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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Visual Management in ProcurementIndustry Boot
Camp Guidance V2.0Market Analysis Phase Stage 1
in the Restricted and Open procedures and stage 3
in a Competitive Dialogue
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Content

• 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

• 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
• 2.2 Surgery Room
• a. A Standard Template Layout
• 2.3 Project Room
• a. A Standard Template Layout

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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 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

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1.2 Purpose, Objectives and Deliverables
Purpose

• To undertake market analysis
• To shape your requirement based on feedback from
  industry

Objectives

• 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

Deliverables

• An updated business case
• Information that can be used to populate inform
  your requirement and your procurement strategy

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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
Further information on the requirement e.g. as
is service map
Attendance List
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2.1b Main Room A Standard Room Layout
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2.2a Surgery Room A Standard Template Layout
Outputs
Question Log (Closed new one for each
session) A3 Standard Template 18
Further information on the requirement e.g. as
is service map
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2.3a Project Room A Standard Template Layout
Processes
Outputs
Surgery Schedule A3 Standard Template 26
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3. Standard Template GuidanceA 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.
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.
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3.1 Customer Needs Statement

• Benefits
• Having 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.
• Today's date
• Business outcome

Owner Project lead
Users SRO
Audience Key stakeholders Suppliers
Frequency of review At the beginning of the day
and then as required
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3.2 Agenda Tracker

• Benefits
• To 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
• 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 Nominated team member
Users Project team
Frequency of review During each break throughout
the day
Audience Suppliers

1. Achieved (Y/N)
2. Recovery action if required

1. Owner
2. Activity/Purpose
3. Time

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3.3 Surgery Schedule

• Benefits
• A 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 use
• Once 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
• Input Supplier name
• 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.
• Populate with colour, the planned time slots for
  each supplier
• 
  

Owner Nominated team member
Users Project lead Project team All suppliers
Frequency of review During each break throughout
the day and re-schedule if required
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3.4 Question Log - Open

• Benefits
• To 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
• Write up each question as its raised
• List who the question came from and the date
  (supplier name)
• Write up the response given
• List follow up action if required
• Specify open or closed status
• 
  

Audience Suppliers Key stakeholders
Owner Nominated team member
Users Project lead Project team
Frequency of use As questions are raised
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3.5 Supplier Interest Tracker

• Benefits
• Knowing 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.
• List numbers on the vertical axes ascending in
  5s
• Key defines the colours for Large Enterprises and
  SMEs
• In accordance with the key plot the potential
  number of suppliers (both Large Enterprises and
  SMEs) that will attend
• Plot the number of suppliers (both large
  enterprises and SMEs) that have confirmed their
  attendance
• 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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Owner Nominated team member
Users Project team
Audience Internal
Frequency of use Throughout the day

1. Number
2. Key
3. Potential

1. Confirmed
2. Actual

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3.6 Question Log to be used in the project room
1
3

• Benefits
• To 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.
• Write up each question as its raised
• List who the question came from and the date
  (supplier name)
• Write up the response given
• List follow up action if required
• Specify open or closed status
• 
  

Frequency of use As questions are raised
Users Project lead Project team
Audience Internal
Owner Nominated team member
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3.7 3Cs

• Benefits
• To 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.

1. Insert the date that the concern was raised
2. Highlight the concern
3. Include the cause for the concern
4. Highlight the countermeasure for the concern

1. Who is responsible
2. Date for review

1. Status of the concern

Owner Nominated team member
Frequency of review Throughout the day
Users Project team
Audience Stakeholders