George Weston Foods Procurement

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George Weston Foods Procurement

• The Gemstones Pack

• How does Gemstones work?
• What does it get you?

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The process as a picture
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Objective Apply the Gemstones from a given
conference to our business
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1) Kick Off
Match original objectives and action planning
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2) Session planning and attendance
3) Consolidation
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4) Output
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Objectives of the Gemstones Pack
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• The objectives of the Gemstones Pack are
• To provide a structured way of achieving the best
  possible outcome from a team participation to a
  Conference/learning event.
• To offer an effective procedure to share, compare
  and consolidate learnings.
• A method to keep the information most relevant to
  our business in a consistent and useable format.
• By using the Gemstones pack, the team does not
  only come out of a conference with personal
  knowledge, but also has a way to absorb the best
  ideas from their colleagues.
• Helps find the special few elements in each
  speakers presentation, and then distil from that
  the 'gems' that can help our procurement team and
  help our company.

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Stage 1 Kick Off
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• Four weeks prior to the conference, the following
  tasks are organised
• Choose which team members are going to be
  attending the conference (who didnt go last
  year? Are there any new starters?)
• Amongst these team members, nomination of a team
  coordinator as a first point of contact for all
  team members.
• The team coordinator will then be responsible for
  information circulation amongst all team members,
  and to make sure that everyone has understood
  what is expected from the attendance to this
  conference and how the Gemstones process works.
  
• Circulate all published material about the event
  to the participants.
• The event is also added to the usual Teambrief
  agenda for preliminary discussions.

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Stage 2 Session Planning and attendance
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• The second part of the Gemstones process covers
  the last step of the pre-conference organisation
  
• For clarity, and to help with the organisation
  process, a master plan is created.
• It includes the contact details and positions of
  all participants to the conference.
• It shows a list of all seminars, plenary
  sessions, workshops etc and assigns at least 1
  participant to each session (multiple are OK).
• A session owner is also nominated for each
  session. The role of the session owner at this
  stage is to be the central point of contact for
  this particular session for others who might be
  attending the same session.

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To see an example, click here ?
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Stage 2 Session Planning and attendance
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• The Gemstones template is for the team to take
  notes in a uniform way. It is circulated to the
  team prior to the conference, in order for the
  participants to have the time to familiarise
  themselves with the template and get a better
  understanding of what they need to get out of the
  conference.
• Using a common template also makes it easier to
  consolidate the information and put together a
  summary of each session.
• A breakfast team meeting is held before session
  1/ day 1. Here everyone sees what is covered by
  who and any loose ends are seen to.

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To see an example, click here ?
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Stage 3 Consolidation
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• After the conference, the consolidation process
  starts, which encompasses the following
• A team meeting after the last session on the last
  day reinforces whats next? and by when.
• Participants send completed soft copies of their
  notes (using the Gemstones template provided) to
  the relevant session owners.
• The Session owners then compile the common
  Gemstone documents relating to their session.
• The session owners confirm that the notes for all
  sessions from all participants are complete, and
  produce one consolidated Gemstones document on
  their session.
• The session owners send their consolidation to
  the team coordinator.
• The team coordinator then creates a Gemstones
  pack
• For example, for GWF, after the 4th CIPSA
  conference, in total, 158 ideas were consolidated
  across 24 sessions.

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Stage 4 Output
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• The last step of the process is to prioritise the
  consolidated list down to the few Gemstones (the
  short list) that we want and are in position to
  use in the business, and to place a rank in their
  priority
• The team coordinator presents a selection of
  potential Gemstones at the GWF Procurement
  Workshop. The presentation is an important step,
  as only a part of the whole procurement team
  attended the Conference. The team members who did
  not attend must get a clear understanding of the
  potential Gemstones through the presentation in
  order to make an informed decision.
• A segmentation tool (see example below) is used
  to prioritise the ideas presented to the ones
  that will be the easiest to implement and/or will
  have the strongest impact. It also helps us
  choose the Quick Wins.
• The number of Gemstones that the team needs to
  choose is set at 12. If it really MUST be more
  than 12 because the team cannot rule out some
  very powerful ideas, then this figure can be
  revised.
• The procurement team discuss the priorities of
  the potential Gemstones during the GWF annual
  Procurement Workshop, and segment the ideas
  between the do now/do later. This confirms the
  quick wins.
• The output matches the original objectives.

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A prioritisation tool is used during this part of
the process. To see an example, click here ?
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Conclusion What makes this work?
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• The Gemstones process has an owner (with a
  helper).
• The quality of the result is part of the owners
  annual objectives, and his/her performance
  leading the process will be appraised.
• The Gemstones process is structured and uses
  simple tools and templates.
• Everybody contributed to / created the findings
  there is an ownership component to the outcome.
• The prioritisation process takes from too many
  ideas to find the few Gemstones.
• The fact that it generates actions gives
  credibility to the Gemstones process.

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