Mid and South Essex University Hospitals Group

MSE Group Data warehouse

Incomplete applications

15
Incomplete applications
13 SME, 2 large

Completed applications

20
Completed applications
16 SME, 4 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Tuesday 14 January 2020
Deadline for asking questions Tuesday 21 January 2020 at 11:59pm GMT
Closing date for applications Tuesday 28 January 2020 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Design, build and deployment of a MS Azure based data warehouse and Power BI reporting solution using data feeds from the existing data warehouses and source systems including Lorenzo, Medway and Somerset Cancer Registry
Latest start date Monday 10 February 2020
Expected contract length approximately three months
Location East of England
Organisation the work is for Mid and South Essex University Hospitals Group
Budget range

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The three Trusts in the Mid and South Essex University hospitals group will be merging into a single Trust in April 2020 and there will be a requirement for the Healthcare Analytics service to be able to report activity and waiting list information at a group level using data from each existing Trust.

Alongside the Trust merger the corporate services including Finance, IT, HR and Healthcare Analytics have restructured from site based operating models to group based versions. These services are now co-located in the corporate hub in Southend.

Part of the Digital Services (formerly IT) strategy is to implement a hybrid cloud solution to implement a MS Azure cloud environment and to refresh the on premise server architecture. The proposed solution to enable group level reporting is to implement a cloud based data warehouse and Power BI reporting.
Problem to be solved Each of the three existing Trusts has a suite of reports available to users in a variety of different reporting tools including Excel, Powerpoint, QlikView, SSRS and web based reports. Data for these reports is sourced from three main data warehouses (one for each site) along with feeds from other clinical systems. Going forward the plan is to implement a group based data warehouse hosted in the cloud and fed from the existing site based data warehouses along with a Power BI reporting environment to enable the deployment of a single suite of dashboards and reports to users across the group. Currently group level reporting can only be provided using Excel and PowerPoint. The existing architecture will remain in place to support site based reporting. As group based reports are deployed the expectation is that site based versions will be phased out.
Who the users are and what they need to do The users of the solution can be split into Healthcare Analytics staff who will act as developers, designing, building and deploying Power BI reports and also using Power BI to interrogate data to provide information and insight. Managers and operational staff will also use the reporting to run the business and operate services effectively.
Early market engagement
Any work that’s already been done A discovery exercise has been completed by Adatis to assess the existing technology and architecture at each of the three Trusts, the requirements of the new data warehouse and scope of work, the required pre-requisites and organisational readiness to implement an Azure cloud environment and Power BI reporting. The discovery work also included a recommended solution.
Existing team The Healthcare Analytics service comprises 40 staff and will be expected to work with the Digital Services team to develop and maintain the existing site data warehouses and the new group one and also to design, build and deploy reporting using Power BI. Members of the team will also act as users of the final reports to interrogate data to provide information, insight and understanding to operational colleagues across the group.
Current phase Live

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place MSE Group Corporate Services Hub, Comet Way, Southend-on-Sea, SS2 6GE
Working arrangements There will be a requirement for the supplier to be on site in order to hold face-to-face meetings with members of Healthcare Analytics and to work collaboratively with the team in order to deliver the proposed solution. Off-site and remote working is also expected to complete other elements of the build.
Security clearance Privacy impact assessment forms will need to be completed for this assignment

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions

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
  • Supplier must provide evidence that they have implemented a MS Azure environment and Power BI reporting solution using multiple feeds from different systems (5%)
  • Supplier must provide evidence that they have a detailed understanding of the different activity and waiting list data flows within an NHS acute hospital environment (5%)
Nice-to-have skills and experience
  • evidence that they have a thorough understanding of the different components of MS Azure and are able to incorporate the latest developments and products into the final solution (2%)
  • evidence that they have designed, built and deployed Power BI reports to an NHS organisation (3%)
  • demonstrate experience of providing training and knowledge transfer to customer organisations as part of previous customer engagements (3%)
  • evidence providing a range of maintenance agreements and support contracts with customer organisations (2%)

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 3
Proposal criteria
  • response to discovery paper (30%)
  • supporting case study (5%)
Cultural fit criteria Demonstrates the ability to work in a transparent and collaborative manner with the ability to engage and work with end users at all levels (5%)
Payment approach Fixed price
Additional assessment methods Case study
Evaluation weighting

Technical competence

55%

Cultural fit

5%

Price

40%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Would it be possible for you to provide the output or report from the discovery work completed by Adatis as referenced in the notice? This will be shared with the shortlisted bidders
2. Could you also please provide the evaluation criteria to be used to shortlist to 3 suppliers? The % weightings are included in the essential/nice to have/cultural fit questions. These are scored 0-3 as per digital market place guidance
3. What is the max budget you’ve allocated to the problem that this project is aiming to solve? approximately £225k excluding VAT
4. Adatis did the Discovery, will they be bidding for this tender or is their remit limited to the Discovery? That is a commercial decision for Adatis. The discovery work concerned the data and data structure needed for the new data warehouse
5. Has a data maturity assessment been conducted by Adatis on your existing infrastructure during Discovery to inform this tender and ensure you achieve optimal ROI from successful suppliers? The discovery work focussed on the most effective and efficient way of generating data feeds from each system.
6. Can you host a call with suppliers about this opportunity where we can have a live Q&A and the discussion notes are shared on this tender ad? This has proven helpful on other DM opportunities. Due to the timescale this will not be possible for this stage, but we will offer for the shortlisted bidders
7. Is this project expecting to go through the GDS Service Assessment? No
8. Please can you provide examples of the types of reports and associated user groups included in your current suite of reports? There are hundreds of performance, management and operational reports for each of the three Trusts. The user groups include Executives, Managers, Operational colleagues and clinical staff.
9. Please can you provide details of what the next steps are following this initial application i.e. deadlines for the written proposal/if there will be an interview and when? For the shortlisted bidder we have not opted for an interview/presentation. Timescales for the next stage are ITT issue 30/1/20 return cop 6/2/20
10. Who from your team will be scoring applications for this opportunity and what positions do they hold? The Associate Director of Healthcare Analytics, Group Director of planning and performance will be scoring the bids with support from procurement for governance and process
11. Is Adatis or its close working partners permitted to bid for this contract? Yes
12. Can you share the discovery outputs and recommendations? This will be shared with the shortlisted bidders
13. What do you mean by maintenance agreements and support contracts This is in reference to ongoing support post go-live of the new data warehouse. This would be provided at additional cost and would include items such as support the technical infrastructure, data feeds, providing guidance or completing specific pieces of work. It could take the form of a set number of days support or specific responsibilities/duties.
14. Will Adatis be bidding for this opportunity? That is a commercial decision for Adatis
15. Please can you describe your internal support desk process This is not relevant to this project
16. It appears that there is an initial selection to get to 3 suppliers based on responses to the essential skills and experiences and nice-to-have skills and experiences Correct and response to cultural fit
17. What system do you use for activity / waiting lists The main source systems for this build are the Medway PAS system in place at Southend and Basildon hospitals and the Lorenzo EPR at Broomfield Hospital. This data will include the main activity and waiting list data. Other data feeds will come from the Somerset cancer system in place at each Trust and the three Theatres systems.
18. Did the discovery document from Adatis include the review and capturing of what insights stakeholders would like to get from the system to drive the business, or is the discovery document by Adatis just an assessment and recommendations from a purely technical perspective from what currently exists? The discovery document contains a proposal for the build of a cloud based data warehouse using MS Azure and a Power BI reporting environment this aligns with our Digital Services strategy of moving to an Azzure Cloud environment. The information and insights required by stakeholders across the organisation is already known by the Healthcare Analytics service and therefore did not form part of the discovery project
19. Has there been a review with stakeholders in order to define requirements and meet expectations? yes
20. How many individual data extracts in total (roughly) are there to be expected from source systems Lorenzo, Medway and Somerset Cancer Registry as well as any other individual files? There will be 20 main feeds covering the specificed activity and waiting list data. The admissions, outpatients, waiting list and A&E data will be sourced from the existing Trust data warehouses with direct data feeds from the Somerset cancer system and Theatre systems to provide that specific data.
21. How many tables (roughly) do the current existing Data Warehouses have? The structures are different across the main source systems but approximately 50 to 100 per system with additional reference tables. Only a subset of these will be included in this project
22. Roughly how much data (GB, TB) should be expected to ingest into the Data Warehouse? Approximately 300 GB in this project with additional data included as an ongoing development. Initial estimates are around 1 TB of data overall
23. What would be the frequency of the data refresh rate (i.e. hourly, daily, weekly, monthly)? Initially the data refresh rate will be daily due to limitations with the Lorenzo system at Broomfield. Going forward the strategy will be to try and get live feeds with frequent updates throughout the day. That work will not form part of this project but will be a future development