Overview

Background

The current solution used to manage the Accommodation Catering and Events Delivered Catering service does not meet the business requirements, and having been advised by the supplier of the current solution that the product will no longer be developed, there is now the requirement to procure a replacement solution that will deliver the specified business requirements. 

Scope

The scope of this project will be to define the business requirements required in a new Delivered Catering solution.  In compiling this functionality, there will be the requirement to;

• Ensure that these can be fully accommodated within the new core Finance system via an appropriate interface, and this will require consultation with the core Finance team
• Consider the impact and requirements of Single Sign On (SSO) via EASE

In addition;

• The technical requirements will be defined by referring to the current IS Procurement Question Set.  In compiling the appropriate questions, the ACE technical Lead will lead the IT Procurement questions with assistance from colleagues in both Applications Directorate and Information Security.  
• The Accessibility requirements will be defined and subsequently reviewed by the ISG Disability Officer.

Given the available budget for the contract, the procurement route will follow ‘Route One’ of the Universities Procurement guidelines that requires a minimum of three quotations to be sought from different suppliers that will deliver the specified business and functional requirements  

The implementation of any procured solution will be out of scope of this project and be delivered via a follow-on project, during which an Equalities Impact Assessment (EqIA) will also be completed.

Objectives

Priority – M = Must Have; S = Should Have; C = Could Have; W = Want 

• M = has to be satisfied for the final solution to be acceptable in terms of delivery dates, compliance, viability etc. 

• S = high-priority requirement that should be included if possible -workarounds may be available 

• C = a nice-to-have requirement 

• W = want but will not be part of this project 

• O = Objective 

• D = Deliverable 

Benefits

• The procured solution will lead to enhance the service offered through Delivered Catering through

  • Improved Service Delivery
  • Full utilisation of new Core Finance System
  • Improved customer experience

• Delivery of a specification of requirements which can used as living document to review on-going functional requirements  

• Compliance with recommended procurement processes within the University  

Success Criteria

The project will be considered a success on the successful delivery of the following 

• Delivery of a specification of requirement 

• Compliance with recommended procurement processes  

• Full audit of procurement process 

• Ability to enable full integration with Core Finance system  

• Ability to implement SSO

Project Milestones