The document introduces the e-Procurement team members and their roles at Medway Maritime Hospital. It provides contact information for each team member, including Khalil Rehman as the Project Manager, Charles Fox for system information, Chris Newman for supplier engagement and catalogues, Farra and Lesleigh Charles for training, and is responsible for ensuring the project meets business needs. It then summarizes the hospital departments that have gone live with the eProcurement system, the roll out plan for future departments, and addresses common questions about using the new eProcurement system.

1. Let me introduce you to your e-
Procurementteam
Khalil Rehman is the Project Manager. He coordinates the e-
Procurement team.
is the Programme Manager and is responsiblefor ensuringthe
project driven by Charles and Chris meets your business needs.
So if you wish to change anythingabout these projects,please
contact Khalil to have your opinions heard.
Monday and Wednesday mornings have been set asidefor client
meetings.
Khalil.rehman@medway.nhs.uk
Charles Fox is the main contact for day to day system
information.He is in chargeof the background set-up in the
system as well as providingessential knowledgeinto the system
build. The hierarchy and authorisation workflowwill also be
maintained by Charles.He will be ableto assistwith all general
incomingqueries.
Charles.fox@medway.nhs.uk
Chris Newman is the GHX Catalogue manager who is
responsiblefor supplier and stakeholder engagement, as well as
ensuringthat all data which is uploaded onto the system is
accurateand easy to use. He will be challengingthe
procurement team to ensure that we only load catalogues that
will deliver savingsto the Trust. If you require further
items/suppliers addingto the system then pleasecontact Chris.
Chris.newman@medway.nhs.uk
Farra Rehman is an e-Procurement trainer and will provide
initial classroombased training.Oncetraininghas been
completed Farra will beavailablefor ‘drop in’as well as ‘follow
up’ sessions,whether in the trainingroom or atyour desk. If you
have any worries,do not hesitate to contact.
farra.rehman@medway.nhs.uk
Lesleigh Charles is one of the contacts for all your training
needs. Initial classroombased trainingwill beprovided,
followed up by ‘drop in’sessions asand when needed. ELearning
tools will also beprovided to all users and will besupported by
Lesleigh.
Lesleigh.charles@medway.nhs.uk
Issue 1 September 2013

2. DEPT EST GO-
LIVE
CLINICAL
SUPPORT
FACILITIES
Project
Estates
Sept-13 Women&
Children
Operational
Estates
Oct-13 Switchboard
Equipment
Services
Nov-13 Physiotherapy
Laundry
NHS Supply
Chain
Integration
Dec-13 Out-Patient
Nursing
What we have achieved so far
The e-Procurementteamhave beenworkinghardto
ensure eachdepartmentthathasbeenapproachedin
the hospital will notonlygoLive,butalsohave the
necessarysupportinplace forstaff memberstofeel
confidentonce traininghasbeencompleted.
To date,the followingdirectorateshave successfully
gone Live withthe IntegraeSeriessystem
 Surgical and Anaesthetics
 Diagnostics
Withinthese directoratesmanydepartmentswithin
themhave alsogone live.
 Surgical - Critical Care
 Imaging– MRI - BreastScreening- Xray–
UltrasoundGeneral – NuclearMedicine –
ComputerisedTomography
 Diagnostics - Phlebotomy–PlasterTheatre –
OsteoporosisUnit –Orthotics
 Pathology – Micro biology –Biochemistry –
Haematology –Mortuary – Bloodtransfusion
Roll out plan – What comes next?
Khalil wouldbe yourfirstpointof contactin
regardsto settingupmeetingsregardingthe
implementationof eSerieswithinyour
department.
LesleighandFarrawill booka time withyou
whenyouand yourcolleaguesare available
and will fill outthe authoritycardsforyou.
Once that has beendone,Charleswill then
create each personasa newuser.Each person
can eitherbe a requisitioner,anauthoriseror
both.The userswill be createdintothe Test
environmentandthenthe Live.Thiswill then
create a departmenthierarchy.
Whilstthisistakingplace,Chriswill liaise with
the departmentheadandfindoutwhat
suppliersyouuse the mostandwhatproducts
are orderedthe most.Thiswill thenallowhim
to uploadcataloguesfromthe various
suppliers.
Once catalogueshave beenuploadedandusers
created,ourtrainers LesleighandFarrawill
booka time withyoutotrain ina trainingroom
or at your desk.Here youwill learneverything
youneedto know.
Whentraininghasbeencompleted,Lesleigh
and Farra are available forfollowupsessions
as and whenneeded.The e-Procurementteam
are available toansweranyqueriesyoumay
have.
How does the process work?
Whenyouhave become familiarwiththe systemand
know whatinformationisprovided,youcanrequest
access to reportsthatwill be useful toyou.

3. Once a personhasgone Live,itdoesnot meanthe e-
Procurementteamhasforgottenyou.We are always
out andabout for youto talkto us aboutany worries
you’re having.We are alsocontactable viaphone on
ext. 6743aswell asemail.
What do I do if a new person has started in the
department and they need access to the Integra
eSeries system?
Contact the teamrequestinganewauthoritycard.
Farra or Lesleighwill come toyouwhenyouare
available andwill fill itoutwithyouthere.Once thatis
done, Charleswill use the informationonthe
authoritycard to create a newuser.Whenthat has
beencompletedthe trainerswillgetintocontact
regardingbookingatrainingsession.
I have a lot of repeat orders that I want to save
as a template for easy access, but I don’t know
how to do it. What should I do?
If you call us on 6743 one of the trainerswill come to
youand create the templatesforyou.We knowyou
have otherworkto do, letusmake yourlife alittle
easier.
I have not used eSeries in a long time and can’t
remember how to raise a requisition. What do I
do?
Call on 6743andone of our trainersLesleighorFarra
will come toyour desktohelpyou.If afterwardsyou
needa refreshercourse thentheywill bookatime
whenyouare available.
I know how to raise a requisition, but I can’t find
a category that fits for what I want?
If you have any problemsraisingarequisitionthendo
not hesitate tocontactFarra or Lesleigh.We willcome
and helpyou.
Will a requisition still go through if the
Requisition Code does not match the Budget
Code (GL code)?
No, because for each Requisition Code it will have
a set Budget Code that can only be used by that
particular Requisition Code.
Catalogues.
Finallycatalogueshave gone Live!
No longerdoyouhave to scroll downthe massesand
massesof categoriesandthenchoose somethingthat
looselymatcheswhatyouneed.
There isa fasterandmore accurate way of ensuringyou
getexactlywhatyouwant. Now whenyougo tothe
Basket Entry page youcan searchby the exactitemcode
as well as itemdescription.
If you decidedtosearchby suppliername,alistof all the
itemsthathave beenpreviouslyorderedwill be displayed.
Notonlywill youhave resultsinthe categorytab,but will
alsosee optionsunderthe catalogue tab.
The catalogue tab wouldalreadyhave hardcoded
informationsuchasthe price per unitas well asthe
suppliername.Itwouldalsosupplythe Requisitionerwith
the itemdescription.Youcaneditthe quantityneededand
add notesbyclickingonthe ‘Clickhere toaddnotes’
sign.
If you were toselecta categoryitem, youwouldhave to
write yourownitemdescription,selectasupplieraswell
as type inthe correct price.Aswe all know thisprocessis
verytime consumingespeciallyif youhave manylinesto
add to yourorder.

4. END OF
AMNESTY!!!
The amnesty period for maverick spend WILL end on the 30th of September.
From now onwards Suppliers AND Staff will be held accountable for all such abuse of the legitimate
procurement process.
Staff members have known about this amnesty period and have had ample opportunity to get rid of old
Purchase Order numbers and create new ones.
If anyone continues to disregard the procedures which have been put in place by the Procurement team at
Medway Maritime Hospital they should expect to be held accountable.
If you have any concerns please do ask the project team for their support and they will be happy to get
someone to help you raise the appropriate VALID purchase order.
David Meikle will be presenting to the Executive team on Friday 11th October to re-inforce the importance
of this process as it is in all of our interests to safeguard the assets of the Trust and make efficient use of
our budgets.