SOG-HSSD-T-For the Supply, including Design, Implementation, Training and Maintenance & Support of a Document Management System for the Health and Social Services Department

The HSSD require a Bidder to supply, design, implement, maintain and support a Document Management System (DMS) to digitise both our current and archived clinical paper documents and for the creation and / or capture, storage and retrieval of future documents .

Pre-project work already undertaken indicates that a DMS is essential in meeting several elements of the HSSDs 20/20 vision (http://www.gov.gg/Hssd2020Vision) and the overall aim of the HSSD to provide modern key infrastructure and one patient one record from cradle to grave objective.

The HSSD employs 1900 staff across 4 main areas: Secondary Health, Mental Health, Children & Young Peoples Services and Community. Staff are located on multiple sites around Guernsey and Alderney as well as working remotely in the community.

The DMS must be able to seamlessly integrate with HSSDs main Patient Administration System (PAS), TrakCare (provided by Intersystems), as well as having the ability to integrate with other Healthcare systems if required. Potential Bidders should note that an important consideration in the weighting of the qualification criteria in respect of questions [8 and 9] of this PQQ is an evidence based capabilityof the Potential Bidder and the solution it proposes to be, or having been, successfully integrated with systems such as or similar to TrakCare, in similar organisations to HSSD where there are complex system integration challenges coupled with a high degree of document security/restricted access controls and risks to the safety of the data subject.

The DMS must be able to offer quick, efficient, secure multi-site, 24/7 access to multiple users simultaneously. It must be able to be backed up on a daily basis without any loss of service and provide an access audit trail.

The scanning element of the DMS must be fast and high volume. Removal of the records off-Island to a large bureau facility is not possible.

There must be the ability to set various levels of access to documents based upon a users security group or permissions so that documents outside of a users remit cannot be accessed. Use of the DMS must be auditable so user activity can be tracked and checked if appropriate.

The scope of the project is that the DMS system is to be installed across the 4 main HSSD areas: Secondary Health, Mental Health, Children & Young Peoples services and Community.

The main criteria and requirements are detailed in the attached Document Management System (DMS) Outline Specification for use with Pre Qualification Questionnaire.

The project is expected to deliver the following key benefits:

1. Reduced Full Time Equivalent(s)
2. Reduced operational costs
3. Business continuity solution
4. Improved patient care
5. Ease of access
6. Speed of access
7. Reduction in physical storage space
8. Improved record security
9. Controlled and improved document distribution
10. Audit trail
11. Improved regulatory compliance

Following procurement the project is targeted to commence in Q1 2015 with a