Implementation of online order management solution for NHS Trust
"Implementing the online order management system has revolutionised our procurement process, making it more efficient and user-friendly."
The Customer
An NHS Trust wanted to transition to electronic trading for all print and customised stationery requirements, enabling online procurement and payment while providing authorised personnel access to an online catalogue.
The Challenge
The key objectives of the project included:
- Electronic Trading: Transitioning from manual to electronic trading for print requirements.
- Online Procurement: Enabling online procurement and payment.
- User Access: Providing authorised personnel with access to an online catalogue.
The Plan
We set up a dedicated Print System to streamline and centralise the process:
Initial Setup:
- The customer provided a comprehensive product portfolio, including internal item codes and descriptions.
- A list of all potential delivery addresses was supplied, with additional addresses added as needed.
- This data was entered into the Management Information System.
Print Activation:
- The NHS Trust was given login details to access the Print System online.
Order Placement:
- Personnel could place orders directly through the Print System.
Inventory Management:
- Stock purchased from their previous supplier was uniquely identified on the system as customer stock and invoiced at nil value.
Key Features of System:
- Instant Quotes: Allows users to create their own estimates.
- RFQ Creation: Users can generate a Request for Quote by answering predefined questions, enabling estimators to complete it efficiently.
- Artwork Creation: Users can design their own artwork using variable data templates.
- Shopping Basket: Users can access favourite items, search and filter products for easy selection.
- Managed Stock: Enables browsing a personalised catalogue of standard products and stock.
- PayPal Integration: Customers can pay using credit/debit cards through PayPal, with or without a PayPal account, for instant approved payment.
- Order Tracking: Provides real-time tracking of current orders and access to order history.
- Online Reporting: This service offers access to a library of management reports for monitoring stock usage, order history, and spending.
The Results
The implementation of our online order management solution allowed the NHS Trust to seamlessly transition to electronic trading, simplifying the procurement process and providing comprehensive order management and reporting tools.
Since 1947, Harlow has been trusted by the NHS, pharmaceutical companies and the public sector to deliver exceptional print, digital services, and enduring innovations