BTA1817 Technology Target Operating Model Implementation

Description

Summary of the work To lead the implementation of the recently designed target operating model bringing together the IT, digital and data strategies of the organisation. Expected Contract Length 2 years with option to break at 1 year Latest start date Monday 3 April 2023 Budget Range The annual budget for the implementation will be £110,000, with an additional pool across the 2 years of a maximum of £100,000 for specialist resources identified as required to support the activity. All activity will be charged as conducted based on the day rates quoted. Why the Work is Being Done BTA have recently completed a piece of work to define a technology target operating including IT, digital and data, and have commenced the implementation. This work will be to continue the implementation of the agreed target operating model, by leading and providing strategic oversight over the implementation through to its conclusion. Problem to Be Solved Implementation of the agreed Target Operating Model supporting the BTA technology operating structure, processes and technologies, aligned to support the delivery of the BTA strategic objectives. Who Are the Users The key departments effected by this work will be the internal IT, Digital and Data teams who will all be impacted by the implementation of the target operating model. Early Market Engagement BTA conducted market testing with suppliers to help inform the statements of requirements during 2021.The work to develop the target operating model was conducted during 2022 Work Already Done Options for target operating models have been produced based on user interviews, workshops and desktop research, and the preferred target operating model has been selected. Some preparation and early implementation work has commenced. Existing Team The supplier will report into the Director of Professional Services and will work with the internal IT, Digital and Data teams who will all be involved in the target operating model implementation. Current Phase Not applicable Skills & Experience • Have expertise and proven experience in Digital technology transformation. • Have expertise and proven experience in Data transformation. • Have expertise around technical infrastructure and processes. • Have expertise and proven experience in cloud migrations of both applications and data centres. • Have expertise and proven experience in defining and implementing technology operating models for organisations. • Have knowledge of Government IT and Procedures, specifically around security and procurement. • Identify roles which may be required to support the operating model implementation, e.g. technical architects or business analysts, and confirm access to a pool of appropriate resources. • Be available to commence the activity in April 2023. Nice to Haves • Have experience with SME type organisations. • Have experience of Government Arms Length Bodies. • Have experience with organisations with an international geographic presence. Work Location 3 Grosvenor Gardens, Victoria, London SW1W 0BD Working Arrangments The supplier will be expected to work in a hybrid manner with some work requiring attendance in person, but the majority being conducted off site using video conferencing where required. Security Clearance Basic Security Clearance required. Additional T&Cs The Buyer will have the ability to terminate the contract (include an exit clause/break clause) at the end of 12 months. No. of Suppliers to Evaluate 3 Proposal Criteria • Approach • Methodology • Department engagement and collaboration • Risk identification and mitigation • Evidence of prior experience and expertise • Value for money. Cultural Fit Criteria • Can work with clients with mixed levels of technical expertise • Will challenge the status quo • Share knowledge and experience with team members from our organisation • skills transfer approach • approach to working with people of mixed level of technical expertise • fit to BTA culture • balance of structure and agility. Payment Approach Time and materials Assessment Method Presentation Evaluation Weighting Technical competence 50% Cultural fit 20% Price 30% Questions from Suppliers 1. Can you provide more information about the specific departments and teams that will be impacted by the implementation of the target operating model? The biggest impact is on the IT department. Implementing the technology operating model will change some roles and require a cultural adjustment towards a business partnering approach. To a lesser extent the digital and data teams will also be impacted, but around coming to common technology strategies and roadmaps rather than actual changes to their roles. 2. Can you provide more details about the current state of the implementation and what specific areas need to be addressed? The target operating model portrayed in the diagram has been approved by the senior leadership team. Options for the organisation structure required to support this are being considered, and the implementation will begin once that structure is agreed. A key area needing addressing is identifying the skills gap between the as is and to be situations and identifying appropriate ways to fill the gap through upskilling etc. 3. Are there any specific constraints, risks or challenges that BTA foresees related to the project? Budget is always a challenge as increasing headcount in the area will be extremely challenging. There is a risk in that a significant amount of knowledge and experience sits with only a couple of people, which makes focussing those particular individuals on either operations or new solutions difficult. The changes could also unsettle the team causing motivation or retention issues. 4. Can you provide more information about the specific timelines and milestones for the project? We are flexible in terms of timelines although are keen to get the new structure in place as soon after the commencement of the work as possible. So the timing of when particular aspects are implemented is flexible, but the implementation needs to be complete and embedded within 24 months. 5. Can you provide more information about the specific IT, digital, and data strategies that are included in the target operating model? See diagram that has been uploaded for more context. LINK TO BE PROVIDEDWe are currently going through a transformation programme across the organisation which includes a digital programme and a data programme, and the aim of the TOM is to set up the technology departments so that they can support the transformed organisation, i.e. fit for purpose systems and processes, and upskilled staff. 6. Is any further information about the target operating model that needs to be implemented available? See diagram that has been uploaded which summarises where we want to get to. LINK TO BE PROVIDED 7. Was the target operating model developed by an external third party and if so will that third party be able to bid for this additional work? It was developed by an external third party and they will be able to bid for this work. 8. Was the preceding TOM design work undertaken by yourself, or did you work with a consulting partner to deliver it?Can you elaborate on the key elements of the TOM Design, so we can understand the level of detail which it contains? The design work was undertaken by a consulting partner.The diagram now uploaded shows the agreed design. LINK TO BE PROVIDED 9. Is there an incumbent supplier? Yes 10. Please can you provide the link to the document? Yes, the link is on owncloud:https://sharing.visitbritain.org/index.php/s/E9S2JjwPv0hxpNgThe password is BTA1817 11. Is there an incumbent supplier who have completed the previous phases of this work? And could you provide a little background on the preparation and early implementation work that has been done? Has that work been done in-house? There is an incumbent supplier who completed work to date. The preparation of the target operating model (TOM) involved engaging with senior stakeholders to identify what the organisation wanted from the technology function, coupled with analysis of the applications, governance and team skills currently in place. From that a TOM model as per the uploaded diagram was developed, with work now underway to look at the department structure and skills gaps that would need to be filled in order to start implementing the target operating model. All the work was led by the supplier with support from an in-house team. 12. Could you please advise expectation on expected utilisation for the first phase (implementation)? I am not sure what is being asked here, can you please clarify what the question is. 13. What kind of change/s are expected to be delivered? The split between operations and new initiatives with formal change control, embedding a business partnering ethos and more forward looking governance are significant changes. 14. What IT technologies (infrastructure, network, connectivity, applications, operating systems, etc) are in use? Individual applications are selected for their functionality so no single ERP in place, but we do tend towards Microsoft although not exclusively. 15. What governance models are observed? We have an IT, digital and data steering group but they tend to be reactive, i.e. reviewing and approving requests, rather than forward looking and planning. 16. What security methodology/model is used? We are working towards cyber essentials accreditation. 17. Amount of data and type of data (structured/unstructured) to be transformed Data transformation is a separate stream of work under our transformation programme and will cover both our structured and unstructured data incrementally as data sources are incorporated. 18. What is the existing operation model? IT staff are reactive with little link between IT, data and digital. 19. What goals are to be achieved by this project? IT, Digital and Data strategies are aligned and technology teams partner with the business to deliver value in an innovative but secure way. 20. Can you please clarify whether “SME type organisations” relates to Small and Medium Enterprise or Subject Matter Expert organisations? Small and medium enterprise.