Visual Management in Procurement
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1.1
Background / Overview
1.2
Purpose, Objectives and Deliverables
1.3
Stakeholders/Users
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a. Standard Template Layout
b. Standard Room Layout
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a. Standard Template Layout
b. Standard Room Layout
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b. Standard Room Layout
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2.
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2.1
Dialogue Schedule
2.2
Dialogue Status Map
2.3
Key Messages Notice Board
2.4
Supplier Relationship Barometer
2.5
Question Log
2.6
3C
2.7
Supplier De-selection Register
2.8
Supplier Interest Tracker
2.9
Customer Needs Statement
2.10
Topic of the Day
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UNCLASSIFIED
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 Competitive Dialogue Boot Camp to aid the team in
successfully managing the whole period of dialogue. It is intended to give you specific guidance on how to
set up the rooms and the Visual Management templates to be used.
Competitive Dialogue Boot Camp
A dialogue boot camp will be held during the execution of the sourcing strategy stage as outlined in the
Future State Value Stream Map (FSVSM). The dialogue boot camp sessions will be based around the draft
contract and schedules and any related technical work streams you have identified. The dialogue boot
camp is likely to be run over a number of weeks. Accommodation required will depend on the number of
suppliers and work streams but is likely to include a room for dialogue sessions, a back office room to
establish the project performance hub and a working room for each of the suppliers.
1
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1
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UNCLASSIFIED
Related Documents
FSVSM
SOP 2.7 Establish boot camp logistics
SOP 6.5 Finalise boot camp logistics
SOP 6.6 Plan dialogue sessions
SOP 7.1 Run dialogue sessions
•
The best outcome based solution established through fact based negotiations. Ensuring suppliers only have to engage
once.
1
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2
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•
Mutual understanding of final solution requirements, validation and affordability
•
Immediate evaluation and feedback to suppliers with the opportunity for self deselection
•
Draft Full Business Case
•
Draft Solution from Suppliers with Indicative Pricing (to enable closure of dialogue)
•
Draft Contract
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•
The document provided in the Standard Document Library is an example only.
•
You should use Excel to schedule activities for the week – in whichever format works best for the Project Team.
2
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O
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Hub data manager
F
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Review daily during
dialogue
U
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Project Lead
Project team
A
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c
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Project SRO
Key stakeholders
Suppliers
2
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2
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UNCLASSIFIED
H
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•
Print copy and display.
Populate the template with the following information:
1.
Supplier Name
2.
A Red, Amber or Green Status for dialogue progress
3.
A note of any recovery or follow up action required by
Supplier or Client (Procurement) Team
O
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r
Hub data manager
F
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Every day during dialogue
U
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Project Lead
Project team
A
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Project SRO
Key stakeholders
Suppliers
2
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3
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UNCLASSIFIED
H
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e
Draw up a copy of the template onto a flip chart or
whiteboard and display in the briefing room or project
room reception
The template should be populated as follows:
1.
Date Key Message raised
2.
The Key Message that suppliers need to be aware of
3.
Any follow up action that is required by the Client Team
4.
The name of the person that added the Key Message so
that suppliers know the point of contact for queries
O
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r
To be agreed on a weekly
basis
F
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q
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Daily during dialogue
U
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Project lead
Project Team
A
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Project SRO
Key stakeholders
Suppliers
2
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4
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UNCLASSIFIED
H
o
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e
•
Print for each supplier attending the Competitive Dialogue
Boot Camp and display in the project room
•
Display each one in the Project Performance Hub after
Dialogue boot camp
•
Print 3 sets of starbursts with the suppliers name for each of
the suppliers participating in dialogue
•
After each dialogue session has been completed a member
of the project team (involved in the dialogue) selects the
ranking that best reflects the supplier throughout the session
(by placing the starburst)for each of the 3 categories:
1.
O
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s
:
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Hub data manager
F
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q
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c
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v
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w
After each dialogue session
U
s
e
r
s
Project Lead
Project Team
A
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d
i
e
n
c
e
Project SRO
Key stakeholders
2
.
5
Q
u
e
s
t
i
o
n
L
o
g
UNCLASSIFIED
H
o
w
t
o
u
s
e
•
Template to be drawn on flip chart paper and displayed in the briefing
room
1.
Write up each questions as its raised
2.
Add the answer if known
3.
List who the question came from (supplier name)
4.
List who is responsible for attaining the answer if not know (using
initials or business area
1.
Question
2.
Answer
4.
Who
5.
Owner
O
w
n
e
r
Supplier Bid Team Lead
F
r
e
q
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e
n
c
y
o
f
u
s
e
As questions are raised
U
s
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r
s
Supplier Team
A
u
d
i
e
n
c
e
Project Team
2
.
6
3
C
s
UNCLASSIFIED
H
o
w
t
o
u
s
e
•
Print and display in the project room and
each of the suppliers rooms (if required)
1.
Date raised
2.
Concern
3.
Cause
4.
Countermeasure
5.
Responsible
6.
Date due
7.
Status
O
w
n
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r
Supplier Bid Team Lead
F
r
e
q
u
e
n
c
y
o
f
r
e
v
i
e
w
Daily during Dialogue
U
s
e
r
s
Supplier Team
A
u
d
i
e
n
c
e
Procurement Team
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
5.
Who is responsible
6.
Date for review
7.
Status of the concern:
2
.
7
S
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D
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R
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UNCLASSIFIED
3
U
s
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s
Project team
O
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n
e
r
Performance Lead
H
o
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t
o
u
s
e
Print and display this template in the project room.
Areas should be populated as follows
1.
Supplier Name
2.
Date Supplier deselected
3.
Note whether the supplier self deselected or were deselected by the
evaluation team
4.
Note the reason the supplier was deselected
5.
Note any follow up action required by the Procurement Team
6.
Note whether this follow up action is ongoing (open) or completed (closed).
4
A
u
d
i
e
n
c
e
Project SRO
Key stakeholders
H
o
w
t
o
u
s
e
Draw template on flip chart paper and display in the briefing
and dialogue rooms
1.
Today's date
2.
Detail the customer needs statement from the business
2
.
5
C
u
s
t
o
m
e
r
N
e
e
d
s
S
t
a
t
e
m
e
n
t
UNCLASSIFIED
O
w
n
e
r
Hub data manager
F
r
e
q
u
e
n
c
y
o
f
r
e
v
i
e
w
As part of the daily meeting
U
s
e
r
s
Project Lead
Project team
A
u
d
i
e
n
c
e
Project SRO
Key stakeholders
2
.
1
0
D
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T
o
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o
f
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h
e
D
a
y
UNCLASSIFIED
3
U
s
e
r
s
Project team
O
w
n
e
r
Project Lead
H
o
w
t
o
u
s
e
Print and display this template in the
briefing and dialogue rooms.
Areas should be populated as follows
1.
Today’s Date
2.
The objective to be achieved during
dialogue for that day
3
4
A
u
d
i
e
n
c
e
Suppliers
Visual Management in Procurement Boot Camp is designed to facilitate the execution of sourcing strategy through Competitive Dialogue phase. It provides specific guidance on setting up rooms and templates for effective management. The boot camp aims to achieve the best outcome through fact-based negotiations, mutual understanding of solution requirements, and timely feedback to suppliers.
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Presentation Transcript
Visual Management in Procurement Dialogue Boot Camp Guidance Execution of Sourcing Strategy through Competitive Dialogue Phase
Content 1. Boot Camp Room Set Up 2. Standard Templates 1.1 Background / Overview 2.1 Dialogue Schedule 1.2 Purpose, Objectives and Deliverables 2.2 Dialogue Status Map 1.3 Stakeholders/Users 2.3 Key Messages Notice Board 1.4 Briefing Room: a. Standard Template Layout b. Standard Room Layout 2.4 Supplier Relationship Barometer 2.5 Question Log 1.5 Project Room: a. Standard Template Layout b. Standard Room Layout 2.6 3C 2.7 Supplier De-selection Register 1.6 Dialogue Room: a. Standard Template Layout b. Standard Room Layout 2.8 Supplier Interest Tracker 2.9 Customer Needs Statement 1.7 Supplier Room: a. Standard Template Layout b. Standard Room Layout 2.10 Topic of the Day UNCLASSIFIED Competitive Dialogue Boot Camp
1. Competitive Dialogue Boot Camp Room Set up UNCLASSIFIED
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 Competitive Dialogue Boot Camp to aid the team in successfully managing the whole period of dialogue. It is intended to give you specific guidance on how to set up the rooms and the Visual Management templates to be used. Competitive Dialogue Boot Camp A dialogue boot camp will be held during the execution of the sourcing strategy stage as outlined in the Future State Value Stream Map (FSVSM). The dialogue boot camp sessions will be based around the draft contract and schedules and any related technical work streams you have identified. The dialogue boot camp is likely to be run over a number of weeks. Accommodation required will depend on the number of suppliers and work streams but is likely to include a room for dialogue sessions, a back office room to establish the project performance hub and a working room for each of the suppliers. Related Documents FSVSM SOP 2.7 Establish boot camp logistics SOP 6.5 Finalise boot camp logistics SOP 6.6 Plan dialogue sessions SOP 7.1 Run dialogue sessions UNCLASSIFIED Competitive Dialogue Boot Camp
1.2 Purpose, Objectives and Deliverables Purpose The best outcome based solution established through fact based negotiations. Ensuring suppliers only have to engage once. Objectives Mutual understanding of final solution requirements, validation and affordability Immediate evaluation and feedback to suppliers with the opportunity for self deselection Deliverables Draft Full Business Case Draft Solution from Suppliers with Indicative Pricing (to enable closure of dialogue) Draft Contract Competitive Dialogue Boot Camp
1.3 Users Procurement Team (Evaluation) Legal (HR & Commercial) / Finance Team Core Supplier Bid Team (Decision Makers) Scenario 3: Dialogue Boot Camp Owner: Project Lead Business End User (Subject Matter Experts) Contract Manager Project SRO (or delegate) Competitive Dialogue Boot Camp
1.4a Briefing Room - Standard Template Layout Inputs Processes Outputs Dialogue Status Map A3 Standard Template #10 Building Map & Domestics A3 Key Messages Notice Board Flip Chart Standard Template #13 Dialogue Schedule A3 Standard Template #9 Competitive Dialogue Boot Camp
1.4b Briefing Room - Standard Room Layout Wall Space Projector (if required) Wall Space Wall Space Supplier Tables Note: You may also require WIFI, Teleconferencing and IT Functionality TOP TIP check opening times of the building you are using Competitive Dialogue Boot Camp
1.5a Project Room Standard Template Layout Supplier 1 Evaluation Team Supplier 2 Supplier 3 Supplier De-selection Register A3 Standard Template #25 Supplier Organogram for Bid Team A3 Supplier Organogram for Bid Team A3 Supplier Organogram for Bid Team A3 Supplier Relationship Barometer A3 Standard Template #27 Supplier Relationship Barometer A3 Standard Template #27 Supplier Relationship Barometer A3 Standard Template #27 Supplier Interest Tracker A3 Standard Template #26 Question Log for Supplier A3 Standard Template #17 Question Log for Supplier A3 Standard Template #17 Question Log for Supplier A3 Standard Template #17 Evaluation Criteria A3 3 Cs A3 Standard Template #1 3 Cs A3 Standard Template #1 3 Cs A3 Standard Template #1 Supplier Outline Solution A3 Standard Template OST Supplier Outline Solution A3 Standard Template OST Supplier Outline Solution A3 Standard Template OST Competitive Dialogue Boot Camp
1.5b Project Room Standard Room Layout Wall Space Wall Space Wall Space Tables Chairs Note: You may also require WIFI, Teleconferencing, Videoconferencing and IT Functionality Competitive Dialogue Boot Camp
1.6a Dialogue Room Standard Template Layout Inputs Processes Outputs Evaluation Criteria A3 Customer Needs Statement A3 Standard Template #6 Question Log for Supplier A3 Standard template #17 Dialogue Topic of the Day A3 Standard Template #11 Competitive Dialogue Boot Camp
1.6b Dialogue Room Standard Room Layout Wall Space Wall Space Wall Space Table Competitive Dialogue Boot Camp
1.7a Supplier Room Standard Template Layout Inputs Processes Outputs Evaluation Criteria A3 Customer Needs Statement A3 Standard Template #6 Question Log for Supplier A3 Standard template #17 Objective of the Day A3 Standard Template # 3 Cs A3 Standard Template #1 Competitive Dialogue Boot Camp
1.7b Supplier Room Standard Room Layout Wall Space Tables (with IT) Workspace Wall Space Wall Space Note: The supplier may also require WIFI, Teleconferencing and IT Functionality TOP TIP: Ensure that the rooms have adequate mobile signal Competitive Dialogue Boot Camp
2. Standard Template Guidance The standard template guidance has been designed to enable the user to attain a good understanding of how to use, populate and display the visual management templates set out in this pack, as well as how frequently they should be reviewed and updated and who is responsible for the data. UNCLASSIFIED
2.1 Dialogue Schedule How to use The document provided in the Standard Document Library is an example only. You should use Excel to schedule activities for the week in whichever format works best for the Project Team. Owner Hub data manager Users Project Lead Project team Audience Project SRO Key stakeholders Suppliers Frequency of review Review daily during dialogue UNCLASSIFIED Competitive Dialogue Boot Camp
2.2 Dialogue Status Map 3 2 1 How to use Print copy and display. Populate the template with the following information: Users Project Lead Project team Owner Hub data manager 1.Supplier Name 2.A Red, Amber or Green Status for dialogue progress 3.A note of any recovery or follow up action required by Supplier or Client (Procurement) Team Audience Project SRO Key stakeholders Suppliers Frequency of review Every day during dialogue UNCLASSIFIED Competitive Dialogue Boot Camp
2.3 Key Messages Notice Board 4 3 2 1 How to use Draw up a copy of the template onto a flip chart or whiteboard and display in the briefing room or project room reception The template should be populated as follows: Users Project lead Project Team Owner To be agreed on a weekly basis Audience Project SRO Key stakeholders Suppliers Frequency of review Daily during dialogue 1. 2. 3. 4. Date Key Message raised The Key Message that suppliers need to be aware of Any follow up action that is required by the Client Team The name of the person that added the Key Message so that suppliers know the point of contact for queries UNCLASSIFIED Competitive Dialogue Boot Camp
2.4 Supplier Relationship Barometer How to use Print for each supplier attending the Competitive Dialogue Boot Camp and display in the project room Display each one in the Project Performance Hub after Dialogue boot camp Print 3 sets of starbursts with the suppliers name for each of the suppliers participating in dialogue After each dialogue session has been completed a member of the project team (involved in the dialogue) selects the ranking that best reflects the supplier throughout the session (by placing the starburst)for each of the 3 categories: 1 3 2 1.Openness: Shows trust in sharing information which could be deemed as sensitive. Willing to build on alternative approach/suggestions. Open in their logic about the approach 2.Responsiveness: Quick and effectively responds to requests 3.Quality of Dialogue: Having an even balance of creating ideas and suggestions, building upon the suggestions, exploring pitfalls of suggestions and facilitation of the conversation Users Project Lead Project Team Owner Hub data manager Audience Project SRO Key stakeholders Frequency of review After each dialogue session UNCLASSIFIED Competitive Dialogue Boot Camp
2.5 Question Log 2 4 1 3 How to use Template to be drawn on flip chart paper and displayed in the briefing room 1. Question 2. Answer 5. Owner 4. Who Owner Supplier Bid Team Lead Users Supplier Team 1.Write up each questions as its raised 2.Add the answer if known 3.List who the question came from (supplier name) 4.List who is responsible for attaining the answer if not know (using initials or business area Audience Project Team Frequency of use As questions are raised UNCLASSIFIED Competitive Dialogue Boot Camp
2.6 3Cs 7 2 1 3 4 5 6 7 How to use Print and display in the project room and each of the suppliers rooms (if required) 1. Date raised 2. Concern 3. Cause 4. Countermeasure Owner Supplier Bid Team Lead 5. Who is responsible 6. Date for review 7. Status of the concern: 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 5. Responsible 6. Date due 7. Status Users Supplier Team Audience Procurement Team Frequency of review Daily during Dialogue UNCLASSIFIED Competitive Dialogue Boot Camp
2.7 Supplier De-Selection Register 4 5 2 6 1 3 3 How to use Print and display this template in the project room. Owner Performance Lead Users Project team Areas should be populated as follows 1. Supplier Name 2. Date Supplier deselected 3. Note whether the supplier self deselected or were deselected by the evaluation team 4. Note the reason the supplier was deselected 5. Note any follow up action required by the Procurement Team 6. Note whether this follow up action is ongoing (open) or completed (closed). Audience Project SRO Key stakeholders 4 UNCLASSIFIED Competitive Dialogue Boot Camp
2.5 Customer Needs Statement How to use Draw template on flip chart paper and display in the briefing and dialogue rooms 1.Today's date 2.Detail the customer needs statement from the business 1 Users Project Lead Project team Owner Hub data manager 2 Audience Project SRO Key stakeholders Frequency of review As part of the daily meeting UNCLASSIFIED Competitive Dialogue Boot Camp
2.10 Dialogue Topic of the Day How to use Print and display this template in the briefing and dialogue rooms. Areas should be populated as follows 1. Today s Date 2. The objective to be achieved during dialogue for that day 1 3 2 Owner Project Lead Users Project team Audience Suppliers 3 4 UNCLASSIFIED Competitive Dialogue Boot Camp
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