A collaboration between seven Mental Health and Community NHS Trusts operating within the North West of England was established in late 2010 to procure a framework of Clinical Information Systems. The Trusts provide a range of services to patients of all ages including, but not limited to, mental health, drug and alcohol treatment and psychology services.
The collaboration was established in 2010 with the purpose of procuring a framework of Clinical Information System (CIS) suppliers to meet the combined requirements of the seven organisations. A project management solution was needed to support the project team of 50 throughout this process.
The key challenges were:
Ensuring that all seven organisations kept pace with the project. There was a very tight schedule of 13 months which was determined by a contractual date of one of the collaborative member organisations;
Ensuring that all seven organisations had equal input to defining the requirements and later evaluating the bidder responses. Both of these processes involved reviewing large volumes of documentation and supporting information, which needed to be accessible to every team member;
Ensuring that the procurement process was transparent and the vast amount of documentation was version controlled;
Ensuring that each organisation achieved its own local objectives from the procurement.