EPR Implementation Team

Description

Summary of the work Northampton General Hospital (NGH) is seeking to establish an ambitious Electronic Patient Record (EPR) implementation programme. Trust requires support to ensure the EPR programme starts well, is efficient, moves at pace and delivers patient and staff benefits. Expected Contract Length 8th December 2020-31st March 2021 Latest start date Tuesday 8 December 2020 Budget Range Fixed price must not exceed £270k. All costs must be fully included in this envelope, including expenses. Why the Work is Being Done Northampton General Hospital (NGH) is seeking to establish an ambitious Electronic Patient Record (EPR) implementation programme. This builds on the progress already made across the Trust in terms of implementing digital systems. NGH and KGH have recently entered into a Group model where both Trusts are working together more closely to support better acute patient care in Northamptonshire. One component to support this will be to review our digital system across both Trusts and work towards greater alignment and integration to support the patient journeys that take place across both Trusts. In order to establish a robust programme, the Trust requires some additional support to ensure the EPR programme starts well, is efficient, moves at pace and seeks to deliver the patient and staff benefits as soon as possible. DEADLINE FOR COMPLETION OF WORK AND FULL KNOWLEDGE TRANSFER 31ST MARCH 2021 Please be aware that this is budget dependant and budgets may be removed due to the ongoing Covid pandemic. Problem to Be Solved Planning EPR implementation to inform business case-Sufficiently in-depth planning. Exploring unknowns. Addressing affordability. Foundational dependencies eg WiFi/network/ device capability and availability Completing business case-Taking business case through various approval routes, including NHSE Digital Aspirant funding route. Running EPR procurement-Ensuring that the procurement runs at pace, whilst ensuring protection from potential challenge Detailed implementation planning based on contract award and final options-Detailed planning and sequencing of the awarded solution to deliver value early. Extensive staff engagement and preparation for deployment. Working to ensure the Trust remains safe at all times. Recruitment into delivery team-Build a sustainable programme team able to continue delivery at pace, using fixed-term contracts where possible. Transition off and knowledge transfer-Leaving the organisation in a better state of capability and capacity compared to the start of the engagement Who Are the Users The Trust needs a well considered business case, procurement and solution which will deliver a successful EPR system within budget with full knowledge transfer and buy in from key stakeholders. Existing Team Trust IT and procurement teams. End users from across the Trust Current Phase Not started Skills & Experience • MUST BE AVAILABLE TO START BY DEC 2020/ MOBILISE WITHIN DAYS OF CONTRACT SIGNATURE PASS/FAIL • The supplier must have demonstrable experience of leading an Acute NHS Trust Electronic Patient Record Programme within the last 2 years. 25% • Demonstrable experience of creating a Business Case for an EPR Programme in a digitally immature Health environment, that has gone on to be fully approved. 20% • Demonstrable experience of running a procurement process for an Acute Trust EPR including business needs gathering to inform specification 10% • Demonstrable experience of building a sustainable in-house team through coaching and knowledge transfer 10% Nice to Haves To maximise the opportunities of alignment across the group, experience of integrating with System C is desirable 10% Work Location Where it is necessary to be physically on the Trust site, this will be Northampton General Hospital, Northampton, NN1 5BD. It is anticipated that a proportion of the activity can take place in a distributed manner, using digital technologies and suppliers should take this into account. Working Arrangments The successful party will help to establish a full EPR delivery team, and develop its governance and ways of working including: attending relevant meetings, engaging proactively with relevant groups. feeding into the programme local governance structure by providing progress reports and other programme artefacts. Actual locations will depend on the requirement at the time and using digital technologies where appropriate Security Clearance Not required No. of Suppliers to Evaluate 5 Proposal Criteria • Suppliers proposal demonstrates experience of leading an Acute NHS Trust Electronic Patient Record Programme within last 2 years-30% • The proposal must go beyond providing people in a team: must see experience of director level management of an EPR programme from inception 20% • The proposal must detail procurement process including creating specification, engagement of stakeholders, conducting evaluations and providing feedback without challenge 25% • Proposal must show evidence of how supplier exits without loss of pace or quality of programme delivery 25% Cultural Fit Criteria • Willingness to incorporate full knowledge transfer leaving Trust more capable and sustainable than before engagement 3% • Ability to work within a digitally immature environment and support cultural change through the programme duration 2% Payment Approach Capped time and materials Assessment Method • Case study • Reference Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers 1. Has the Trust produced a SOC for the EPR Programme? If so, were any external partners used for this work? Please provide the name(s) of all companies used. Will the SOC partner be bidding for this OBC/Procurement work? Some preliminary work to understand the components of the business case has taken place using internal staff. 2. We would like to attend the Supplier Q&A, please can you provide details of how to join the session Meeting will take place 30 November 2020 from 15:00-16:00The meeting can be joined using the link below:https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWIxYTNlZTYtMmRjYi00NzU1LTlhMTAtNWQ2NmJhOTZkZWIw%40thread.v2/0?context=%7b%22Tid%22%3a%2237c354b2-85b0-47f5-b222-07b48d774ee3%22%2c%22Oid%22%3a%22bb6b1dc4-fd71-4b00-bb9f-df3bcca779ff%22%7dA draft set of outcomes are available to view here.https://kgh-my.sharepoint.com/:b:/g/personal/andyca_kgh_nhs_uk/EZYmymCJ8JZLkUK1kd221eQBGxBA7nWQM_96gcEHK568Kw?e=e1MXCV 3. The requirement appears focussed on business case preparation. Question E2 asks about delivery, please can the Trust clarify if this requirement is in fact blended; procurement and programme management, in which case is the contract length expected to be longer? There are a number of delivery options that have a large impact of the cost projections, risk calculations and delivery confidence. Therefore, in order to prepare the most effective and viable business case, the Trust’s view is that this needs to be informed by authors with detailed delivery experience of an Acute Trust EPR programme. This contract will cease on 31 March 2021. 4. Please could you clarify when suppliers will be asked to submit a written proposal? Please see below process set out by CCS for this framework: -Prepare your draft requirements.-Write and publish your requirements on the Digital Marketplace. They will be publicly available.-Answer supplier questions.-Review and score ‘essential’ and ‘nice-to-have’ skills and experience to create your shortlist.-Give feedback to suppliers.-Invite shortlisted suppliers to the assessment stage.-Evaluate written proposals and your chosen additional assessment methods to find the right supplier for your needs.-Award a contract and give feedback to unsuccessful suppliers.-Publish the contract on Contracts Finder. 5. Please see presentation from the supplier question and answer session held on 3oth November : https://kgh-my.sharepoint.com/:b:/g/personal/andyca_kgh_nhs_uk/EW0yPBxPjApPkWu4N2uKs7EB2vTu9Mp_vyfTqEkis_3c_w?e=SvjTpM