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Multiple government agencies coordinated through the Department of Finance - Service Delivery Office

RPA capability for Whole of Australian Government

Important dates

Opportunity ID
1476
Deadline for asking questions
Tuesday 7 August 2018 at 6PM (in Canberra)
Closing date for applications
Tuesday 14 August 2018 at 6PM (in Canberra)
Published
Tuesday 31 July 2018

Overview

Write a summary of your brief

This service covers the foundation elements required to implement an effective business improvement initiative underpinned by process automation. Service components include strategic positioning, innovation pipeline scoping, technology infrastructure implementation, foundational training and governance set-up.

What is the latest start date?
1/09/2018
How long is the contract?

Where can the work take place?
Australian Capital Territory
Who will the specialist work for?
Multiple government agencies coordinated through the Department of Finance - Service Delivery Office
Budget range

About the work

Why is the work being done?

The Service Delivery Office (SDO) has established a Productivity and Automation Centre of Excellence (PACE) to support APS transformation by building a consistent, well-governed approach to process automation across government.

The SDO is undertaking a limited trial to introduce a process automation capability within three or more government agencies. The SDO operates as a provider “hub” of back office financial and administrative services to multiple Commonwealth agencies under the Shared Services Program.

The SDO's PACE program is enabled by Blue Prism technology and is divided into four component services:

1. Setting the PACE - This service covers the foundation elements required to implement an effective business improvement initiative underpinned by process automation. Service components include strategic positioning, innovation pipeline scoping, technology infrastructure implementation, foundational training and governance set-up.

2. Directing the PACE - This service covers the scoping, design and automation of identified processes - PACE staff either deliver automations as a managed service or work alongside internal automators to transfer knowledge and build capability.

3. Keeping the PACE - This service ensures the robust delivery of an internal automation program through the provision of independent assurance activities.

4. Supporting the PACE - This service provides technical Blue Prism support and centre of excellence activities to maintain quality and consistency of process automation across government.

What's the key problem you need to solve?

The PACE team requires vendor support to trial services SDO provides to Commonwealth agencies.

PACE services include:

Setting the PACE

1. Strategic positioning

Establish the approach to business improvement for the agency/business unit and align this with existing strategic and corporate objectives.

2. Innovation pipeline scoping

Determine the pipeline of business improvements that will deliver the greatest benefit for the agency/business unit based on operating context and process suitability.

3. Technology Infrastructure Implementation

Assisting implementation of the Blue Prism technology platform in each agency’s IT environment through project management, solution architecture and technical support.

4. Blue Prism training

Provide formal and on-the-job training to prepare internal staff to commence automations.

5. Organisational rewiring

Implementation of an organisational management approach to fully optimise, track and realise benefits provided by process automation.

Directing the PACE

1. Process Automation

Design, build and test of each automated process.

2. Mentoring/knowledge transfer

Builds on formal training and provides more specialised skills and targeted support to improve internal capability.

3. Delivery management

Manage the project elements of the automation delivery.

Keeping the PACE

1. Independent assurance

Supports adherence to governance and provides independent assurance that requirements are being met.

Supporting the PACE

1. Technical support

Provide application specialist support for Blue Prism.

Describe the users and their needs

As a Commonwealth agency I need to establish:

- technical Blue Prism infrastructure

- a blueprint for automation

- an approach to innovation management

- a process automation capability internally/or adopt a managed service arrangement with the SDO

- appropriate governance

- an automation operating model

so that I can effectively implement process automation technology across my business areas by delivering:

Cost reduction – through minimising the input cost to service;

Increased quality - reducing manual data entry to optimise quality;

Time reduction – reducing handoffs and manual processing to optimise cycle times;

Risk reduction – reducing single points of failure and reliance on individuals to complete tasks

Increased client satisfaction – increased speed and transparency of service delivery ; and

Compliance – through the incorporation of automated internal controls and checks.

As a member the PACE team in the SDO I need to be trained and supported, and have access to additional capacity so that I can effectively design, configure and manage process automations for clients.

As an agency business unit manager I need to be guided on which processes to automate and how to support my staff so that automations are effective and well adopted.

As a member of a new process automation teams within an agency I need:

- Training in how to use Blue Prism

- Training in best practice methodologies to embed process automation within the existing business areas

- Mentoring in how to establish and run a process automation team

so that I can confidently deliver automations for my agency.

What work has already been done?

The SDO established a Productivity and Automation Centre of Excellence during the 2017/18 financial year through a strategic partnership with Partners in Performance and the Reveal Group.

The PACE team, comprising APS staff, is skilled in using Blue Prism software to design, automate and control processes using the Blue Prism development methodology. The team has delivered automated processes that are in being are being managed in production.

The PACE team has established governance policies to ensure documentation and approvals are recorded for each stage of the development cycle.

The SDO has undertaken organisational rewiring, facilitated by the PACE team, to improve employee accountability and ensure benefits are effectively tracked and realised.

This includes:

- daily stand ups in all teams to ensure team leads set daily priorities and team members identify what they are working on. Accountability for previous days is achieved by closing out previous day’s tasks.

- A consistent meeting structure for weekly manager/direct reports. Achievements, issues, priorities and actions are set and tracked.

- Weekly tracking of all improvement initiatives at the executive level to ensure momentum is maintained.

Who will the work be done with?

Internal to SDO

You'll be working with the PACE team, who are process automation professionals. Experienced with using Blue Prism software and methodologies.

External to SDO

Commonwealth agencies:

- contributing to strategic design activities,

- establishing process automation teams,

- assisting business areas to automate processes,

- working with IT teams to assist with installation of the Blue Prism platform.

Any additional relevant information?

It is desirable vendors can provide productivity services to:

- Examine the efficiency and effectiveness of critical business processes within business units, considering:

o service catalogue and service outcomes;

o end-to-end processes and alignment with the broader Whole of Government Shared Services Program standard processes;

o cost model;

o organisation structure;

o operating procedures; and

o other relevant operational activities.

- Prioritise optimisation and development based on the value of available benefit through reengineering and automation if appropriate.

- Redesign core processes, using RPA where appropriate to realise improvements and harvest benefits and embed the capability into the business teams with end-to-end responsibility for processes.

What phase is the work in?
Live

Work setup

Where will the work take place?

148-180 City Walk, City ACT 2601 and One Canberra Avenue FORREST ACT 2603.

Other Commonwealth agencies as required.

What are the working arrangements?

On site for training and capability building.

Solution architecture services require on site for at least initial face-to-face meetings.

Process automation service requires on site at least 4 days a week.

Is security clearance required?

Baseline (Protected) clearance or the ability to obtain baseline clearance.

Additional information

Additional terms and conditions

Skills and experience

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

Essential skills and experience
  • Be a BluePrism partner
  • Outline how you will service multiple agencies simultaneously and manage rapid upscaling of activity
  • Demonstrate experience in building individual and team capability in BluePrism design and delivery, particularly highlighting training approach
  • Demonstrate experience in delivering process automation using BluePrism technology
  • Outline how you will support the SDO to mature its centre of excellence function
  • Commit to ensuring staff that work with the Australian government have current security clearances (to a minimum of protected level) or have the ability to obtain a clearance at the vendor's expense
  • Outline your approach to assisting businesses to improve productivity and realise benefits associated with process automation
  • Provide pricing for each PACE service outlined in section "What's the key problem you need to solve?"
Nice-to-have skills and experience
  • Please provide personal profiles (half page maximum) of key people that are likely to be involved in this service for SDO.
  • Where the you represent a consortium please describe the consortium structure and the relative responsibilities and capability areas for each of its member organisations

How sellers will be evaluated

How many shortlisted sellers will you evaluate?
1
Proposal criteria
  • Demonstrated experience
  • Understanding of government context
  • Ability to scale
  • Value for money
  • Alignment of approach with user needs
Cultural fit criteria
  • Work as a team with our organisation and other stakeholders
  • Put the SDO’s Clients at the Centre of the design and approach
  • Engage and take the business on the change journey
  • Transparent and collaborative when making decisions
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Work history
  • Reference
Evaluation weighting

Technical competence
75%

Cultural fit
20%

Price
5%

Seller questions

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