|
Welcome to our newsletter, this finds us operating under difficult circumstances where food costs are fluctuating considerably and unfortunately in the wrong direction.
During the past few months we have been working hard with suppliers negotiating better terms for our customers and assisting in getting price updates into the system. More details about this are below.
We have continued to expand our business of operations and are pleased to say that we now have in excess of 50 colleges using KitMan to manage their Hospitality and Catering departments. Many of these are using KitMan as a teaching tool with their students and to operate their refectories and restaurant services.
[Back to top]
Stores Refresher Working Party
Early this year, at our customers forum for education, it was agreed that it will be beneficial to hold a meeting that can be attended by Stores Technician/Stores Administrators. It is always difficult to agree dates and venues to suit everyone, however it is now planned to hold this event on Wednesday 7th January 2009. Henley College have kindly agreed to host the event, which should be a convenient location for everyone to get to. The event will be attended by our support staff and there will be an opportunity for everyone to ask specific questions about issues they may have. As we will have a copy of your system on a secure computer then this can be demonstrated in a live environment.
We believe this session will prove invaluable to all of our users. Attached is a sample of the agenda for the day. Details will be circulated to all of our customers during the next few days.
Agenda
|
1
|
KitMan System Upgrade
Highlights of the new version of KitMan and KitMan Online currently under development including:
- Demo of Brand New Menu Module
- Demo of Improved Purchase Tracking Information
- Demo External Purchase Ordering Online
- Outline Additional Features under development
|
|
2
|
User Feedback and Suggestions
An opportunity for users to put forward their suggestions, criticisms or requests for new features.
|
|
3
|
Lunch
Network with other Stores Personnel and discuss issues with users in similar situations.
|
|
4
|
FoodLink Suppliers Update
Details of new suppliers and deals currently being negotiated.
|
|
5
|
Breakout Sessions
We will ensure that we have a copy of your latest KitMan Systems on secure laptops and web access to KitMan Online. Support staff will be on hand to discuss any specific questions one on one or demonstrate the best solution to any questions you may have.
|
|
6
|
KitMan Usergroup
Launch of new online feedback and support service.
|
|
7
|
Summary and Close
Brief Summary of the day's findings.
|
[Back to top]
Product Price Updates
As part of the reporting from KitMan we provide class costs, costs per student etc; obviously the accuracy of these reports depends very much on correct prices being incorporated in KitMan at the time of the order.
During the period of volatile prices it is more important than ever that correct prices are being received. Most customers purchase from local suppliers for fresh produce and we are working closely with many of these suppliers. However in some cases the supplier does not have access to email, which means that it is difficult for Olympus to be involved and it is necessary for the customer to update these prices themselves. If this is the case you should also consider the traceability aspects of the products you are purchasing and whether there is a breach of Health and Safety. We can suggest alternative suppliers where necessary.
In respect of other commodities customers will be purchasing from Regional or National suppliers. Olympus have been working closely with these suppliers to ensure that price updates can be received and input automatically for you in KitMan. Regrettably we are unable to offer this service for customers who use 3663 or H N Nuttall. However, we have formed a close association with both DBC Foodservice and Brakes, who will not only provide us with prices to input into your system but will also provide favourable prices for yourselves as we have negotiated national prices.
We will be happy to discuss this with you and to make arrangements for one or both of these companies to see you.
We also have excellent working relationships with a number of regional suppliers who can be introduced to yourselves.
To summarise
- correct prices are imperative to the accuracy of reports and to manage the business opportunities ensuring costs remain within budget guidelines
- where difficulty is being experienced either with quality, service or price updaters being received we can recommend alternative suppliers
[Back to top]
Olympus FoodLink Suppliers
As previously reported Olympus have a network of suppliers whom it works closely with. These suppliers offer quality products, supported by an excellent service and satisfy all aspects of Health and Safety and product traceability. Because of our association they offer attractive prices to our customers.
If any customer is having difficulty with one of its own suppliers we can almost certainly offer an alternative choice of supplier throughout the UK for all commodities.
We have also formed a close association with both DBC Foodservice and Brakes who offer nationally negotiated prices to KitMan users. This also ensures that prices will be automatically incorporated in your version of KitMan ensuring the accuracy of reports.
We are currently in discussion so that there will be special offers on the core products being purchased by our customers creating further cost savings.
Negotiations between ourselves and suppliers is made at senior management and director level. It is important wherever a change of supplier is contemplated by a customer that this is referred to us so that we can assist in a smooth transition to the new supplier and ensure that details are set up correctly in your version of KitMan
[Back to top]
Supplier Management
Olympus have a scheduled routine with suppliers whose prices they are updating for customers; in many instances these are suppliers requested by customers as a local source. Olympus endeavour to work with all suppliers to ensure they offer the service the customer requires. As part of the service we are now categorising suppliers into three groups.
Category A - Preferred suppliers. These suppliers work closely with Olympus sending regular price updates and offering good service and quality to our customers. In these instances we will recommend them to our customers based in the geographical areas of their operation.
Category B - Managed suppliers. These suppliers do not always send price updates through and it is necessary for Olympus to be involved in obtaining these price updates. This, of course, creates additional work for Olympus and at some stage the supplier will be removed from this list (hopefully to the Preferred supplier status). There may also be issues about service and quality that have not been resolved to our satisfaction.
Category C - Self Administered suppliers. Prices for these suppliers are administered by the customer, this may be because they only supply one or two items to the customer or the supplier is unable to provide prices to Olympus electronically. The customer can choose to enter any price amendments individually through KitMan or assistance can be given by Olympus in providing a template, which can be completed by the customer in a single operation and sent to Olympus for inclusion into the customers system.
Olympus will liaise with each customer agreeing its schedule of suppliers and where we are administering these. If suppliers are in category C, customers will be offered an alternative from our Preferred supplier list. Alternatively the customer may choose to remain with its current supplier but to administer any amendments themselves. We will be in contact shortly, meanwhile if you wish to speak to us then please contact us on 0330 088 1957 opt 1.
[Back to top]
KitMan Expands
Amongst our education customer profile we are pleased to announce success around the UK.
Expansion in Northern Ireland with the introduction of North West Regional College based in Londonderry. Following a restructure of the education system in Northern Ireland this college was formed by the merging of Limavady College and North West Institute. Discussions are at an advanced stage with other colleges in that country.
In the north of England we have seen the introduction of Barnsley College in Yorkshire and Blackpool and The Fylde College one of the leading colleges in the North West of England.
The South East of England sees further expansion with the introduction of Croydon College, Lewisham College and Hertford Regional College.
We have extended our operations along the South Coast of England with South Downs College and Chichester College.
 Closer to home we have been joined by Halesowen College, south of Birmingham, and Warwickshire College who operate from six main campuses. Regrettably Warwickshire College suffered a major fire earlier this year in its historical home of Moreton Morrell Hall resulting in a major refurbishment programme and the cancellation of a number of wedding receptions.
[Back to top]
New Customer Services Manager Appointment
 Olympus have prided themselves on the level of service offered to customers and like to feel that we maintain regular contact with them, indeed we want to ensure that everyone is getting the maximum use from KitMan and that it meets all of our customers' expectations.
We have recently appointed a new Customers Services Manager, Tony Collinge. Tony has a wealth of catering experience having qualified at Tamworth and Lichfield College and has previously worked as a chef in the hospitality sector for some 12 years.
If he hasn't spoken to you yet, Tony will be working closely with all of our customers and interfacing with suppliers ensuring that we continue to offer you the levels of service you expect from us.
[Back to top]
 NHS
Over the past three years Olympus have been working closely with Wrightington, Wigan and Leigh NHS Trust in developing a version of KitMan specifically for the Healthcare market.
We are pleased to report that during this period the Trust consider that they have achieved cost savings of c£100,000 per annum. Indeed during the past three years they have not increased their food expenditure budget.
Olympus have now developed KitMan so that it interfaces direct with Oracle, the Trusts accountancy system thus negating the need for duplicated work. This feature saves the Trust valuable labour time and gives them greater control. Invoice queries from suppliers, which was running at a high level and was a 'headache' for both the accountancy and catering departments is now nonexistent.
Further development now incorporates the facility for patients to order meals at the bedside. This collates into a consolidated listing for each ward and into a master production schedule for the kitchens.
Early assessments are that this element will create further cost savings of c£50,000 per annum in food wastage as meals will no longer be ordered for patients who are being discharged, going to theatre, nil by mouth etc.
[Back to top]
New Development KitMan Menu Module
As part of our ongoing development the team are currently working on the creation of a new menu module. This includes a number of enhanced features making the creation of menus much easier to create and providing essential details for both chefs and management.
This creates full nutritional information ensuring that our customers are complying with the latest legislation.
Some of the features are:
- Creation of menus - enables A La Carte or Table D'Hote menus to be created in minutes
- Cost/profit analysis - incorporating a sales mix for each dish creates a schedule of costs and anticipated profit for each menu
- Nutritional Information - this is collated for each dish providing all of the necessary analysis for the complete menu. If amendments to dishes are made these will filter through to the analysis sheets
- Printed menus - the chosen dishes will automatically import to a menu template, these can be printed in house or sent to professional printers
- Sequence of dishes - these can be arranged and displayed in any order chosen by the customer. For the commercial customer, the dishes delivering the highest return can be placed in a prominent position
- Dietary information - this is automatically captured from the dishes and an analysis sheet provided
It is anticipated that this will be available early in the New Year.
[Back to top]
Referrals and Sponsorship
The best form of business for a company is by referral from existing customers; we are pleased that a large number of our customers speak highly of our services and we would like to reward such loyalty.
We are introducing a scheme, whereby we will contribute 1% from any sale made as a result of a referral from an existing customer. This money will be donated to the customer and may be used for student awards, sponsorship, purchasing of equipment or any other incentive the customer chooses.
We know that cost savings and efficiencies are being achieved by our customers and there are many organisations in hospitality, healthcare or education that can benefit from the use of KitMan.
Should you have any potential customer you wish to recommend to us then please email their contact details to sales@kitman.com whereby we will contact them and arrange to send details without any obligation on their part. In exchange we will forward a cheque or other form of donation to you.
[Back to top]
New Contact Numbers
Ofcom has recently introduced 03 numbers as an alternative to the much hated 0870 and 0871 number ranges. The new 03 numbers, like all 08 numbers, are 'UK-wide' as they are not limited to a particular local area like 01 and 02 numbers. Calls to these numbers cost the same as calls to ordinary geographic numbers (starting 01 or 02) and are included in contract mobile phone calling plans. You may have noticed that the BBC has now changed its dial in numbers to 03 so they should become widely understood by the public given a little time.
Olympus now have a new Telephone 0330 088 1957 and Fax 0330 088 1958
This is in addition to the following local and national numbers:
|
National
|
0870 770 5245
|
|
Inner London
|
0207 043 6021
|
|
Outer London
|
0208 819 8562
|
|
Birmingham
|
0121 314 3464
|
|
Manchester
|
0161 660 6400
|
|
Leeds
|
0113 350 8824
|
|
Belfast
|
028 9099 8837
|
|
Lichfield
|
01543 888 211
|
[Back to top]
Hints and Tips
Access from Home
One of the main features of KitMan Online is the ability to access from it home or anywhere with a Broadband Internet connection. All you need is an up to date browser, your login details and your site address.
KitMan Online is accessed by typing http://collegename.kitmanonline.com There is no need to type www. Usually we will use the abbreviated college name as it appears in your email address. For security reasons we do not advertise your site to any search engine so it will not be found on Google etc.
Hide and Discontinue Products
To help stores manage products and in response to suggestions from users we have introduced a couple of key changes to KitMan:
- Adding a new item you can now set the Coster Supplier at the same time in a single step. This was a request made at the last working party.
- Hiding a product now prompts to set the Coster Supplier as Discontinued at the same point and in a similar way if you unhide an item you will be asked to change the Coster Supplier.
If your copy of KitMan does not have these enhancements then select "Check for Update" from the Help Menu or telephone support 0330 088 1957 opt 1.
KitMan Licence File Not Found
Your customised KitMan database is usually stored on a server on the network somewhere along with additional support files such as downloaded Application Updates, downloaded Price Updates, Photos and licence information. If KitMan cannot access these files then you will get a message similar to below:
If you see this message it usually means an internal network issue that means the server is inaccessible.
If you contact your own I.T. support and say you cannot access the KitMan shared directory they will be able to resolve any problem.
[Back to top]
|
