e-HR Technical and Service Management support for Judicial Office (JO)

Description

Summary of the work The JO wishes to implement a new solution to support Judicial HR. The platform will provide the ability to record and manage workflow processes for judicial joiners, movers and leavers data and should have permissions based access, enabling different user groups to have read-only/edit access as well as self-service functionality. Expected Contract Length 2 years Latest start date Friday 15 July 2022 Budget Range up to £790,000.00 Why the Work is Being Done Judicial Office has a requirement for a fully outsourced service allowing for a redesign of the e-HR service with the intention of a more integrated, flexible and user friendly system and interface. Current supplier provides the e- HR administration tool which is hosted in their datacentre and accessed as a SAAS via a browser. The solution is based upon access for up to 31,000 current people records and up to 40 Systems Administrators. Most of the 250 Internal users access functions and data using Self-Service without the need for a System Administrator licence. These are normally restricted to users who have a requirement to define security, manage user roles, code tables and system defaults. Problem to Be Solved Judicial Office wishes to implement a new solution to support Judicial HR. The platform will provide the abilty to record and manage workflow processes for judicial joiners, movers and leavers data. It should have permissions based access, enabling different user groups to have read-only / edit access as well as self-service functionality. It will be used for reporting and MI purposes. The system should have the capability to store and search for electronic records, linked to individual records and scan for individual records. The platform should have API capability to be able to send and receive data from other applications. The platform should support self service Judicial User access and a variety of admin users. This will be a migration required from an existing SaaS solution. Who Are the Users Judicial Office staff Existing Team The chosen supplier will work with the Judicial Office HR Operations Team. This team is responsible for HR data, operations of the judiciary including appointments, movers and leavers and MI reporting. Additionally the supplier will work with key Judicial HR stakeholders such as Judicial HR Teams, HMCTS and MOJ. The Judicial Digital Services team will be leading on product delivery and management perspective and will be key collaborators in both establishing a contract and digital delivery of the system. Current Phase Not started Skills & Experience • Please refer to the list of functional requirements and confirm that you are able to meet the must have requirements. Link: https://www.judiciary.uk/wp-content/uploads/2022/04/Copy-of-Judicial-eHR-DOS-Procurement-Appendix-002.xlsx • Please refer to the list of non-functional requirements and confirm that you are able to meet the must have requirements. Link: https://www.judiciary.uk/wp-content/uploads/2022/04/Copy-of-Judicial-eHR-DOS-Procurement-Appendix-002.xlsx • Demonstrate leading and developing data management solutions • Proven experience of building custom data requirements for complex data sets • Proven ability of delivery of a high-quality service on time • Proven evidence of supporting a live managed service through ticketing support. Manage maintenance, issue resolution, and minor development requests according to defined SLAs • Have experience of user-centred Service Design and the practices and techniques that support this • Have experience of completing large data-led projects to improve clients’ access to, and use of, management information • Have experience of working with APIs to both PUT and GET data and supporting system modernisation • Have experience of managing the migration of large and complex data sets • Have experience in designing and delivering systems either via bespoke code or as an existing SaaS solution • Have evidence that you are accredited with (or working towards) security certifications ISO2700 and Cyber Essentials Plus • Have experience of delivering SSO through Azure AD • Have experience of UX and front-end skills for front end • Development and intuitive user journeys for admin and judicial users • Experience of working with Public Sector organisations on agile projects • Knowledge of accessibility standards (WCAG 2.1AA minimum) Nice to Haves • Evidence of recent and successful experience of implementing a flexible, future proofed and agile digital solution which included hosting a variety of self service functionality and 3rd party tools • Evidence of recent and successful experience of designing/ developing and implementing a flexible, future proofed and agile digital solution which was integrated within the existing infrastructure of an organisation Work Location Working remotely although occasional travel may be required to The Judicial Office based in London at the Royal Courts of Justice Working Arrangments A standard business working day, hours and working pattern as needed to deliver the programme in an efficient way (Monday to Friday). We expect to work in a hybrid manner with a mix of remote and occasional onsite work, using MSTeams as the software of choice. Expenses will not be paid by Judicial Office and all costs must include expenses. Suppliers must meet every deadline and deliver agreed works throughout the entire project. Security Clearance CTC Clearance is required Additional T&Cs N/A No. of Suppliers to Evaluate 5 Proposal Criteria • Functional requirements, non-functional and reporting requirements • Overview of solution and high-level design • Service design proposal on how you would produce an end-to-end user experience • Data migration approach • Product delivery roadmap to achieve December go-live • Financial capability to deliver a contract of this size • Assessment of managed service capabilities • Assessment of supplier transition capabilities Cultural Fit Criteria Please provide information on your approach to sustainability and how, as a supplier, you seek to add social value through the activities of your business Payment Approach Capped time and materials Assessment Method Presentation Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Who are Judicial Office Users? Judicial Office Users are those who are responsible for the HR Admin Function of the e-HR System, they are assisted by Admin Users in HMCTS. Judicial Office Holders (Courts and Tribunals Judiciary) also have access via Single Sign On to view their own records. 2. Can the Authority confirm the number of users who will be in scope? The solution should be capable of supporting 60 HR System Supervisors, 310 HR Admin Read-Only accounts, 105 HR Admin Edit accounts (these are permission based read/write users) and 25,000 self-service single sign on users , 20% of which may be operating concurrently, and located in multiple internet-connected locations. The Courts, Tribunals and Magistrates are self service users (Judicial Office Holders) and have multiple appointments/records in approx. 1000 cases. 3. Are you wanting to purchase a replacement COTS SaaS based solution or is a bespoke built solution the preference? Both COTS SaaS and bespoke are in scope for the replacement; the selection of which will be based on the supplier who can best meet the requirement criteria. 4. Can you confirm if the budget limitation of £790,000 includes delivery of a solution as well as hosting for two years, or is the budget just for delivery? Budget is for the implementation phase and hosting and support over 2 years. This is calculated based on 6 Months Implementation to July to December, followed by 2 Years hosting and support January 2023 – December 2023; January 2024 to December 2024 (taking in 6 month extension). 5. Could you please outline your expected timeline for stage 2 of the procurement? Expected timeline for Phase 2 as per below. Please note timeline is indicative.23 May 2022 – announce results of Phase 1 and send response template to successful suppliers24 May 2022 to 8 June 2022 – suppliers prepare Phase 2 responses20 June to 22 June – supplier presentations1 July – suppliers notified of decision 6. We note that there were only 3174 judges in England and Wales in 2020. In order to help us minimise costs please can you clarify the categories of users you have included in your user number estimates? Please detail users including retired, part time, reserve, sabbatical or any other type of ‘non active user’ The solution supports 25,000 Judicial Office Holders (JOH) active/live records (with additional capacity of ~10,000 for inactive records), and is able to flex to support spikes in demand and other workload fluctuations. Of these approximately 10,000 are Judges and 21,000 are Magistrates. More detailed information about the judiciary will be provided at the next stage of procurement. 7. In order to submit an application under this tender, does an organisation need to have their specific solution live under G Cloud 12? Not currently. They will need to be an approved supplier, able to apply through the DOS procurement framework. They do not need to be on G Cloud 12. 8. The existing team section describes, at a high level, the teams the successful supplier will be working with. Can you please provide some more details about the roles you expect to make available for this project, and how much time they’ll be allocated to the project (e.g. full-time or part-time)? To be discussed further with successful supplier. There is a multidisciplinary digital team and a core HR team. Further discussion on time allocation to be discussed as part of phase 2. 9. Are you looking for pure implementation of a system or implementation and then hosting? Implementation and hosting. 10. Is change and other non-configuration support required? Yes – Supplier will need to specify their SLAs for change management. Please refer back to essential criteria. 11. Are you looking for a new system on top of your existing system or a new HR system? A new HR system. 12. Are you considering more than one solution (e.g. core ERP for HR and another service layer?) No – there should be one solution, which provides support for HR data requirements, however it should be capable of providing data flows through API connections to other services such as payroll or pensions. 13. Will the Government Shared Service initiative impact this programme or are you outside of this work? No impact 14. Has anyone been helping you on the requirements and scoping and if so who? No external parties. There is a multidisciplinary digital services team and expert HR operations team, as well as a wide range of stakeholder engagement. 15. Will the JO be responsible for CTC clearance of our consultants if they are eligible? The JO can sponsor CTC clearance of the successful supplier if required. BPSS will be required to start implementation with risk reduced through use of test data until CTC clearance approved. There is an operational risk for launch should CTC be delayed. 16. Please can the Authority confirm the Headcount of the Judicial Office (including the Judiciary / Post Holders )? In the number please assume that one employee, post holder or support staff that holds multiple roles within the organisation should represent one (1) Headcount. There are approx. 25,000 active Judicial Office Holders (Courts, Tribunals, Magistrates and Coroners). Some of these post holders will have multiple appointments attached (approx. 1000). Previous response to question provides Admin User detail on non Judicial Office Holders (i.e. Staff requiring access):The solution should be capable of supporting 60 HR System Supervisors, 310 HR Admin Read-Only accounts, 105 HR Admin Edit accounts 17. Assuming for a SaaS solution that licenses need to be held during the implementation period, as well as during live service, please could you confirm that the required quotation is for a 30 month period – and that the total SaaS fee, combined with the implementation and support fees, must fit within the £790k budget? The quotation covers a 30 month period for implementation, support and hosting and development. This may or not be a SaaS solution dependent on the supplier offering.