Department for International Trade

Discovery for a "One DIT" Digital Workplace - Repost

Incomplete applications

14
Incomplete applications
10 SME, 4 large

Completed applications

28
Completed applications
19 SME, 9 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 29 July 2019
Deadline for asking questions Monday 5 August 2019 at 11:59pm GMT
Closing date for applications Monday 12 August 2019 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work DIT are looking for a team who can provide deep technical expertise along with pragmatic, collaborative user researchers who can evaluate our existing landscape and make recommendations on how to make the best use of our existing and new digital tools, including O365, SharePoint and cloud infrastructure
Latest start date Monday 16 September 2019
Expected contract length Up to 12 weeks
Location London
Organisation the work is for Department for International Trade
Budget range £100,000 - £150,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Department for International Trade secures UK and global prosperity by promoting and financing international trade and investment.

The department was created through the merger of parts of other departments and arms length bodies. Our staff work with colleagues inside DIT, across multiple government departments and with partner organisations, and are based both in the UK and in a large number of overseas locations.

We've made significant progress in rolling out a global technology platform and we now have an opportunity to review our existing internal landscape and identify technical and cultural barriers to working together effectively as One DIT.
Problem to be solved We want our digital workplace to enable our colleagues to feel part of One DIT - where everybody is able to communicate, collaborate and transact regardless of their location. We want to run a Discovery across two streams which cover:
Technology - what are the technical barriers which remain for us to work together effectively?
People - what are the cultural challenges we face?

We need to:
establish a clear picture of our existing intranet landscape
determine if and how we integrate more closely with our existing tools, which include O365 and Sharepoint
identify ways to improve paper-based business processes
Who the users are and what they need to do DIT users in this context include international trade advisors, policy specialists, business advisors, diplomats, office-based business support staff and regional partner organisations.

As a user I need:
- access to the corporate news and policy / guidance information I need to do my job
- tools to collaborate with my colleagues and across departments, suppliers and partner organisations
- to be able to easily access these tools regardless of where I am in the world, what department I work for, and what device I am using
So that I can work effectively to further the needs of the organisation.
Early market engagement
Any work that’s already been done We've done some initial user user research as part of this project and we will also be consolidating and reviewing user research from when our existing platforms launched, ahead of appointing our Discovery Team. Part of this Discovery work will be to validate the needs we have gathered. We expect to also complete work in the coming weeks which includes:
- creation of governance policies and processes
- user journey workshops
- content improvement work
to feed into the Discovery programme.
Existing team The existing team consists of a Product Manager and a Digital Technical Architect, who are currently also maintaining the existing live service.

Our wider working group from across the organisation made up of Internal Communications, Technology, Data, Digital, Content, Finance, Knowledge and Information Management (KIM), HR.

Digital Workspace (the current intranet) is a WordPress / Ruby on Rails platform which launched in 2017. DIT is completing roll-out of O365 around the organisation, which includes a number of SharePoint sites which include some custom-built SP applications. There may be a need to work with existing suppliers.
Current phase Not started

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Windsor House
50 Victoria Street
London SW1H 0TL
Working arrangements The supplier team should regularly work out of DIT's offices in London in order to facilitate collaboration with the existing team, although the precise working arrangements are flexible.

There may be a requirement to visit DIT's offices across the UK and some offices overseas.
Security clearance All Supplier resources must meet the Baseline Personnel Security Standard (BPSS) but suppliers should note there may be a requirement for certain individuals to have "SC clearance"

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions Pricing will be based on fixed price but the Buyer will reserve the right in the contract to use alternative payment mechanisms e.g. Capped T&M or T&M for future SoWs.

All expenses must be pre-agreed with between the parties and must comply with the DIT Travel and Subsistence (T&S) Policy.

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • Knowledge of intranet and digital workplace technologies and how they are used to deliver a brilliant employee experience
  • Experience in delivering evidence-based research to inform a user-centred information architecture; focused on user needs, end-to-end user journeys, motivations and goals
  • Knowledge of Microsoft365, O365, SharePoint and Flow, and how these can be integrated with other internal systems to create microservices
  • Ability to conduct user research with a global set of users
  • Knowledge of new and existing legislation about providing accessible services which meet the needs of all users
  • Experience of delivering data-led personalisation and the challenges around this
Nice-to-have skills and experience
  • Whole-of-market digital workplace technology knowledge, including HR information systems (HRIS), collaboration tools, content management systems (CMS) and authoring tools
  • Experience prototyping, designing and building services which meet both user needs and the GOV.UK guidelines for content design, service design and accessibility.
  • Experience working with central government departments and/or global organisations

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 5
Proposal criteria
  • Proposed approach and methodology to conduct Discovery, considering both technical and cultural streams of work
  • Multi-disciplinary team structure covering user research, technical expertise, content, data and indication of split of time / contributions
  • How the the team will adapt according to changing priorities
  • Approach to meet user needs
  • How risks and dependencies will be identified and managed
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Transparent and collaborative when making decisions
  • Have a no-blame culture and encourage people to learn from their mistakes
  • Collaborating closely with colleagues in order to meet users’ needs
  • Has experience of and likes pairing and knowledge sharing
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Presentation
Evaluation weighting

Technical competence

60%

Cultural fit

15%

Price

25%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Could you clarify your intention in terms of the legacy intranet. Is the intent to migrate data or integrate to SharePoint? Our intention is to review our existing landscape to determine the best way forward - we are open-minded about the best course of action. It may be migration, integration or something else.
2. Yes. Our Office365 services are managed by BEIS. Yes. Our Office365 services are managed by BEIS/Core and FCO (total enterprise).
3. Is there an incumbent supplier supporting the roll-out? If so, please clarify who it is. Yes. Our Office365 services are managed by BEIS/Core and FCO (total enterprise).
4. What is the number of users impacted by the new technology of the Digital Workplace? We have approximately 4,000 users who access our platforms.
5. In how many countries are the users located? We have services in 109 countries.
6. Has the vision or strategy of adoption been decided for the implementation of the Digital Workplace? If so, what is the timeline of adoption? This is to be defined as part of the Discovery.
7. What are the applications/modules you are looking at in the Microsoft 365 pool? We need to consider everything available, particularly if we already have access as part of our E3 licence. We expect it would include SharePoint, Flow, Teams, Outlook, Planner, Office 365, OneDrive, Power Apps, Forms, O365 Groups, Power BI, Security and Compliance Centre, E-Discovery.
8. Are information security controls already looked at in the roadmap of implementation? If so, at what stage is their implementation? Yes, they have been considered but we need to review what we have in place, particularly around Azure Information Protection (AIP) and would expect the Discovery team to interview our security team.
9. Do you already have an HR information system in place? What is the HR platform you are currently using? Yes, we use UKSBS shared services systems for our HR and also have a few separate internal systems.
10. Please can you provide more information regarding "prototype building"? We expect that we will be able to easily identify some processes that could be improved right away and would like to show at least a proof of concept, if not provide an actual improvement into production as part of this process
11. Please can you confirm what outcomes, and in what format, do you expect to come out of the research work being undertaken?

Does the discovery scope include the validation of these outcomes, and the demonstration of best-fit for their implementation?
The exact list of outcomes will be agreed with our supplier with formats to be agreed;

We expect contextual user-research with 15-18 users, along with research/working with internal team.

We expect the Discovery will look at as-is, and recommendations include:
How our DigitalWorkspace does, and could better, enable effective communication, internally and with FCO,BEIS,DFID,NCSC
Where information is stored, our architecture and our information management maturity
User-journey mapping of how users access existing technology to do their jobs
The tech-arch used, and what tools we need to buy/build/re-purpose
The people and resources we need to enable appropriate governance, training and communication
12. Will to discovery phase include the production of a roadmap to demonstrate the move of user experience, information, and processes from as-is to to-be? A list of prioritised user stories which outlines the above

We expect an outline of milestones as part of a roadmap that get us from ‘as-is’ to ‘to-be’ and expect the Alpha phase of our delivery would enable us to validate the findings and adjust accordingly.
13. Could you clarify how far through the O365 roll-out you are (in approximate % completion and forecast completion date)? All UK users have access to O365 (since early 2018) - Outlook and SharePoint are deployed, and we've conducted a small pilot of MS Teams. This is alongside Digital Workspace, our existing intranet. Overseas users have a separate instance of O365 that DIT does not manage. On the road-map there is cloud-only access to DIT's instance.
14. What Office 365 workloads does this request cover
Is Office 365 already deployed in your estate
If yes, is it currently used in production
Is the cloud infrastructure native or hybrid
Is SharePoint on premise
Are DIT looking for advisory, consulting, change management, education and/or adoption services
Is this simply an initial discovery and assessment engagement, with a view to further services post activity
The priority O365 workloads for this request include SharePoint-Online and Microsoft-Teams, along with Planner, Flow and OneDrive - and we use Exchange-Online, although we are looking to assess our internal architecture against all technology-solutions. O365 is in production - most of the apps are in use although they're not actively used by everybody, and we have carried out a small pilot for Teams. We have a number of cloud tenants of SharePoint online, and need to map these. We're looking for advice which covers both the technology and education/adoption, possibly creating a small pilot or workflow as part of this.
15. What is the expectation in terms of concrete output for the information architecture work? An architecture which shows how our systems should work better together; considerations of how we can surface information more effectively between platforms, services and content. We are looking for advice and guidance on how that can better be achieved through the use of our technology and people/processes.