Title: 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
1Visual 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
2Content
- 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
31. Introduction
41.1 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
51.2 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
61.3 Users Stakeholders
72. Industry Boot Camp A standard set up
82.1a Main Room A Standard Template Layout
Further information on the requirement e.g. as
is service map
Attendance List
92.1b Main Room A Standard Room Layout
102.2a 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
112.3a Project Room A Standard Template Layout
Processes
Outputs
Surgery Schedule A3 Standard Template 26
123. 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.
133.1 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
143.2 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
- Achieved (Y/N)
- Recovery action if required
- Owner
- Activity/Purpose
- Time
153.3 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
163.4 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
173.5 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.
3
Owner Nominated team member
Users Project team
Audience Internal
Frequency of use Throughout the day
- Number
- Key
- Potential
- Confirmed
- Actual
183.6 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
193.7 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.
- Insert the date that the concern was raised
- Highlight the concern
- Include the cause for the concern
- Highlight the countermeasure for the concern
- Who is responsible
- Date for review
- Status of the concern
Owner Nominated team member
Frequency of review Throughout the day
Users Project team
Audience Stakeholders