DDaT24470 - Process Management System

Description

The Department for Energy Security and Net Zero (DESNZ) is focused on the energy portfolio from the former Department for Business, Energy and Industrial Strategy (BEIS). Our focus is securing our long-term energy supply, bringing down bills and halving inflation. Provision of a Process Management System to provide a robust commercial governance and assurance structure supporting the needs of the customer. The team provide a robust commercial governance and assurance structure supporting the needs of the Department for Energy Security and Net Zero (DESNZ), the Department for Science, Innovation and Technology (DSIT), and Integrated Corporate Services (ICS) including their respective Partner Organisations (POs). Over time the team have experienced a gradual increase in the volume, scope and complexity of projects that come through their Commercial Assurance Board (CAB). The current process involves a significant amount of time manually creating, populating, circulating and updating a range of excel sheets which feed into the daily operations of the commercial team. This requires constant management and often leads to additional unnecessary work and a duplication of efforts. There is also an increased risk of inaccuracies. The ultimate solution will create efficiencies and streamline administrative processes. It will track progress and decisions and hold detailed records of approvals. The data will need to be centrally visible to the team. Requirements: • A process management system which offers improved user-experience through the provision of visualised management information • Create significant efficiencies across the process, reducing costs associated with duplication of efforts, errors and/or inaccuracies in data • Removal or automation of non-value adding tasks • Improve the quality of data • Automate reporting requirements • Allow for the provision of a dashboard available for multiple stakeholder information • Provide a strong audit trail on documents, decisions and progress against commercial activity • Increase the capacity of the commercial assurance function and an enhanced service offering The functional and non-functional requirements outline the specific needs of the final solution. We recognise there may be innovative solutions available in the marketplace that removes the need of some critical criteria as listed below. Any solutions available that can produce the outcome of a process management system that meets the need and offers the required level of performance will be considered. Therefore, we will welcome details of all possible solutions available. Process flow maps have been included to assist suppliers in identifying solutions that could meet our requirement. Please find attached document for further details on this potential requirement and link to a questionnaire for feedback. Additional information: Any clarification questions in relation to this EOI can be emailed to sian.green@uksbs.co.uk