PaceSetter in HMRC Visual Management in Procurement Dialogue Boot Camp Guidance V3.0 Execution of Sourcing Strategy through Competitive Dialogue Phase

PaceSetter in HMRC

Visual Management in Procurement

Dialogue Boot Camp Guidance V3.0

Execution of Sourcing Strategy through Competitive Dialogue Phase

Competitive Dialogue Boot Camp

1. Introduction

1.1 Background / Overview

1.2 Accommodation Requirements

1.3 Purpose, Objectives and Deliverables

1.4 Stakeholders/Users

2. Boot Camp Set Up

2.1 Project Room:a. A Standard Template Layoutb. A Standard Room Layout

2.2 Dialogue Room:a. A Standard Template Layoutb. A Standard Room Layout

2.3 Supplier Room:a. A Standard Template Layoutb. A Standard Room Layout

Content

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3. Standard Templates

3.1 3 Cs

3.2 Action List

3.3 Boot Camp Etiquette

3.4 Customer Needs Statement

3.5 Dialogue Schedule

3.6 Dialogue Status Map

3.7 Objective of the day

3.8 Question Log

3.9 Supplier Relationship Barometer

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1. Introduction

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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.


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 project room for the performance hub and

a working room for each of the suppliers.

1.1 Background/Overview

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Related DocumentsValue stream mapSOP 2.7 Establish boot camp logisticsSOP 6.5 Finalise boot camp logistics

SOP 6.6 Plan dialogue sessionsSOP 7.2 Run dialogue sessions


1.2 Accommodation Requirements

Project working space

Project Performance hub

Dialogue room

Supplier room (1)

Supplier room (3)

Supplier room (2)

Supplier room (X)

Client space

Ongoing access to client


• The best outcome based solution established through fact based negotiations. Ensuring suppliers only have to engage

once through iterative discussions over the course of a few weeks rather than via multiple separate meetings that take

place over many months.

1.3 Purpose, Objectives and Deliverables

• Mutual understanding of final solution requirements, validation and affordability

• Immediate evaluation and feedback to suppliers with the opportunity for self de-selection

• Agreed draft contract against which final tenders can be invited.

• Draft Full Business Case

• Draft Solution from Suppliers with Indicative Pricing (to enable closure of dialogue)

• Draft Contract

Purpose

Objectives

Deliverables


1.4 Users

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2. Competitive Dialogue Boot Camp A standard set up

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2.1a Project Room – A Standard Template Layout

Supplier Organogram for Bid TeamA3

Supplier Relationship BarometerA3Standard Template #25

Supplier 3Supplier 1 Supplier 2 Evaluation Team

Question Log for SupplierA3Standard Template #18

3 CsA3Standard Template #1

Supplier Outline SolutionA3Standard Template OST











Evaluation CriteriaA3

Dialogue Status MapA3Standard Template #11

Dialogue ScheduleA3Standard Template #10

Objective of the dayA3Standard Template #13


2.1b Project Room – A Standard Room Layout

Tab

les

Wall Space

Wal

l Spa

ceW

all SpaceW

orks

pace

Note: You may also require WIFI, Teleconferencing , Videoconferencing and IT functionality

TOP TIP: Only the project team and in-house dialogue teams should have access to the project room.


2.2a Dialogue Room – A Standard Template Layout

Objective of the DayA3Standard Template #13

Boot camp EtiquetteA3Standard Template #4

Question Log for SupplierA3Standard template #18


OutputsInputs Processes

Action List for SupplierA3Standard template #2

Action List for Project teamA3Standard template #2


2.2b Dialogue Room – A Standard Room Layout

Chairs

Tables

Wall Space

Wal

l Spa

ce

Wall S

pace

Note: You may also require WIFI, Teleconferencing, Videoconferencing and IT Functionality


2.3a Supplier Room – A Standard Template Layout

Customer Needs StatementA3Standard Template #7

Objective of the DayA3Standard Template #13

Question Log for SupplierA3Standard template #18


OutputsInputs Processes



2.3b Supplier Room – A Standard Room Layout

Tab

les

Wall Space

Wal

l Spa

ceW

all SpaceW

orks

pace

Note: The supplier may also require WIFI, Teleconferencing

TOP TIP: Ensure that the rooms have adequate mobile signal

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3. Standard Template Guidance

A set of standard templates has been developed to help facilitate a

dialogue boot camp. It is recommended that you use some of these

or similar to help manage the dialogue sessions.

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.


3.1 3Cs

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BenefitsTo capture issues and concerns throughout each day particularly if they cannot be resolved instantly.

How to use•Print a blank version and display in the project room and each of the suppliers rooms (if required)

OwnerSupplier bid team leadNominated project team member

Frequency of reviewDaily

UsersSupplier teamProject team

AudienceProcurement Team

1. Insert the date that the concern was raised2. Highlight the concern3. Include the cause for the concern4. Highlight the countermeasure for the

concern

5. Who is responsible 6. Date for review7. Status of the concern

1 2 3 4 5 6 7

7


3.2 Action list

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BenefitsTo capture actions throughout the day.Ensure no actions are missed.Can sometimes be used instead of taking minutes.

How to use•Template to be drawn on flip chart paper and used throughout dialogue.

1.Write succinct description of the action required2.Use initials to identify the team member that will complete the action3.Identify (by date) when the action will be carried out/completed (see 4 for details)4.Use the following symbols to identify when a task should be completed and the progress being made:

Blank circle: Action is dueGreen circle: Action is completed on timeRed circle: Action not completed


1 2

3

4

OwnerNominated team member

UsersProject teamProcurement team

AudienceStakeholdersProject team


3.3 Boot Camp Etiquette

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BenefitsSetting 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 lead negotiator.

How to use• Prior to the dialogue sessions agree the rules (see

example opposite).• Print and display in the dialogue room• Run through each rule at the dialogue principles

workshop and if required at the beginning of dialogue sessions.


AudienceSuppliersAll team members in dialogue sessions

Frequency of reviewAt the dialogue principles workshop and then as required

UsersProcurement team


BenefitsHaving the customer needs statement on display will provide a reference point for suppliers and the project team.

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.•Display in the dialogue rooms

1.Today's date2.Detail the customer needs statement from the business

3.4 Customer Needs Statement

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1

OwnerProject lead

Frequency of reviewAs & when required

UsersProject team

AudienceSuppliers

2


BenefitsThe timetable forms part of the audit trail of the bootcamp.Getting the timetable right is essential in ensuring resources are not overburdened & that there are enough rest points included and that consolidation time is built into the plan e.g. daily “wash-up” sessions, and weekly “re-cap” team sessions to review performance against the plan

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.

3.5 Dialogue Schedule

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Frequency of reviewReview daily

UsersProject leadProject team

AudienceProject SROKey stakeholders – inc. evaluatorsSuppliers


3.6 Dialogue Status Map

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BenefitsProvides an instant visual of the RAG status for each supplier and work stream.Can be used as a way of tracking issues at a high level.

How to use•Print a blank version and display in the project room.•Populate the template with the following information:

1. Supplier Name & the relevant work stream (e.g. commercial, technical)2. A Red, Amber or Green Status for dialogue work stream progress3. A note of any recovery or follow up action required by supplier or client

(procurement) team

1 2 3


Frequency of reviewEvery day during wash up sessions

UsersProject leadProject team – inc. evaluators

AudienceProject SROKey stakeholders


3.7 Objective of the Day

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3

UsersProject team

OwnerProject / work stream lead

BenefitsProvides a visual reminder for all in the

dialogue session of the day’s objective.

How to use• Print and display this template in the

project and dialogue rooms.

Areas should be populated as follows1. Date2. The objective to be achieved during

dialogue session for that day

1

2

3 4

AudienceSuppliersProject team in the dialogue session



3.8 Question Log

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BenefitsTo capture and record questions to ensure that answers are either generated during the day and fed back or overnight and fed back the next day.

How to use•Either print a blank version or draw on flip chart paper and display in the project room (one for each supplier & one for common questions).•Use a blank version in the dialogue room to capture supplier specific questions and then feed back into project room after each session.•Give a version to suppliers so that they can track their own questions to the project team & the answers they receive if they want to.

1 2 4

OwnersProject teamNote taker in dialogue sessionsSuppliers

Frequency of reviewOngoing

UsersSupplier teamProject team

AudienceProject Team

3

1. Write up each question as its raised2. List who the question came from and the

date3. Write up the response given4. List follow up action required5. Specify open or closed status

5


3.9 Supplier Relationship Barometer

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BenefitsEnables the team to be honest about any negative feelings in a “safe” environment.Prompts discussion on issues that need management.

How to use•Print for each supplier attending 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.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 approach2.Responsiveness: Quick and effectively responds to requests3.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

1 2 3


Frequency of reviewAfter each dialogue session

UsersProject leadProject team

AudienceProject SROKey stakeholders