Scotland's Rural College (SRUC)

Project Online implementation and configuration

Incomplete applications

10
Incomplete applications
8 SME, 2 large

Completed applications

4
Completed applications
4 SME, 0 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Thursday 21 May 2020
Deadline for asking questions Thursday 28 May 2020 at 11:59pm GMT
Closing date for applications Thursday 4 June 2020 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Summary of the work Expert required to configure and implement Project Online, providing configuration, data migration, change and reporting management. Training and support as required and working with the Transformation team to develop integrated reporting to support decision making at all levels of the organisation.
Latest start date Monday 1 June 2020
Expected contract length 2 Years
Location Scotland
Organisation the work is for Scotland's Rural College (SRUC)
Budget range £70,000 (ex. VAT) including ongoing support.

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done SRUC is currently delivering a comprehensive, bold and ambitious programme of transformational change. ‘Shaping our Future’ sets out our vision for a unique 21st Century Rural Enterprise University at the heart of the economy. To support this there is a need to improve the oversight and unify project processes of the overall Transformation Portfolio.
Problem to be solved Project documentation stored in multiple locations, file structures and lack of real-time information and reporting.
Who the users are and what they need to do As a PMO, I need to manage and control all information in a single, easy to use and accessible system to aid with reporting and communication of P3 progress. So that I am able to accurately share and maintain a single source of information for the portfolio of transformation projects.

As a Project Manager, I need to monitor and record day to day project/programme information and share with both external and internal stakeholders, having access to tools and information so that I can easily and effectively manage resources and information (Scope, Schedule, Finance, Risk, Quality and Resources)

As an Executive, I need to monitor project, programme and portfolio performance and to support long term planning of P3.

As Project Sponsor, I need to monitor project/programme performance by having access to relevant information when points for decision are escalated and require to be presented in a easily interpreted visual format.

As Programme Manager, I need to monitor and record day to day project and programme information and share with both external and internal stakeholders, having access to tools and information so that I can easily and effectively manage resources and information.
Early market engagement Have had high level presentations, but further exploration needed.
Any work that’s already been done Early scoping of project online and user requirements
Existing team Programme Management officers x2, Programme Manager, Project Managers x2, Internal Information and Digital Services team (Project Online licensing and integration with our system), Other project managers, Project Sponsors
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Peter Wilson Building, Kings Building, W Mains Rd, Edinburgh, EH93JG
Working arrangements Virtual/ face to face workshops for various user groups, onsite training and system configuration as required.
Security clearance Nil

Additional information

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

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
  • Demonstrate knowledge and experience of the ability to configure Project Online
  • Demonstrate recent experience of providing knowledge transfer, training and support to other teams as required
  • Demonstrate knowledge and experience of the development of reporting functionality and ability to service evolving reporting requirements using Project Online and other tools like excel/PowerBI
Nice-to-have skills and experience

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 15
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the approach or solution meets user needs
  • How the approach or solution meets your organisation’s policy or goal
  • Estimated timeframes for the work
  • How they’ve identified risks and dependencies and offered approaches to manage them
  • Team structure
  • Value for money
Cultural fit criteria
  • Work as a team with our organisation and other suppliers
  • Be transparent and collaborative when making decisions
  • Have a no-blame culture and encourage people to learn from their mistakes
  • Take responsibility for their work
  • Share knowledge and experience with other team members
  • Challenge the status quo
  • Be comfortable standing up for their discipline
  • Can work with clients with low technical expertise
Payment approach Fixed price
Additional assessment methods Work history
Evaluation weighting

Technical competence

75%

Cultural fit

5%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Can this work happen completely remote location like India? Yes, ensuring contact times and sessions can be facilitated during BST working hours with accommodations for UK daylight savings.
2. Is it possible at this stage to provide some further information about the scale of the implementation (specifically regarding the number of projects/programmes to be managed via Project Online and the number of project managers to be trained)? Current scope is 9 programmes and 50 projects and future growth must be accommodated.
User training is required for up to 50 people.
3. Have you already made the decision as to whether to store risks and issues on Project Online (and if so, are you happy with the out-of-the-box template that Project Online offers for risks)? There is a need to store the risks and issues supporting the reporting at portfolio, programme and project levels with the ability to customise all risk and issue fields
4. How many people are you wanting to be licence on Project Online? Is this cost part of the budget range or is it covered in another budget? Licences will not be required as these will be procured internally, the budget will include cost of implementation and configuration of Project Online along with product support and staff training for the duration of the contract.
5. Can you define knowledge transfer more specifically to your requirements? We are interrupting this in different ways and would like to ensure we are in agreement on the definition. Knowledge transfer relates to the training of users in the use and configuration and best practices of Project Online, with the required end state of self-sufficiency where new projects can be on boarded and initiated, BI integration and reporting can be configured and managed.
6. Can you please confirm the working schedule needed for this role? I.e. 5 days/38 hours etc… Working schedule will be outcome focussed and not related to hours.
7. The budget for this engagement is £70K. It seems rather low for a 2 year engagement. The majority of the implementation is envisioned to be completed within one or two months and the requirement for engagement and support will reduce further over time with planned periodic reviews.
8. What is the size and nature of the change portfolio you are managing? How many PMs, PMOs, Business, Technical & Vendor Resources support it? What are your main constraints to delivering business objectives & strategy? Current scope is 9 programmes and 50 projects. Programmes and projects vary in scale, maturity and the extent to which they are being actively worked on (e.g. some spend a significant amount of time awaiting external approval). Future growth must be accommodated.

Two person PMO function, One Portfolio Manager, Nine Programme Managers, multiple project managers, IDS team, One external vendor supplying the licenses, and senior managers.

Delivering best value for money and resources against timescales. There is a need to balance the rate of investment against the what is practicable and achievable while supporting the growth and vision of SRUC.
9. How would you score your PPM and change delivery capability maturity as an organisation? Level 1 Basic to Level 5 World Class. 3
10. How would you define your PPM tool capability as an organisation and what is the rough split across – Basic User; Competent User; Expert User, Deep SME. Majority basic users and seeking further enhancements via Project Online utilisation.
11. How would you wish to 'call-off' the PPM support budget or do you wish us to propose? Please propose how you would recommend calling-off the support budget. It is SRUC's preference that phases of work will be agreed and payment made in arrears upon completion of each phase.
12. How do you manage enhancements to your PPM Tooling environment i.e. Backlog, Quarterly release or do you wish us to propose? Please propose a recommended approach to managing enhancements to the PPM Tooling environment.
13. Are any necessary or agreed additional licence costs in addition to the call off value? Licences will not be required as these will be procured internally, the budget will include cost of implementation and configuration of Project Online along with 2 years of product support and staff training.
14. Please confirm services need to be remote or remote capable given COVID 19 constraints? Services will need to be remote capable.
15. Is this a pre-screening activity or the process to select one bidder? If a pre-screening exercise, what would be the next steps of the selection? Depending on level of interest this may initiate a shortlisting exercise in which the five best fit solutions will be required to submit a more detailed proposal. SRUC reserves the right to alter the shortlisting process in response to submissions.
The deadline for asking questions about this opportunity was Thursday 28 May 2020.