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

1. Content Introduction Standard Templates 1.1 Background / Overview
1.2 Accommodation Requirements
1.3 Purpose, Objectives and Deliverables
1.4 Stakeholders/Users
Boot Camp Set Up
2.1 Project Room:
a. A Standard Template Layout
b. A Standard Room Layout
2.2 Dialogue Room:
2.3 Supplier Room:
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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2. 1. Introduction
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3. 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 project room for the performance hub and a working room for each of the suppliers.
Related Documents
Value stream map
SOP 2.7 Establish boot camp logistics
SOP 6.5 Finalise boot camp logistics
SOP 6.6 Plan dialogue sessions
SOP 7.2 Run dialogue sessions
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4. 1.2 Accommodation Requirements
Supplier room (1)
Supplier room (2)
Supplier room (3)
Supplier room (X)
Dialogue room
Project Performance hub
Project working space
Client space
Ongoing access to client

5. 1.3 Purpose, Objectives and Deliverables
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.
Objectives
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.
Deliverables
Draft Full Business Case
Draft Solution from Suppliers with Indicative Pricing (to enable closure of dialogue)
Draft Contract

6. Legal (HR & Commercial) /
1.4 Users
Owner: Project Lead
Dialogue Boot Camp
Scenario 3:
Team (Evaluation)
Procurement
Legal (HR & Commercial) /
Finance
Team
Manager
Contract
SRO (or delegate)
Project
Business End User
(Subject Matter
Experts)
Core Supplier Bid Team
(Decision Makers)

7. 2. Competitive Dialogue Boot Camp A standard set up
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8. 2.1a Project Room – A Standard Template Layout
Supplier 1
Supplier 2
Supplier 3
Evaluation Team
Supplier Organogram for Bid Team A3
Supplier Organogram for Bid Team A3
Supplier Organogram for Bid Team A3
Evaluation Criteria A3
Supplier Relationship Barometer A3
Standard Template #25
Supplier Relationship Barometer A3
Standard Template #25
Supplier Relationship Barometer A3
Standard Template #25
Dialogue Schedule A3
Standard Template #10
Question Log for Supplier A3
Standard Template #18
Question Log for Supplier A3
Standard Template #18
Question Log for Supplier A3
Standard Template #18
Dialogue Status Map A3
Standard Template #11
3 Cs A3
Standard Template #1
3 Cs A3
Standard Template #1
3 Cs A3
Standard Template #1
Objective of the day A3
Standard Template #13
Supplier Outline Solution A3
Standard Template OST
Supplier Outline Solution A3
Standard Template OST
Supplier Outline Solution A3
Standard Template OST

9. 2.1b Project Room – A Standard Room Layout
Tables
Wall Space
Workspace
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.

10. 2.2a Dialogue Room – A Standard Template Layout
Objective of the Day A3
Standard Template #13
Boot camp Etiquette
Standard Template #4
Question Log for Supplier
Standard template #18
Evaluation Criteria
Outputs
Inputs
Processes
Action List for Supplier A3
Standard template #2
Action List for Project team A3
Standard template #2

11. 2.2b Dialogue Room – A Standard Room Layout
Chairs
Tables
Wall Space
Note: You may also require WIFI, Teleconferencing, Videoconferencing and IT Functionality

12. 2.3a Supplier Room – A Standard Template Layout
Customer Needs Statement A3
Standard Template #7
Objective of the Day
Standard Template #13
Question Log for Supplier
Standard template #18
Evaluation Criteria
Outputs
Inputs
Processes
3 Cs
Standard Template #1

13. 2.3b Supplier Room – A Standard Room Layout
Tables
Wall Space
Workspace
Note: The supplier may also require WIFI, Teleconferencing
TOP TIP: Ensure that the rooms have adequate mobile signal

14. 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.
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15. 3.1 3Cs 1 2 3 4 5 6 7
Benefits
To 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)
Insert the date that the concern was raised
Highlight the concern
Include the cause for the concern
Highlight the countermeasure for the concern
Who is responsible
Date for review
Status of the concern
Owner
Supplier bid team lead
Nominated project team member
Users
Supplier team
Project team
Frequency of review
Daily
Audience
Procurement Team
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16. 3.2 Action list Benefits How to use
To 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.
Write succinct description of the action required
Use initials to identify the team member that will complete the action
Identify (by date) when the action will be carried out/completed (see 4 for details)
Use the following symbols to identify when a task should be completed and the progress being made:
Blank circle: Action is due
Green circle: Action is completed on time
Red circle: Action not completed 4 1 2 3
Owner
Nominated team member
Users
Project team
Procurement team
Frequency of review
Daily
Audience
Stakeholders
Project team
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17. 3.3 Boot Camp Etiquette Benefits How to use
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 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.
Owner
Nominated team member
Users
Procurement team
Audience
Suppliers
All team members in dialogue sessions
Frequency of review
At the dialogue principles workshop and then as required
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18. 3.4 Customer Needs Statement
Benefits
Having 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
Today's date
Detail the customer needs statement from the business 1 2
Owner
Project lead
Users
Project team
Frequency of review
As & when required
Audience
Suppliers
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19. 3.5 Dialogue Schedule Benefits How to use
The 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.
Owner
Nominated team member
Audience
Project SRO
Key stakeholders – inc. evaluators
Suppliers
Frequency of review
Review daily
Users
Project lead
Project team
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20. 3.6 Dialogue Status Map Benefits How to use 1 2 3
Provides 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:
Supplier Name & the relevant work stream (e.g. commercial, technical)
A Red, Amber or Green Status for dialogue work stream progress
A note of any recovery or follow up action required by supplier or client (procurement) team
Owner
Nominated team member
Users
Project lead
Project team – inc. evaluators
Audience
Project SRO
Key stakeholders
Frequency of review
Every day during wash up sessions
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21. 3.7 Objective of the Day Benefits How to use
Provides 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 follows
Date
The objective to be achieved during dialogue session for that day 1 3
Owner
Project / work stream lead 2
Users
Project team
Audience
Suppliers
Project team in the dialogue session
Frequency of review
Daily 3 4
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22. 3.8 Question Log Benefits How to use 1 2 3 4 5
To 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.
Write up each question as its raised
List who the question came from and the date
Write up the response given
List follow up action required
Specify open or closed status
Owners
Project team
Note taker in dialogue sessions
Suppliers
Users
Supplier team
Project team
Audience
Project Team
Frequency of review
Ongoing
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23. 3.9 Supplier Relationship Barometer
Benefits
Enables 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:
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
Responsiveness: Quick and effectively responds to requests
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
Owner
Nominated team member
Users
Project lead
Project team
Audience
Project SRO
Key stakeholders
Frequency of review
After each dialogue session
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