand business processes and create user journeys/stories is necessary for this project. Clinical recruitment is made up of multiple different complex recruitment processes, and it will be necessary to gain an understanding of said complexities and map the processes to best understand the user needs within each. Last Updated : <strong>25/07/2023</strong> 3. By digital landscape do you mean delivering discoveries for digital services that need to align and interact with other digital services? By business process mapping skills do you mean experience of mapping out current and future business processes in a visual way? We are looking for a company with experience completing discoveries for digital systems. Being able to understand business processes and create user journeys/stories is necessary for this project. Clinical recruitment is made up of multiple different complex recruitment processes, and it will be necessary to gain an understanding of said complexities and map the processes to best understand the user needs within each. The capacity to map business processes in a visual way would be an added benefit to the project. Last Updated : <strong>25/07/2023</strong> 4. Under nice to have skills No. 1 it says Demonstrate experience of health sector digital service provision. Demonstrate delivery of similar projects including experience of clinical recruitment and medical training pathway. Please can we confirm do you mean recruitment of these types of users rather than recruitment for vacancies? We would like bidding companies to have experience working on discoveries around digital systems within the NHS. Our particular system is used to create and follow clinical recruitment pathways to recruit users to clinical posts across user groups. As such, experience in completing discoveries related to clinical recruitment is desirable. Last Updated : <strong>25/07/2023</strong> 5. Message: Essential Criteria 2 states "within NHS England". However, does the experience have to be within NHS England? For example, if acceptable experience for NHS Scotland was evidenced, would that also score well Yes experience in NHS Scotland would be be sufficient to meet this criteria. Last Updated : <strong>25/07/2023</strong> 6. Please can you confirm whether the discovery activity will need to create and evaluate technology options for the Alpha as part of the discovery deliverables? Or alternatively, is this an additional activity once the discovery is complete? This will be additional activity post discovery should we need to complete and Alpha Last Updated : <strong>25/07/2023</strong> 7. How will HEE evaluate the following question "Be able to complete an Alpha should we need one". What would a supplier need to evidence to score well Should we want to complete and Alpha post-Discovery, it would be ideal to continue the work with the same provider if possible. If the Alpha was required, would you have both the capacity and capability to complete the work. Evidence of completion of an Alpha and a high level project plan for this stage will be the criteria this will be marked against. Last Updated : <strong>26/07/2023</strong> 8. Is there an expectation that any deliverables of the work will be shared with any third parties that are not government organisations or published externally in any way? We don’t plan to publicise the report but it is likely to be shared with supporting organisations/suppliers i.e. current and future suppliers, suppliers involved at Alpha and Beta stages, external affiliated organisations such as the BMA representing the doctors needs etc. Last Updated : <strong>26/07/2023</strong> 9. In the event that the supplier’s intellectual property rights (such as methodologies, proprietary research etc) are included in the deliverables, will there be an opportunity to discuss how to protect such supplier IP from entering the public domain? Anything published will be done so in a commercially sensitive way. See above for organisations we may need to publish information to. We will seek commercial advise before publishing any information. Last Updated : <strong>26/07/2023</strong> 10. Do you have any preferred research methods that you would like us to include for this project? While we can naturally propose suitable methods based on our expertise and experience, an understanding of your preferences helps us align our approach with your expectations. There is no specific research methodology we are looking for in particular. As long as the research methods you wish to utilise allow for user needs across a range of staff groups and specific user requirements to be gathered we are happy to go with your expertise. Last Updated : <strong>26/07/2023</strong> 11. Would you prefer user research and testing to use in-person or remote participation methods? Due to the nature of our user base, it wouldn’t be a viable option to do everything in person. A hybrid approach to user research amongst the different user roles and staff groups would be preferrable. Last Updated : <strong>26/07/2023</strong> 12. Would you prefer user research and testing to use in-person or remote participation methods? Due to the nature of our user base, it wouldn’t be a viable option to do everything in person. A hybrid approach to user research amongst the different user roles and staff groups would be preferable. Last Updated : <strong>26/07/2023</strong> 13. In addition to identifying the user needs from across all user groups on the current system, are there any other deliverables that you require as an outcome from this project? The outcome from the discovery will inform our next stages along the procurement route. Identifying possible solutions for our problem will be a key outcome we aim to achieve Last Updated : <strong>26/07/2023</strong> 14. The expected contract length has two time periods defined. Can you clarify the purpose and context behind both contract durations specified in the statement of requirements? The initial contract length is 3 months with the option to extend by a further 1 months and 15 days Last Updated : <strong>26/07/2023</strong> 15. What do you perceive as the key challenges involved with this project? There is a large user base that use this recruitment system. Getting engagement across this large user base and ensuring we have representation in terms of user needs from a wide range of users is going to be the biggest challenge we envisage from this project. This Discovery will be running alongside a busy period of recruitment and therefore engagement will be minimal at times. Flexibility will be key in order to engage with a busy workforce. Last Updated : <strong>26/07/2023</strong> 16. We find that discoveries work best when there’s involvement in the team itself from those who work permanently on the product or service or programme. Will a member/members of the NHS team be involved? If so, what roles will be available? The Oriel Project team consisting of service manager, project manager and project support officer will be involved in the discovery throughout. There will also be members of the recruitment teams who use the system operationally and other key stakeholders who will take part in the project but in a less involved role. Last Updated : <strong>26/07/2023</strong> 17. Will access to users, accounts or user panels be provided? If so, what process do you imagine supporting to get access to real users? Accounts on the current system can be discussed with the successful bidder. We will be able to support access to user contact information and user panels of operational system users but will expect the winning provider to do the bulk of the work when setting up panels and user research as the project team will be tied up with other work throughout. Last Updated : <strong>26/07/2023</strong> 18. What analytics or data (usage etc) do you have? Will this be made available for the discovery team? We can provide some data analysis from the current system i.e. number of users, number of admin, current activity on the system. We can discuss what would be useful and share information where appropriate to the winner of the bid Last Updated : <strong>26/07/2023</strong> 19. Will the team running and or maintaining the existing system be available for interviews/analysis/support in the discovery process? The current Oriel project team will be in support of the project throughout. We will be available for interviews, and provide additional administrative support when necessary but will expect the majority of the work to be completed by the winning supplier. Last Updated : <strong>26/07/2023</strong> 20. In attachment 3 you mention only answering Skills and expertise and Nice-to-have. However, in Attachment 1 there are also Technical criteria, Cultural fit criteria and Social value criteria. Can we confirm that prior to shortlisting we should be providing 750 character answers to only the 5 'Essential skills and experience' and the 5 'Nice-to-have skills and experience' - and that Technical criteria, Cultural fit criteria and Social Value criteria will come after shortlisting? Technical criteria, Cultural fit criteria and Social value criteria will be answered only by those providers brought through after shortlisting. Essential and Nice to Have skills are needed for the shortlisting response. Last Updated : <strong>26/07/2023</strong> 21. Would you accept evidence of existing strong understanding of technological constraints, existing contracts, legislation and other existing processes outside NHS England? We would be interested in hearing experience across a full lifecycle of a project, with particular focus on Discovery and Alpha. Last Updated : <strong>26/07/2023</strong> 22. When asking to provide experience of leading in project governance and delivery, are you referring to the entire lifecycle of a project, which includes not only the Discovery phase, but also the Alpha, Beta, Live phases? We would be interested in hearing experience across a full lifecycle of a project, with particular focus on Discovery and Alpha. Last Updated : <strong>26/07/2023</strong> 23. Would you accept evidence of existing strong understanding of technological constraints, existing contracts, legislation and other existing processes outside NHS England? We will accept evidence of this but NHS experience would be preferable Last Updated : <strong>26/07/2023</strong> 24. In one of the questions you ask to provide evidence of building relationships quickly - could you elaborate on this requirement? What criteria will be used to assess this evidence? We are under considerable time pressures with this project and need to establish a strong relationship in a short amount of time in order to share ideas and both parties gaining an understanding of the question being asked and the process to be followed. We would like to see evidence of working on projects with a tight timescale and understanding your process to build rapport quickly and understand the project brief whilst working alongside the project team at NHS England. Last Updated : <strong>26/07/2023</strong> 25. Are there specific examples or metrics you are looking for to assess the conducting of user research and testing throughout the development process? Specific examples of conducting user research within the NHS and on digital systems would be useful. Last Updated : <strong>26/07/2023</strong> 26. Can you confirm if all the questions we must respond to in the shortlisting response (deadline: 1st Aug) are detailed in Attachment 3? And that nothing further is required at this stage. Yes only Attachment 3 Essential and Nice to Have skills are needed for the shortlisting response. Last Updated : <strong>26/07/2023</strong> 27. Please can you provide your current Oriel account manager details? this will be shared with the successful bidder post award. Last Updated : <strong>26/07/2023</strong> 28. please can you confirm if the character count includes or excludes spaces? The 750 word count includes spaces. The 750 characters (including spaces) is recognised as equating to between 115 and 150 words. Last Updated : <strong>26/07/2023</strong> 29. In the Attachment 2 document, its stated, "Stage 1: shortlisting - use this attachment to provide your responses to the Essential and Nice-to-have criteria." Can we use our template for the response document. suppliers are free to use whatever document format is permitted to upload their response. Last Updated : <strong>26/07/2023</strong> 30. Please indicate what the liability cap is expected to be for the Order Form/Call-Off Contract? (The maximum liability cap for DOS6 is £5M, which seems very high considering the expected value of the work, but this can be varied in the Order Form.) The core terms state "11.2 Each Party's total aggregate liability in each Contract Year under each Call-Off Contract (whether in tort, contract or otherwise) is no more than the greater of £5 million or 150% of the Estimated Yearly Charges unless specified in the Call-Off Order Form." In this case it will be 150% of the estimated yearly charges as this will be the lower sum. Last Updated : <strong>27/07/2023</strong>