Visual Management in
Procurement
Stakeholder Boot Camp
Guidance V2.0
Business Need
Identification
Stage 1 in the Restricted and
Open Procedures
PaceSetter in HMRC
Content
1.
2.
Introduction
3.
Standard Templates
1.1
Background / Overview
3.1
Boot Camp Etiquette
1.2
Purpose, Objectives and Deliverables
3.2
Customer Needs Statement
1.3
Stakeholders/Users
3.3
Agenda Tracker
Boot Camp Set Up
3.4
House of Quality
2.1
3.5
3Cs
3.6
Question Log
3.7
Project Timeline
Main Room:
a. A Standard Template Layout
b. A Standard Room 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 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
Stakeholder Boot Camp
1.3 Potential Users
Procurement
Team
Policy /
Requirement
Owners
Legal /
Finance
Team
Stakeholder
Boot Camp
Owner:
Project Lead
Stakeholders
(Business
Subject
Matter
Experts)
Contract
Manager
Project
SRO (or
delegate)
Stakeholder Boot Camp
2. Stakeholder Boot Camp
A standard set up
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2.1a A Standard Template Layout
Inputs
Processes
Outputs
Building Map & Any
Domestics
A3
Agenda Tracker
A3
Standard Template #3
Question Log
A3
Standard Template #18
Boot camp etiquette
A3
Standard Template #4
3Cs
A3
Standard Template #1
Project timeline
A3
Standard Template #16
Customer Need
Statement
A3
Standard Template #7
House of Quality
A3
Standard Template #12
Stakeholder Boot Camp
2.2b A Standard Room Layout
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3. Standard Template Guidance
A 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
Owner
Facilitator
Users
Project lead
Project team
Frequency of review
At the beginning of the day
Throughout the day if required
Audience
Stakeholders
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Stakeholder Boot Camp
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
1
•
•
•
2
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.
1. Today's date
2. Statement of business needs in outcome terms
Owner
Project Lead &
Facilitator
Audience
Stakeholders
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
1
2
3
4
5
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 :
1. Owner
2. Activity/Purpose
3. Time
1.
2.
3.
4.
5.
4. Achieved (Y/N)
5. Recovery action if required
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
Audience
Frequency of review
Users
Project Lead & facilitator
Stakeholders
During each break throughout the day
Project team
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3.4 House of Quality
9
9
1
8
7
6
2
3
4
5
6
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
9
9
1
8
6
6a
2
4
3
5
7
How to use continued
Areas should be populated as follows
1. Identify the Stakeholder/Department.
2. 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.
3. Requirements captured on post it notes.
4. Priority of requirements agreed by stakeholders.
5. - 9. Will be completed outside of the boot camp see following slide.
Owner
Facilitator & Project Lead
Users
Project team
Audience
Stakeholders
Frequency of review
Throughout the boot camp as the main focus of agreeing the
requirements.
Completed outside the boot camp.
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3.4 House of Quality Continued
9
9
1
8
6
6a
2
3
4
5
7
How to use continued
5. The individual stakeholder priority (2) is multiplied by the requirement priority (4) to give the overall priority (5).
6. Identify existing measures.
7. Evaluate the strength of the relationship between each requirement and the measures that currently exist using strong,
moderate, weak or none see 6a.
8. For high priority requirements, identify the gaps in existing measures and design new measures that have a strong
relationships with priority requirements.
9. 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
7
1
2
3
4
5
6
7
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
•
1.
2.
3.
4.
Print a blank version, display in the main room and complete as required:
Insert the date that the concern was raised 5. Who is responsible 7. Status of the concern
6. Date for review
Highlight the concern
Include the cause for the concern
Frequency of review
Audience
Users
Highlight the countermeasure for the concern Owner
Project Lead Project team Stakeholders Throughout the Boot camp
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3.6 Question Log
1
2
3
4
5
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
•
•
1.
2.
3.
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
Owner
Project Lead
Audience
Stakeholders
Users
Project team
4. List follow up action required, if any
5. Specify Open or closed status
Frequency of review
As questions are raised, at the end of the day & then post event
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3.7 Project Timeline
1
2
3
4
5
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
•
1.
2.
3.
4.
5.
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.
Users
Owner
Project Team
Project Lead
Populate with key milestones (PIN, Industry bootcamp, OJEU)
Grey out the relevant dates for each milestone
Audience
Identify the owner and review date for each milestone
Stakeholders
Include any additional comments for each milestone
Frequency of review
Highlight the status (Late, Not yet started, Planned, In progress, Complete)
At the end of the day before boot camp close
Stakeholder Boot Camp
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