Define the buying project outcome
Hold an effective alignment session between the buyer and procurement officer.
Buyer and procurement alignment
Before a buying team can start work, they should agree on what they are working towards. This milestone involves a buyer and procurement officer holding an alignment session (estimated 1-2 hours*). *Duration will vary with project complexity, and resource availability.
This first mobilisation milestone is about the buyer and the procurement officer asking the right questions, getting clear, and sharing a common understanding on things like:
- the business objective, and outcome the buyer is trying to achieve
- the problem the buyer is trying to solve
- identifying the kind of people the buying project will need to involve.
Success for ‘define your buying project’ milestone looks like:
- stakeholders and their roles in the project are identified
- buying project responsibilities, accountabilities and consultation or information needs (RACI) have been identified
- the buying objective has been documented, and there is a draft work plan and stakeholder communication plan
- buyer and procurement officer can easily explain the problem or opportunity, the desired outcomes, and who the team will involve.
Who to involve in this milestone
At the beginning of the buying project, the buyer and procurement officer should come together. They should form a common understanding of the business objectives, and agree on how they will work together.
This page supports buyers or their agents (e.g. product owners or project managers) to:
- brief a procurement officer on the business objective, and desired business outcome
- share and agree on anticipated stages, activities and timelines
- identify project stakeholders, roles and responsibilities in a RACI matrix
- identify subject-matter experts (SMEs) for the core buying team
- identify approvers and criteria for their support.
This page supports procurement officers to:
- align with the buyer on the business objective, and desired business outcome
- give advice on anticipated stages, activities and timelines
- identify project stakeholders, roles and responsibilities in a RACI matrix
- identify subject-matter experts (SMEs) for the core buying team
- identify approvers and criteria for their support.
Alignment session guides and templates
This page refers to workshop templates, guidance and samples.
We are currently testing the resources that we have developed. They are available on request for guided use in conjunction with the Innovation Procurement advisory team. The advisory team will ensure that they tailor the resources to the project's needs, and incorporate any improvements back into the resources.
To access the mobilisation workshop guide and template resources, or if you need help engaging resources to lead this activity, contact the innovation procurement advisory team at InnovationProcurement@customerservice.nsw.gov.au. If you have any trouble accessing a file or document on this page, you can request an accessible version from the same email address.
Alignment session template 1: buying objectives, current situation and problem
Estimated duration: 30 minutes - 1 hr (varies with project complexity, delays due to people’s availability may need to be factored in).
Buyer and procurement officer align on:
- buyer’s desired outcome
- buying objectives
- strategic drivers
- situation, needs, problem, opportunity and evidence
- progress to date
- concerns or constraints
- innovation buying prior experience, maturity and risk appetite.
Resources
Align on buying objectives, current situation and problem session template and guide.
Alignment session template 2: timelines, milestones, risk mitigants and assumptions
Estimated duration 15 - 30 minutes (varies with project complexity, delays due to people’s availability may need to be factored in).
Buyer and procurement officer align on:
- timelines and milestones
- risk mitigants, assumptions and questions.
Resources
Align on timelines, milestones, risk mitigants, assumptions session template and guide.
Alignment session template 3: roles and responsibilities, and innovation procurement support needs
Estimated duration 15 - 30 minutes (varies with project complexity, delays due to people’s availability may need to be factored in).
Buyer and procurement officer align on:
- RACI: roles, responsibilities, accountabilities, people
- required innovation procurement support levels.
Resources
Learn more about buying project stakeholder roles.