Published date: 29 October 2015

Awarded contract - This means that the contract has been awarded to a supplier.


Closing: 1 October 2015

Contract summary

Industry

  • IT services: consulting, software development, Internet and support - 72000000

Location of contract

London

Value of contract

£110,000

Procurement reference

ECM3261

Published date

29 October 2015

Closing date

1 October 2015

Contract start date

1 November 2015

Contract end date

31 October 2017

Contract type

Service contract

Procedure type

Other:

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The Centralised Spreadsheet is used by various teams within MHRA to track work. The spreadsheet contains two sets of data - NACS (New Licenses) and VACS (Variations). The centralised spreadsheet currently has over 14,550 rows and 50+ columns, with 300+ rows imported on a monthly basis.

The spreadsheet is the only record within the agency of who does what, and it's become difficult to manage, due to the limited workflow management and historical records. The spreadsheet also records when/if MHRA gets paid, and the Finance team use it for tracking income and payments. This could potentially add risk of possible duplications.

The spreadsheet contains work which comes from the CHMP (Committee on Human Medicinal Products) and PRAC (Pharmacovigilance Risk assessment Committee). Both committees work on different time points, but some licences have to go through both committees. This potentially causes problems of missing timetables, as the spreadsheet is used to track work for assessors.

Tracking bids in the spreadsheet is based on a contract with the EMA and there is no consistency from the EMA as to when contracts gets paid, which means finance have to check the spreadsheet to ensure things are covered. Overtime, the spreadsheet has become unstable and requires expert knowledge, which does not necessarily reside within the MHRA. When the MHRA moved to Office 2010 from Office XP, a lot of functionality was lost, specifically related to sharing. The ability to do basic searching and reporting is difficult, as is the ability to make updates or change fields etc. The spreadsheet is also very slow to open.

2. Proposed Change
The new cloud based workflow management system must provide the ability to:
- Allow users to move through the various stages to completion for bids
- Notify users of changes to cases via emails
- Allow users to only see what their profile allows
- Provide management, and dashboard reports, as well individual ad hoc reports for users
- Search for cases and provide full history of changes to cases
- Maintain financial records for payments
- Provide system administration and ability for admin users to add to the workflow process and make modifications to existing workflow processes
- Provide an easy to use and intuitive user interface

More information

Additional text

This contract was awarded under the Crown Commercial Services Framework RM1557 - G-Cloud

Award information

Awarded date

29 October 2015

Contract start date

1 November 2015

Contract end date

31 October 2017

Total value of contract

£110,000

This contract was awarded to 1 supplier.

Methods Digital Ltd

Address

16 St Martin’s le Grand, St Paul’s, London EC1A 4EN

Reference

None

Supplier is SME?

No

Supplier is VCSE?

No

About the buyer

Contact name

Procurement

Address

Blanche Lane
South Mimms
Potters Bar
EN6 3QG
England

Telephone

01707 641 000

Email

purchasing@nibsc.org

Website

www.mhra.gov.uk