Print management for large NHS Trust
"Harlow’s proactive approach and attention to detail ensured our printing materials were managed efficiently, delivered on time, and met all our requirements."
The Customer
A large healthcare organisation required assistance with manufacturing, stocking and distributing various printing materials, including stock, ad-hoc and colour requirements. Their objective was to ensure efficient operations while maintaining high accuracy and timely delivery standards.
The Challenge
Issues encountered by the customer included:The healthcare organisation needed an effective solution to manage and distribute over 250 types of forms across 10 locations. It processes 25 orders daily and spends £500,000 annually. The project demanded precise coordination, effective stock management, and integration with its procurement system.
The Plan
- Contract Planning: Meeting with the Contracts Director, Procurement Manager, and Category Managers to identify stock levels and delivery schedules.
- Delivery Planning: Identified delivery locations and site restrictions, assigned Service Level Agreements, and finalised account management support with weekly visits and quarterly KPI reviews.
- Stock Management and Distribution: An electronic barcoding system is used to pick, wrap, label, and palletise goods as per customer requirements. Stock quantities were based on 3 months of usage, with a maximum of 25% of annual usage, replenished as needed.
- Order Processing and Integration: Integrated with multiple procurement systems for online ordering and invoicing.
- Transition from Incumbent Supplier: Over 4 weeks, we barcoded and stored items, and managed a 2-day disruption with contingency stock.
- Account Management and Support: Provided specification writing advice, managed artwork, and introduced standard paperwork. We reviewed product specifications and utilised 'Estimating Pro' for cost-effective manufacturing.
- Unique Solutions: Implemented a digital growth chart system to replace paper charts, providing an audit trail and eliminating double data entry.
- Quality Assurance: Documented the approval process for suppliers, managed by the Production Director overseeing procurement, logistics, and supply chain.
The Results
- Quicker Turnaround Times: The new process significantly reduced the time required to produce Patient Information Leaflets.
- Cost-Savings: Minimal studio intervention led to cost savings and resulted in lower production costs
- Improved Quality & Error Reduction: Eliminating the manual transfer of text minimised errors and improved the accuracy of the final product. Additionally, consistency in logos and branding improved the overall quality of the materials.
Through Harlow’s innovative template creation and efficient workflow integration, the NHS Foundation Trusts achieved quicker, cost-effective production of Patient Information Leaflets with improved accuracy and consistency