PaceSetter in HMRC 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 UNCLASSIFIED

Industry Boot Camp 1.Introduction 1.1Background/Overview 1.2Purpose, Objectives and Deliverables 1.3Stakeholders/Users 2.Boot Camp Set up 2.1Main Room: a. A Standard Template Layout b. A Standard Room Layout 2.2Surgery Room: a. A Standard Template Layout 2.3Project Room: a. A Standard Template Layout Content UNCLASSIFIED 3.Standard Templates 3.1Customer Needs Statement 3.2Agenda (tracker) 3.3Surgery Schedule 3.4Question Log - open 3.5Supplier Interest Tracker 3.6Question Log – closed 3.73 Cs

PaceSetter in HMRC 1. Introduction UNCLASSIFIED

Industry Boot Camp 1.1 Background/Overview 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 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

Industry Boot Camp To undertake market analysis To shape your requirement based on feedback from industry 1.2 Purpose, Objectives and Deliverables 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 An updated business case Information that can be used to populate & inform your requirement and your procurement strategy Purpose Objectives Deliverables UNCLASSIFIED

Industry Boot Camp 1.3 Users & Stakeholders Industry Boot Camp Owner: Project Lead Procurement Team Legal (HR & Commercial) / Finance Team Contract Manager Project SRO (or delegate) Business End User (Subject Matter Experts) Suppliers UNCLASSIFIED

PaceSetter in HMRC 2. Industry Boot Camp A standard set up UNCLASSIFIED

Industry Boot Camp 2.1a Main Room – A Standard Template Layout UNCLASSIFIED InputsOutputs Processes Building Map & Domestics A3 Customer Needs Statement A3 Standard Template #7 Surgery Schedule A3 Standard Template #26 Agenda Tracker A3 Standard Template #3 Question Log (Open) A3 Standard Template #18 Further information on the requirement e.g. as is service map Attendance List

Industry Boot Camp 2.1b Main Room – A Standard Room Layout UNCLASSIFIED Projector Wall Space Supplier seating

Industry Boot Camp 2.2a Surgery Room – A Standard Template Layout UNCLASSIFIED Inputs Customer Needs Statement A3 Standard template #7 Surgery Schedule A3 Standard Template #26 Further information on the requirement e.g. as is service map Question Log (Closed – new one for each session) A3 Standard Template #18 Outputs

Industry Boot Camp 2.3a Project Room – A Standard Template Layout UNCLASSIFIED Inputs Supplier Interest Tracker A3 Standard template #24 Question Log (closed – charting suppliers questions) A3 Standard Template #18 3Cs A3 Standard Template #1 Processes Outputs Surgery Schedule A3 Standard Template #26

PaceSetter in HMRC 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. UNCLASSIFIED 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.

Industry Boot Camp 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. 1.Today's date 2.Business outcome 3.1 Customer Needs Statement UNCLASSIFIED 1 2 Owner Project lead Frequency of review At the beginning of the day and then as required Users SRO Audience Key stakeholders Suppliers

Industry Boot Camp 3.2 Agenda Tracker UNCLASSIFIED 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 : 1. Input the lead for each activity (see point 2) 2. Input each agenda item 3. Shade in the allotted time period 4. At regular intervals throughout the day mark whether each activity has been achieved or not 5. 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 Audience Suppliers Frequency of review During each break throughout the day 1.Owner 2.Activity/Purpose 3.Time 4.Achieved (Y/N) 5.Recovery action if required

Industry Boot Camp 3.3 Surgery Schedule UNCLASSIFIED 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.Input Supplier name 2.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. 3.Populate with colour, the planned time slots for each supplier 1 23 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

Industry Boot Camp 3.4 Question Log - Open UNCLASSIFIED 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.Write up each question as its raised 2.List who the question came from and the date (supplier name) 3.Write up the response given 4.List follow up action if required 5.Specify open or closed status Owner Nominated team member Frequency of use As questions are raised Users Project lead Project team Audience Suppliers Key stakeholders 3 5

Industry Boot Camp 3.5 Supplier Interest Tracker UNCLASSIFIED 3 Users Project team Owner Nominated team member 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.List numbers on the vertical axes ascending in 5s 2.Key defines the colours for Large Enterprises and SMEs 3.In accordance with the key plot the potential number of suppliers (both Large Enterprises and SMEs) that will attend 4.Plot the number of suppliers (both large enterprises and SMEs) that have confirmed their attendance 5.Plot on the day the actual number of suppliers (both large enterprises and SMEs) that attend by monitoring the attendance list Number 2.Key 3.Potential 4.Confirmed 5.Actual 45 Audience Internal Frequency of use Throughout the day

Industry Boot Camp 3.6 Question Log – to be used in the project room UNCLASSIFIED 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. 1.Write up each question as its raised 2.List who the question came from and the date (supplier name) 3.Write up the response given 4.List follow up action if required 5.Specify open or closed status 1 Owner Nominated team member Frequency of use As questions are raised Users Project lead Project team Audience Internal

Industry Boot Camp 3.7 3Cs UNCLASSIFIED 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. Owner Nominated team member Frequency of review Throughout the day Users Project team Audience Stakeholders 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