GTCNI – Client- Facing IT Project Manager

Description

Summary of the work •Experienced Client Facing Project Management Services, to procure and implement a replacement Teacher Registration and Regulation Database solution. The work required will take place in 2 stages: •Management of the Procurement Stage •Management of the implementation stage post award including the migration/transition of the system from current supplier as appropriate. Specialist role Programme manager Expected Contract Length Up to 24 months Latest start date Monday 30 November 2020 Maximum Day Rate The budget for this procurement is estimated to be £113,750 (excl. VAT). This equates to approximately 175 days (£650 daily rate excl. vat). Who Speclialist Work With The Supplier will work with a range of stakeholders to deliver this time bound LoB project. They will work directly with the user representative, the Council’s IT infrastructure support and maintenance representatives - IT Assist and the existing suppliers of the database, website and business intelligence reporting software solution. They be required to facilitate workshops, play a key role in leading teams and suppliers as well as working closely with staff in a collaborative work environment. The Supplier will report to the GTCNI Project Board with overall oversight of the project as well as the sponsoring Departments ICT Programme Board. What Specialists Work On Play a key role in leading teams, suppliers and staff in end to end delivery (including procurement) of an IT Teacher Registration & Regulation system. Delivery of the project within agreed time, quality and financial constraints. Effective management and deployment of allocated project resources. Leadership of the Project Team and day to day management of the project. Effective integration of the project outputs into the business operation. Delivery of the project within a recognised project methodology framework i.e. PRINCE 2 or equivalent. Compliance with GTCNI processes and governance standards. Reporting to the GTCNI Project Board and DE ICT Programme Board. Skills & Experience • • Experience and proven understanding of project management principles and methodologies, governance and controls, of the application of Prince 2 or equivalent, including scope & deliverable management; (5.10%) • • Experience of liaising with technical supply partners delivering through an Agile or other project methodology; (5.10%) • • Experience of business process mapping; drafting SoRs; ITT documentation preparation and tender processes; co-ordination of systems testing processes; supporting operational readiness activities including training, and cut-over planning; (10.20%) • • Evidence of working as a hybrid across business and IT, confidently representing the business interests to all multi-disciplined external suppliers and dependent work-streams (5.10%) • • Evidence of strong stakeholder management skills, with the confidence to challenge supportively and effectively where appropriate (5.10%) • • Experience of developing and maintaining project schedules in Microsoft Project or other project management software (5.10%) • • Evidence of knowledge and experience of the issues around working with sensitive data; (5.10%) • • Excellent time management skills with proven ability to manage projects effectively (5.10%)and • • Excellent oral and written communication skills with experience in producing and delivering quality presentations to both internal and external customers (5.10%). Nice to Haves • • Experience of working with Subject Matter Experts to produce robust estimates in line with client requirements. • • Experience working in a Technical Analyst environment. • • Experience gained within heavily regulated environments. • • Evidence of strong client up-skilling and knowledge transfer capability. Work Location Remote working including from home as necessary; and GTCNI, Albany House 73-75 Great Victoria Street Belfast BT2 7 AF Working Arrangments The Supplier will supply services using a blended approach of GTCNI office and remote working. Covid 19 is likely to be a determinant of what is possible. The daily rate must be inclusive of all travel, accommodation and subsistence. It is expected that the PM that starts the work, finishes the work, and there is no change in personnel in order to maintain continuity. The detailed project plan, when developed, will determine days, dates and location (remote or onsite) Security Clearance SC Clearance must be in place prior to the contract starting due to the projects worked on. SC status must be valid for the duration of the contract. No. of Specialists to Evaluate 10 Cultural Fit Criteria • • Work as a team with the organisation and other stakeholders (2.25%) • • Be able to engage with and present to staff at all levels including Senior Management and those with low technical expertise (2.25%) • • Demonstrate a transparent and collaborative approach when making decisions (2.25%) • • Demonstrate how you have identified project risks and dependencies and offered approaches to manage them (2.25%) Assessment Method Reference Evaluation Weighting Technical competence 51% Cultural fit 9% Price 40% Questions from Suppliers 1. What is the IR35 status? The IR35 legislation has been considered and suppliers will be asked to respond to a number of questions following the shortlisting process. This will determine whether or not this project falls under the scope of the regulations. 2. Is there a current incumbent? No 3. Is there a current incumbent? No 4. What is the make up of the project team? The team will comprise of the Project Manager, two super users (Senior Registration Officers), IT Assist lead and input from current system support and maintenance provider, website support and maintenance provider and Construction and Procurement Delivery. Support for the team will also be provided by the Senior Management Team. A Project Oversight Board has been established comprising members of SMT, a member of Council, a technical expert from DoF Enterprise Shared Services, a DE representative and a representative from Construction and Procurement Delivery. 5. Considering your budget assumes 175 days utilisation over a period of up to 24 months, what is the expected working days per week? 175 days equates to 35 working weeks spread over a period of up to 24 months. The number of working days/profile in any one week will depend on the Project Plan and the agreed milestones within the Plan. 6. How frequently do you anticipate the consultant being required in the Belfast office? This will depend on the Project Plan and the agreed milestones within the Plan. To some extent how the project is delivered will also be influenced by Covid and any local lockdown restrictions. GTCNI can work through mediums such as Webex and Zoom as far as is practicable and possible. 7. How many days per week is the specialist expected to work over the 24 month period? 135 days equates to 35 working weeks spread over a period of up to 24 months. The number of working days/profile in any one week will depend on the Project Plan and the agreed milestones within the Plan. 8. How many days per week is the specialist expected to work over the 24 month period? 175 days equates to 35 working weeks spread over a period of up to 24 months. The number of working days/profile in any one week will depend on the Project Plan and the agreed milestones within the Plan. 9. Is this position inside or outside of scope for IR35? The IR35 legislation has been considered and suppliers will be asked to respond to a number of questions following the shortlisting process. This will determine whether or not this project falls under the scope of the regulations. 10. Are you expecting this role to be part time? 175 days over 24 months? 175 days equates to 35 working weeks spread over a period of up to 24 months. The number of working days/profile in any one week will depend on the Project Plan and the agreed milestones within the Plan. 11. It's stated that the estimated work will be for 175 days – is this over the 24 month period?i.e: Does this mean the role be part-time? 175 days equates to 35 working weeks spread over a period of up to 24 months. The number of working days/profile in any one week will depend on the Project Plan and the agreed milestones within the Plan. 12. Is the contract inside/outside IR35? The IR35 legislation has been considered and suppliers will be asked to respond to a number of questions following the shortlisting process. This will determine whether or not this project falls under the scope of the regulations. 13. For a suitable PM profile without SC clearance, would GTCNI be open to help obtain SC clearance please? Yes. GTCNI will assist in ensuring that that SC clearance is progressed within the timescales identified by covering the cost of clearance as necessary. 14. Will you be willing to sponsor a clearance for a suitable candidate? Yes. GTCNI will assist in ensuring that that SC clearance is progressed within the timescales identified by covering the cost of clearance as necessary. 15. Can you please advise the set up of the current team in place? The team will comprise of the Project Manager, two super users (Senior Registration Officers), IT Assist lead and input from current system support and maintenance provider, website support and maintenance provider and Construction and Procurement Delivery. Support for the team will also be provided by the Senior Management Team. A Project Oversight Board has been established comprising members of SMT, a member of Council, a technical expert from DoF Enterprise Shared Services, a DE representative and a representative from Construction and Procurement Delivery. 16. DOS4 was explicitly designed to be outside of IR35. So how can your response be, we will work it out later? The RM1043.6 Framework agreement states that “CCS is not responsible for the actions of any Buyer, including checking whether the engagement of workers meet the rules for working off-payroll (known as 'outside IR35')”.Therefore, the IR35 legislation has been considered and suppliers will be asked to respond to a number of questions following the shortlisting process. This will determine whether or not this project falls under the scope of the regulations.