pacesetter in hmrc visual management in procurement industry boot camp guidance v2.0 market analysis...

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Visual Management in Procurement

Industry Boot Camp Guidance V2.0

Market Analysis Phase Stage 1 in the Restricted and Open procedures and stage 3 in a Competitive Dialogue

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Industry Boot CampIndustry Boot Camp

1. Introduction

1.1 Background/Overview

1.2 Purpose, Objectives and Deliverables

1.3 Stakeholders/Users

2. Boot Camp Set up

2.1 Main Room:a. A Standard Template Layoutb. A Standard Room Layout

2.2 Surgery Room:a. A Standard Template Layout

2.3 Project Room: a. A Standard Template Layout

Content

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3. Standard Templates

3.1 Customer Needs Statement

3.2 Agenda (tracker)

3.3 Surgery Schedule

3.4 Question Log - open

3.5 Supplier Interest Tracker

3.6 Question Log – closed

3.7 3 Cs

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1. Introduction

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1.1 Background/Overview

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Visual Management

Visual Management is used in a Lean environment to make the status and performance of a work area immediately obvious,

both to those working in the process, and to those managing the process. The test of good Visual Management is that a

visitor to the work area should be able to pick up the progress and issues in the programme/project, without having to ask.

This is the Visual Management pack for the Industry Boot Camp to aid the team in successfully managing the day. It is

intended to give you guidance and recommendations on how to set up a room / rooms and a set of Visual Management

templates that can be used to facilitate the day.

Industry Boot Camp

An industry boot camp should be held during the market analysis phase of the project to inform your requirement and

procurement strategy. It is intended as a one day event (though you may need to run more than one) to present your

business requirements to suppliers and invite questions, feedback and discussion. The day should lead to a joint

understanding between you and potential suppliers of the intended outcome of the procurement. You will probably require

one large room which can hold all participants plus a private room or rooms to host supplier surgeries. You may also want a

project team room or alternatively one team member can have a lap top with the project team only templates and fill them in

as required.

Related documents:

CD SOP 3.1 Run industry boot camp and Restricted & Open SOP 1.6 Run industry boot camp

Standard Template Library


• To undertake market analysis

• To shape your requirement based on feedback from industry

1.2 Purpose, Objectives and Deliverables

• To prevent unachievable projects from reaching OJEU stage

• To gain initial supplier awareness, engagement and opinion, resulting in a confidence around viability of concept

• To gain insight to the market possibilities and potential innovative solutions

• To understand risks and issues not previously considered

• To inform your procurement strategy

• An updated business case

• Information that can be used to populate & inform your requirement and your procurement strategy

Purpose

Objectives

Deliverables

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1.3 Users & Stakeholders

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2. Industry Boot Camp A standard set up

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2.1a Main Room – A Standard Template Layout

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Inputs OutputsProcesses

Building Map & DomesticsA3

Customer Needs StatementA3Standard Template #7

Surgery ScheduleA3Standard Template #26

Agenda TrackerA3Standard Template #3

Question Log (Open)A3Standard Template #18

Further information on the requirement e.g. as is service map

Attendance List


2.1b Main Room – A Standard Room Layout

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ProjectorWall Space

Wal

l Spa

ce

Wall Space

Supplier seating


2.2a Surgery Room – A Standard Template Layout

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Inputs

Customer Needs StatementA3Standard template #7


Further information on the requirement e.g. as is service map

Question Log (Closed – new one for each session)A3Standard Template #18

Outputs


2.3a Project Room – A Standard Template Layout

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Inputs

Supplier Interest TrackerA3Standard template #24

Question Log (closed – charting suppliers questions)A3Standard Template #18

3CsA3Standard Template #1

Processes Outputs


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3. Standard Template Guidance

A set of standard templates has been developed to help

facilitate an industry boot camp. It is recommended that you

use some of these or similar to help manage the day and

capture the feedback on your business requirements.

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This guidance has been designed to enable the user to

attain a good understanding of how to use, populate and

display the visual management, as well as their benefits,

how frequently they could be reviewed and updated and

who might be responsible for the data.


BenefitsHaving the customer needs statement (business outcome as currently understood) on display will provide a reference point for suppliers throughout the day.The SRO can draw attention to it when opening the boot camp and presenting.

How to use•Either print out on A3 or larger the customer needs statement or•Draw the template on flip chart paper and write in the date and needs statement.•Highlight at the beginning of the day & revisit throughout the day as required.

1.Today's date2.Business outcome

3.1 Customer Needs Statement

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1

2

OwnerProject lead

Frequency of reviewAt the beginning of the day and then as required

UsersSRO

AudienceKey stakeholdersSuppliers


3.2 Agenda Tracker

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BenefitsTo have the agenda on display for everyone to see.To keep the timetable for the day on track

How to use•Populate each field as follow and print for display in the main room :

1. Input the lead for each activity (see point 2)2. Input each agenda item3. Shade in the allotted time period4. At regular intervals throughout the day mark whether each activity has been achieved or not5. If an activity has not been achieved or there is slippage from the expected timings note these in the final column with any further actions required

1 2 3 4 5

OwnerNominated team member

UsersProject team

AudienceSuppliers

Frequency of reviewDuring each break throughout the day1. Owner

2. Activity/Purpose3. Time

4. Achieved (Y/N)5. Recovery action if required


3.3 Surgery Schedule

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BenefitsA visible display of the one to ones that you have scheduled to make sure people are in the right place at the right time.

How to useOnce details of which suppliers are attending the boot camp have been received complete the schedule as follows and print for display in the main room:

1.Input Supplier name2.Input relevant room details e.g. Floor + room number/name (this should correlate to the Building map that should also be displayed in the main room. 3.Populate with colour, the planned time slots for each supplier

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UsersProject leadProject teamAll suppliers

Frequency of reviewDuring each break throughout the day and re-schedule if required


3.4 Question Log - Open

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BenefitsTo capture and record open questions to ensure that answers are either generated during the day and fed back or that unanswered questions can be captured and replayed back to all attendees after the event.

How to use•Either print a blank version, display in the main room or draw on flip chart paper and display in the main room and complete as required:

1.Write up each question as its raised2.List who the question came from and the date (supplier name)3.Write up the response given4.List follow up action if required5.Specify open or closed status

1 2 4


Frequency of useAs questions are raised

UsersProject leadProject team

AudienceSuppliersKey stakeholders

3 5


3.5 Supplier Interest Tracker

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3

UsersProject team


BenefitsKnowing which suppliers are still interested at each stage

will inform your market intelligence.Tracking the level of interest of SMEs could provide

additional intelligence to inform your requirement and decisions as to the size of the contract or lotting strategy.

How to use• Template can either be drawn on flip chart paper and

displayed in the project room or completed electronically by a project team member before and during the day.

1. List numbers on the vertical axes ascending in 5s2. Key defines the colours for Large Enterprises and

SMEs3. In accordance with the key plot the potential number of

suppliers (both Large Enterprises and SMEs) that will attend

4. Plot the number of suppliers (both large enterprises and SMEs) that have confirmed their attendance

5. Plot on the day the actual number of suppliers (both large enterprises and SMEs) that attend by monitoring the attendance list.

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3

1. Number2. Key3. Potential

4. Confirmed5. Actual

4 5

AudienceInternal

Frequency of useThroughout the day


3.6 Question Log – to be used in the project room

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BenefitsTo capture and record supplier specific questions to ensure that answers are either generated during the day and fed back or that unanswered questions can be captured and replayed back to the supplier in question after the event.

How to use•Template can either be drawn on flip chart paper and displayed in the project room or completed electronically by a project team member and populated during the surgery sessions.

1.Write up each question as its raised2.List who the question came from and the date (supplier name)3.Write up the response given4.List follow up action if required5.Specify open or closed status

1


Frequency of useAs questions are raised

UsersProject leadProject team

AudienceInternal

31 2 43 5


3.7 3Cs

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BenefitsTo capture issues and concerns throughout the day particularly if they cannot be resolved instantly.

How to use•Template can either be drawn on flip chart paper and displayed in the project room or completed electronically by a project team member and populated during the day.


Frequency of reviewThroughout the day

UsersProject team

AudienceStakeholders

1. Insert the date that the concern was raised2. Highlight the concern3. Include the cause for the concern4. Highlight the countermeasure for the concern

5. Who is responsible 6. Date for review

7. Status of the concern

1 2 3 4 5 6 7

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