Moorfields Eye Hospital - Electronic Medical Records (EMR) Testing Consultancy

Description

Summary of the work Deliver Test Strategy, test plan and highlight reports. Update RAID logs and clinical hazard log. Maintain test log and liaise with supplier regarding test issues. Implement test environments, automated testing, test scripts and test data. Complete performance and integration testing and facilitate UAT. Support testing releases. Expected Contract Length 2 years Latest start date Sunday 1 October 2017 Budget Range (1) 2017/18 - 3/7/17 to 31/3/18 budget range- £120,000 to £150,000 (excludes VAT) (2) 2018/19 - 1/4/2018 to 31/3/2019 budget range £200,000 to £260,000 (excludes VAT) (3) 2018/19 - 1/4/2018 to 31/8/2019 £100,000 to £120,000. (excludes VAT) All budgets exclude VAT and trust's permanent Interface Analyst/tester Why the Work is Being Done The Trust recently concluded a tender process which identified Hicom as the preferred partner to complete the development of OpenEyes and deploy Hicom’s CareHub product. The first phase of go-live will be in Q4 2017/2018. The first phase of delivery will include a technical refresh, reporting and migrating to off-site hosting followed by completion of functionality required to support the “Big Three” Ophthalmic sub-specialties; cataract, glaucoma and MR. In the first 12 months there will be 4 major releases, with subsequent releases for all remaining Ophthalmic sub-specialties releases on an agile basis. Problem to Be Solved A comprehensive Electronic Medical Record solution is required to meet the needs of Moorfields Eye Hospital and to provide paperless clinical records. We treat patients in 32 locations in and around London. 30 Sites use the OpenEyes, open source Ophthalmic record. Two sites use another system and they will be migrated to OpenEyes, the first of which will migrate in 2019/20. The Trust does not employ permanent testers and a test lead and test analyst are required - to be supplemented for 6-7 months with an additional tester for first phase of cutover from January to July 2018. Who Are the Users EMR users are clinical staff and AHPs including Optometrists, Pharmacy. Some administrative staff including medical secretaries and booking office staff will access the system. Currently Croydon and Bedford use an alternative systems which will be migrated to OpenEyes towards the end of the deployment cycle. The product will cover all 17 Ophthalmic sub-specialties. The system will be hosted off site by the supplier. The first stage of the programme is a technical refresh, migration to off site hosting and the test team will manage all aspects of the Authority's testing including data migration, performance and UAT. Work Already Done OpenEyes is operational on 30 sites but not fully utilised by all clinicians and all sub-specialties and the product is not fully developed. The hicom Carehub product has not been deployed. as historic change management has been inadequate. Initial benefits work book and approach drafted. Change approach drafted in FBC. Clinical hazard log and action plan available for current version Procurement activity is complete. Supplier COTS product not yet deployed. High level functional specifications, including workflow diagrams, documented for all specialties. Genetics and Refractive have very detailed specifications. Existing Team EPR Programme Team consists of Authority, supplier and consultancy teams to deliver the EMR solution. This will include the Programme Manager and deployment project leads, change team, test team, data migration team (when migrating the 2 sites not currently utlising the OpenEyes product), trainers, technical lead, CIO and CCIO engagement, clinical secondments and other members of the IT department seconded to the project including 2 change leads/analysts and interface analyst. Clinical staff will also need contribute to specification, prototype review and UAT. The trust also has a part time IT clinical risk lead who is a consultant. Current Phase Not applicable Skills & Experience • Experience of responsibility for delivering the test workstream of a large scale EPR programme in an acute trust • Experience of producing an EPR Test Strategy and test plan • Experience of setting up test environments, performance testing and automated testing, delivering test scripts in a large scale acute EPR programme • Evidence of approach to ensuring quality output from the test team - strategy, plans, scripts, automated testing and test environments environments • Evidence of approach and methodology to develop test scripts and test environment • Evidence of approach to supporting cutover and go-live process from a test workstream perspective • Evidence and approach to ensuring clinical engagement with UAT Nice to Haves Experience – testing an Ophthalmic solution Work Location Main site and base for work - City Road, London, EC1V 2PD. Very occasional travel may also be required to other Trust sites across London and the South East (Bedford and Dartford) to support UAT. Working Arrangments Most of this work needs to be on site (at least 95%) due to user clinical engagement required with UAT and engagement and communications required with the change team and wider EMR Team. Travel expenses will not be paid unless travel is required between sites during the course of the working day. The Test Team Lead will report to the Programme Manager. Note - the Trust employs a permanent interface analyst who will support interface testing and report to the Test Lead. Weekend working may be required during cutover and releases. The supplier will supply test environments. Security Clearance DBS required No. of Suppliers to Evaluate 3 Proposal Criteria • Approach and methodology (Test Strategy) • Approach and methodology (Test environment set-up and automated testing) • Approach and methodology (UAT) • Draft plan and timescales and/or approach to test workstream planning • Team structure and substitutes • Value for money Cultural Fit Criteria • Approach to identifying test issues and risks and how they will be managed • Approach to identifying dependencies between EMR programme workstreams and how they will be managed • Approach to and evidence of ability and experience of communication with clinical staff • Evidence of ability and experience of presenting / briefing various workstreams and clinical staff on their role and contribution to testing • Approach to team management • Approach to QA and ensuring quality Payment Approach Capped time and materials Evaluation Weighting Technical competence 50% Cultural fit 10% Price 40% Questions from Suppliers 1. There are 3 essential skills listed and I wanted to clarify, whilst we have individuals in our consultancy workforce with some EPR skills, we have not to date delivered specific work packages around EPR and I wanted to check if we cannot evidence these, does that qualify us out?• Experience of responsibility for delivering the test workstream of a large scale EPR programme in an acute trust• Experience of producing EPR Test Strategy and test plan• Experience of setting up test environments, performance testing and automated testing, delivering test scripts in a large scale acute EPR programme Background knowledge of functionality and how test scripts link together can be very helpful in delivering the requirements. Depending on other submissions – you may not be ruled out if you can demonstrate similar or equivalent experience – but obviously companies with this experience will be scored highly. 2. In Budget Range, (3) refers to 2018/19 - 1/4/2018 to 31/8/2019. Should this instead read 2019/20 - 1/4/2019 to 31/8/2019? Yes – typo should states (3) 2019/20 3. Does not having ERP/ERM test experience act as an exclusion from applying, even if you have experience of delivering mission critical systems? Would have to clearly demonstrate equivalent relevant experience. Testers with a knowledge of the subject matter will have greater ability to design relevant test scripts. 4. Is the Trust able to clarify how many days the test lead, the test analyst and the additional tester will be required for in each year? It is assume that Lead and 1st analysts will be full time for the duration of the contract , additional test analyst will also be full time from start date- minus annual leave and bank holidays. There will be some weekend work x 4 weekends for dress rehearsal and 4 main cutovers. to end date. Make costing assumptions and rates clear in response. 5. Can the Trust please confirm the date on which resources would be required on the ground? Is that Monday 2 October? 2nd October 2017 Test Team Lead, 1st November 2nd test team member. 3rd temp team member 2nd January 2018. 6. The Trust has specified a latest contract start date of Sunday 1 October. However, the first element of the stated budget range commences on 3/7/17. Could the Trust please clarify this potential inconsistency? Budget allocation for entire project starts on 3/7/17. Test Contract to start in October 2017. 7. Could you please confirm your planned timetable for a) confirming if a supplier has passed the qualification questions, b) the date when you will require a proposal and c) the intended date for presentations. a) week of 21st Augustb) week of 4th Septemberc) N/A - the requirement states the Trust will require a written proposal, work history, case study and references should the bidder be successful at the shortlisting stage 8. One of the Essential Skills is the Setting up of Test Environments, Could you expand on what you mean? Confirming and documenting test environment approach with supplier, QAing test environment installed by supplier, designing test data and load approach, checking refresh capabilities. 9. In Section - Summary of Work Please confirm what ‘clinical hazard log’ is – assumption is this is a Risks and Issues log? clinical hazard log is an ehanced extract of the risk/issues log which deals specifically with software specific risks and issues that have or may have an impact on clinical care. 10. Section - Why work is being done Ref the first phase: Migrating to offsite hosting don't understand question. The system is currently hosted on-site and the first upgrade will deliver a re-platformed solution hosted off site in Hicom's data centre. The test team will be required to support migration testing to the re-platformed, hosted service. 11. Does this mean there will be a data centre migration? Is it expected that the new data centre will be like for like in terms of infrastructure? Yes and no. The infrastructure will be different and the underlying data structures will change 12. Q) If the data centre is like for like the assumption will be a regression of As-Is processes – assuming a functional baseline can be taken? The As-Is processes will not change significantly in the first release but there will be new reporting functionality and interfaces. Workflows will change for subseqent specility releases. 13. Q) If the data centre is not like for like will any data transformation be taking place between tables/is there a functional spec of expected changes? Yes 14. Would it be correct to assume that the methodology which will be followed for the project will be agile from start to finish? If so are Hicom brought into this from a dev/build delivery perspective? Hybid approach - first phase including off site hosting is Waterfall - approach thereafter is agile 15. Experience of setting up of test environments’ setting up environments is not typically done by test. the test/QA team will define the number of environments needed/the environment requirements as part of the test Strategy, but the actual spin up of these is normally done by an infrastructure team? see above. Q1. Supplier will set up Test environments. Test team will QA, test, support test data population. 16. Are any tools or software licences currently available, that the supplier could utilise (for test environments, performance testing, automation, test management, defect management, etc)? JIRA current. May move to Hicom's test tool. JMeter for automation. Test lead to advise on aproach and suitablity of Jmeter. Performance tools to be provided by Hicom. 17. Regarding test automation, performance testing, and integration testing; will the supplier be expected to deliver a framework (including tooling, licences, code, and test artefacts) that remains available to the buyer, upon completion of the project? No - but as part of the review of the test strategy / approach additional tools may be recommended which the Authority would purchase. 18. Is experience of working on Electronic Patient Record systems in acute health trusts essential? Could similar experience with other Electronic Data Records Management systems (in different industries) be applicable? No it is not absolutely essential but experience of the business requirements, clinical terminalogy and functional requirements is a distinct advantage as it aids the familiarisation process, ensures that testers already have back ground knowledge and understanding around impact and severity of types of test issues/failures and will mean that they are significantly more productive, more quicly requiring far less familiarisation, training and induction. 19. Problem To Be Solved states that a test lead and test analyst are required, with an additional test analyst from Jan to Jul 2018. Is this a specific requirement for those resources to be provided, or is that an indicative estimate? If the work includes provision of test environments, performance testing, integration testing, and test automation, it is extremely unlikely that this could be done by three individuals. Yes staffing levels have been indetified based on previous experience. See above regarding Test envionment set up. 20. Will the supplier be expected to provide tools and software for performance testing, integration testing, and test automation? No. Test Lead to review tools, and recommend approach going forward. 21. Will the supplier be expected to manage the test environments, including things like installation of all hardware / middleware / COTS products / software / data / etc, handling user access requests, release and configuration management, security management, and so on? No 22. Is experience of working on Electronic Patient Record systems in acute health trusts essential? Could similar experience with other Electronic Data Records Management systems (in different industries) be applicable? No it is not absolutely essential but experience of the business requirements, clinical terminalogy and functional requirements is a distinct advantage as it aids the familiarisation process, ensures that testers already have back ground knowledge and understanding around impact and severity of types of test issues/failures and will mean that they are significantly more productive, more quicly requiring far less familiarisation, training and induction. 23. On test environments, the Summary states “implement test environments” and Working Arrangements states “the supplier will supply test environments”. Does that mean the supplier bidding for this work will supply the test environments (including infrastructure, hosting, access management, release & configuration management,etc)? Or do the existing supplier(Hicom) provide any test environments? If this bid needs to include provision of test environments, we would need much more information and it would not be realistic to expect a test lead and 1 test analyst (plus 1 temporary test analyst) to deliver this, along with all other services, within the specified budget. Hicom provide test environments 24. The supplier will supply test environments: Could you please explain what kind of environments you are looking for? like Open-source code on github or high security environment server environments 24/7 ? Hicom provide test environments 25. on proposal front: a)How to send written proposal to you? and b) What date we need to send? c) Any specific format we need to send? d)Any specific format for case study? Details regarding this will be released should the Bidder be taken through the final 3 evaluation. 26. Would the trust consider using a secure test facility for some of the work to be delivered from? I.e. Test Lead onsite (for clear communication) & Test Analyst from test facility No 27. What testing tools are already in place? Specifically, do you have tools for: • Test case/data management • Test automation • Network virtualisation • Service virtualisation JIRA current. May move to Hicom's test tool. JMeter for automation. Test lead to advise on aproach and suitablity of Jmeter. Performance tools to be provided by Hicom. 28. What software development methodology are you following? For example, will there be a requirement for the testing resources to be aware of Agile principles or other approaches to the software development lifecycle (SDLC)? Yes. Hybid approach - first phase including off site hosting is Waterfall - approach thereafter is agile. 29. A high-level view of the technologies has been provided, however, would it be possible to provide more detail? We assume web-based for OpenEyes itself but it is unclear which technologies support this, and therefore the technical skills required, for example database/integration components/other supporting applications etc. Current OpenEyes web based, Javascript, Yii framework, PHP, Apache, MySQL, Linux moving to MS OS and SQL 30. What is the existing test team currently made up of? And do any the existing team members have experience with OpenEyes? Interface Analyst. Some experience in relation to interface requirements. In-house change leads are familiar with OpenEyes and will support UAT. 31. Is there any OpenEyes-related test collateral available for re-use? Some automation scripts and legacy tests scripts. These will need to be reviewed and updated by the Test Team 32. Taking into consideration the trusts interface/test analyst is included within the budget ranges - would it be possible to provide us with a salary banding for this person to enable us to better define the budget? The Trust's interface analyst is NOT included in the budget ranges 33. You state that your releases will be on an agile basis, so are you using scrum as your agile framework? After phase 1. From July onwards 34. If you are using scrum as your agile framework then what is your level of maturity? Trust has no level. Hicom's tbc 35. Can you confirm how often your sprints/releases will be? After Phase 1 which ends in June - they will be quarterly 36. What was your basis for the estimate for the Test Lead and 2 Test Analysts for the programme? Previous experience of OpenEyes and other EMR deployements 37. What test tools do you currently use, including test management? JIRA current. May move to Hicom's test tool. Jmeter for automation. 38. How available would the Clinical staff be to support UAT? This will be managed via the Change Leads and will clearly require a felxible approach to accommodate clinical activity 39. Within the existing team section, you have added that there is a test team, so are there other teams that are delivering testing? UAT will be supported by Change Team. The programm structure includes Test Team, Change Team, Information/Reporting (who will also assist with testing reports), Training, Infrastructure, service 40. Are you expecting the supplier to manage all other test processes such as defect management? The Test Team will be expected to manage this 41. Will your releases be built in parallel (multi teams) or sequentially First phase - 4 releases will be built with a degree of overlap. Thereafter sequentially. 42. Is the agile releases driven by the trust or the supplier? Both 43. To confirm is the testing of the initial migration of 30 locations in scope for this work during the first phase? Yes - a single instance accessed via N3. From a location perspective the testing is about connectivity and performance testing at selected sites 44. Presumably the subsequent migration to the remaining 2 locations will be the team’s successful test supplier’s responsibility? Likely that only 1 site will be completed within the timeframe and the Test Team will be supplemented by a Data Migration Team. 45. Is it expected that the data will need cleansing / transforming, you say that the OpenEyes system is comprehensive does this indicate that existing data is likely to be lacking information? We are not expecting a cleasing / transformation activity 46. Do you expect the personnel in the Team provided to persist for the duration of the contract or will you let the successful supplier manage this so that the right skills are available at the right time e.g. Performance Testing. The strong peference to have the same team for the duration of the contract as there is huge value in understanding the functionality and data. However one of the advantages of this contract is that staff changes and substitutions are the responsibility of the supplier to manage. 47. Can you please confirm the budget ranges stated are based on market consultancy rates for the Test Lead & a Test Analyst over the 2-year assignment plus an additional Test Analyst for 6 months over the first phase of cut-over? yes 48. Please can you clarify the dates the additional analyst will be required as the reply to Q4 appears to contradict the original buyer’s requirements? Current estimate Feb-July 2018 49. As part of Moorfierlds development short listing process and work conducted to date you have prepared a number of docs. Can we have access to these docs to clearly understand the project requirements? -Draft benefits work book and approach -Draft change approach in FBC -Clinical hazard log and action plan for current version -Procurement activity -High level functional specifications, including workflow diagrams, documented for all specialties -Genetics and Refractive detailed specifications Good to have (if they exist) -A roadmap for the scope of first phase -Architectural diagram -A few of your workflow management processes -Project plan for fist 4 release Milestone 1 - Project governance established. Governance Board, terms of reference revised; Detailed Implementation Plan to Milestone 13 including Milestone dates for Milestones 2 to 13; Risk register; Issues register; Agile approach; Data migration approach; Integration approach; Training approach; Change and Benefits approach - 31st July 2017Milestone 2- Infrastructure environment specified. Supplier and Authority infrastructure specification to include network and connectivity specification and remote access specification and end user device specification. Data migration strategy. Integration strategy – 31st August 2017 50. As part of Moorfierlds development short listing process and work conducted to date you have prepared a number of docs. Can we have access to these docs to clearly understand the project requirements? -Draft benefits work book and approach -Draft change approach in FBC -Clinical hazard log and action plan for current version -Procurement activity -High level functional specifications, including workflow diagrams, documented for all specialties -Genetics and Refractive detailed specifications Good to have (if they exist) -A roadmap for the scope of first phase -Architectural diagram -A few of your workflow management processes -Project plan for fist 4 release Milestone 3 - Completion of requirements gathering (for Cataract, Medical Retina and Glaucoma). Process Alignment Group (PAG) meetings held. Requirements discussed and approved by Governance Board – 3rd November 2017Milestone 4 - Supplier infrastructure implemented. Test environment approved. Data Migration environment approved – To be agreedMilestone 5 - OpenEyes V1.18 rewrite replicating existing functionality prototype showcase 1 – 30th November 2017Milestone 6 - Detailed Implementation Plan for Milestones 7 to 13 – 31st December 2017Milestone 7 - OpenEyes V1.18 rewrite + CareHub integration + reporting showcase 2 – 28th January 2018 51. As part of Moorfierlds development short listing process and work conducted to date you have prepared a number of docs. Can we have access to these docs to clearly understand the project requirements? -Draft benefits work book and approach -Draft change approach in FBC -Clinical hazard log and action plan for current version -Procurement activity -High level functional specifications, including workflow diagrams, documented for all specialties -Genetics and Refractive detailed specifications Good to have (if they exist) -A roadmap for the scope of first phase -Architectural diagram -A few of your workflow management processes -Project plan for fist 4 release Milestone 8 - Data migration tested and signed off – TBAMilestone 9 - Go-live in Supplier hosted environment, reporting, integration – 30th March 2018Milestone 10 - Cataract go live – 30th April 2018Milestone 11 - Medical Retina go live - 28th May 2018Milestone 12 – Glaucoma go live – 25th June 2018Milestone 13 - Detailed Implementation Plan for remaining sub-specialties including: A&E; Adnexal; Contact lens; External Diseases and corneal; Eye Bank; Genetics; Neuro –Ophthalmology; Ocular Oncology; Orthoptics; Paediatrics; Refractive; Research & Development; Strabismus and paediatrics; Uveitis; Vitreoretinal surgery, Data Migration Strategy Croydon – TBA