Visual Management in Procurement Stakeholder Boot Camp Guidance

Visual Management in Procurement Stakeholder Boot Camp Guidance V 2. 0 Business Need Identification Stage 1 in the Restricted and Open Procedures Pace. Setter in HMRC

Content 1. 2. Introduction 3. Standard Templates 1. 1 Background / Overview 3. 1 Boot Camp Etiquette 1. 2 Purpose, Objectives and Deliverables 3. 2 Customer Needs Statement 1. 3 Stakeholders/Users 3. 3 Agenda Tracker Boot Camp Set Up 3. 4 House of Quality 2. 1 3. 5 3 Cs 3. 6 Question Log 3. 7 Project Timeline Main Room: a. A Standard Template Layout b. A Standard Room Layout UNCLASSIFIED Stakeholder Boot Camp

1. Introduction Pace. Setter in HMRC UNCLASSIFIED

1. 1 Background / Overview 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 Stakeholder 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 the room and a set of Visual Management templates that can be used to facilitate the day. Stakeholder Boot Camp A stakeholder boot camp should be held during the business need identification phase of the project, prior to the industry boot camp and where the project has multiple stakeholders with varying requirements. It is intended as a one day event designed to achieve a full understanding of what is required by each stakeholder to assist in developing the requirement before going to market. You will require a venue large enough to host all participants including the project team. Related documents SOP 1. 1 Analyse business need Standard Template Library UNCLASSIFIED Stakeholder Boot Camp

1. 2 Purpose, Objectives and Deliverables Purpose • To ensure identification & clear articulation of the business need. Objectives • • • To discuss and agree the business outcomes required To eliminate the need for repeated circulation of draft documents To reduce the time taken to reach an agreed statement of need Deliverables • • • Revised and agreed outcome-based set of requirements Agreed next steps including market engagement via an industry boot camp Joint understanding of the procurement timetable Stakeholder Boot Camp

1. 3 Potential Users Procurement Team Policy / Requirement Owners Stakeholders (Business Subject Matter Experts) Legal / Finance Team Stakeholder Boot Camp Owner: Project Lead Contract Manager Project SRO (or delegate) Stakeholder Boot Camp

2. Stakeholder Boot Camp A standard set up Pace. Setter in HMRC UNCLASSIFIED

2. 1 a A Standard Template Layout Inputs Processes Outputs Building Map & Any Domestics A 3 Agenda Tracker A 3 Standard Template #3 Question Log A 3 Standard Template #18 Boot camp etiquette A 3 Standard Template #4 3 Cs A 3 Standard Template #1 Project timeline A 3 Standard Template #16 Customer Need Statement A 3 Standard Template #7 House of Quality A 3 Standard Template #12 Stakeholder Boot Camp

2. 2 b A Standard Room Layout UNCLASSIFIED Stakeholder Boot Camp

3. Standard Template Guidance A set of standard templates has been developed to help facilitate a stakeholder event. It is recommended that you use some of these or similar to help manage the day and capture your predefined objectives. This guidance has been designed to enable the user to attain a good understanding of how to use, populate and display the visual management templates, as well as their benefits, how frequently they could be reviewed and updated and who might be responsible for the data. Pace. Setter in HMRC UNCLASSIFIED

3. 1 Boot Camp Etiquette Benefits 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 facilitator. How to use • • • Prior to the event agree the rules with the facilitator (see example opposite). Print and display in the main room Run through each rule at the beginning of the boot camp as part of the welcome/briefing Owner Facilitator Users Project lead Project team Frequency of review At the beginning of the day Throughout the day if required Audience Stakeholders UNCLASSIFIED Stakeholder Boot Camp

3. 2 Customer Needs Statement Benefits Having the customer needs statement (business outcome as currently understood) on display will help stakeholders to focus on the outcome of the procurement. The facilitator can come back to it throughout the day to make sure agreed requirements will deliver the “needs statement. ” How to use 1 • • • 2 Either print out on A 3 or larger the customer needs statement that was sent round prior to the boot camp or Draw the template on flip chart paper and write in the date and needs statement. Revisit throughout the day and at the end of the day to make sure that the needs statement and requirements agreed are aligned. 1. Today's date 2. Statement of business needs in outcome terms Owner Project Lead & Facilitator Audience Stakeholders Users Project lead Project team Frequency of review Throughout the Boot camp as required Before close of the day UNCLASSIFIED Stakeholder Boot Camp

3. 3 Agenda Tracker 1 2 3 4 5 Benefits of use To have the agenda on display for everyone to see. To keep the timetable for the day on track and ensure all predefined objectives for the day have been met. How to use Populate each field as follows and print for display in the main room : 1. Owner 2. Activity/Purpose 3. Time 1. 2. 3. 4. 5. 4. Achieved (Y/N) 5. Recovery action if required Input the lead for each activity (see point 2) Input each agenda item Shade in the allotted time period At regular intervals throughout the day mark whether each activity has been achieved or not 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 Audience Frequency of review Users Project Lead & facilitator Stakeholders During each break throughout the day Project team Stakeholder Boot Camp UNCLASSIFIED

3. 4 House of Quality 9 9 1 8 7 6 2 3 4 5 6 Benefits Stakeholders can see their own input and the input of other stakeholders easily. All stakeholders are clear at the end of the boot camp what has been agreed. Helps to avoid expression of requirements differently where in fact they are the same. How to use • • • Populate field 1 with the stakeholders present, e. g. Department name, business area name, individual or role. Display in the main room. Get stakeholders to explain their requirements & capture these on post it notes. Group them where there is commonality & agree a combined statement. Get stakeholders to prioritise their requirements. The Facilitator can take a judgement as to whether the stakeholders assign themselves a priority or whether this is done outside the meeting. This priority is inserted in field 2. UNCLASSIFIED Stakeholder Boot Camp

3. 4 House of Quality Continued 9 9 1 8 6 6 a 2 4 3 5 7 How to use continued Areas should be populated as follows 1. Identify the Stakeholder/Department. 2. If you have decided to assign a priority to each stakeholder in the workshop insert it here, if not assign the priority outside the meeting. 3. Requirements captured on post it notes. 4. Priority of requirements agreed by stakeholders. 5. - 9. Will be completed outside of the boot camp see following slide. Owner Facilitator & Project Lead Users Project team Audience Stakeholders Frequency of review Throughout the boot camp as the main focus of agreeing the requirements. Completed outside the boot camp. UNCLASSIFIED Stakeholder Boot Camp

3. 4 House of Quality Continued 9 9 1 8 6 6 a 2 3 4 5 7 How to use continued 5. The individual stakeholder priority (2) is multiplied by the requirement priority (4) to give the overall priority (5). 6. Identify existing measures. 7. Evaluate the strength of the relationship between each requirement and the measures that currently exist using strong, moderate, weak or none see 6 a. 8. For high priority requirements, identify the gaps in existing measures and design new measures that have a strong relationships with priority requirements. 9. In the “roof” of the House of Quality, indicate conflicting measures with a “-” sign and measures that improve together with a “+”. For conflicting measures, discuss the way forward any compromises that have to be made, with the your stakeholders. UNCLASSIFIED Stakeholder Boot Camp

3. 5 3 Cs 7 1 2 3 4 5 6 7 Benefits To capture issues and concerns throughout the day particularly if they cannot be resolved instantly. To provide assurance to stakeholders that concerns are being captured and will be addressed while allowing the day to continue without impacting too much on the timetable. How to use • 1. 2. 3. 4. Print a blank version, display in the main room and complete as required: Insert the date that the concern was raised 5. Who is responsible 7. Status of the concern 6. Date for review Highlight the concern Include the cause for the concern Frequency of review Audience Users Highlight the countermeasure for the concern Owner Project Lead Project team Stakeholders Throughout the Boot camp UNCLASSIFIED Stakeholder Boot Camp

3. 6 Question Log 1 2 3 4 5 Benefits To capture and record questions that cannot be answered instantly to ensure that answers are either generated during the day and fed back or are fed back to stakeholders after the boot camp. How to use • • 1. 2. 3. Either print out the blank template from the library on A 3 or Draw on flip chart paper and display in the main room Write up each questions as its raised List who raised the question and add the date (stakeholder/department) Write up any response given Owner Project Lead Audience Stakeholders Users Project team 4. List follow up action required, if any 5. Specify Open or closed status Frequency of review As questions are raised, at the end of the day & then post event UNCLASSIFIED Stakeholder Boot Camp

3. 7 Project Timeline 1 2 3 4 5 Benefits If there is an intended timeline this template will ensure all stakeholders are clear about the proposed timescales and can see the proposed key milestones. How to use • 1. 2. 3. 4. 5. Populate prior to the day and display in the main room. Revisit as required throughout the day and draw attention to it before close of the boot camp. Users Owner Project Team Project Lead Populate with key milestones (PIN, Industry bootcamp, OJEU) Grey out the relevant dates for each milestone Audience Identify the owner and review date for each milestone Stakeholders Include any additional comments for each milestone Frequency of review Highlight the status (Late, Not yet started, Planned, In progress, Complete) At the end of the day before boot camp close Stakeholder Boot Camp UNCLASSIFIED