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Department of Finance

Research into the needs of users of parliamentary expense management systems

Important dates

Opportunity ID
513
Deadline for asking questions
Friday 14 July 2017 at 5PM (in Canberra)
Closing date for applications
Tuesday 18 July 2017 at 5PM (in Canberra)
Published
Wednesday 12 July 2017

Overview

Write a summary of your brief

In February 2016, an Independent Parliamentary Entitlements System Review made recommendations to simplifying the framework for parliamentary work expenses.

The Department of Finance is developing a second-pass business case for Recommendation 30: Information technology – integrated digital system.

We are looking for an organisation to assist with user research activities.

What is the latest start date?
First week of August 2017.
How long is the contract?

Where can the work take place?
Australian Capital Territory
Who will the specialist work for?
Department of Finance
Budget range

About the work

Why is the work being done?

In February 2016, an Independent Parliamentary Entitlements System Review made 36 recommendations aimed at simplifying the framework for parliamentary work expenses. In March 2016, the Minister for Finance announced support for all 36 of the Review’s recommendations in principle.

The Department of Finance (Finance) is currently developing a second-pass business case for Recommendation 30: Information technology – integrated digital system (see

https://www.finance.gov.au/sites/default/files/independent-parliamentary-entitlements-system-review-feb-2016.pdf)

As part of the Discovery phase of the second-pass business case, Finance would like to get a better understanding of the needs of users of a Parliamentary Expenses Management System.

We are looking for an organisation with user research expertise and qualified researchers to help us conduct our first round of research activities.

We are seeking organisations that can:

* Design a research method. Our preference is for ethnographic style research interviews with between 15-20 users, including Senators, Members and their representatives and government administrators. We are also open to suggestions for alternative or supplementary research approaches.

* Work with Finance in the recruitment of suitable participants.

* Lead the user research activities, with members of the project team also participating and observing.

* Analyse the research and provide some summary of insights. We would like this work to start by early August 2017 (sooner if possible), and be completed by early September 2017.

What's the key problem you need to solve?

A simple, effective and clear system to set and monitor parliamentarians’ expenses is needed, one that:

* supports parliamentarians and their staff in their work and allows them to operate inside the rules;

* enables administrators to provide an efficient and effective service; and

* assures the public this is happening.

The current system does not do this well.

Describe the users and their needs

Finance has some high level user stories that can be used as a starting point for this work. We are looking to test if these are valid and modify or elaborate on them as a result of this research.

What work has already been done?

Finance has conducted some initial workshops with internal users and specialists to identify and priotise some types of users and their potential needs and motivations.

Who will the work be done with?

You will be working with Finance's internal service design specialists and the project team.

Any additional relevant information?

Second-pass business case is scheduled for completion in October 2017.

What phase is the work in?
Discovery

Work setup

Where will the work take place?

The location of user research activities will need to be determined; however the majority of users and the project team are based in Canberra.

Suppliers should estimate travel costs based on their proposed activities and resources.

What are the working arrangements?

Our preference is for the supplier to be on site at least one day per week for face to face meetings, in addition to any scheduled research activities located in Canberra.

Is security clearance required?

Minimum of baseline security clearance.

Additional information

Additional terms and conditions

The Commonwealth Purchase Order Terms, available at: http://www.finance.gov.au/procurement/commonwealth-contracting-suite/, apply to this order.

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
  • Have senior user research staff with experience conducting ethnographic style user research
  • Demonstrate thier ability to deliver high quality user research methods and outcomes
  • Demonstrate their ability to deliver the work within the required timeframe
  • Demonstrate a willingness to work collaboratively with the project team
  • Have experience doing user research related to complex ICT system
Nice-to-have skills and experience

How sellers will be evaluated

How many shortlisted sellers will you evaluate?
5
Proposal criteria
  • Technical skills
  • Approach and methodology
  • Estimated time frames for the work
  • How they’ve identified risks and dependencies and offered approaches to manage them
  • Value for money
Cultural fit criteria
Work as a team with our organisation
Payment approach
Capped time and materials
Assessment methods
  • Written proposal
  • Work history
  • Reference
Evaluation weighting

Technical competence
40%

Cultural fit
20%

Price
40%

Seller questions

No questions have been asked or answered yet.

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