A ‘Day in the Life’ of Catalogue Management at Science Warehouse

18th October 2016

Vicky, a Data Quality Administrator at Science Warehouse, describes how she supports NHS Buyers with Catalogue Management and Contract Renewals.

The first task of the day is to check emails in the NHS Legacy Management inbox. Once these have been reviewed, I can make a plan for the rest of the day.

Every week, I hold a phone call with the Trust for a catch-up and to discuss any issues that may have cropped up during the previous week.

Following the call, I send the Trust a weekly report which indicates any renewed contract numbers that have been uploaded to the catalogue throughout the week.

I start to work through any ad hoc tasks that were sent by email – these tasks normally include small price updates, product data amendments, new products to be added to the catalogue etc.

After my colleague has reviewed any items that have previously been ordered off-catalogue, these are now prepared in order to add them to the catalogue – Suppliers are asked to provide enhanced product data for these items such as better descriptions and images.

Time for lunch.

After lunch, I review the contract renewal tracking spreadsheet and send notifications to Buyers of any contracts which are due to expire within the next 12 weeks. We like to keep on top of this so we have sufficient time to contact Suppliers and re-negotiate contracts, if necessary.

If the Buyers are happy for the pricing contracts to be renewed, I will take a catalogue export and copy the Supplier’s current data and pricing into the contract renewal template.  This template is sent to the Supplier and they are asked to provide a new price agreement.

Once templates have been returned by Suppliers, I compare it with the template that was sent out to ensure that the Supplier has lowered their pricing. Any product data changes are highlighted, as well as those prices which have increased and this is sent to the appropriate Buyer at the Trust for their approval.

Once the Buyer has approved, I will perform data quality checks then upload the price and data changes. If the Supplier has included image URLs in their template, these will also be added to the catalogue. I may also need to delete any discontinued items from the legacy catalogue and add/amend the Supplier’s delivery charges. Lots of checks need to be made to ensure that everything is updated – being organised, helps me to keep on top of this.

The next task is to update the tracking spreadsheet by moving any renewed contracts onto a separate tab and recording the expiry dates for the new price agreements. I then tend to spend some time following up with any Suppliers that have not responded by email or phone. I do tend to extend the deadline for responses by another week, but if there is still no response, these will be escalated to the Buyer after a Supplier has been chased three times.

I spend the last part of the day, wrapping things up so that I can start fresh the next day. Emails are scheduled for the following morning. Also if there have been any changes/updates to the legacy catalogue management process, I will amend our document so it is up to date for the rest of my team to follow if I am not in the office.

Another busy day in the office is complete and I can go home knowing that I achieved a great deal.

By Vicky Robinson, a Data Quality Administer at Science Warehouse.

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