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

2. Competitive Dialogue Boot Camp 1.Boot Camp Room Set Up 1.1Background / Overview 1.2 Purpose, Objectives and Deliverables 1.3Stakeholders/Users 1.4Briefing Room: a. Standard Template Layout b. Standard Room Layout 1.5Project Room: a. Standard Template Layout b. Standard Room Layout 1.6Dialogue Room: a. Standard Template Layout b. Standard Room Layout 1.7Supplier Room: a. Standard Template Layout b. Standard Room Layout Content UNCLASSIFIED 2.Standard Templates 2.1Dialogue Schedule 2.2Dialogue Status Map 2.3Key Messages Notice Board 2.4Supplier Relationship Barometer 2.5Question Log 2.63C 2.7Supplier De-selection Register 2.8Supplier Interest Tracker 2.9Customer Needs Statement 2.10Topic of the Day

3. 1. Competitive Dialogue Boot Camp Room Set up UNCLASSIFIED

4. Competitive Dialogue Boot Camp 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. 1.1 Background/Overview 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

5. Competitive Dialogue Boot Camp The best outcome based solution established through fact based negotiations. Ensuring suppliers only have to engage once. 1.2 Purpose, Objectives and Deliverables 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 Purpose Objectives Deliverables

6. Competitive Dialogue Boot Camp 1.3 Users Core Supplier Bid Team (Decision Makers) Business End User (Subject Matter Experts) Project SRO (or delegate) Contract Manager Legal (HR & Commercial) / Finance Team Procurement Team (Evaluation) Scenario 3: Dialogue Boot Camp Owner: Project Lead

7. Competitive Dialogue Boot Camp 1.4a Briefing Room - Standard Template Layout Building Map & Domestics A3 Dialogue Schedule A3 Standard Template #9 Key Messages Notice Board Flip Chart Standard Template #13 Dialogue Status Map A3 Standard Template #10 Outputs Inputs Processes

8. Competitive Dialogue Boot Camp 1.4b Briefing Room - Standard Room Layout Projector (if required) Supplier Tables Wall Space Note: You may also require WIFI, Teleconferencing and IT Functionality TOP TIP – check opening times of the building you are using

9. Competitive Dialogue Boot Camp 1.5a Project Room – Standard Template Layout Supplier Organogram for Bid Team A3 Supplier Relationship Barometer A3 Standard Template #27 Supplier 3 Supplier 1 Supplier 2 Evaluation Team Question Log for Supplier A3 Standard Template #17 3 Cs A3 Standard Template #1 Supplier Outline Solution A3 Standard Template OST Supplier Organogram for Bid Team A3 Supplier Relationship Barometer A3 Standard Template #27 Question Log for Supplier A3 Standard Template #17 3 Cs A3 Standard Template #1 Supplier Outline Solution A3 Standard Template OST Supplier Outline Solution A3 Standard Template OST 3 Cs A3 Standard Template #1 Question Log for Supplier A3 Standard Template #17 Supplier Relationship Barometer A3 Standard Template #27 Supplier Organogram for Bid Team A3 Supplier De-selection Register A3 Standard Template #25 Supplier Interest Tracker A3 Standard Template #26 Evaluation Criteria A3

10. Competitive Dialogue Boot Camp 1.5b Project Room – Standard Room Layout Chairs Tables Wall Space Note: You may also require WIFI, Teleconferencing, Videoconferencing and IT Functionality

11. Competitive Dialogue Boot Camp 1.6a Dialogue Room – Standard Template Layout Customer Needs Statement A3 Standard Template #6 Dialogue Topic of the Day A3 Standard Template #11 Question Log for Supplier A3 Standard template #17 Evaluation Criteria A3 Outputs Inputs Processes

12. Competitive Dialogue Boot Camp 1.6b Dialogue Room – Standard Room Layout Wall Space Table

13. Competitive Dialogue Boot Camp 1.7a Supplier Room – Standard Template Layout Customer Needs Statement A3 Standard Template #6 Objective of the Day A3 Standard Template # Question Log for Supplier A3 Standard template #17 Evaluation Criteria A3 Outputs Inputs Processes 3 Cs A3 Standard Template #1

14. Competitive Dialogue Boot Camp 1.7b Supplier Room – Standard Room Layout Tables (with IT) Wall Space Workspace Note: The supplier may also require WIFI, Teleconferencing and IT Functionality TOP TIP: Ensure that the rooms have adequate mobile signal

15. UNCLASSIFIED 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.

16. Competitive Dialogue Boot Camp 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. 2.1 Dialogue Schedule UNCLASSIFIED Owner Hub data manager Frequency of review Review daily during dialogue Users Project Lead Project team Audience Project SRO Key stakeholders Suppliers

17. Competitive Dialogue Boot Camp 2.2 Dialogue Status Map UNCLASSIFIED How to use 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 1 2 3 Owner Hub data manager Frequency of review Every day during dialogue Users Project Lead Project team Audience Project SRO Key stakeholders Suppliers

18. Competitive Dialogue Boot Camp 2.3 Key Messages Notice Board UNCLASSIFIED 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: 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 1 4 Owner To be agreed on a weekly basis Frequency of review Daily during dialogue Users Project lead Project Team Audience Project SRO Key stakeholders Suppliers 2 3

19. Competitive Dialogue Boot Camp 2.4 Supplier Relationship Barometer UNCLASSIFIED 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.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 1 2 3 Owner Hub data manager Frequency of review After each dialogue session Users Project Lead Project Team Audience Project SRO Key stakeholders

20. Competitive Dialogue Boot Camp 2.5 Question Log UNCLASSIFIED How to use 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 2 4 1.Question 2.Answer 4.Who 5.Owner Owner Supplier Bid Team Lead Frequency of use As questions are raised Users Supplier Team Audience Project Team 3

21. Competitive Dialogue Boot Camp 2.6 3Cs UNCLASSIFIED 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 5.Responsible 6.Date due 7.Status 1 2 34 5 6 7 7 Owner Supplier Bid Team Lead Frequency of review Daily during Dialogue Users Supplier Team Audience 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:

22. Competitive Dialogue Boot Camp 2.7 Supplier De-Selection Register UNCLASSIFIED 3 Users Project team Owner Performance Lead How to use 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). 1 2 4 3456 Audience Project SRO Key stakeholders

23. Competitive Dialogue Boot Camp 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 2.5 Customer Needs Statement UNCLASSIFIED 1 Owner Hub data manager Frequency of review As part of the daily meeting Users Project Lead Project team Audience Project SRO Key stakeholders 2

24. Competitive Dialogue Boot Camp 2.10 Dialogue Topic of the Day UNCLASSIFIED 3 Users Project team Owner Project Lead 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 2 3 4 Audience Suppliers