Further provision of Corporate Performance Risk Management System via CCS RM1557.13 G-Cloud 13 framework Lot 2 Cloud Software

Southend City Council is seeking to procure a Corporate Performance and Risk Management System (currently Pentana Risk) that can provide the following functions:

• performance management • risk management • internal audit • reporting • dashboards • manage and monitor information • case management for complaints, Subject Access Requests (SARs), Freedom of Information (FOI) requests and Data Protection (breaches and queries)

The system is to be used by all council directorates and service areas and at all levels to assist with decision-making and the achievement of organisational aims and objectives.

Technical support and system maintenance will be covered.

The council's current system has over 600 users. This includes 'super users'. Super users will require a higher level of training than standard users. They will provide basic training to other users so they can access the items they need.

The Insights Team will act as the council's internal support team, liaising directly with the supplier, sharing relevant updates to system users, providing internal training and dealing with administrative tasks.

A Service Level Agreement is in place with South Essex Homes to use the system. With our current system, South Essex Homes are able to access to Castle Point Pentana system through the Southend-on-Sea version.

System requirements The new system must: • Monitor and manage performance, risks and audits • Case management and project management tool, including milestones • Search, reporting and dashboard functionality • Easy to use at all levels, including data entry, monitoring and administration • Run at a good speed • Web-based product available 24/7 • Fully functional at all times • Set up so it can be managed by the Insights team • Automate getting data in and out of the system • Automation within the system, including 'RAG status' and 'trees' with progress • Automate and schedule emails from the system • API connections with other systems • Graphs and trend and forecasting functions • Large number of users available, with different levels of access, preferably customable • be single sign-on • GDPR (General Data Protection Regulations) compliant • Deletion capability for data retention, preferably automatic with a manual override • Back-up and recovery plan • Visually pleasing • Branded with the council's logo and branding • Link to benchmarking data, to be used within reporting and dashboards • Upload documents, add comments/notes and create custom fields for data • Meet the Public Sector Bodies Accessibility Regulations (PSBAR)

The Provider will need to provide one-off, introductory training, which may be delivered in person or online, with support materials to upskill the Insights team on using and maintaining the system.