Smarter Bidding ProgrammeSelecting and implementing a modern bid & pipeline platform, live by end of September
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Stakeholder & Governance

Light-touch decisions in a fast-paced culture

Governance sized to the environment: fast, personal and light-touch. No RAID theatre, no 40-slide steer decks. A one-page plan, a live RAID and 30-minute forums, run with candour.

Governance layers

Five forums, no more

ForumChairCadencePurpose
1Executive SteerCEO / SponsorFortnightly (30 min)Strategic direction, decisions, budget control, blockers I can't clear
2Delivery StandupProject Manager3x per week (15 min)Task-level progress, defects, next 48 hours, live RAID
3Vendor Delivery ForumProject ManagerWeeklyVendor progress vs SOW, defects, change requests, next milestones
4Bulgaria Bid Team SyncBid Team LeadWeeklyConfidence, questions, training gaps, adoption signals
5Country Leads CallProject ManagerFortnightly post-SepRollout readiness across 14 countries, feedback into central backlog

Stakeholder map

Influence vs interest

Engagement intensity matched to each stakeholder's role in getting to 30 Sept and rolling out to 14 countries.

Manage closely

High influence · High interest
CEOExecutive SponsorBulgaria Bid Team LeadIT LeadSelected Vendor Lead

Keep satisfied

High influence · Lower interest
CFOGroup Commercial LeadDPO

Keep informed

Lower influence · High interest
Country Leads (14)Bid contributorsFinance business partnerSales operations

Monitor

Lower influence · Lower interest
Losing vendorsAdjacent internal teamsWider IT

Decision rights

RACI for the seven biggest decisions

DecisionResponsibleAccountableConsultedInformed
Requirements sign-offProject ManagerExecutive SponsorBid Team Lead, ITCountry Leads
Vendor selectionProject ManagerCEOIT, Finance, Bid Team LeadCountry Leads
Configuration decisionsVendor + PMProject ManagerBid Team LeadExecutive Sponsor
Data migration cut & sign-offProject ManagerBid Team LeadVendor, IT, DPOExecutive Sponsor
Go / no-go for 30 SeptProject ManagerCEOBid Team Lead, Vendor, ITCountry Leads
Rollout wave sequencingProject ManagerExecutive SponsorCountry LeadsVendor
Budget change > 5%Project ManagerExecutive SponsorCFO, VendorCEO

Escalation

From standup to CEO in four steps

L1

Squad member → PM

Task blocker, config query, defect
Same day

L2

Project Manager

Vendor issue, scope query, cross-team blocker
Within 24 hours

L3

Executive Sponsor

Material risk, change request, budget variance >5%
Next fortnightly steer

L4

CEO

30 Sept date at risk, contractual issue, reputational risk
Immediate

Programme artefacts

What we maintain

  • One-page delivery plan
  • Live RAID log
  • Decision log
  • Budget tracker
  • Vendor scorecard
  • Adoption dashboard
  • Reconciliation pack (migration)
  • Post-implementation review

Operating principles

How this governance behaves

  • Decisions logged, dated and owned. No decisions in inboxes.
  • One-page delivery plan, updated weekly, seen by everyone.
  • Vendor governed against SOW milestones, not goodwill.
  • Escalations have SLAs. Silence is not acceptable.
  • Country leads have a voice on config, not a veto on go-live.
  • 30 September is the boundary, not the aspiration.