Organise people
Form a core buying team and brief the key people.
Form a buying team and hold a briefing
The shape of the work involved in the buying project should be clear to the buyer and procurement officer. It is now time to include other key contributors in the team, and bring them up to speed.
This second mobilisation milestone involves engaging subject-matter-experts (SMEs), and creating an aligned buying team to do the work (estimated 30 minutes - 1 hour*).
*Duration will vary with project complexity and resource availability.
To do the work that the buyer and procurement officer agreed on at the previous step, they must engage and align the other people who can help. Getting the most out of the team means organising:
- common understanding of objectives and project constraints
- how the various skills will be used.
Success for ‘organise the key people’ milestone looks like:
- the core buying team members have been engaged by the buyer and procurement officer
- everyone can easily explain the problem or opportunity, the procurement outcomes and who the team is planning to involve
- everyone in the team knows their role in the project, and how it connects to the business objectives
- everyone knows who to contact for what
- a stakeholder communication plan has been circulated to the team.
Who to involve in this milestone
Expand the headings below to read more about how this guide supports each of the roles involved in this milestone.
This guide supports buyers, product owners or project managers to:
- engage key subject-matter experts (SMEs) onto the core team
- conduct an initial core team briefing.
This guide supports procurement officers to:
- engage key subject-matter experts (SMEs) onto the core team
- conduct an initial core team briefing.
Subject-matter experts (SMEs) are invited to join the core team by the buyer and procurement officer. SMEs may include ICT, digital, risk, innovation, probity and/or legal stakeholder roles. SMEs should:
- attend the buying project core team mobilisation briefing
- align with the buyer on the business objective, and desired business outcome, anticipated stages, activities and timelines
- understand their individual contribution to the buying project.
Briefing session agenda and template
This page refers to templates.
We are currently testing templates and related resources. They are available on request for guided use in conjunction with the Innovation Procurement advisory team. The advisory team will 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.
Mobilisation core buying team briefing session agenda template 1
Estimated duration 30 minutes - 1 hour (will vary with project complexity, delays due to people’s availability may need to be factored in).
The briefing agenda should include:
- greetings and welcome to the core team, introductions of SMEs
- overview desired buyer outcome and pathway approach
- overview of core team and SME roles and responsibilities including who is doing what
- overview of approvers and who else should be informed
- agree how the team will communicate with each other and stakeholders.
Resources
Mobilisation core buying team briefing agenda template.
Learn more about the types of SMEs, and how they contribute to the success of the buying project.