RM1043.8-1-Crown Prosecution Service PR 2023 143 Provision of Small Scale Data Factory (SSDF)

Description

Summary of work The Crown Prosecution Service (CPS) is an independent public agency that prosecutes criminal cases investigated by the police and other investigative organisations in England and Wales. The CPS makes its decisions independently of the police and government. The CPS is responsible for prosecuting criminal cases, including cyber/online crime, domestic abuse, driving offenses, drug offenses, fraud and economic crime, hate crime, international and organised crime, proceeds of crime, sexual offenses, terrorism, violent crime, and youth crime. The CPS requires a supplier with highly skilled engineers and developers to support, design and develop the department’s existing management information systems. The primary objective is to transfer key data sets into Azure Data Factory so that it can be transformed and then reported through the Power BI data visualisation tool. We need this to be delivered safely, efficiently and effectively while offering value for money for the taxpayer. The supplier must work with CPS staff to share knowledge and build in-house capabilities throughout the duration of the contract. The aim being to ensure CPS is provided with all the documentation (written and/or using multi-media) outlining any changes to the existing systems and staff are upskilled and confident in the solutions that are implemented. Essential functional requirements must include but are not limited to the build, support and maintenance of: · Flexible and simple configuration of Extraction, Transform & Load (ETL) pipelines, routines and processes of data. E.g. both manually input and interfaced data is able to be broken up, validated, put back together in multiple ways and shaped into the chosen format or presentation; · The supplier must offer Management access authentication – Username/Password & VPN via Single Sign On (SSO) by means of an Azure Active Directory where possible. · Solution must route via a Zscaler connector for access to anything on the CPS network. · Integrate data with Power BI and Power BI dashboards to demonstrate near real time reporting capabilities and updating; · allow users to o build reports via self-service o filter reports/ dashboards and apply filters at any time in a report/dashboard o apply pivot / select levels for data extraction o ability to shape the data e.g. show/hide columns; Ability to download raw data, subject to sign-off dependent on content, in csv/Excel form, for processing via methods other than Power BI · Design and deliver innovative solutions to upload data from multiple different data sources, validate the integrity of the data being processed and the protection/anonymisation of data being presented in the dashboards (e.g. through automated means); · Solution to provide the ability to fix data at moments in time to prevent updates and overwriting; · work with the Buyer to identify, agree and create forecasting use case to demonstrate how the Buyer can predict upcoming business challenges or bottlenecks e.g. where we can see where peak system usage occurs and can then (e.g.) stagger refreshes, so they do not all fall at the same time and cause crashes · demonstration of how the solution can identify errors with data being loaded into the platform and where necessary re-format and resolve issues automatically · how data security, controls and masking is handled in data platform/solution, apply a flexible security model based on Roles-Based-Access-Controls; · ability to provide CPS to define user roles at multiple levels and administer: Read / Write roles · work with the Buyer to Develop tests that ensure consistency of data transformations between solution and current MI System; · continually review, engage, agree & update HLD/LLD documents with design deviations, records of decisions made, and findings uncovered throughout the project delivery; · CPS’s administration of user management: add and delete user and manage access and permissions · ability to lock-out changes to reports after submission to protect data integrity and audit ability. · in-house Admin ability to unlock and override data lock; · ability to receive incumbents solution Data as standard in event of exit transition. · In the event of Exit Transition following the termination of this Contract the Supplier must support the transferring of any Assets including Data to the Buyer and/or Replacement Supplier · an audit function to all changes to users and / or accounts and reports created and run · design and build the long-term solution to ensure that where sensitive data is added, it is done so in compliance with the UK GDPR and DPA 2018. Furthermore, the solution must be built in such a way as to allow data anonymisation, role-based access and audit tools to be added when required. Where the supplied staff will work London Where the supplied staff will work No specific location (for example they can work remotely) Why the work is being done In the CPS, we understand the importance of data. We use data to make informed decisions and to drive continuous improvement. Over the past two years, we have moved away from Excel spreadsheets and have developed a suite of sophisticated Power BI dashboards. CPS aims to be a data driven organisation and looks to use modern tools and solutions to present and access management information (MI) data in a user friendly and cost-efficient manner. Therefore, to help CPS maintain and modernise the ways of reporting, this work is being commissioned. Currently CPS is using P3 Power BI licenses to process and present large data sets. Power BI data visualisation tool allows CPS managers to apply different search measures to the data being extracted from CPS’s case management systems. This is because managers need to analyse different categories of datasets E.g.: (1) work completed, (2) work outstanding, (3) monitor trends in performance, (4) prioritise and allocate work, (5) present this MI in a report using Power BI etc. The CPS currently has suite of large Power BI dashboards. These dashboards require data to be extracted from a system monthly into Azure Data Factory where the data is stored and processed before the information is fed into a Power BI dashboard. CPS is improving services and moving away from its legacy technology to cloud-based platforms. CPS seeks a supplier to provide expertise and specialism to boost capacity and enhance capabilities to meet its management information requirements as outlined in the ‘RM1043.8_Call-Off-Schedule-20- Call-Off-Specification-v0.3 - Final’ attachment. A supplier who can help us to uplift our internal capability with a range of skills, whilst providing an immediate solution which is adoptable and flexible to long-term change. The capacity to assist in the delivery of several technical deliverables by way of Statement of Works (SoWs). As a minimum, CPS requires the maintenance, support and improvement of its existing dashboards. With a further ability to expand the service by designing, building, servicing additional dashboards that are compliant with data laws, cyber safe and secure, and provides value for money. To help this initiative and from lessons learnt between 2021 to date, the CPS does not want to use Power BI to process and store large data sets and use above P3 Power BI licenses as the tool is unable to process the data sets in an effective manner, at a price which gives value for money. The supplier will work as part of CPS’ blended teams (work will be agreed via individual SoWs). We are therefore looking for a supplier who will be able to provide these capabilities in one contract. This service provision needs to be able to provide technically skilled, experienced resource to deliver the technical solutions to meet CPS management information programme. The organisation/policy goal the work supports: · CPS 2025 strategic aims – Support our people by becoming a data driven organisation. Improve digital capabilities of staff and tools used within CPS for management information and data processing. · One Big Thing – an initiative to improve the ‘..interpretation, use, presentation and communication of data is essential to creating better policies, delivering better services and improving outcomes for citizens’ we serve. The business problem CPS needs a supplier to support and expand the work already undertaken on the Small-Scale Data Factory project. To produce the first Power BI dashboards, CPS developed a tactical solution. This worked by creating data flows from the Casework Management System (CMS) and uploading them via a data lake into Power BI. While this allowed Power BI dashboards to be created quickly, this solution is not fit for purpose. Power BI is a data visualisation tool and is not well suited to transitioning and transforming large quantities of data. We know that Data Factory is the right solution for the CPS based on previous work but need the expanded system to be: · Scalable so we can include large new datasets in the future. · Secure as we will want to include personal data on the platform in future. · Cost effective so that it delivers value for money. · High performing – allowing the development of new dashboards both quickly and efficiently. We are currently focusing on casework data but may want to include HR, finance and other key corporate datasets in the future. We need the assistance of the supplier to build in-house capacity through the sharing of knowledge and expertise. The people who will use the product or service User type: Performance Management Unit (PMU) Definition: The primary users of service will be staff in our Performance Management Unit (PMU). It is they who will use the data in the Data Factory to create new Power BI dashboards. The dashboards are also used by the wider CPS staff and its external stakeholders (view only). The user’s need to use Power BI dashboards to analyse key corporate datasets and hold Organisational Units to account. This generally informs wider strategic decisions and policy making in the CPS. As the system expands, there are likely to be new CPS users in the future. Any pre-market engagement done N/A Work done so far To produce the first Power BI dashboards, CPS developed a tactical solution. This worked by creating data flows from the Casework Management System (CMS) and uploading them via a data lake into Power BI. While this allowed Power BI dashboards to be created quickly, this solution is not fit for purpose. Power BI is a data visualisation tool and is not well suited to transitioning and transforming large quantities of data. To assist, a more powerful P3 license was deployed to Power BI but this has had only limited effect. To resolve these problems, a small-scale data platform was established using Azure Data Factory. This was first developed as part of the proof-of-concept stage and is now being rolled out. This solution works by extracting the data from the Casework Management System, transforming the data and loading it into Power BI for reporting. The proof-of-concept stage proved to be successful as data was transformed considerably more quickly than in the tactical solution. Both our own internal architecture team and our business partners took the view that Data Factory would also be more robust and reliable in the long-term. At present only defendant-based casework data has been uploaded to Power BI. In effect, this is the data where the primary count is the number of defendants (How many defendants have been prosecuted? How many defendants pleaded guilty? Etc). This is a major element of the CPS’s casework data, but we need a supplier to upload many more non-defendant casework datasets to Data Factory. This includes datasets where the primary counts is (for example) the number of judges’ orders, the number of disclosure requests, and the number of pre charge decisions. Which phase the project is in Beta Existing team CPS has in place a number of digital development teams working on a range of different projects and business as usual activities using Agile methodology. The supplier will be working with Performance Management Unit (PMU), CPS Architecture, Project Team, Commercial Team, Finance, Security Operation Team (SOT) Cyber Security, Service Management, Data Protection and Compliance Team, Security and Information Assurance Division (SIAD), Modern Workplace and Human Resources. CPS teams work operate in a hybrid environment through a mixture of home and office working. There is a current incumbent Supplier. Address where the work will be done Primarily the service will be delivered by remote team. However, where access to a relevant CPS business area or estate is required, the appropriate arrangements will be made by the project team in CPS. If physical address is required: 10th Floor (Zone A), 102 Petty France, London SW1H 9EA. Working arrangements Full time, 5 day a week. Excluding bank holidays and out of hours support. With the expectation of 99.9% service time support and engagement. All development work will be managed via individual Statements of Work (SoWs). SoWs will be issued to define the deliverables. The supplier’s team will need to work effectively with existing and future teams (both civil servants & other suppliers). The charging mechanism in place for the Call-Off Contract will be Time & materials subject to any agreed Statements of Work (SoW) and milestones, not consumption based. Travel and subsistence expenses are not applicable, given the expectation of the service being delivered remotely. Service Level monitoring and MI reporting the supplier must: · monitor Achieved Service Levels and compare them with agreed Service Level Performance Measures. This information shall be used as a basis for measures to improve service quality. · provide Service Performance Monitoring Reports that compare the Service Levels with the Achieved Service Levels, and include information on the usage of Services, ongoing measures for improvement of the Services, and any exceptional events that occurred during the period measured. · produce reports to the Buyer within agreed timescales to be set out in the Systems of Measurement Reference Document (SMRD) · provide, within their monthly performance report, reports with analysis to show: o Change Management – changes completed, and Impact Assessments submitted in the reporting period. o Forward view of change for following reporting period o Breakdown of Problems opened/closed/active in the reporting period. Additional table showing detail of active problems showing number of days to root cause identification/comments on reason for any delays. o Trending of any customer satisfaction survey outcomes o Table of active Continuous Service Improvements/Risks/Issues. o And any additional reports agreed with the Buyer. · use the Buyer’s ITSM to capture sufficient details to allow data to be extracted for the purpose of assisting in production of Service Management Reports for: (1) the Supplier’s reporting against its Service Levels under this Call Off Contract. This should be presented in a legible format that is auditable.  The data and reports shall be agreed during Implementation and shall include, but not be limited to: o Details surrounding Incidents where the resolution of such Incidents has exceeded the Service Level Target relevant to the Incident Category assigned to the Incident. o Where the failure to resolve an Incident within the Service Level Target relevant to the Incident, is a Repeat Failure, a progress report on the actions taken by, or on behalf of, the Supplier to Resolve the underlying cause and prevent recurrence. · provide reports and data on trends and root cause analysis to: A. allow the Buyer to make informed decisions. B. allow for pro-active management of issues. · ensure that any data provided to the Buyer via the Buyer’s ITSM is timely and accurate such that other suppliers’ reports relying on such data, accurately reflect the position at the end of the month. Working with our Service Desk requirements: · The Supplier must use the Buyer’s ITSM tool/provider to record all incidents and problems. · Supplier must provide support during Operational Hours where Operational Hours are Monday to Friday 09:00 – 17:00. · This requirement will be measurement in accordance with the Service Level Schedule linked to this contract. · In order for the Buyer to manage the end-to-end service in accordance with their policies and service model, the Supplier and the relevant Other Suppliers must adopt the Buyer’s integrated set of ITIL aligned Service Management Policies and Processes (PPs). This methodology shall drive a common understanding of how all the suppliers shall work collaboratively to deliver service excellence. The suppliers are not required to change their internal Service Management Procedures, only to comply where necessary and adhere to the Buyer’s PPs. Security and vetting requirements Security Check (SC) More information about the Security requirements: DBS, with Basic Disclosure and Security Check (SC) issued by Disclosure & Barring Service be required as a minimum. This will be sponsored by CPS. Essential security requirements: · Staff supplied for development of new platform must have appropriate clearance including SC where required by role. CPS DBS clearance must be obtained prior to SC clearance being undertaken and prior to the start of any work or CPS device being issued. The Buyer will require a list of staff and appropriate contact details immediately following contract signing to begin the process. · Note: Being part of the legal system means that CPS is exempt from the Rehabilitation of Offenders Act (ROA); as such all offences, spent or unspent, will be disclosed to CPS as the vetting sponsors. · Supplier Personnel shall be subject to pre-employment checks and must ensure compliance with security clearance requirements prior to deployment of any staff onto the CPS account, as outlined in the security schedule. Supplier personnel must ensure prompt notification of any change in personal circumstances, or when an employee has left, or moved away from CPS work and no longer requires a security clearance. Change employee circumstances or new information obtained about employees which could have an impact on security clearance or suitability to operate in their role accessing the organisations systems must be reported to the organisation (e.g. arrest/convictions etc) in a manner that’s in accordance with data protection laws and regulations. · The supplier must use a CPS issued laptop/device to carry out any config/development activities and access the CPS network. The CPS require: The holder of the device to be based in the UK and not access the network outside of the UK unless agreed by exception. This will be at the discretion of the Information Management & Architecture Team and CPS Cyber Security. · The supplier to list the software required on CPS devices to conduct their required role. This will be passed to and facilitated by the Information Management & Architecture Team. · Access to the supplier service may be required for the duration of the Supplier Assistance Period as outline in the contract terms and conditions. This must be agreed by the Supplier and Customer as part of the Exit Strategy and Plan. · The supplier must delete Buyer account including client data at the end of a 30-day period following termination or expiration of contract except where the Buyer requests this early. The supplier will not charge for this process and provide proof/confirmation that it has been completed. · Should any of the material relating to the CPS’s’ business be unaccounted for whilst in the care of the Service Provider, the Supplier must trace this material within forty-eight (48) hours. Loss of any material shall be treated as a serious breach of security. Any such loss should be reported within twenty-four (24) hours to the CPS’s Operational Security Team in line with the CCS Security Schedule. · The Supplier must ensure that normal security standards are maintained in the event of a business continuity issue. · The supplier must have in place an appropriate disaster recovery policy and process, including secure backup solutions, to maintain continuity and minimise downtime/impact to the CPS in the event of an incident at the supplier side. Latest start date 22 June 2024 Expected contract length Contract length: 2 years 0 months 0 days Optional extension: 1 years 0 months 0 days Special terms and conditions special term or condition: · Suppliers must be able to provide resources within a 2-week notice period with the necessary skills to minimise impact on delivery. · Time and materials pricing: The supplier must ensure the Statement of Works (SoW) clearly outlines the agreed services with price range (lower and upper limit) related in delivering the agreed services to the specified requirements. Once agreed, the Supplier must ensure the service is delivered to specification at no additional costs than the upper range quoted in the SoWs. For clarification, pricing is not subject to consumption, instead it will be based on SoW and the milestones outlined in the SoW. Budget Indicative maximum: £950000 Indicative minimum: The contract value is not specified by the buyer Contracted out service or supply of resource? Contracted out service: the off-payroll rules do not apply