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Procurement details: Norfolk and Waveney Acute Hospital Collaboration - EPR Programme: MEDITECH Data Repository Development Requirement - NHS Data Structures & Reporting Layer and transferrable Clinical Data Models

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• Pre-market engagement:

  High level discussions with potential suppliers at the MEDITECH User Network event 2/3 Oct 2024

• Work done so far:

  None

• Which phase the project is in:

  Not started

• Existing team:

  EPR BI Team has not yet been established but some roles are recruited to. These include SQL developers, BI analysts and report writers. The team will need to be developed and supported so the development can be transferred over as a business as usual function and also continue with development and maintenance.

• Address where the work will be done:

  EPR Central Hub County Hall, Martineau Lane, Norwich NR1 2DH Norfolk and Norwich University Hospitals NHS Foundation Trust Colney Lane, Norwich, Norfolk. NR4 7UY. Queen Elizabeth Hospitals Kings Lynn NHS Foundation Trust Gayton Road, Kings Lynn, Norfolk. PE30 4ET. James Paget University Hospitals NHS Foundation Trust Lowestoft Road, Gorleston, Great Yarmouth, Norfolk. NR31 6LA.

• Working arrangements:

  The location of the Services will be carried out at remotely but may require occasional on-site working at all three trust locations, Norfolk and Norwich University Hospitals NHS Foundation Trust, Colney Lane, Norwich, Norfolk. NR4 7UY. Queen Elizabeth Hospital, Gayton Road, Kings Lynn, Norfolk. PE30 4ET. James Paget University Hospitals NHS Foundation Trust. Lowestoft Road, Gorleston, Great Yarmouth, Norfolk. NR31 6LA and the EPR Central Hub, County Hall, Martineau Lane, Norwich NR1 2DH

• Provide more information about your security requirements:

  Baseline Personnel Security Standard (BPSS)

• Provide more information about your security requirements (optional):

  Staff will need to work within NHS mandatory training regarding: • NHS Conflict Resolution • Countering Fraud Bribery and Corruption in NHS • Equality, Diversity & Human Rights • Fire Safety • Health, Safety and Welfare • Infection Prevention and Control (Level 1) • Information Governance Including Record Keeping & Caldicott Protocols • Preventing Radicalisation • Lone worker

• Latest start date:

  2025-01-01

• Enter the expected contract length:

  1 year, 5 months

• Special terms and conditions:

  Termination for convenience The Authority may terminate this Contract by issuing a Termination Notice to the Supplier at any time on one (1) months’ written notice.

• Are you prepared to show your budget details?:

  Yes

• Indicative maximum:

  1200000

• Provide further information:

  The Programme has specific in year funding allocations for 2024/25, 2025/26 and 2026/27. These allocations are unable to be reprofiled between financial years and therefore any and all budgets must be spent in the periods they are being received. For VAT purposes, indicative budgets are treated as non-recoverable. This will be subject to change based on professional VAT advice being sought at the point of contract award.

• Confirm if you require a contracted out service or supply of resource:

  Contracted out service: the off-payroll rules do not apply

• Summary of work:

  Work Package 1 - Architectural Design and Development Recommendations Detailed review of the MEDITECH Expanse Data Repository schema, existing ICB common data model and design of warehouse architecture required to support the full range of NHS reporting requirements (see below for details). The architecture should also support expected ad hoc reporting requirements for each Trust, future proof for known national reporting requirements and, where applicable, other reporting requirements such as post-live data quality management and operational management. The proposal should identify how the solution can be transferrable to other NHS providers who have or will be implementing MEDITECH Expanse. Scope: Design of warehouse architecture required to support: NHS reporting, workflows and any other datasets required for data migration testing Post-live NHS reporting requirements for each individual Trust (i.e. to incorporate segregation of data in reporting and extracts by Trust, as necessary to meet requirements) but presented as a standardised output. Reporting requirements include: Statutory and Mandatory Returns: full scope TBC but expected to include as a minimum core Returns such as Waiting List Minimum Data Set, RTT, Diagnostic and Cancer pathway returns, SitReps and SUS CDS (and as such cover requirements for implementation of local billing rules for each individual Trust, as well as National billing rules and use of National Groupers). Clinical audit requirements should also be considered in principle. In each case the design should enable the end-to-end reporting process, from validation through to sign-off and submission i.e. including datasets required for reporting (such as PTLs) as well as extracts of those datasets for submission Consideration of known national reporting solutions, not exclusively, but such as the Federated Data Platform and Observational Medical Outcomes Partnership (OMOP) Common Data Model (CDM). Standard operational and clinical reporting required to safely, effectively and efficiently run services at each Trust. Consideration of trusts existing data warehouse setups should be reflected in the proposal, including best practice recommendations for sharing the data within the data warehouse solution with the Trusts’ local data warehouses ensuring the architecture proposal includes considerations of the local BI departments medallion architecture. Reports to support post-live management of data quality and operational management in MEDITECH Expanse Design of process for maintaining / updating that architecture as a result of changes made to the front-end configuration of MEDITECH Expanse Identification of any tools required to support the above Work Package 2 – Implementation of NHS data architecture, structures and reporting layer Development of a plan and implementation of agreed data warehouse architecture and processes recommended as a result of Work Package 1 above, together with managed handover of completed build to Trust/Programme teams (including training and documentation). Scope: Develop the data warehouse development plan and align it to the front end build plan. Alignment of the development plan to prioritisation of statutory and data migration commitments SQL data warehouse development to the agreed design/industry best practice and standards Working throughout the implementation with existing EPR BI and Trust team members so there is full transparency around the development. Training and documentation of design and build to support handover Managed handover of build to specified EPR BI/Trust/Programme teams post-live, including appropriate support and development of that team prior to handover point. Work Package 3 – Exploration. recommendations and implementation of any existing Clinical Data Models that are relevant to the NHS and transferrable from other sites that the partner has been involved with. Development work in this work package is of lesser priority than Work Package 2 Scope: Recommendations around methodology, timescales, resource requirements and prioritisation of any existing clinical data models that the supplier has already developed, are relevant to the NHS and can be transferred. Identification of any potential front end build that is required to support the clinical data model. Support the facilitation, transfer and implementation of clinical data models that have been previously built and can be transferred to the local NWAHC MEDITECH data repository.

• Where the supplied staff will work:

  East of England

• Where the supplied staff will work:

  No specific location (for example they can work remotely)

• Who the organisation using the products or services is:

  Norfolk and Norwich University Hospitals NHS Foundation Trust Colney Lane Norwich Norfolk NR4 7UY, Queen Elizabeth Hospitals Kings Lynn NHS Foundation Trust Gayton Road Kings Lynn Norfolk PE30 4ET, James Paget University Hospitals NHS Foundation Trust Lowestoft Road Gorleston Great Yarmouth Norfolk NR31 6LA.

• Why the work is being done:

  In order for NHS providers to be able to satisfy their operational, contractual, financial statutory, and clinical reporting commitments there needs to be a robust data warehouse solution including documented data architecture and schemas that support NHS normalised data structures. The normalised data structures underpin any reporting layer, datasets, reporting outputs and submissions. This means that the following steps need to be followed and completed prior to development of any statutory reporting. - Identify data items that are in the front end that need to be available via the data warehouse. Determine how to map each data item from the front end to the back end. - Design data warehouse architecture to support NHS normalised data structures based on identified data item requirements and experience NHS data structures. - Design specific NHS normalised tables including indexes, primary & secondary keys. - Document the full table schema including data lineage and population criteria. - Define the NHS reporting layer. - Document the NHS reporting layer data lineage and population criteria. - Define each dataset requirement for specific outputs to take account of external reporting requirements, associated operational reporting, validation and data quality requirements. - Document each dataset including data lineage and population criteria. - Ensure processes and protocols are in place to support, document, maintain and transfer knowledge. - Its only at this point that external outputs can be built (statutory reporting). - External outputs that are fully populated from MEDITECH data only will be prepared in the MEDITECH data repository to ensure consistency and standardisation across the 3 acutes. - External outputs (including commissioning finance) requiring stitching with local data will be populated at local data warehouse level with the required data items in MEDITECH being made available for extraction into local data warehouses for integration with other data sources.

• The business problem you need to solve:

  This development is essential to ensure continuity of operational, management, statutory and clinical reporting across the three acute trusts. Key steps include defining and designing a data warehouse that supports NHS data structures, documenting data lineage, and ensuring reporting outputs are consistent and standardised.

• First user type:

  Strategic Vision For EPR

• First user type:

  Trust Teams

• Enter more details about this user type:

  The introduction of new EPR capability represents a significant opportunity to contribute to the transformation of care. It will free up more time for patient care and increase capacity through the ability to document once and share information, leading to more consistent care planning and improved handover of care. Overall, this will improve satisfaction levels of service users and staff within the acute Trusts and across the N&W ICS. A contemporary EPR solution will provide clinical staff with real time data access, entry and presentation at the point of care, with consequent reductions in length of stay, improved patient safety and reduction of administration work. There will be increased patient involvement in their own care and information about a patient will be at the clinicians’ fingertips, supporting faster and more reliable shared decision making . Emergency Department (ED) clinicians will benefit from having immediate access to acute care records and the new EPR capability will benefit all clinical areas as it will create one single patient record that will follow a patient on their full pathway, particularly valuable for those patients with long term and multi-morbidity conditions. It will also enable improved accessibility to clinical information and integrate with mobile working access, decision support features, data analysis and business intelligence. Sharing information with clinicians across primary and community care will provide patients with continuity of care, giving them confidence that those caring for them have all the necessary information without repeatedly requesting it from the patient themselves. Details of medication, allergies and treatment plans can be shared, reducing avoidable errors and safety incidents. Beyond this, structured clinical data will provide the foundation for a new era of data-science-driven-health care in Norfolk and Waveney. It is the cornerstone of enhanced public health management for complex and deprived populations. The strategic vision for an EPR is encapsulated within the following statement: “Our EPR will act as an enabler for a greatly improved health and social care system in which care givers and patients have electronic access to more complete health records and are empowered to make better health decisions with this information."

• Enter more details about this user type:

  All SQL developers across the EPR team and individual trusts All BI analysts and report writers across the EPR team and individual trusts All DBA & data warehouse admin roles across the EPR team and individual trusts

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• About assessment criteria:

  test

• Select your pricing model:

  Fixed price

• Additional assessment methods:

  Reference

• Additional assessment methods:

  Work history

• Create your scoring criteria:

  3

• How many suppliers to evaluate:

  3

• Technical competence:

  65

• Cultural fit:

  5

• Social value:

  10

• Price:

  20

• Essential skills and experience:

  20

• Nice-to-have skills and experience (optional):

  5

• Technical questions:

  75

• Describe the essential skill or experience:

  What experience do you have in designing, developing and implementing a successful NHS normalised data warehouse structure and reporting layer, that satisfies all the statutory and operationally identified data outputs and requirements.

• Describe the essential skill or experience:

  What experience do you have with working with American EPR designed data warehouses and conversions to NHS data structures and reporting. What specific systems have you worked with in this context?

• Describe the essential skill or experience:

  What data warehouse architectural skills do you have and how would you approach the assessment to determine the correct architectural solution? • identify each of the stages required within a data warehouse development plan which should align to supplier and EPR/Trust responsibilities • how you will monitor delivery against the data warehouse development plan and what does your escalation process will look like • what data warehouse development processes & tools that you will use • how the process and tools are proven in similar projects both in terms of complexity and size • your process for managing risks and issues – relate these to the supplier and EPR/trust responsibilities • your ETL approach • your Mapping table approach • your Transformation rule approach • EPR/Trust responsibilities in terms of resources required to support the supplier • associated hardware/licences required by the trusts that are not provided by the supplier What is your approach to data warehouse development project planning and what project management tools will you use?

• Describe the essential skill or experience:

  Please detail your extensive experience and in-depth knowledge of NHS statutory reporting requirements, standards and definitions, demonstrating your appreciation of priorities of build.

• Describe the essential skill or experience:

  Please detail your extensive experience of working with NHS clinical data models, how you would approach determining the prioritisation of which clinical models could be transferred from other providers and how you would approach this.

• Describe the essential skill or experience:

  Please demonstrate your extensive experience of working with data warehouse development cycles and adopting proven development methodologies and supporting tools and what these terms mean.

• Describe the essential skill or experience:

  What would your approach be to ensuring EPR & trust staff are supported and trained throughout the development and will be competent at Go Live to ensure that the team will able to proactively manage the future development independently post go live.

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  25

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  10

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  35

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  10

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  5

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  10

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  5

• Describe the nice-to-have skill or experience:

  What experience does your nominated team have with working with MEDITECH Expanse data repository. What other company resources and reference points are available to your team, that they can get support from, that have extensive experience of working with the MEDITECH expanse data repository.

• Describe the nice-to-have skill or experience:

  What experience do you have of establishing and documenting data lineage, data dictionary and transforming data, mappings and definitions within MEDITECH expanse and the data repository.

• Describe the nice-to-have skill or experience:

  What experience do you have of establishing and documenting data lineage, data dictionary and transforming data, mappings and definitions of NHS clinical data models.

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  60

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  20

• Enter a weighting for this skill or experience in whole numbers, for example 30:

  20

• Explain the technical question:

  Please demonstrate, with examples to show your experience and understanding of what the following elements of SSMS means and how and at which point you would need to adopt these skills: -Database Administration skills -SQL Query Writing and Optimization -Data Modelling and Schema Design -Backup, Restore, and Disaster Recovery -Data Import and Export -Automation with T-SQL and Jobs -Integration with Other Tools, Cloud Database Management and Understanding -Application of Best Practices.

• Explain the technical question:

  Please evidence your extensive experience in a data warehouse development tracking tool, what tools you would recommend to support data warehouse development and what skills and software we would need to have in place prior to commencement of WP2

• Explain the technical question:

  Please provide a detailed project plan that outlines key milestones and deliverables? Include examples from previous large-scale EPR projects you have managed within healthcare settings in the NHS.

• Explain the technical question:

  Please describe how you will deliver a data warehouse development service in a multi-organisation, single instance environment. Including specific case studies.

• Explain the technical question:

  Please describe your expertise in customization, and integration with other NHS systems. Include details of your approach to providing assurance that NHS data standards, information governance, and regulatory requirements are considered and complied with

• Enter a weighting for this technical question in whole numbers, for example 30:

  60

• Enter a weighting for this technical question in whole numbers, for example 30:

  20

• Enter a weighting for this technical question in whole numbers, for example 30:

  10

• Enter a weighting for this technical question in whole numbers, for example 30:

  5

• Enter a weighting for this technical question in whole numbers, for example 30:

  5

• Your question:

  The collaboration is seeking an expert NHS data warehouse architecture and development partner to lead on the review of the MEDITECH data repository offering and propose best process for development, maintenance and hand over to create NHS administrative data structures and a reporting layer. Please describe your approach to delivering the required services, knowledge transfer, and stakeholder engagement; including examples where you have worked with multi-organisation programmes and any lessons learned.

• Enter a weighting for this question:

  100

• Explain the social value question:

  Social Value/Net Zero - NWAHC aims to reduce its carbon footprint by 80% by 2036 and suppliers are expected to contribute 40% of this reduction (excludes medicines). - NWAHC aims to reduce its energy and water carbon footprint by 80% by 2030 and suppliers are expected to contribute 40% of this reduction, albeit by a later date of 2036 (excludes medicines). - NWAHC aims to eliminate non-essential single use plastics at the earliest opportunity and reduce clinical single use plastics by half by 2025. Our supply chain is expected to facilitate this by either eliminating single use plastics from packaging, and/or follow the waste hierarchy by preventing, reducing, reusing or recycling materials. - NWAHC aims to reduce its emissions from transport by 80% by 2036 and suppliers are expected to contribute 40% of this reduction by reducing mileage, consolidating deliveries or electrifying their fleets (excludes medicines). Please describe the commitment your organisation will make to ensure that opportunities under the contract deliver our Social Value/Net Zero ‘aims’. Detail how, through the delivery of the contract, you plan to reduce your carbon emissions (both in your supply chain and embedded carbon within products) through the provision of the product/service. Detail how, through the delivery of the contract, you plan to reduce the road miles required for the provision and running of the service in scope. Detail how, through the delivery of the contract, the service being proposed can be digitised throughout the duration of the award, to reduce emissions and resources used where possible whilst still achieving the same outcome

• Enter a weighting for this question:

  100

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• Publication of stage 1:

  October 24, 2024, 4:00 PM

• Clarification period closes:

  November 3, 2024, 4:00 PM

• Deadline for suppliers to submit their stage 1 responses:

  November 17, 2024, 4:00 PM

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