Prepress

GNE Envelopes uses MIS to make calculated business investments

Tuesday 13. August 2013 - GNE Envelopes, based in Leeds, is one of the leading envelope communications organisations in the UK, specialising in envelope manufacture and supply. They have an enviable reputation for service and quality. This 19 million turnover organisation believes in a combination of open communications and promptness, coupled with knowledge and a passion to deliver.

It has a continual programme of investment in all areas, from IT, manufacturing, training and development, through to reducing customer costs by supply chain and operational efficiency.
GNE has the highest level of expertise, gained over 25 years, supplying to many organisations – be it direct mail or transactional. It manufactures prints and supplies from its premises based in Leeds.
The Background
In 2009 GNE reviewed and upgraded its Management Information System (MIS). Using the BPIF as a resource for supplier information several MIS suppliers were consulted and considered, with many similarities between systems. However, according to Chris Lomas, IT and Systems Manager for GNE, it was Shuttleworth Business Systems “personable approach to business combined with their modern and sophisticated MIS, along with a compatible business ethos”, that convinced GNE to invest in the Shuttleworth system.
The Challenges
Ian Mitchelson, Sales Director of GNE, explains the challenges. “We needed a system that could give us data integrity, at the touch of a button providing information that was easy to access. GNE is always looking to develop and make investments in new equipment, we therefore required information to help us make decisions based on real time fact rather than speculating on the best solutions.”
The Solutions
Shuttleworth’s MIS gave GNE the vital information it needed to make investments.
Ian explains, “Using Shuttleworth’s MIS we could analyse historical data to see a complete profile and decide which route to take. We looked at orders by product, by sales area and material type. We were able to look at order patterns and pricing information to help see what type of equipment would be the best investment and deliver the best return. The Shuttleworth system gives immediate access to information and reports, which can be refreshed and extracted instantly. The information is based on real time figures which ensure complete accuracy. Using this information we are able to make a quick and informed decision to invest in new equipment which benefits both us and our customers.”
GNE is using MIS to aid sales assessments and customer communication.
The Productive Module enables GNE to integrate all aspect of job information, via the MIS, from enquiry through to production in a seamless flow. GNE’s Production Board can be viewed by all at all times, even from a remote laptop, giving instant access to job details and progress. Ian said “This access to information is vital for me; I am able to speak to a customer at any time or location giving them precise information about their work.”
Ian is able to monitor all sales activity at customer and sales rep. level. He uses the information to regularly check margins, quotes, conversion rates and sales activity. Using this information, GNE is able to identify if extra capacity is required, or if there is a gap in production that may need to be filled. This information is then used to set sales objectives in line with manufacturing scheduling making production across the business as efficient and profitable as is possible.
GNE has recently installed Shuttleworth’s latest, pioneering release, version 5.2
The new 5.2 release includes exciting new developments which enable users to maximise their MIS investment by ‘Improving Customer Service Excellence’.
The Free Upgrade gives a fantastic set of innovative tools including enhanced Dashboards, Customer Specific KPI’s, User Definable Reporting, Executive Analysis, Web Based Reporting together with Mobile Apps; all aimed at releasing the power of MIS.
‘Advanced Filtering’ capabilities allow users to see only data that is relevant throughout the system. This speeds up use of the system by making key relevant data immediately available. The new ‘Automated Export’ functionality lets users export data to Excel or CSV files. The exported file can then be edited and will update the format of the report and retain the changes each time the export is run.
New features also include the addition of a ‘History Function’ to all areas, to enable easy access to recently opened records and new ‘Custom Buttons’ make it easy to add user definable buttons to the Ribbon Toolbar.
Chris explains the significance of this improved version:
The new developments are simply “much better to use and easier to understand. The entire systems Outlook feel and appearance means it has never been easier for anyone at GNE, including new colleagues, to pick up and use the system with very little training.
Customer emails can be added and ‘dropped’ into quotes, preventing re-keying and speeding up the entire quoting process. Jobs can, to a certain extent, be batched and processed, improving efficiency and allowing us to realign vital sales and estimating staff, to the forefront of customer facing sales”.
“This upgrade, combined with recent enhancements in our server infrastructure has given us a comprehensive disaster recovery plan, meaning, should the worst happen, we can now be back up and running in minutes rather than hours or days with zero data loss. This is vital for continuity with so much reliance on IT in today’s fast moving market.”
In Conclusion:
Both Ian and Chris stated that “Our MIS is at the HUB of our business today”.
Ian added, “The close relationship we have with Shuttleworth is critical to our success.
At GNE, we are always looking for ways to develop and improve our business and for new developments that drive efficiency. We need to react to the market and constantly adapt and enhance our products and service. Shuttleworth’s MIS gives us the ability to do this every single day”.
Chris concluded, “The Shuttleworth system provides us with a comprehensive facility to deliver a first class service and the ability to focus on what matter