Digitalisation Start-up and Planning
The first stage is to develop an action plan to digitalise services. A rough budget is agreed, priorities are set, and a team assembled. The scope and scale of the challenge ahead needs to be analysed. This is the phase in which TEC Cymru can provide the most support, Our role can comprise any or all of the following components:
- Fact-finding meeting/questionnaire – helping us understand the maturity of the service provider and what they don’t know/need to know
- Landscape review – teasing out baseline information such as number of users, interest in a shared tenancy, equipment strategy
- Two days due diligence consultancy – a deep dive into staffing and skills, equipment and protocols in use, data management practices, user base
- Protocol report – we will work with the service provider to generate this report highlighting interoperability issues at the earliest opportunity. The report will review the feasibility of upgrading these service users to a digital ready alarm as a matter of priority
- Lessons Learned report – Based on the Vale of Glamorgan migration project highlighting previously unknown factors and confirming assumptions
- A model pre-migration plan – our consultancy can develop a high-level plan for pre-procurement, procurement and implementation activity, enabling the service provider to prepare the organisation for digital migration.
Once the project has been scoped and an action plan agreed, the next stage involves procurement - how to procure, who to involve and getting the pre-procurement work completed. This will take the pressure off the post-procurement critical path and make sure that the right product is selected. The outputs and insights gained from the first phase of pre-migration support will enable TEC Cymru to assemble a pack of support material which will include:
- Information about suitable procurement frameworks
- Cloud and Security questionnaires, including data standards and cyber security
- Data Management guidance
- Supplier insights
- Blueprint – detailed review of the TEC Cymru Telecare Blueprint, highlighting the benefits of alignment
Platform Specification - Request for Proposal (RFP) document
The key deliverables in this stage are an Invitation to Tender (ITT), a supplier short-list and a scoring matrix (developed by the service provider, although TEC Cymru can provide sample documents). Other, non-procurement related activities may happen in parallel such as conducting equipment surveys or data cleansing. TEC Cymru's support is more advisory at this RFP stage. However, we can still offer the following support:
- Help with the recruitment of a suitable Project Manager, where appropriate
- Help with organising and participating in vendor demonstration sessions showcasing their solutions. We would expect suppliers to complete Supplier Cyber Security, Functionality and Features, and Monitoring Platform Requirements questionnaires in advance
- Directing service providers to all documents of potential interest/value stored in the TEC Cymru’s Resource Centre
- Where the service provider has agreed to align with the TEC Cymru Blueprint, we will review the major RFP artefacts to ensure they will achieve the Blueprint goals
This stage will see the new solution vendor selected through a scoring process. During this phase, an implementation plan should be developed so that implementation can start as soon as contracts with the new vendor are signed.
Any involvement by TEC Cymru with the procurement process will be by exception, i.e. where advice is sought or questions arise where we are best placed to provide assistance.