Intellectual Property Office

Programme Manager - EU Exit Programme

Incomplete applications

27
Incomplete applications
27 SME, 0 large

Completed applications

44
Completed applications
40 SME, 4 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Monday 15 October 2018
Deadline for asking questions Monday 22 October 2018 at 11:59pm GMT
Closing date for applications Monday 29 October 2018 at 11:59pm GMT

Overview

Overview
Opportunity attribute name Opportunity attribute value
Specialist role Programme manager
Summary of the work Since the EU referendum decision, the IPO has been planning to ensure the best possible outcomes on Intellectual Property and this includes preparing systems that support our trade mark service and the implementation of the EU Directive. The post is pivotal in the successful delivery of this IPO critical programme.
Latest start date Friday 21 December 2018
Expected contract length Until 30th April 2019
Location Wales
Organisation the work is for Intellectual Property Office
Maximum day rate £675

About the work

About the work
Opportunity attribute name Opportunity attribute value
Early market engagement
Who the specialist will work with Programme Senior Responsible owner, Programme management team, programme office, project managers.
What the specialist will work on The specialist will lead and pro-actively manage a multi-disciplinary team of portfolio, project and agile specialists on behalf of the Programme Senior Responsible owner.
The specialist will work alongside the Programme Management Team to plan and track the programme plan giving direction and challenging when needed.
The specialist will manage the interdependencies and impacts across the programme including identifying opportunities and alternatives to improve the performance of the programme and report on programme health and establish a culture of data driven decision-making.
The specialist will work with the Project and Programme Management Office to ensure governance and controls are fit-for-purpose.

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place Concept House, Cardiff Road, Newport, South Wales. NP10 8QQ
Working arrangements Onsite 5 days a week
Security clearance SC clearance or willingness to participate in vetting procedure.

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
  • Proven capability in planning, monitoring and controlling complex programmes and projects
  • Proven capability in managing stakeholders’ expectations; experienced at facilitating discussions across high risk and complex matters and balancing priorities
  • Proven capability in actively addressing risks, issues and dependencies
  • Working experience of procurement process and negotiation with third parties (RFI, RFT and ITT process, selection and bid process management)
  • Sound knowledge of project and programme delivery methodologies: waterfall and agile
  • Fully skilled in MS Office suite (Outlook, Project, Word, PowerPoint, Excel and Visio)
  • Must have 12 months + experience within government
  • Must have at least 5 years + project / programme management experience
  • Must be able to demonstrate evidence of delivery of change
  • Must have experience in operational and change projects / programmes, within portfolios of up to £10m
  • Must be able to solve and unblock issues between teams or departments at the highest level
  • Must be able to optimise the delivery flow of teams; lead a continual planning process in a very complex environment and identify dependencies in plans across services and coordinate delivery
  • Must be able to communicate effectively across organisational, technical and political boundaries and manage all stakeholder expectations
Nice-to-have skills and experience Preparation of business cases and GDS related documentation.

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many specialists to evaluate 3
Cultural fit criteria
  • Is able to work interactively with direct team members and others within IPO including third party suppliers
  • Is able to be transparent and collaborative when making decisions
  • Is able to embed a no-blame culture and encourage people to learn from their mistakes
  • Is able to coach others, providing guidance and support as they move through the lifecycle phases
  • Is able to identify innovative ways to unblock issues
Assessment methods
  • Work history
  • Reference
  • Interview
Evaluation weighting

Technical competence

65%

Cultural fit

15%

Price

20%

Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. 4. Is the client looking for an IT Programme Change Manager? No
2. Can you please confirm that the correct start date is actually Friday 21 December 2018? This is the latest start date. Ideally we would like for the Programme Manager to commence on 10 December for handover from the incumbent
3. The requirements state that the Programme Manager "Must have 12 months + experience within government". Please, advise whether such experience must have taken place within the UK Government, or whether experience working with any other Commonwealth country would also count (for instance, Australia). Preference is for UK Government experience, however, happy to discuss if interview is offered.
4. Good afternoon, we have, in our opinion, an ideal specialist for this role, they have worked in 2 Brexit roles as a Programme Manager recently but their rate exceeds the limit set by yourselves, would you consider reviewing the rate if his submissions is to your approval? Happy to consider rate
5. Please can you confirm if the role is inside or outside IR35? As we will be contracting for outcomes this will not be considered Contingent Labour and will therefore fall outside of IR35.
6. Is there a current incumbent? Yes
7. Please could you confirm whether the incumbent will be applying for this opportunity? The incumbent is not applying for this opportunity
8. The daily charge rate states £675, is this including VAT? The max daily charge rate of £675 is excluding VAT.
9. Someone asked the question of "Good afternoon, we have, in our opinion, an ideal specialist for this role, they have worked in 2 Brexit roles as a Programme Manager recently but their rate exceeds the limit set by yourselves, would you consider reviewing the rate if his submissions is to your approval?" and your response was "Happy to consider rate". We too have an ideal candidate whose daily rate would be higher than the daily maximum rate because of the travel, so could working from home be consider to meet the daily rate of £675 The successful candidate will need to be onsite to ensure they can effectively lead, manage and communicate with the multi-disciplinary teams.
10. How many candidates can a supplier submit ? Suppliers can put forward 1 candidate as per the Suppliers Guidance Document.
11. May I know the weightage of each "Essential skills and experience" and "Nice-to-have skills"? The weightings of Technical Competence, Cultural Fit and Price have been published. Essential skills and experience and Nice-to-have skills are not individually weighted.
12. May I know the total budget of the programme? Circa £3 million across the total lifespan on the programme
13. May I know the approximate delivery/closure of the programme? Is it March 2019? Delivery is required by the end of March 2019.
14. May I know the total current headcount in the programme? Also, the peak headcount? The headcount is currently at circa 60 staff working across the various workstreams. This is also the anticipated peak headcount.
15. May I know the current phase of the programme? Currently reviewing baseline plans across all strands of the programme
• Operations: Analysis of impact to business areas and resourcing requirements nearing conclusion
• Policy: Work has a clear plan and being delivered against a November and December timescale for laying the necessary Statutory Instruments
• IT: establishing momentum across the 4 new workstrands, we have challenges regarding resourcing which we’re overcoming. Currently reviewing our plans and requirements for delivery by March.
16. Is the programme running Agile or Waterfall or combination of both? The programme is running a combination of both depending on the activities being undertaken.
17. When did the programme start and how much work has already been completed like requirement/discovery completed, implementation in progress. The programme started at the beginning of September – the old programme of work was stopped and the contingency plan was implemented with the four IT workstrands – several aspects of the work have already been delivered. Requirement / discovery phase will be completed by end of October. Baseline plans across all strands of the programme currently being reviewed.
Full implementation underway by beginning of November.
18. May I know the reporting structure? Current structure is provided below. There are three strands – a technical IT strand supported by 4 project managers and a project support officer; a strand looking at Policy matters, and a strand looking at business operations impact.
A programme board has been established to coordinate these efforts. Structure is also provided below.
The role reports into our Senior Responsible Owner, Steve Rowan, who is also our Director of Registered Rights (and Executive Board Member for our Patents, Trademarks and Designs area covering c60% of the office headcount).
19. Whom will this specialist report to and how many PMs or any other roles will report to this role? The role is accountable to the Senior Responsible Owner. However, on day to day administrative matters relating to pay, sickness etc., the role will report into our Head of Project and Programme Management Office (PPMO). The PPMO is a central unit that works across IPO. The role has responsibility for 4 project managers across the technical IT space and a Project Support officer. The role will be required to collaborate with our IT and Business Design Authority Leads.
20. Is this 100% Business change Programme manager role or mix of Business and IT? If yes, what is the percentage split? There is very little business change this is primarily an IT project to prepare the existing IT systems for the impact of Brexit. There is some oversight of the delivery of policy and operational preparations.
21. When is the expected date for interview of the candidate and the final decision? Closing date is 26th October, so interviews likely to be held week commencing 29th Oct (dependent on availability in IPO interviewer diaries), with a decision by Friday 9th Nov (at the earliest)
22. I have been advised that SC clearance takes a long time. Is there any weightage on the SC clearance status? We would prefer candidates to hold SC clearance, but if not, this process can be completed after onboarding.
23. *CORRECTION TO Q&A #21* Closing date is 29th October, so interviews likely to be held week commencing 5th Nov (dependent on availability in IPO interviewer diaries), with a decision by Friday 9th Nov (at the earliest)