Europa, a leading UK-based facilities management company, required a stationery ordering system to manage orders, suppliers and approvals. They wanted to find savings, reduce order processing time and improve spend reporting to management.
Webmart implemented an online web-to-print solution that gave employees access to ordering their own stationery, automatically routing to the right approver, simplifying order processing, batching up orders to reduce printing costs and working to an agreed service level agreement.
Europa works from several sites across the UK. However each site was placing their own stationery orders – some using their own suppliers and others ordering through one central point of contact in head office. This was causing problems in a number of areas:
Webmart was brought in to suggest how this situation could be resolved: to improve brand consistency, to bring order to the stationery ordering process and bring transparency and reporting for senior managers keen to bring visibility to spending.
We suggested that an online stationery ordering system was required. This system would be securely accessed by any authorised person within the business simply by logging in through their web browser. Using this company-branded website, each person can create and order stationery items for any number of sites and divisions of the company. They can modify and approve orders online, see order prices and place orders directly through the platform.
Now the system is in place, the customer has freed up the time of a single employee who spent a considerable amount of time ordering stationery items for the business. They now have transparency of what has been ordered and can extract reports directly from the system showing quantities ordered and amount spent. Brand consistency has also been greatly enhanced across the business with standard artwork templates being agreed and implemented by the marketing team.
The site can be expanded to incorporate any number of marketing materials and promotional items, such as literature, pens or rulers etc., all of which can be stored in an off-site warehouse and called off from stock as and when required.
There are also plans for Europa to roll the solution out across partner companies to improve their service offering.