AHDB Case Study
Established in 2008 the Agriculture and Horticulture Development Board (AHDB) purpose is to inspire farmers, growers and industry to succeed in a rapidly changing world. They equip the industry with easy to use, practical know-how, which they can apply straight away to make better decisions and improve their performance. AHDB is a statutory levy board and is funded by farmers, growers and others in the supply chain. Themes include building sustainable plant and animal health and facilitating wholesome and trusted food in the supply chain.
AHDB are running a manual process for sourcing and sending quotes to their internal stakeholders within the wider organisation. This process is very labour intensive, inefficient and prone to errors.
Currently for all these communications they are using emails: contacting suppliers by email, receiving quotes by email and communicating requirements internally within AHDB via email. Tracing orders, requirements, quotes and other communications was a manual process of searching through these emails to find the relevant communication.
The number of suppliers is relatively small, with some 10-15 suppliers of print related materials, brochures and leaflets . However the communications with these suppliers was getting unmanageably complex, since the procurement team is supporting branches and departments across the 400 staff organisation.
The cloud based solution is focused on addressing the collaboration with and communication between the purchasing service desk, the suppliers and the internal customers. Automating quotation requests from internal users; quotes from the supplier base; and the handling of the resulting orders.
The solution also addresses the automation of internal customer orders to these suppliers, through the service desk. Reducing the errors associated with generating these orders and ensuring that they match to the appropriate quotations.
Plus, critically it provides an audit trail for all requests, quotations and orders.
AHDB wants to keep the approach of using a service desk and not use catalogs for internal users to purchase against. They want the service desk to control access to the suppliers and ensure that latest pricing is obtained via quotations. The flexibility of the processes, that the Claritum system delivers, allows AHDB to achieve a managed collaboration between suppliers and the ultimate end user.
Reducing errors and providing a clear audit trail
The Expected Results
AHDB expect significant gains in efficiency for all parties involved: AHDB users, procurement service desk and suppliers. With fewer errors being made. The new automated process will transform their procurement process for print related materials, brochures and leaflets. Removing manual email process steps and automating interactions.
They will be able to provide feedback to their suppliers, based on the audit trail of activity associated with each supplier and the accumulated data over time. Plus the new process will address issues of compliancy and provide clear reporting that includes the savings achieved.
It will also ensure that there is no direct engagement with suppliers, without the service desk being involved. Quotations will be automated and accessible only to the purchasing desk.
The audit trail will make it simple to identify documents at different stages in the process, report on activity and ensure that nothing is lost.
AHDB intends to use Claritum more broadly in terms of a completely automated procurement process. Adding the functional blocks from the Claritum library to support additional processes, such as including invoicing and stock management.
Years using Claritum
service desk professionals
number of staff
The Claritum platform manages the supplier relationship and the process of collaboration around quotations
Purchasing Service Desk
AHDB, using the Claritum Cloud Platform, provides an internal purchasing service desk to all employees needing to purchase print related materials
The Claritum platform tracks every transaction and provides a much needed audit trail for interactions with internal stakeholders and suppliers