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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Content
1.
2.
3.
Introduction
Standard Templates
1.1
Background/Overview
3.1
Customer Needs Statement
1.2
Purpose, Objectives and Deliverables
3.2
Agenda (tracker)
1.3
Stakeholders/Users
3.3
Surgery Schedule
Boot Camp Set up
3.4
Question Log - open
2.1
Main Room:
a. A Standard Template Layout
b. A Standard Room Layout
3.5
Supplier Interest Tracker
3.6
Question Log – closed
2.2
Surgery Room:
a. A Standard Template Layout
3.7
3 Cs
2.3
Project Room:
a. A Standard Template Layout
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Industry Boot Camp
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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Industry Boot Camp
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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Industry Boot Camp
1.3 Users & Stakeholders
Procurement
Team
Suppliers
Business
End User
(Subject
Matter
Experts)
Industry
Boot Camp
Owner:
Project
Lead
Legal (HR &
Commercial)
/
Finance
Team
Contract
Manager
Project
SRO (or
delegate)
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Industry Boot Camp
2. Industry Boot Camp
A standard set up
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2.1a Main Room – A Standard Template Layout
Inputs
Processes
Building Map &
Domestics
A3
Agenda Tracker
A3
Standard Template #3
Customer Needs
Statement
A3
Standard Template #7
Surgery Schedule
A3
Standard Template #26
Outputs
Question Log (Open)
A3
Standard Template #18
Further information on
the requirement e.g. as
is service map
Attendance List
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Industry Boot Camp
2.1b Main Room – A Standard Room Layout
Wall Space
Projector
Wall Space
Wall Space
Supplier seating
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Industry Boot Camp
2.2a Surgery Room – A Standard Template Layout
Outputs
Inputs
Question Log (Closed –
new one for each
session)
A3
Standard Template #18
Customer Needs
Statement
A3
Standard template #7
Surgery Schedule
A3
Standard Template #26
Further information on
the requirement e.g. as
is service map
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Industry Boot Camp
2.3a Project Room – A Standard Template Layout
Inputs
3Cs
A3
Standard Template #1
Processes
Surgery Schedule
A3
Standard Template #26
Outputs
Supplier Interest Tracker
A3
Standard template #24
Question Log (closed –
charting suppliers
questions)
A3
Standard Template #18
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Industry Boot Camp
3. Standard Template Guidance
A 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
•
1
•
•
2
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.
1. Today's date
2. 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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Industry Boot Camp
3.2 Agenda Tracker
1
2
3
5
4
Benefits
Owner
Nominated
team
member
To have the agenda on display for everyone to see.
To keep the timetable for the day on track
Users
Project team
How to use
•
Populate each field as follow and print for display in the main room :
4. Achieved (Y/N)
1. Owner
5. Recovery action if required
2. Activity/Purpose
3. Time
1.
2.
3.
4.
5.
Audience
Suppliers
Frequency of review
During each break throughout
the day
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
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Industry Boot Camp
3.3 Surgery Schedule
1
2
3
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:
1.
2.
3.
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
Industry Boot Camp
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3.4 Question Log - Open
1
2
3
4
5
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:
1.
2.
3.
4.
5.
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
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Owner
Nominated team member
Audience
Suppliers
Key stakeholders
Users
Project lead
Project team
Frequency of use
As questions are raised
Industry Boot Camp
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.
1.
2.
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
3.
1
2
4.
5.
3
1. Number
2. Key
3. Potential
4
5
4. Confirmed
5. Actual
Owner
Nominated team member
Audience
Internal
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Users
Project team
Frequency of use
Throughout the day
Industry Boot Camp
3.6 Question Log – to be used in the project room
1
2
3
4
3
5
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
•
1.
2.
3.
4.
5.
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
Users
Audience
Owner
Project
lead
Internal
Nominated team member
Project UNCLASSIFIED
team
Frequency of use
As questions are raised
Industry Boot Camp
3.7 3Cs
7
1
2
3
4
6
5
7
Benefits
To capture issues and concerns throughout the day particularly if they cannot be resolved instantly.
How to use
•
1.
2.
3.
4.
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
Owner
Nominated
team member
Users
Project team
Audience
Stakeholders
5. Who is responsible
6. Date for review
7. Status of the concern
Frequency of review
Throughout the day
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Industry Boot Camp