Visual Management in Procurement Stakeholder Boot Camp Guidance V2.0 Business Need Identification Stage 1 in the Restricted and Open Procedures

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Visual Management in ProcurementStakeholder
Boot Camp Guidance V2.0Business Need
IdentificationStage 1 in the Restricted and Open
Procedures
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Content

• Introduction
• 1.1 Background / Overview
• 1.2 Purpose, Objectives and Deliverables
• 1.3 Stakeholders/Users
• Boot Camp Set Up
• 2.1 Main Room
• a. A Standard Template Layout
• b. A Standard Room Layout

• Standard Templates
• 3.1 Boot Camp Etiquette
• 3.2 Customer Needs Statement
• 3.3 Agenda Tracker
• 3.4 House of Quality
• 3.5 3Cs
• 3.6 Question Log
• 3.7 Project Timeline

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1. Introduction
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1.1 Background / Overview

• 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 work area, without
  having to ask.
• This is the Visual Management pack for the
  Stakeholder 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 the room and a set of Visual Management
  templates that can be used to facilitate the day.
• Stakeholder Boot Camp
• A stakeholder boot camp should be held during the
  business need identification phase of the
  project, prior to the industry boot camp and
  where the project has multiple stakeholders with
  varying requirements. It is intended as a one day
  event designed to achieve a full understanding of
  what is required by each stakeholder to assist in
  developing the requirement before going to
  market. You will require a venue large enough to
  host all participants including the project team.
• Related documents
• SOP 1.1 Analyse business need
• Standard Template Library

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1.2 Purpose, Objectives and Deliverables
Purpose

• To ensure identification clear articulation of
  the business need.

Objectives

• To discuss and agree the business outcomes
  required
• To eliminate the need for repeated circulation of
  draft documents
• To reduce the time taken to reach an agreed
  statement of need

Deliverables

• Revised and agreed outcome-based set of
  requirements
• Agreed next steps including market engagement via
  an industry boot camp
• Joint understanding of the procurement timetable

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1.3 Potential Users
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2. Stakeholder Boot Camp A standard set up
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2.1a A Standard Template Layout
Project timeline A3 Standard Template 16
House of Quality A3 Standard Template 12
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2.2b A Standard Room Layout
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3. Standard Template GuidanceA set of standard
templates has been developed to help facilitate a
stakeholder event. It is recommended that you use
some of these or similar to help manage the day
and capture your predefined objectives.
This guidance has been designed to enable the
user to attain a good understanding of how to
use, populate and display the visual management
templates, as well as their benefits, how
frequently they could be reviewed and updated and
who might be responsible for the data.
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3.1 Boot Camp Etiquette

• Benefits
• Setting ground rules can be a key component of
  the facilitation process .
• They can help ensure everyone understands the
  various roles being employed and the
  responsibilities accorded to each.
• Ground rules can also help define the role of the
  person in charge of the meeting e.g. The
  facilitator.
• How to use
• Prior to the event agree the rules with the
  facilitator (see example opposite).
• Print and display in the main room
• Run through each rule at the beginning of the
  boot camp as part of the welcome/briefing

Users Project lead Project team
Owner Facilitator
Audience Stakeholders
Frequency of review At the beginning of the
day Throughout the day if required
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3.2 Customer Needs Statement

• Benefits
• Having the customer needs statement (business
  outcome as currently understood) on display will
  help stakeholders to focus on the outcome of the
  procurement .
• The facilitator can come back to it throughout
  the day to make sure agreed requirements will
  deliver the needs statement.
• How to use
• Either print out on A3 or larger the customer
  needs statement that was sent round prior to the
  boot camp or
• Draw the template on flip chart paper and write
  in the date and needs statement.
• Revisit throughout the day and at the end of the
  day to make sure that the needs statement and
  requirements agreed are aligned.
• Today's date
• Statement of business needs in outcome terms

Audience Stakeholders
Owner Project Lead Facilitator
Users Project lead Project team
Frequency of review Throughout the Boot camp as
required Before close of the day
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3.3 Agenda Tracker

• Benefits of use
• To have the agenda on display for everyone to
  see.
• To keep the timetable for the day on track and
  ensure all predefined objectives for the day have
  been met.
• How to use
• Populate each field as follows and print for
  display in the main room
• Input the lead for each activity (see point 2)
• Input each agenda item
• Shade in the allotted time period
• At regular intervals throughout the day mark
  whether each activity has been achieved or not
• 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
• 
  

• Owner
• Activity/Purpose
• Time

• Achieved (Y/N)
• Recovery action if required

Owner Project Lead facilitator
Audience Stakeholders
Users Project team
Frequency of review During each break throughout
the day
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3.4 House of Quality

• Benefits
• Stakeholders can see their own input and the
  input of other stakeholders easily.
• All stakeholders are clear at the end of the boot
  camp what has been agreed.
• Helps to avoid expression of requirements
  differently where in fact they are the same.
• How to use
• Populate field 1 with the stakeholders present,
  e.g. Department name, business area name,
  individual or role.
• Display in the main room.
• Get stakeholders to explain their requirements
  capture these on post it notes.
• Group them where there is commonality agree a
  combined statement.
• Get stakeholders to prioritise their
  requirements.
• The Facilitator can take a judgement as to
  whether the stakeholders assign themselves a
  priority or whether this is done outside the
  meeting. This priority is inserted in field 2.

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3.4 House of Quality Continued

• How to use continued
• Areas should be populated as follows
• Identify the Stakeholder/Department.
• If you have decided to assign a priority to each
  stakeholder in the workshop insert it here, if
  not assign the priority outside the meeting.
• Requirements captured on post it notes.
• Priority of requirements agreed by stakeholders.
• - 9. Will be completed outside of the boot camp
  see following slide.

Frequency of review Throughout the boot camp as
the main focus of agreeing the requirements. Compl
eted outside the boot camp.
Owner Facilitator Project Lead
Users Project team
Audience Stakeholders
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3.4 House of Quality Continued

• How to use continued
• The individual stakeholder priority (2) is
  multiplied by the requirement priority (4) to
  give the overall priority (5).
• Identify existing measures.
• Evaluate the strength of the relationship between
  each requirement and the measures that currently
  exist using strong, moderate, weak or none see
  6a.
• For high priority requirements, identify the gaps
  in existing measures and design new measures that
  have a strong relationships with priority
  requirements.
• In the roof of the House of Quality, indicate
  conflicting measures with a - sign and measures
  that improve together with a . For conflicting
  measures, discuss the way forward and any
  compromises that have to be made, with the your
  stakeholders.

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3.5 3Cs

• Benefits
• To capture issues and concerns throughout the day
  particularly if they cannot be resolved
  instantly.
• To provide assurance to stakeholders that
  concerns are being captured and will be addressed
  while allowing the day to continue without
  impacting too much on the timetable.
• How to use
• Print a blank version, display in the main room
  and complete as required

• Who is responsible
• Date for review

• Status of the concern

• Insert the date that the concern was raised
• Highlight the concern
• Include the cause for the concern
• Highlight the countermeasure for the concern

Frequency of review Throughout the Boot camp
Users Project team
Audience Stakeholders
Owner Project Lead
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3.6 Question Log

• Benefits
• To capture and record questions that cannot be
  answered instantly to ensure that answers are
  either generated during the day and fed back or
  are fed back to stakeholders after the boot camp.
• How to use
• Either print out the blank template from the
  library on A3 or
• Draw on flip chart paper and display in the main
  room
• Write up each questions as its raised
• List who raised the question and add the date
  (stakeholder/department)
• Write up any response given

• List follow up action required, if any
• Specify Open or closed status

Owner Project Lead
Users Project team
Audience Stakeholders
Frequency of review As questions are raised, at
the end of the day then post event
UNCLASSIFIED
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3.7 Project Timeline

• Benefits
• If there is an intended timeline this template
  will ensure all stakeholders are clear about the
  proposed timescales and can see the proposed key
  milestones.
• How to use
• Populate prior to the day and display in the main
  room. Revisit as required throughout the day and
  draw attention to it before close of the boot
  camp.
• Populate with key milestones (PIN, Industry
  bootcamp, OJEU)
• Grey out the relevant dates for each milestone
• Identify the owner and review date for each
  milestone
• Include any additional comments for each
  milestone
• Highlight the status (Late, Not yet started,
  Planned, In progress, Complete)

Users Project Team
Owner Project Lead
Audience Stakeholders
Frequency of review At the end of the day before
boot camp close