UK SBS IT17282 Acas Digital Roadmap Planning

Description

Summary of the work Work with senior management and key stakeholders to produce a 3 year digital roadmap, for digital activity and investment that is: •Ambitious, coherent, customer focussed and achievable •Based on shared understanding of our users and their needs •Reviews current technical landscape and has a plan for each application layer Expected Contract Length 1 year Latest start date Monday 2 October 2017 Budget Range £70,000 - £90,000 Why the Work is Being Done Acas is delivering an ambitious transformation programme, central to which is digital investment and development. Work is underway however we need an overall strategy and plan for digital activity and investment that: •Ensures plans are ambitious, coherent, customer focussed and achievable •Is based on shared understanding of our users and their needs •Reviews current technical architecture landscape and has a plan for each application layer •Produces 3 year digital roadmap, in line with our transformation vision covering: o Investment needed o Identifies benefits and how to quantify them o Future capabilities and resources o Prioritised projects, and clear transition plan Problem to Be Solved Acas has a range of digital challenges, including legacy architecture and systems, and a range of opportunities – redesign of existing services to make better use of digital for the customer. With limited investment available we need to ensure that we have an overall strategy and plan for the next 3 years so that we make best use of the investment available, and identify the skills and capabilities we will need to have to achieve this. We are looking for innovative approaches to working collaboratively with us to achieve this. Who Are the Users Example customer user stories: •As an employee who has been made redundant I need to easily know where I stand so that I can quickly reduce my panic. •As an employer who needs to make staff redundant I need to know the right way to do this so that I can plan my next steps. •As a human resource advisor I need to quickly clarify my understanding of holiday entitlements so that I can answer a specific staff query promptly. Example internal user story: As an manager I need to manage my team’s availability so that I can deliver effectively Work Already Done We have developed a digital strategy and completed some initial early work in 2015 looking at opportunities for digital in our existing services. Since then we have completed a discovery project on our digital advice and guidance services. Internally we have introduced new online pay and finance systems and telephony and are reviewing our technology capacity and capability. We have also begun to transform our largest services –helpline and conciliation– and started to identify the digital opportunities and challenges we have there. We have appointed a Director of Digital Innovation and identified some priority projects to start in Q2 2017/18. Existing Team The supplier will be working with several senior stakeholders – Transformation Director, Digitec Director, Chief Operating Officer and the Director of Digital Innovation. The Director of Digital Innovation will be the project manager. Current Phase Not applicable Skills & Experience • Demonstrate your skills and expertise in the below criteria and how they will ensure the successful delivery of this project. (PLEASE LEAVE THIS BOX BLANK) • Support government or public sector in digital transformation at a strategic level (2%) • Use existing data and research to inform thinking (2%) • Manage competing viewpoints and provide clarity of thinking and direction (2%) • Create digital roadmaps that are ambitious, coherent, customer focussed and achievable (2%) • Review existing technical architecture and make successful recommendations for legacy systems (2%) • Use innovative approaches to problem solving (2%) • Coach, mentor and upskill people in agile techniques and roles to build capability (2%) Work Location Euston Tower, 286 Euston Rd, Kings Cross London, NW1 3DP Working Arrangments We would like to run this piece of work as an agile project, divided into sprints (initial main project up to 8 weeks), with future review points during 2017/18 and 2018/19 built in to the overall plan and costs. There will be a need for onsite working for a minimum of two days per week. Remote working will also be possible and travel to stakeholder sites may be required. This will depend on the project plan and approach. Expenses should be included in the bid. Security Clearance Baseline Personnel Security Standard clearance required. No. of Suppliers to Evaluate 5 Proposal Criteria • Understanding of the requirements and what success would look like for this project (10%) • Approach, methodology and estimated timeline (9%) • Approach to reviewing the existing technical architecture, legacy systems and making technical recommendations (6%) • Approach to coaching, mentoring and upskilling internal Acas staff (6%) • Identification of risks and dependencies and offered approaches to manage them (6%) • Project team structure (with roles and responsibilities) (9%) Cultural Fit Criteria • Demonstrate your approach to engaging with internal senior stakeholders undergoing cultural change and how this would support project success (7%) • Demonstrate how you will work transparently, collaboratively and share your approach with the Acas project team and listen to their feedback (7%) • Demonstrate how you will take responsibility for challenging the status quo while involving Acas staff (6%) Payment Approach Fixed price Evaluation Weighting Technical competence 60% Cultural fit 20% Price 20% Questions from Suppliers 1. Does the budget include VAT? No, VAT is excluded from the budget. 2. Could you confirm what timeline your budget range covers? Is it the original 8 week piece of work? The budget covers both the 8 week piece of work and the future review points during the 1 year contract period. 3. Has ACAS worked with an external partner on the Transformation Programme to date, and if so, who is this? Not directly. We are working with Transform on our website redevelopment project and plan to work with others on different elements of our transformation programme. The successful bidder will need to demonstrate an open and collaborative approach to working with a variety of internal and external stakeholders. 4. Can ACAS make available it's Digital Strategy and outcomes from the discovery project on its digital advice and guidance services, to bidders? We will share all relevant documentation with the successful bidder. We will share our discovery outputs with shortlisted suppliers. 5. Will ACAS be able to share the discovery outputs mentioned above? We will share all relevant documentation with the successful bidder. We will share our discovery outputs with shortlisted suppliers. 6. Regarding agile coaching, is this pursuant to understanding and working effectively with the project process, or would you like ACAS staff to attain a qualification such as BCS? We’re focussed on understanding and working effectively with the project process. 7. Are you able to advise if the budget figure is just for the initial 8 week period? The budget covers both the 8 week piece of work and the future review points during the 1 year contract period. 8. Can you please confirm that the request is saying the overall contract is for 1 year, however the first work package is £70K - £90K for an initial 8 week piece of work, with a minimum 2 days a week site. In addition there may be future review points, do you have a view on how often these will be? Any additional work coming after the 8 weeks will then be covered under a separate work package and budget, is this a correct assumption? No. The budget covers both the 8 week piece of work and the future review points during the 1 year contract period. We are interested to know how you would structure the support both during the 8 week project and to support us at set review points. The frequency of the review points will be agreed with the successful supplier. 9. Could you tell us roughly what the deployment pattern is expected to be? This doesn't have to be exact and a level of flexibility is to be expected. However an open-ended commitment based on a fixed price is unlikely to attract serious proposals. We would like bidders to tell us how they would propose resourcing this project, and the approach they would take. 10. A discovery project has been undertaken on your digital advice and guidance services. Can you release this information/findings to support suppliers? ACAS” have introduced new online pay and finance systems and telephony and are reviewing its technology capacity and capability. Additionally ACAS has also begun to transform our largest services –helpline and conciliation”. Can you release this information? Suppliers highlight their approach to using existing data and insight to inform their thinking. Will ACAS make access available to website analytics, performance data and management information and key performance metrics to support the suppliers during the application stage? We will share our discovery outputs with shortlisted suppliers. We will share all relevant documentation, MI, research and analytics with the successful bidder at the start of the project. Our overall strategy is published here: http://www.acas.org.uk/index.aspx?articleid=5709 11. In order to provide an estimate of expenses which you've asked for inclusion in the bid, and to allow these to fairly be compared between bidders, will you provide an outline of the locations away from your main office and estimate of visits to be conducted, to all shortlisted bidders? We have 11 regional offices (listed here http://www.acas.org.uk/index.aspx?articleid=1565) and a main office in London. We would expect that there would be a need for engagement and meetings in our regional offices – most likely Leeds or Manchester, but that the bulk of work will be able to be carried out in London. For ease of comparison we would expect suppliers to give us a budget for expenses (and a rate card if not charged at cost) as part of the overall budget.