Gloucestershire Constabulary: Data Architecture Review

Description

Summary of the work Provision of data architecture review services to create a map of dependencies between systems, a future model for strategic data management, and accompanying roadmap. Expected Contract Length It is expected the work will take up to 3 months. Latest start date Monday 24 October 2022 Budget Range It is estimated that the work can be delivered within the budget range of £60,000 to £75,000 excluding VAT. Why the Work is Being Done An increase in current and predicted demand for effective analysis and reporting capabilities, introduction of capabilities around robotic process automation and machine learning, and a desire to put more timely and impactful data directly into the hands of operational officers and staff means that there is an urgent requirement for a defined data strategy, that would include guidance on proposed architecture, process, governance, and roles and responsibilities. Problem to Be Solved Currently, there is not an established record of the interdependencies between core Constabulary systems or a documented approach to establishing standards on how the data is captured, defined, exchanged or otherwise made available to stakeholders. This has led to unreasonable delays, unpredictable costs, and emerging risks when changing or replacing systems. Without addressing some of these issues around data, we will not be able to rely on the timeliness and accuracy of data in use across our systems and it is likely that we will not be able to exchange data between some systems. In those cases where we are able to provide exchange of data between systems, it is likely that achieving this will continue to be costly, will present a continued risk to the timeline and resourcing of future projects, will remain a barrier to innovation and will produce sub-optimal outcomes for projects. In addition, opportunities to build new processes and/or respond in a timelier manner to data events are not being leveraged, and improvement in operational efficiencies and effectiveness are not available. Who Are the Users The key stakeholders in the outcomes will be the Information and Communications Technology department and the areas that are concerned with the analysis and reporting based on data from computer systems. The outcomes will be used to guide future decision-making on the implementation and improvement of technology platforms. Existing Team The existing team consists of the Head of Digital and Data Services, relevant data analysts, application support analysts and technical personnel providing data analysis tools Current Phase Not started Skills & Experience • Demonstrate your experience in conducting maturity assessments of data architecture and governance, and how you have reflected the results back to the client (7%) • Demonstrate your experience in developing data governance frameworks, data strategy and delivery roadmaps (7%) • Demonstrate your experience in producing high level maps of data dependencies between systems (4%) • Demonstrate your experience in identifying and assessing business drivers that will be used to guide current and future data strategy and technology platform selection (7%) Nice to Haves Experience in conducting assessments of current and future data management and reporting tools and reporting on suitable future recommendations for the adoption and use of relevant tool sets (5%) Work Location Gloucestershire Constabulary, 1 Waterwells Drive, Quedgeley, Gloucester GL2 2AN Working Arrangments Supplier staff will be accommodated to work remotely Security Clearance Any personnel who carry out work as part of this Contract must be vetted to NPPV Level 2 or 3. Gloucestershire Constabulary will sponsor vetting procedures for personnel who do not possess adequate clearances prior to commencing work. No. of Suppliers to Evaluate 5 Proposal Criteria • Approach and methodology (20%) • Project plan and timescales (10%) • Risk management (5%) • Team structure (10%) Cultural Fit Criteria Please detail your awareness and appreciation of issues encountered by police forces when dealing with data (5%) Payment Approach Fixed price Evaluation Weighting Technical competence 75% Cultural fit 5% Price 20% Questions from Suppliers 1. Will you accept current SC Clearance as sufficient? Yes 2. Is BPSS acceptable as vetting. We currently already work with other forces. I noted that no new vetting applications are being accepted until mid September the earliest? No 3. Please could you clarify the focus of the contract. i.e is it a technical discovery with roadmapping or the development of a data-substrategy with roadmap? There is a degree of technical discovery to inform the strategy and roadmap, but the focus is on development of a forward view and roadmap. Any technical discovery is likely to be focused on some key systems and a high level view of the types of data, the consumption of the data and the source and destination for any exchange. 4. The “Any work that’s already been done” is blank. To what extent do you have a view of how many systems are in scope, what volumes of data and user access are associated with them, how they are hosted and secured etc that would provide an input into the work? 8 core systems together with a variety of sub-systems. 5. Regarding the roadmap – do you already have contractual relationships with existing vendors that mean you must use certain technology for future improvement / remediation of certain components? No 6. To what extent will the supplier need to engage with third party stakeholders outside of Gloucestershire Constabulary and which organisations is this likely to be? This is unlikely 7. Have your spoken with or attended events for any supplier or vendor that could be related to this work? No 8. Will the outputs of this project feed into a potential business case to secure funds and sponsorship to make the recommended changes / deliver the roadmap – or has a business case and budget for making future changes already been agreed? Yes - the outputs of this project will feed into a FBC (for which outline funding exists) 9. Will the supplier get system access to run diagnostic tools to discover systems or will the review take the form of conversations with staff and documentation review? The Supplier will get system access. 10. Which data types will need to be included within the data strategy; HR, Financial and/or Operational data? All organisational data (HR, Financial and Operational) 11. Is there an incumbent supplier supporting with this project? No 12. “Demonstrate your experience in identifying and assessing business drivers that will be used to guide current and future data strategy and technology platform selection”, what is meant by the term ‘business drivers’, are you able to provide an example? This is about identifying business requirement both current and future in which a data strategy will be to deliver against. 13. Are we allowed to offer more than one example for a requirement? Yes 14. Please advise – how many core constabulary systems are there? 8 15. Are you expecting a single person, a team, or a service? A single person (albeit a team or service would be acceptable) 16. What are the key issues or challenges with the current system landscape/ architecture? It is not mapped. 17. Have the data consumption requirements already been document and will any of the requirements require Artificial Intelligence, Machine learning, Data Science to meet them? Data consumption has not been documented - it is not anticipated that we will need to utilise AI to meet this. 18. How many systems / applications are in scope for the review and are there any commercial considerations regarding access to resources or system information that may impact the review? We do not know the total number of systems. There are no commercial considerations we are aware of. 19. What policies are currently in place which cover data? (e.g. data management policy, data privacy, information security etc) and how mature is the data governance function in Gloucestershire Constabulary today? The Constabulary has a mature data governance function and associated policy however data quality requires improvement. 20. Do you have any BPMN2.0 tools or enterprise architecture tools in place that could be used for the data mapping? We do not believe we do. 21. Over what period would the roadmap be expected to cover. 3 years 5 years? Yes. However there is a short term need as well so 1-3 and 3-5. 22. Have you conducted any previous maturity assessments? What were the results? Yes. The results clearly show the requirement for this work. 23. To what degree is best practice shared with other constabularies? We have conducted visits and are aware of best practice. We do not share best practice ourselves.