{"id":716971,"date":"2026-08-12T10:58:09","date_gmt":"2026-08-12T10:58:09","guid":{"rendered":"https:\/\/www.capgemini.com\/gb-en\/?post_type=client-story&#038;p=716971"},"modified":"2026-08-13T09:51:30","modified_gmt":"2026-08-13T09:51:30","slug":"ministry-of-defence-mod-scales-accelerated-define-and-procure-tool-adapt-to-modernise-and-standardise-procurement-workflows","status":"publish","type":"client-story","link":"https:\/\/www.capgemini.com\/gb-en\/news\/client-stories\/ministry-of-defence-mod-scales-accelerated-define-and-procure-tool-adapt-to-modernise-and-standardise-procurement-workflows\/","title":{"rendered":"Ministry of Defence (MOD) scales Accelerated Define and Procure Tool (ADAPT) to modernise and standardise procurement workflows"},"content":{"rendered":"\n<header class=\"wp-block-cg-blocks-hero-reusable header heroReusable  \"><div class=\"header-bgs\"><picture><source srcset=\"https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg?w=2880&amp;quality=70 1x, https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg?w=2880&amp;quality=70 2x\" media=\"(min-width: 1500px)\"\/><source srcset=\"https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg?w=1440&amp;quality=70 1x, https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg?w=2880&amp;quality=70 2x\" media=\"(min-width: 992px)\"\/><source srcset=\"https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg?w=1024&amp;quality=70 1x, https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg?w=1024&amp;quality=70 2x\" media=\"(min-width: 768px)\"\/><source srcset=\"https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg?w=768&amp;quality=70 1x, https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg?w=768&amp;quality=70 2x\" media=\"(min-width: 0)\"\/><img decoding=\"async\" src=\"https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/RAF-web-banner-2880-x-1800-1.jpg\" class=\"header-img header-img-d\" alt=\"\" style=\"object-fit:cover;object-position:21% 34%\" loading=\"eager\"\/><\/picture><\/div><div class=\"heroPictureCardHeaderShape\"><\/div><div class=\"container\"><div class=\"row\"><div class=\"col-md-12\"><div class=\"box\"><div class=\"boxTagWrapper\"><div class=\"tagInfo\"><div><span class=\"box-tag\">Client story<\/span><\/div><\/div><\/div><div class=\"box-title\"><h1 data-maxlength=\"34\">Ministry of Defence (MOD) scales Accelerated Define and Procure Tool (ADAPT) to modernise and standardise procurement workflows<\/h1><\/div><div class=\"inner-row-insight download-btn\"><div class=\"col-md-4 downloadFiles addPadding\"><a class=\"button-download--small\" type=\"download\" href=\"https:\/\/www.capgemini.com\/gb-en\/wp-content\/uploads\/sites\/5\/2026\/08\/Ministry-of-Defense-client-story-case-study-UK.pdf\" target=\"_blank\" rel=\"noopener noreferrer\" title=\"opens in a new window\"><span>Download<\/span><span class=\"type\">343 KB pdf<\/span><\/a><\/div><\/div><\/div><div class=\"infoWrapper \"><div class=\"row\"><div class=\"col-md-4\"><span class=\"fieldName\">Client: Ministry of\u00a0Defence\u00a0(MOD)<\/span><\/div><div class=\"col-md-4\"><span class=\"fieldName\">Region: United Kingdom<\/span><\/div><div class=\"col-md-4\"><span class=\"fieldName\">Sector: Public Sector<\/span><\/div><\/div><\/div><\/div><\/div><\/div><\/header>\n\n\n\n<section class=\"wp-block-cg-blocks-group section section--article-content\"><div class=\"article-main-content\"><div class=\"container\"><div class=\"grid-container\"><div class=\"col-12 col-md-2\"><nav class=\"article-social\"><ul class=\"social-nav\"><li class=\"ip-order-fb\"><a href=\"https:\/\/www.facebook.com\/sharer\/sharer.php?u=https:\/\/www.capgemini.com\/gb-en\/?post_type=client-story&amp;p=716971\" target=\"_blank\" rel=\"noopener noreferrer\" title=\"opens in a new window\"><i aria-hidden=\"true\" class=\"icon-fb\"><\/i><span class=\"sr-only\">Facebook<\/span><\/a><\/li><li class=\"ip-order-li\"><a href=\"https:\/\/www.linkedin.com\/sharing\/share-offsite\/?url=https:\/\/www.capgemini.com\/gb-en\/?post_type=client-story&amp;p=716971\" target=\"_blank\" rel=\"noopener noreferrer\" title=\"opens in a new window\"><i aria-hidden=\"true\" class=\"icon-li\"><\/i><span class=\"sr-only\">Linkedin<\/span><\/a><\/li><\/ul><\/nav><\/div><div><div class=\"article-text article-quote-text\">\n<h2 id=\"h-the-mod-worked-with-capgemini-to-develop-adapt-on-microsoft-power-platform-improving-requests-triaging-tracking-and-governance-nbsp-across-multiple-commercial-teams-while-nbsp-maintaining-nbsp-appropriate-access-nbsp-controls\" class=\"wp-block-heading\">The MOD worked with Capgemini to develop ADAPT on Microsoft Power Platform, improving requests triaging, tracking, and governance&nbsp;across multiple commercial teams while&nbsp;maintaining&nbsp;appropriate access&nbsp;controls.<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Client&nbsp;challenge<\/strong>: Fragmented procurement across&nbsp;multiple commercial teams including RAF, Army and Navy, meant&nbsp;limited tracking and data integrity,&nbsp;increased&nbsp;duplication and delays, and reduced governance and supply-chain resilience&nbsp;\u2013&nbsp;hindering&nbsp;defence&nbsp;readiness and value for money.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Solution:<\/strong>&nbsp;The MOD partnered with Capgemini to develop and roll out&nbsp;the Accelerated Define and Procure Tool&nbsp;(ADAPT),&nbsp;a unified, model-driven app&nbsp;that&nbsp;provides&nbsp;a&nbsp;single front door, tasking and governance workflow, and dashboards.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Benefits:<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>30% time saving on routine procurement tasks&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>20-30% reduction in procurement cycle times&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Enhanced governance and accountability&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Improved data integrity and analytics&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Reduced reliance on costly legacy systems and enablement of cloud adoption&nbsp;<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">To improve&nbsp;defence&nbsp;readiness and value for money, the MOD partnered with Capgemini to&nbsp;modernise&nbsp;its&nbsp;procurement&nbsp;process across multiple&nbsp;commercial teams.&nbsp;Built on Microsoft Power Platform, ADAPT&nbsp;replaces&nbsp;fragmented&nbsp;manual&nbsp;processes with a single workflow and dashboards. Automating 129 steps&nbsp;has&nbsp;significantly&nbsp;reduced manual effort in RAF Commercial, improved&nbsp;data reliability fourfold,&nbsp;and reduced&nbsp;reporting preparation time by 60%.<\/p>\n\n\n\n<h3 id=\"h-tackling-efficiency-and-value-for-money-in-one-go-nbsp\" class=\"wp-block-heading\"><strong>Tackling efficiency and value for money in one go&nbsp;<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The&nbsp;MOD&nbsp;manages a wide range of procurement&nbsp;activities&nbsp;through commercial teams supporting the Royal&nbsp;Navy, Army,&nbsp;Royal&nbsp;Air Force&nbsp;(RAF), and other&nbsp;defence&nbsp;organisations.&nbsp;Previously, requests could arrive via email or phone to the commercial function, where they might sit with an individual and lack consistent triage. Requests could also be vague, making it harder to define requirements and&nbsp;prioritise&nbsp;work. This limited visibility made it difficult to see what was already in the pipeline,&nbsp;identify&nbsp;duplication, or intervene early when a request could be stopped or redirected.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">After&nbsp;creating the Accelerated Define and Procure Tool (ADAPT)&nbsp;as&nbsp;an early workflow&nbsp;solution&nbsp;for the&nbsp;RAF&nbsp;commercial&nbsp;team, the MOD partnered with Capgemini to&nbsp;develop and scale&nbsp;it&nbsp;across&nbsp;commercial operations&nbsp;to&nbsp;improve value for money. The aim was to make request intake and procurement activity more methodical and transparent&nbsp;by further developing and strengthening ADAPT&nbsp;\u2013&nbsp;supporting&nbsp;governance&nbsp;and helping teams use their time more efficiently.&nbsp;&nbsp;<\/p>\n\n\n\n<h3 id=\"h-building-a-reusable-delivery-model-nbsp\" class=\"wp-block-heading\">Building a reusable delivery model&nbsp;<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Working together, the MOD and Capgemini developed ADAPT as a digital \u201cfront door\u201d for commercial requests and a workflow to manage them through defined tasks and approvals. Built primarily on Microsoft Power Platform, ADAPT&nbsp;helps&nbsp;teams capture requests consistently, create transparency on status, and assign activities such as completing a business case, gathering required details, and securing approvals. By moving key steps out of email chains and into a shared workflow, ADAPT helps reduce avoidable back-and-forth and improves auditability.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The MOD and Capgemini&nbsp;evolved&nbsp;the solution&nbsp;throughout its roll-out waves. Following the successful RAF go-live in summer 2025, the partners\u2019 approach has continued to&nbsp;adapt&nbsp;and accelerate delivery to other commercial&nbsp;teams&nbsp;in the MOD. Capgemini&nbsp;supported the&nbsp;organisation&#8217;s&nbsp;change management strategy with user playbooks for customers and commercial officers, tutorial videos, and knowledge depository.&nbsp;In addition, the team&nbsp;delivered&nbsp;face-to-face training at&nbsp;Royal Navy, Army, and RAF&nbsp;headquarters&nbsp;with over 150 commercial officers,&nbsp;enabling&nbsp;the establishment of \u201csuper users\u201d who help tailor elements of the solution within agreed rules and guidance, and who support each other through a cross-team network.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To&nbsp;enhance&nbsp;decision-making and performance management, Capgemini provided Power BI dashboards&nbsp;that show team-level activity while also feeding into an overarching,&nbsp;organisation-wide&nbsp;view. This helps teams&nbsp;monitor&nbsp;workload, cycle times, and where tasks may be taking longer than expected, enabling targeted improvements and training based on evidence.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">By using a repeatable delivery approach and reusable workflow patterns within Power Platform, the MOD can onboard&nbsp;additional&nbsp;teams more efficiently while keeping governance and user experience consistent.&nbsp;While&nbsp;the&nbsp;initial&nbsp;RAF rollout ran for&nbsp;24 weeks&nbsp;end-to-end,&nbsp;subsequent&nbsp;implementations for&nbsp;the Royal Navy, Army,&nbsp;and&nbsp;Defence&nbsp;Digital reused this foundation, reducing delivery time to&nbsp;13 weeks&nbsp;per deployment \u2013 on average 30-40% cheaper and 40-50% faster.&nbsp;<\/p>\n\n\n\n<h3 id=\"h-a-clearer-view-for-nbsp-all-nbsp\" class=\"wp-block-heading\">A clearer view for&nbsp;all&nbsp;<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">With ADAPT in place, commercial teams can see the workload in the pipeline and the status of individual procurements in one system, improving visibility for both planning and governance. This increased transparency supports earlier decisions to stop work that is unnecessary or duplicative, rather than adding it to backlogs. It also helps commercial officers&nbsp;identify&nbsp;where&nbsp;additional&nbsp;guidance or training may be needed by showing how long tasks are taking and where requests tend to stall.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">ADAPT is designed for a broad internal customer base across the MOD, including civil servants and uniformed personnel. For example, teams&nbsp;seeking&nbsp;to renew a contract for goods or services can&nbsp;submit&nbsp;a request through a structured route rather than relying on informal email threads. Commercial officers can also&nbsp;identify&nbsp;where an existing contract is already in place, supporting better use of public funds and reducing avoidable procurement&nbsp;efforts.&nbsp;<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The next phase of work is focused on moving from implementations built in a command digital space towards an ADAPT capability within&nbsp;Defence&nbsp;Digital&nbsp;\u2013&nbsp;the&nbsp;organisation&nbsp;responsible for ensuring effective digital information and technology is put into the hands of the military and business front line&nbsp;\u2013&nbsp;with plans to bring command solutions into a single digital service. This includes role-based access controls so requesters can see their own procurements, while commercial teams can see and manage the wider portfolio. As adoption continues, the MOD can&nbsp;build&nbsp;on top of this&nbsp;consistent workflow foundation while&nbsp;retaining&nbsp;the ability to update and refine guidance through super users as rules evolve.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p class=\"wp-block-paragraph\"><em>\u201cFrom the very start, Capgemini was&nbsp;engaging and supportive. They quickly established that the task was more complicated than first described during the discovery phase and proof of concept; however, this never troubled the team,&nbsp;and they put together a plan for delivery with the milestones mapped out and a pace that was in line with what the customer wanted.&#8221;<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>\u201cThey have far exceeded our expectations in terms of delivery, and their professionalism in dealing with the tasks and never-ending changes was exemplary. The project has to date been a success based on this approach, and their passion was&nbsp;evident&nbsp;throughout.&#8221;<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>\u201cI am hugely grateful for the work that everyone has put into this,&nbsp;and I am very hopeful ADAPT will be rolled out more widely.\u201d&nbsp;<\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Andrew Trinick,<br>Head of Air Commercial Major Projects<br>Royal Air Force<\/strong><\/p>\n<\/blockquote>\n\n\n\n<div class=\"wp-block-cg-blocks-autocloud-form autocloudform\"><div class=\"section--autoCloud-form\"><div class=\"wrapperAutoCloudSection\" id=\"linkToForm\"><div class=\"container\"><div class=\"row\"><div class=\"col-md-12 col-lg-6 left-img align-self-center escaper-left\"><\/div><div class=\"col-md-12 \"><div class=\"autoCloudForm\"><h3 class=\"formHelpText\"><strong>If you would like more information, please contact us<\/strong> :<\/h3>\t\t<div class=\"mf_forms__container \">\n\t\t\t\t\t\t\t\t<form id=\"mf_form_717318_1458003810\" class=\"mf_form__form row needs-validation\" action=\"\" method=\"post\" enctype=\"multipart\/form-data\" data-nosnippet>\n\t\t\t<div class=\"col-12\">\n\t\t\t\t<div class=\"asterisk_title\">\n\t\t\t\t\t<p><span class=\"star-required\">*<\/span> Mandatory field<\/p>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\t<div class=\"col-12\">\n\t\t\t\t<div class=\"mf_form__errors mf_form__errors--top\" role=\"alert\" aria-live=\"polite\">\n\t\t\t\t\t<ul class=\"mf_form__errors__list\"><\/ul>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\n\t\t\t\t<div class=\"mf-field-wrapper form-floating col-sm-6\"><input type=\"text\" class=\"form-control\" id=\"_mf_1112043_1595_1953244538\" name=\"_mf_1112043_1595\" placeholder=\"First name\" required \/><label for=\"_mf_1112043_1595_1953244538\" class=\"form-label\">First name <span class=\"star-required\">*<\/span><\/label><div class=\"invalid-feedback-frm\">First name is not valid.<\/div><\/div><div class=\"mf-field-wrapper form-floating col-sm-6\"><input type=\"text\" class=\"form-control\" id=\"_mf_1035787_2559_2625074026\" name=\"_mf_1035787_2559\" placeholder=\"Last name\" required \/><label for=\"_mf_1035787_2559_2625074026\" class=\"form-label\">Last name <span class=\"star-required\">*<\/span><\/label><div class=\"invalid-feedback-frm\">Last name is not valid.<\/div><\/div><div class=\"mf-field-wrapper form-floating col-sm-12\"><input type=\"email\" class=\"form-control\" id=\"_mf_1035787_7114_2070463125\" name=\"_mf_1035787_7114\" placeholder=\"Email \" required \/><label for=\"_mf_1035787_7114_2070463125\" class=\"form-label\">Email  <span class=\"star-required\">*<\/span><\/label><div class=\"invalid-feedback-frm\">Email  is not valid.<\/div><\/div><div class=\"mf-field-wrapper form-floating col-sm-12\"><input type=\"text\" class=\"form-control\" id=\"_mf_1035787_8902_800271505\" name=\"_mf_1035787_8902\" placeholder=\"Company\" required \/><label for=\"_mf_1035787_8902_800271505\" class=\"form-label\">Company <span class=\"star-required\">*<\/span><\/label><div class=\"invalid-feedback-frm\">Company is not valid.<\/div><\/div><div class=\"mf-field-wrapper form-floating col-sm-12\"><input type=\"text\" class=\"form-control\" id=\"_mf_1035787_1878_2263354199\" name=\"_mf_1035787_1878\" placeholder=\"Job title\" required \/><label for=\"_mf_1035787_1878_2263354199\" class=\"form-label\">Job title <span class=\"star-required\">*<\/span><\/label><div class=\"invalid-feedback-frm\">Job title is not valid.<\/div><\/div><div class=\"mf-field-wrapper form-floating col-sm-12\"><textarea type=\"text\" class=\"form-control\" id=\"_mf_1219915_4534_2418905037\" name=\"_mf_1219915_4534\" placeholder=\"Comments\" ><\/textarea><label for=\"_mf_1219915_4534_2418905037\" class=\"form-label\">Comments (optional)<\/label><\/div><div class=\"mf-field-wrapper  col-sm-12\">\n\t\t<div class=\"form-check checkbox-controls\">\n\n\t\t\t<input type=\"checkbox\" id=\"_mf_1035787_7882_3292290957\" class=\"form-check-input\"\n\t\t\t\tname=\"_mf_1035787_7882[]\"\n\t\t\t\tvalue=\"1\"\n\t\t\t\trequired\n\t\t\t>\n\n\t\t\t<label for=\"_mf_1035787_7882_3292290957\" class=\"form-check-label consent-text\">\n\t\t\t\tI agree to Capgemini collecting &amp; processing my personal data to allow me to receive information on Capgemini services. 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