Awarded to Accenture (UK) Limited

Start date: Monday 22 May 2017
Value: £137,188
Company size: large
NHS Business Services Authority, Newcastle Offices.

17_01_02 - HR Digital Solutions

5 Incomplete applications

5 SME, 0 large

4 Completed applications

3 SME, 1 large

Important dates

Published
Monday 3 April 2017
Deadline for asking questions
Monday 10 April 2017 at 11:59pm GMT
Closing date for applications
Monday 17 April 2017 at 11:59pm GMT

Overview

Summary of the work
Holistic review of the NHSBSA HRService to achieve NHSBSA’s ambition to be the preferred NHS provider of HRSharedServices.

HRSharedServices needs a strategic discovery across all HRSharedServices processes and technologies to inform the whole service solution: tactical and strategic, focused on user experience and needs, and measureable performance criteria.
Latest start date
05/06/2017
Expected contract length
6 to 8 weeks
Location
North East England
Organisation the work is for
NHS Business Services Authority, Newcastle Offices.
Budget range
Budget £150,000. The following resources (including Expenses) are thought to be required; Delivery Manager, Business Analyst, Developer, Technical Architect and User Researcher.

Bidders must fully detail their resources and charges.

About the work

Why the work is being done
NHSBSA HRSharedService currently provides recruitment, employee administration and Learning&OD services to a range of NHS clients.

To fully understand client requirements, improve service to existing customers and bring on-board new clients.

Review the HR Operating Model, resources, infrastructure (systems and facilities), communications, processes and work flows are appropriately designed and capable of delivering an improved service for existing customers.

The HR Service needs to create efficiencies, digitise the service and the infrastructure to improve customer experience and support the growth strategy.

The service catalogue and pricing model for HR Services needs to be reviewed for appropriateness and transparency.
Problem to be solved
The problems are: -
• Users can’t access their information, or request/update information online
• Paper based systems in place
• Internal/external processes are inefficient
• Repetition of tasks required to input information
• Scalability and interoperability of existing systems unknown
• Limited contact channels
• Full assurance of Information Governance
• Limited knowledge of market offering for HRSharedServices
• Limited knowledge of best practice digitisation
• Operating model based on paper and not digital solution
• Need HRStrategy to target digitisation and good industry practice
• Need plan to take HR from ‘as is’ model to ‘to be’ model
Who the users are and what they need to do
As an applicant; Check my information, Make requests on line, Complete/submit applications on line, Track progress online.

As the HR Service; Ensure operating model is fit for purpose, Reduce manual transactional processes, Improve rules based processes, Workflow management required, Automate simpler tasks and responses, Provide live MI/SLA data, Provide best of breed service for the market, Enhance NHSBSA brand perception and assurance, Understand costs and charging structure, Efficiently manage the database of information, Understand customer needs/wants.

As an employer; Access live MI and SLA data, Receive and provide information electronically, Support Recruitment Manager, Receive professional HR advice.
Early market engagement
The NHSBSA has reviewed the market as part of its Digitisation project. A recent digital solution for pension member administration has been concluded, which engaged 12 providers in the market.
The Digital Outcomes and Specialist Framework has been identified as having the requisite suppliers capable of delivering the NHSBSA requirements for this Discovery phase of the project.
Any work that’s already been done
This is the Discovery phase that the NHSBSA is seeking support for.
Insights from a recent customer satisfaction survey will be provided to the short listed suppliers to aid their final proposals.
Existing team
The NHSBSA is expecting the Supplier to manage the delivery of the Discovery phase. The Supplier will have access to the following individuals (or their delegates) to help understand the requirements, provide access to NHSBSA information and seek approvals; Head of HRSharedServices, Head of HR Transactions, HR Operations Managers, HR Advisory Manager, HR Business Development Manager, Senior Strategic Sourcing Manager, Head of Information Governance, Head of Information Technology, and Head of Digitisation and Portfolio.
Current phase
Discovery

Work setup

Address where the work will take place
Stella House, Goldcrest Way, Newburn Riverside, Newcastle Upon Tyne, NE15 8NY

Requirement to attend customer sites around the UK
Working arrangements
Expectations are; Team based on site, Requirement to attend customer sites around the UK, Remote working is acceptable for report writing, etc.
Reasons; Need Discovery phase to be completed expeditiously, Need full engagement and access to HR and other teams associated with the project, who are also based in Newcastle, Face to face engagement essential for context of project, Need to see operating practices in action, and Need to meet customers to understand needs
Expenses; Must be in accordance with the NHS Agenda for Change Rates for Expenses and NHSBSA Policies.
Security clearance
No specific security clearance requirements.
Must be willing to comply with NHSBSA IG Policies available at http://www.nhsbsa.nhs.uk/2342.aspx

Additional information

Additional terms and conditions
Suppliers who are shortlisted and then wish to submit proposals must register on the NHSBSA’s e-tendering solution which can be found at https://nhsbsa.bravosolution.co.uk/web/login.shtml

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
  • Must demonstrate experience of delivering Digital by Default. (Written response, max 200 words, 15 points)
  • Must demonstrate experience of compliance with the Technology Code of Practice. (Written response, max 200 words, 15 points)
  • Must demonstrate experience of delivering service transformation for a service which will have more than 15,000 active users. (Written response, max 200 words, 10 points)
  • Must demonstrate experience of transforming services which have multiple customers with differing requirements. (Written response, max 200 words, 15 points)
  • Must demonstrate experience of transforming services that use Oracle ESR. (Written response, max 200 words, 10 points)
  • Must demonstrate experience of transforming services that require interfacing with ESR. (Written response, max 200 words, 10 points)
  • Must demonstrate understanding of Shared Services delivery and the needs of the health market. (Written response, max 200 words, 15 points)
  • Must demonstrate expertise in business analytics. (Written response, max 200 words, 15 points)
  • Must demonstrate experience of lean management. (Written response, max 200 words, 15 points)
Nice-to-have skills and experience
  • Demonstrable knowledge of the HR needs of employers in the NHS. (Written response, max 200 words, 5 points)
  • Demonstrable knowledge of the needs of the employees of the NHS. (Written response, max 200 words, 5 points)
  • Demonstrable experience or delivering HR/Administrative Transformation in the NHS. (Written response, max 200 words, 5 points)

How suppliers will be evaluated

How many suppliers to evaluate
5
Proposal criteria
  • Describe your proposed methodology and approach to completing the Discovery Phase, covering; Governance, Resources provided/required, skills and experience, and Plan of activities. (Written response,max 1000 words,15 points)
  • Describe your approach to employer and user engagement, covering; Expertise of resources, Who to target, Proposed methodology and information to be sought. (Written response,max 500 words,15 points)
  • Describe your approach to the review of the NHSBSA HROperatingModel covering; Expertise of resources, Proposed methodology and information to be sought, and the Solution. (Written response,max 1000 words,15 points)
  • Describe your approach to the review of the NHSBSAICT infrastructure covering; Expertise of resources, Proposed methodology and information to be sought, and the Solution. (Written response,max 500 words,15 points)
Cultural fit criteria
  • Describe the approach to completing the Discovery Phase. (Presentation response, max 25 minutes, 10 points)
  • For Discovery phase, demonstrate how you work as a team, manage collaboration, have ‘no blame’ culture, encouraging constructive feedback and learning within/outside your organisation. (Presentation max 20 minutes,10 points)
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Reference
  • Presentation
Evaluation weighting

Technical competence

65%

Cultural fit

15%

Price

20%

Questions asked by suppliers

1. The Skills and experience responses are listed in the opportunity as max 200 words. Having looked at the online tool, a blank response shows the tag "100 words remaining". Does this mean the responses should actually be 100 words?
Yes, please keep to the rules of the DOS framework and restrict the answers to 100 words. Apologies for any confusion caused.
2. In the context of the relationship between this service and ESR, what is the difference between "use" and "interface with"?
The question that refers to "use", is seeking providers who are experienced in managing transformations in which ESR is used as a core system.

The question that refers to "interface", is seeking providers who are experienced in managing transformations which requires interfacing other applications with ESR.
3. The due date for this response is a bank holiday. Would it be possible to extend the deadline to Tuesday 18th April?
Unfortunately, the Digital Marketplace for the DOS Framework will not facilitate a change of closing date.
4. Regarding the recent customer satisfaction survey, was that delivered by a partner? If so, who delivered it, and can they bid for this project?
It was not delivered by a partner, it was conducted by the NHSBSA's own internal Communications Department.
5. Is there an existing supplier supporting the current equivalent of this service? If so, who are they, and are they able to bid for this phase?
No, there is no existing supplier supporting the current equivalent of this service. This is a new piece of work.
6. Are you expecting suppliers to provide the capability and resource for interfacing with ESR?

Will you be providing necessary technical contacts to work with on the ESR side?
The Discovery Phase is designed to make recommendations so there needs to be capability to understand interfacing with ESR. There needs to be a level of assurance, that if recommendations to interface with ESR are proposed, that the supplier has the appropriate knowledge and skills, and is capable of conducting the requisite due diligence.

The NHSBSA will be providing the necessary technical contacts to work with, on the ESR side.