eTrading for Schools and Gwynedd - a case study

One of the cornerstones of the programme is introducing eProcurement into the county’s 120 schools, who currently buy goods in a variety of ways - including manual paper ordering. The Council expects that this will have a positive impact on their current focus, which is process efficiency savings. This, along with other benefits, will support a reduction in their – and individual schools - education purchasing bill.

For that reason, Gwynedd was pleased to be able to be part of the eTrading for Schools trial. Following pilots at two secondary and one primary school, the system is being rolled out to the council’s 12 remaining secondary schools and 106 primary schools this year.

Nicola Day, Gwynedd Council’s Corporate Procurement Manager, is aware of the challenges of getting schools on board. "Our job is to show head teachers and others that the xchangewales eTrading for Schools system can provide them with easy access to local, regional and national suppliers which will reduce administration, allow staff to concentrate on priorities and save money in their budgets."

She added "Even small savings, multiplied across many sites, will add up to a considerable sum, but it is our hope and expectation that eTrading for Schools will make a much bigger difference, as it has in other organisations who have grasped the opportunity.

"We have had positive feedback from users, but there is still reluctance in some quarters to use corporate contracts set up on the system rather than their traditional sources. They need to be convinced that the quality, price and availability of goods on eTrading for Schools represent the best choice."

Robin Evans, Project Manager for the eProcurement implementation in Gwynedd, said "It’s still early days but we’ve had some positive feedback and many feel that this is the way forward for Gwynedd.

"The technical installation is relatively straightforward but there is an element of business process re-engineering involved, especially with our primary schools because they are used to ordering their requirements through one of three area offices set up to coordinate their purchasing."

Ysgol Tryfan, Bangor – "everything is much quicker..."

Ysgol Tryfan at Bangor is a 430-pupil secondary school, rated as one of the highest-performing schools in Gwynedd. Along with Ysgol Eifionydd in Porthmadog, Ysgol Tryfan has been taking part in both trials and was the first to place an order via e-Trading for Schools.

Carol Hughes has been a member of staff at Tryfan for 24 years, 14 as an administrative officer. Carol is the person the school’s 35 staff rely on to manage the procurement of teaching and other materials essential to the day-to-day running of Ysgol Tryfan.

With the full backing of headteacher Gareth Hughes, Carol volunteered to ‘test drive’ the e-Trading for Schools system and is convinced, notwithstanding some initial concerns, that it represents the way forward.

Carol said "Our requirements are very typical of a school. Previously, a teacher wanting a particular item would check its price, source and availability; fill in a paper requisition form; come to me and I would check the budget. I would enter it on SIMS, print off a copy of the order and fax it to the supplier, who would invoice after delivery.

"On e-Trading for Schools, everything is much quicker. In one instance, we located some scientific equipment we needed on the system and placed an electronic order. The supplier rang to confirm within five minutes of receiving the order and the goods arrived the next day. Over the next few months we also hope to process invoices electronically."

To those who dread the words ‘new systems, training and implementation’ Carol has some reassuring comments: "It may be a powerful tool but is very simply set up on school computers and it takes a very short time to become familiar with its capabilities and processes.

"Robin Llywelyn Roberts (SIMS Team Leader at education support organisation Cynnal) has provided us with all the support necessary and, of course, (implementation) is free."

Most of the suppliers that Ysgol Tryfan traditionally deals with are on the system, but there are still more to register. Carol added "More suppliers and more catalogues means more choice. The search engine has also had difficulties on occasions tracking down items specified.

However it is still early days and I am quite sure these aspects will be addressed and improved. I want it to work; I am very pleased with it. I think it is the future and all schools should have it."

Head teacher Gareth Hughes said "I have had good reports about the facility overall and any problems are being dealt with. We hope that it will offer the prospect of savings in time and money, which will be very welcome."

At the moment, Carol is doing all the ordering, but he said department heads and possibly other teachers may be introduced to eTrading for Schools in the future.

Gareth Hughes added "We live in a society where purchasing online is commonplace; the important elements are that the system can be used with the minimum of extra effort. It offers a comprehensive choice at the best prices and the search facility finds what we want. If not, teachers will simply shop elsewhere."

In summary, this was the verdict of Ysgol Tryfan on their experience with eTrading for Schools so far:

What’s going well:

• Quick to set up and learn
• Easy to use
• Saves time and paper
• Speedy service from suppliers
• Secure ordering
• Availability of technical support and advice
• Great potential for choice and savings.

Changes they look forward to

• The continued growth in new suppliers as they come on board, upload their online catalogues and begin trading
• Enhancements to the search facility.