RM1043.8 Bona Vacantia Case Management System Alpha and Beta GLD

Description

Summary of work GLD requires a team of DDaT specialists to deliver an alpha phase to prototype and test case management solutions identified in the discovery phase, followed by a potential beta to build the new system. Where the supplied staff will work London Who the organisation using the products or services is Bona Vacantia Why the work is being done The case management system used by Bona Vacantia has been in place for over 15 years, is no longer fit for purpose and is not under active development by the supplier. A recent discovery into replacing the CMS identified significant issues for users and a number of opportunities to improve. GLD would now like to appoint a supplier to deliver the alpha phase to develop and test prototypes of a new system, followed by a potential beta phase to build the system. The business problem The current case management system requires virtual desktop infrastructure to access it remotely which is costly, hinders productivity and provides a poor user experience. Users are unable to easily and efficiently: 1. create and manage cases 2. generate and store documents 3. create and manage contacts 4. find case information quickly and easily 5. produce accurate reports and management information 6. integrate with GLD’s operating system (MSO365), the finance system (SOS Finance) and external systems 7. meet government digital standards, such as the Technology Code of Practice and Web Accessibility Guidelines The people who will use the product or service User type: Divisional Support Officer, Case Officer or lawyer Definition: Each of the above user type need to be able to: 1. create and manage all cases in one place so that they can be processed efficiently and anyone from the team can view the information and see the status 2. generate and store documents relating to cases so that all information is in one place and is easy to access 3. automate as much as possible (e.g. notifications, auto-population) so that the process is more efficient and accurate 4. create and manage contacts so that they are accurate and duplication is avoided 5. securely access the system from any location so that work from either the office or at home 6. integrate with BV’s finance system and GLD’s operating system (MSO365) so that I can seamlessly process case-related emails, documents and finance information User type: Manager or Team Leader Definition: Each of the above users will need to be able to 1. find case information quickly and easily so that they can deal with approvals efficiently 2. produce accurate reports and management information so that they can manage resources and plan strategically Work done so far A discovery was completed in April 2023 which identified a prioritised list of user stories developed from user and business needs, opportunities to improve and potential technologies to meet the needs. The recommendation from discovery was to prototype and test the following in alpha using Salesforce: An end-to-end user journey of a complex case Document production and storage – templates, emails, PDFs, email attachments Integration with other systems – SOS Finance, MSO365 Plan for migration Which phase the project is in Alpha Existing team The supplier will work with DDaT specialists and subject matter experts at GLD and BV in an Agile multidisciplinary team to deliver the alpha. GLD and BV will provide a programme manager, product/service owner, subject matter experts and a business engagement manager. Address where the work will be done Government Legal Department, 102 Petty France, London SW1H 9G Working arrangements The majority of work can be completed remotely. However, to help develop a collaborative agile team culture, the supplier should be able to attend workshops and meetings with stakeholders in our London office from time to time. Any travel and subsistence expenses should be within those costs budgeted at the outset of the project and shown separately. All travel and subsistence expenses will need prior approval. Security and vetting requirements Baseline Personnel Security Standard (BPSS) More information about the Security requirements: BPSS is the minimum security requirement. Latest start date 30 August 2023 Expected contract length Contract length: 0 years 8 months 0 days Optional extension: 0 years 4 months 0 days Special terms and conditions special term or condition: This contract will be formed of an Alpha and Beta stages. If the delivery of Alpha is successful the Buyer will chose to proceed with Beta. If Alpha stage is unsuccessful or the Buyer chooses not to proceed with Beta the contract will be terminated and no further costs incurred. special term or condition: All expenses must be pre-agreed between the parties and must comply with the Cabinet Office Travel and Subsistence Policy special term or condition: All vendors are obliged to provide sufficient guarantees to implement appropriate technical and organisational measures so that the processing meets the requirements of GDPR and ensures the protection of the rights of data subjects. For further information please see the Information Commissioner's Office website https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/ special term or condition: Intellectual Property Rights will reside with Government Legal department on acceptance of Beta solution. Budget Indicative maximum: £400000 Indicative minimum: £225000 Further information: It is estimated that the Alpha stage can be delivered for approximately £225,000. and is estimated that the Beta Stage can be delivered for approximately £400,000. Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply Terms and acronyms Term or acronym: CMS Definition: Case Management System Term or acronym: BV Definition: Bona Vacantia Term or acronym: GLD Definition: Government Legal Department