Awarded to Caution Your Blast Ltd

Start date: Monday 28 September 2020
Value: £16,000
Company size: SME
Health Education England (HEE)

Using evidence and organisational knowledge self-assessment tool for NHS organisations

10 Incomplete applications

8 SME, 2 large

15 Completed applications

14 SME, 1 large

Important dates

Published
Thursday 13 August 2020
Deadline for asking questions
Thursday 20 August 2020 at 11:59pm GMT
Closing date for applications
Thursday 27 August 2020 at 11:59pm GMT

Overview

Summary of the work
We are looking for a supplier to develop, test and produce a digital output that will transform an existing paper-based self-assessment tool. The existing tool is used by NHS organisations working with knowledge specialists to assess how well the organisation is using external evidence and internally generated organisational knowledge.
Latest start date
Monday 7 September 2020
Expected contract length
1 month
Location
No specific location, for example they can work remotely
Organisation the work is for
Health Education England (HEE)
Budget range
Up to £16,000 plus VAT

About the work

Why the work is being done
HEE requires a skilled developer to transform a paper-based self-assessment tool into a digital version. The Knowledge for Healthcare Development Framework and the NHS Library and Knowledge Services Policy indicate that effective use of external evidence and organisational knowledge within the NHS makes a difference to health improvement and healthcare outcomes. CILIP/KPMG Information as an Asset (2019) and ISO20401:2018 both indicate the value to organisations of using information and knowledge to inform business strategy. We have developed a paper-based maturity model to help NHS organisations to maximise their use of evidence and knowledge and we are now seeking help to transform this into a digital version.
Problem to be solved
To rapidly develop a digital version of an existing paper-based tool for NHS organisations in England to assess how they are using external evidence and internally generated organisational knowledge. Top management based in NHS organisations in England will self-complete the tool. Outputs will be used to frame a conversation, facilitated by a member of NHS Library and Knowledge Services, to discuss findings and co-create an action plan to work together on improvements. The tool will be promoted initially by the 600 knowledge specialists working primarily in provider NHS organisations.
Who the users are and what they need to do
As a senior leader of an NHS provider trust I need to understand how well my organisation is using evidence and organisational knowledge, create and monitor an action plan which will ensure our decisions are evidence based so that we are making effective use of knowledge as an asset which in turn can be used to demonstrate to the CQC that we are well-led. I need this tool to be easy and intuitive to use and that delivers a clear action plan for me to follow.
As a knowledge specialist I need an easy way to assess how well the organisation I am working with uses evidence and knowledge so I can facilitate a conversation to co-create and monitor an action plan so that I can work with an organisation to develop the most appropriate evidence and knowledge services. I need clear outputs that can be easily shared and explained, that can stimulate a discussion and enable me to showcase a range of activities that can form an action plan - be great to be able to use the outputs to benchmark too.
Early market engagement
Any work that’s already been done
The original paper-based assessment was created in 2018 and has undergone a series of refinements based on PDSA findings from testing with a small number of organisations. An attempt at creating a digital version was tested by a small number of knowledge specialists in 2020. Feedback indicated that more visually attractive and easier to use version was required that would be capable of comparing responses.
Existing team
You'll be working with Health Education England's national library and knowledge services team who are qualified information professionals and may want to test with knowledge specialists partnering with senior NHS leaders in sample provider trusts. There is no technical team working on this development at this time.
Current phase
Alpha

Work setup

Address where the work will take place
Remote working will be assumed. Should any face to face meetings be required they will take place in London.
Working arrangements
The supplier is expected to work within the brief provided and alongside the existing HEE Library and Knowledge Services team. Regular progress updates will be required, but suppliers can determine their preferred methodology for creation, test and go live. As the work will be conducted remotely it is expected that all expenses will be met within the cost of the contract. Should face to face meetings be required reasonable travel expenses will include reimbursement of standard rail travel within the UK to London for up to four days on production of receipts.
Security clearance

Additional information

Additional terms and conditions
All materials/outputs derived from the contract shall be the property of HEE. GDPR requirements shall be discussed and agreed with the preferred supplier at the appropriate time. The role is outside of IR35.

Skills and experience

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

Essential skills and experience
  • Demonstrable experience of successful delivery of a similar project
  • Demonstrable experience of delivering a digital output through iterative stages to go-live
  • Demonstrable experience of designing a digital output to meet user needs
  • Demonstrate experience of developing user-friendly interfaces for different audiences, including those with low technical expertise
  • Demonstrable awareness of designing fully accessible digital outputs
  • Relevant skills and expertise to deliver this project
Nice-to-have skills and experience
  • Experience of successfully turning a paper-based process into a digital version
  • Experience of working for the NHS
  • Experience of working with knowledge and library specialists
  • Demonstrate an understanding of the needs of our stakeholders

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
8
Proposal criteria
  • Relevance of proposed solution
  • Demonstrate relevant skills and expertise of the team
  • Estimated time frames
  • Identification of risks and dependencies
  • Approach to meeting the needs of users
  • Value for money
Cultural fit criteria
  • Demonstrate how you will work transparently, collaboratively and share your approach with the project team and seek actionable feedback
  • Demonstrate your approach to engaging with internal stakeholders and how this will support project success
  • Demonstrate how you will work with clients with different levels of technical expertise throughout the project
  • Be comfortable and confident in their recommendations and be willing to challenge us
Payment approach
Fixed price
Additional assessment methods
  • Case study
  • Work history
Evaluation weighting

Technical competence

60%

Cultural fit

20%

Price

20%

Questions asked by suppliers

1. Would you be able to provide us with a representative copy of the existing paper-based self-assessment tool?
Information about and a link to the paper-based tool and background information can be found on the Knowledge for Healthcare Blog page https://kfh.libraryservices.nhs.uk/knowledge-management/evidence-and-knowledge-self-assessment-tool/
2. Are all users of the tool internal or external?
Both. Data will be entered into the tool by external NHS and non-NHS senior leaders. Interpretation and presentation of the report will be facilitated by NHS Library and Knowledge Service staff who may work for Health Education England or for NHS provider organisations. Tracking use of the tool and more general administration and benchmarking is most likely to be the responsibility of the internal Health Education England team.
3. Do you use Office 365?
Yes within Health Education England but not across all NHS provider organisations that will need access to the tool.
4. Is it possible to share the paper based version so we can understand any complexities?
Information about and a link to the paper-based tool and background information can be found on the Knowledge for Healthcare Blog page https://kfh.libraryservices.nhs.uk/knowledge-management/evidence-and-knowledge-self-assessment-tool/
5. Would you like to build on the version you tested in 2020 or develop from scratch?
We would share the version tested in 2020 with the successful supplier once contract awarded but would expect that a build from scratch would be required.
6. Are there any technical constraints for the project?
The biggest restraint will be producing a solution that can work on many different IT platforms in over 600 plus organisations that have different IT capabilities including different software and browser versions.

Please let us know if there was a particular technical restraint you were thinking of?
7. Does this solution require it's own security and therefore admin screens to manage these? i.e. user logins etc.
We would expect there to be different layers of access for end-users to facilitators to administrators. We would, therefore, need some way of enabling these three different levels of access.
8. What are the requirements around comparing the inputted data?
Ideally we would want to be able to input data from a range of different departments or organisations and then be able to output this into an individual or comparative report.
9. Does the solution just need the ability to extract selected information to a format such as.csv /.xls?
Ability to export data into a report format using something such as .csv or .xls is required
10. Is there a design approach and standard in place?
There is no specific design approach or standard in place but we would expect a supplier to follow UK Government Design Principles.