pacesetter in hmrc visual management in procurement stakeholder boot camp guidance v2.0 business...

PaceSetter in HMRC

Visual Management in Procurement

Stakeholder Boot Camp Guidance V2.0

Business Need IdentificationStage 1 in the Restricted and Open Procedures

Stakeholder Boot Camp

1. Introduction

1.1 Background / Overview

1.2 Purpose, Objectives and Deliverables

1.3 Stakeholders/Users

2. Boot Camp Set Up

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

Content

UNCLASSIFIED

3. Standard Templates

3.1 Boot Camp Etiquette

3.2 Customer Needs Statement

3.3 Agenda Tracker

3.4 House of Quality

3.5 3Cs

3.6 Question Log

3.7 Project Timeline

PaceSetter in HMRC

1. Introduction

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 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.


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

1.1 Background / Overview

UNCLASSIFIED


• To ensure identification & clear articulation of the business need.

1.2 Purpose, Objectives and 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

Purpose

Objectives

Deliverables

• 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


1.3 Potential Users

PaceSetter in HMRC

2. Stakeholder Boot Camp A standard set up

UNCLASSIFIED


2.1a A Standard Template Layout

Inputs OutputsProcesses

Building Map & Any DomesticsA3

Customer Need StatementA3Standard Template #7

3CsA3Standard Template #1

Agenda TrackerA3Standard Template #3

Question Log A3Standard Template #18

Boot camp etiquetteA3Standard Template #4

House of QualityA3Standard Template #12

Project timelineA3Standard Template #16


2.2b A Standard Room Layout

UNCLASSIFIED

PaceSetter in HMRC

UNCLASSIFIED

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.


3.1 Boot Camp Etiquette

UNCLASSIFIED

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 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

OwnerFacilitator

AudienceStakeholders

Frequency of reviewAt the beginning of the dayThroughout the day if required

UsersProject leadProject team


BenefitsHaving 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•Either print out on A3 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 date2.Statement of business needs in outcome terms

3.2 Customer Needs Statement

UNCLASSIFIED

1

OwnerProject Lead &Facilitator

UsersProject leadProject team


2

Frequency of reviewThroughout the Boot camp as requiredBefore close of the day


3.3 Agenda Tracker

UNCLASSIFIED

Benefits of useTo 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 usePopulate each field as follows and print for display in the main room :

1. Input the lead for each activity (see point 2)2. Input each agenda item3. Shade in the allotted time period4. At regular intervals throughout the day mark whether each activity has been achieved or not5. 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

1 2 3 4 5

1. Owner2. Activity/Purpose3. Time

4. Achieved (Y/N)5. Recovery action if required

OwnerProject Lead & facilitator

UsersProject team


Frequency of reviewDuring each break throughout the day


3.4 House of Quality

UNCLASSIFIED

1 2 3 4 5 6

7 8

9

6

9

BenefitsStakeholders 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.


3.4 House of Quality Continued

UNCLASSIFIED

1 2 3 4 5 7

6 8

9

6a

9

How to use continuedAreas should be populated as follows1. 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.

Frequency of reviewThroughout the boot camp as the main focus of agreeing the requirements.Completed outside the boot camp.

OwnerFacilitator & Project Lead

UsersProject team



3.4 House of Quality Continued

UNCLASSIFIED

1 2 3 4 5 7

6 8

9

6a

9

How to use continued5. 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 6a.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 and any compromises that have to be made, with the your stakeholders.


3.5 3Cs

UNCLASSIFIED

BenefitsTo 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•Print a blank version, display in the main room and complete as required:

OwnerProject Lead

Frequency of reviewThroughout the Boot camp

UsersProject 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 review

7. Status of the concern

1 2 3 4 5 6 7

7


3.6 Question Log

UNCLASSIFIED

BenefitsTo 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•Either print out the blank template from the library on A3 or•Draw on flip chart paper and display in the main room1.Write up each questions as its raised2.List who raised the question and add the date (stakeholder/department)3. Write up any response given

1 2 4

OwnerProject Lead

Frequency of reviewAs questions are raised, at the end of the day & then post event

UsersProject team


3 5

4. List follow up action required, if any5. Specify Open or closed status


BenefitsIf 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•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.

1.Populate with key milestones (PIN, Industry bootcamp, OJEU)2.Grey out the relevant dates for each milestone3.Identify the owner and review date for each milestone4.Include any additional comments for each milestone5.Highlight the status (Late, Not yet started, Planned, In progress, Complete)

3.7 Project Timeline

UNCLASSIFIED

1 2 3 4 5

OwnerProject Lead

UsersProject Team


Frequency of reviewAt the end of the day before boot camp close

pacesetter in hmrc visual management in procurement stakeholder boot camp guidance v2.0 business...

Documents

boot camp set

industry boot camp joint

cs a3 standard template

standard template library

standard templates

project timeline slide

project team

agreed statement of