It was decided to divide the implementation into two phases. Phase one meant taking the current stationery basket and agreeing a standardised range of product that was fit for purpose and that would create a uniformity around every department. While savings was a given, the decision was also taken to roll out this solution to a working group to test high volume lines.
Once the product was signed off, the project moved to the next level of pilot which was moving users to Easy Order, Codex’s online ordering platform. This provided the staff with a controlled, quick and easy method of procuring their most frequently ordered products.
The second phase of implementation was the much greater challenge of sourcing and supplying all the Hermitage Clinic’s printed stationery. The Hermitage Clinic had been using several different local suppliers for all its printed and marketing material and wanted to console their offering to one supplier.
All details in relation to brand guidelines, pantone references and paper weights had to be agreed on every sample, the attention to detail was essential in an organisation with such high standards as the Hermitage
A sample of all printed materials were gathered and a rationalisation review was explored with the view that some printed lines could be used for the same purpose and some could be eliminated as part of the review.
Usages were evaluated and the products procured in bulk or pallet quantities, stored Codex’s secure warehouse for daily call off by the Hermitage end users. This meant order quantities were increased (getting improved value) but delivery sizes were reduced so that the Departments could order small quantities as they required, freeing up valuable space throughout the Clinic.
All core print lines were version controlled, then documented and added to the easy order system so that users could order online with their day to day supplies.
We are delighted for this collaboration project to be nominated at the 2017 procurement awards