Information & Records Management Consultancy (Phase II)

Description

Summary of the work TPR’s Records Management team are working towards implementing an effective Information and Records Management Framework. We require an experienced consultancy to provide resource and leadership in the collection, analysis and deployment of fundamental TPR information and records data. Expected Contract Length 3-6months Latest start date Thursday 1 December 2022 Budget Range Maximum of £150-250K inclusive of vat Why the Work is Being Done TPR’s Records Management (RM) team is currently rolling out a new Business Classification Scheme (BCS) & Information Asset Register (IAR) as well as identifying Vital/critical information. There will also be work within our SharePoint Online estate, identifying improvements which could be made including building or re-designing SharePoint sites and metadata/taxonomy improvements based on the functional analysis performed in the BCS work, as well as controls and access rights identified in the IAR. Problem to Be Solved 1) Discovery, analysis, and categorisation of fundamental TPR information and records data. 2) Absence of internal auditing dashboards for BCS and IAR. 3) Embed Information Asset Owners (IAO) and Information Asset Managers (IAM) roles within TPR. 4) Establishment of a Vital/critical information program. 5) Building functional SharePoint sites for TPR 6) A need for more effective SharePoint metadata and taxonomy 7) A need of SharePoint template libraries for teams 8) Lack of Information and Records Management performance monitoring program. Who Are the Users Records Management Team Early Market Engagement None Work Already Done TPR now has the tools (BCS & IAR) to build upon and establish an effective Information & Records Management Framework within the organisation. This work looks to populate these registers and identify vital and critical information within our information estate. Existing Team Records Management Team = 2 full time staff The team works within the Data team which belongs to the new Digital, Data and Technology (DDaT) Directorate. Current Phase Discovery Skills & Experience • Demonstrable track record of delivering IRM initiatives/projects aligned with client organisation Corporate Strategy and UK Government Data Standards (GDS) and taking into consideration all relevant industry Standards Legislations and regulations • Demonstrable experience of project management using the agile framework • Demonstrable experience of the planning, execution, monitoring of a program to deploy and populate a Business Classification Scheme (BSC) and Information Asset Register (IAR) within an organisation • Evidence of defining all required responsibilities within client organisation for the facilitation, delivery and management of Information Asset Owners (IAO), Information Asset Managers (IAM) & Information Asset Registers (IAR) • Experience of delivering a SharePoint site for vital organisational functions based upon functional analysis, Access controls and good practice to find improvements to workflows and information retrieval • Evidence of developing an information and Records Management metadata framework in line with GDS (response should include metadata schema and an application profile) • Evidence of developing policies/procedures document to identify/protect vital records (effective collaborating with stakeholders and other team members, writing an assessment plan, developing forms for gathering information, developing a timeline • Evidence of designing a training program in Information Management obligation with a view of annual re-cap sessions. This training program should have included slides, audio and video scripts • Evidence of developing an information and Records Management metadata framework in line with GDS and results from the completion of the Business Classification Scheme • Demonstrable understanding of the work The Pensions Regulator (TPR) Nice to Haves • Provide evidence of when you have undergone a project that entailed complexity of enhancing Information and Records program quality • Detail your understanding of legislative and governance framework within which the records management team operate and the current models of best practice in this area • Please provide evidence of developing a data and information-led organisation (systems agnostic) • Each question will be scored 0-5. Suppliers should please be advised a score of 5 is the maximum for each question Work Location Hybrid working structure (either home/remote working or attending the office at the address below) Napier House Trafalgar Place Brighton BN1 4DW Working Arrangments TPR has begun to work in a hybrid framework. There may be times where it is appropriate to work in the office but on the whole work is done from home. Technological supply can be arranged if need be. No. of Suppliers to Evaluate 3 Proposal Criteria • Please detail how your technical solution meets requirements • Please detail how your approach and methodology meets requirements • Please detail how your approach or solution meets user needs • Please detail how your approach or solution meets our organisation’s policy or goal • Please detail estimated time frames for the work – there is around three months to finish the work. • Please detail how your aim to provide value for money for this project • Each question will be scored 0-5. Supplier should be advised a score of 5 is the maximum score for each question. Cultural Fit Criteria • Please detail your understanding of information, data and records Legislation in Public Sector • Please provide detail of common information, records and business challenges • Please detail how you share knowledge in a transformation environment • Please detail how you propose to work well with the Records Management team and other key areas in the business Payment Approach Capped time and materials Evaluation Weighting Technical competence 70% Cultural fit 10% Price 20% Questions from Suppliers 1. Are you able to tell us the outcome of Phase 1 of this work Phase one successfully delivered a design of a Business Classification Scheme, Information Asset Register, Information Asset Owner Framework (to be agreed by ExCo), Vital/Critical Information programme. The BCS & IAR are currently in Excel format and partially populated. 2. Who is the incumbent supplier delivering Phase 1? Not applicable as Phase 1 is now finished 3. When will phase 1 be complete? It was completed in March 2022 4. Has TPR got an existing information governance framework, or a historical one that might not be up to date? The framework is designed, this work is to populate registers and schedules. It does have an old Information framework and it has a current Data Governance Framework. 5. Has TPR done any work historically to identify Information Asset Owners/Managers etc and to define the roles? Yes - we have the new registers and schedules ready to be populated 6. Does TPR have any older/earlier versions of a Business Classification Scheme (BCS) or Information Asset Register (IAR)? It has an older IAR it also is attempting to complete a Data Catalogue 7. Does TPR have a current, up to date retention schedule? Yes - it covers SharePoint content and is signed off by Board. 8. What is the intended outcome of this phase? 1) Discovery, analysis, and categorisation of fundamental TPR information and records data.2) Absence of internal auditing dashboards for BCS and IAR.3) Embed Information Asset Owners (IAO) and Information Asset Managers (IAM) roles within TPR.4) Establishment of a Vital/critical information program.5) Building functional SharePoint sites for TPR6) A need for more effective SharePoint metadata and taxonomy7) A need of SharePoint template libraries for teams8) Lack of Information and Records Management performance monitoring program. 9. Is the Information and Records Management a core system for TPR? M365 SharePoint Online & Purview Compliance Portal 10. We note TPR are ‘currently rolling’ out a new BCS and IAR, is there another stream of work parallel to this opportunity? Discovery, analysis, and categorisation of fundamental TPR information and records data.2) Absence of internal auditing dashboards for BCS and IAR.3) Embed Information Asset Owners (IAO) and Information Asset Managers (IAM) roles within TPR.4) Establishment of a Vital/critical information program.5) Building functional SharePoint sites for TPR6) A need for more effective SharePoint metadata and taxonomy7) A need of SharePoint template libraries for teams8) Lack of Information and Records Management performance 11. Other than deployment into Microsoft 365 (re: question 3), can you confirm what outstanding work is required (if any) on the Business Classification Scheme? This work looks to populate these registers and identify vital and critical information within our information estate.