Appointing a specialist management company to handle an organisation's entire print requirements is a significant step. The changeover from existing ways of working - be it buying print right through to its stocking and distribution - needs careful handling.
A well-crafted implementation plan is essential to ensure a seamless transition.
Take for example, a recently-won contract to supply HCA, a group of six private hospitals based in London for whom etrinsic now handles the graphic design, print procurement, storage and distribution. Printed
material for operational purposes includes a total of 798 different items ranging from x-ray envelopes to patient admission forms and drug prescription sheets. Etrinsic took delivery of the first existing printed stock items and, within ten days, the account was ready to go live and receive print orders from the Group's 322
different cost centre operations.
Etrinsic's slick implementation plan follows a logical, step-by-step path that leaves nothing to chance and involves meticulous attention to detail, checks and
double checks. "It's important to get details right from the outset so that errors are not embedded in the system that will have an effect further down the line," adds Sandie.
Once the audit of printed items is completed, next comes receipt of existing stock, cataloguing of
material and the allocation of space in the company's
temperature-controlled warehouse. There is usually a short period where ordering is not possible but even then etrinsic sets up a contingency stock to deal with emergency requirements.
"We then set about integrating the new
client's procedures with our sophisticated print management information systems, such as online
ordering, and training staff in their use," explains Sandie. A bespoke Print Ordering User Manual is
developed and issued taking into account all the
specific requirements that are needed to ensure an organisation's objectives are met. While the
implementation plan and subsequent management
procedures have a core structure, they have built-in
flexibility to adapt to individual needs.
"All our programming is carried out in-house and hosted by in-house servers so we are never at the mercy of third party technology nor reliant on
outside help to change the system when special tailoring is required," says Sandie. Procedures logged into the system will incorporate, for example,
agreements on spending limits for individual staff or
departments, minimum and maximum stock call-off volumes, delivery deadlines. etc.
A key element in Etrinsic's service is the web-based
Electronic Information Reporting showing such details as
expenditure on forms, current/completed orders and analysis, month-on-month statistics, stock movement and so on. "This is a powerful information tool and
enables an organisation to take complete control of its printed material, providing a real-time
picture of the status of every activity," continues Sandie.
Billing is another important issue, In HCA's case, all print ordering activities - including the item ordered, quantity, unit price and invoice value - are logged against each of the 322 individual cost centres, whilst still enabling the provision of electronic cross-charging information for each hospital. The final total monthly bill is issued as one invoice to the Group's central administration
function, thereby simplifying the whole payment
procedure.
A further service developed by etrinsic is Docugraphic - a digital asset library that enables all artwork, images and even video to be catalogued and held on computer. It features a powerful search engine that enables items to be retrieved instantly.
"As part of the implementation plan, our graphic designers will work with the client and its existing agencies to centralise all digital assets on the
Docugraphic system," says Sandie
"This also enables tight control to be maintained of the reproduction of corporate identities and brands, such as consistency of colour."
Each new etrinsic client account is allocated a three-strong implementation team spearheaded by Sandi
Matthews whose experience stretches over 25 years. The team stays with the new account for several months overseeing all aspects of the integration and ensuring all systems are running smoothly. Reviews are carried out on a regular basis. |
