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Corporate Hospitality Case
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HBOS Plc
The
Solution
Starting with a single site installation back in September 2001 managing online hospitality catering orders, Just-Ask has grown its relationship with the HBoS group to the point where we now manage over 25 sites across the UK.
All HBoS employees can access the web based portal, which allows them to order hospitality catering at any of the group sites in the list using a valid HBoS cost code. Gradually the larger sites are also introducing our room booking system so that colleagues can arrange to meet at any of the group locations and organize meeting rooms, equipment and catering via the Internet from any web enabled PC.
The system automatically absorbs and applies changes to the 15,000 group cost codes each month using the latest encryption technology so that orders are only accepted with current and valid cost codes.
Each site is able to apply its own rules around each menu so that adequate notice periods are enforced, allowing the caterers on each site to receive orders with sufficient notice periods via a completely automated ordering process.
The system now handles in excess of 10,000 transactions each month and allows the group procurement department to monitor hospitality spend across all group sites from any web enabled PC. All transactions are logged against each users name and cost code. This has resulted in reductions in the amount of hospitality leading to significant savings across the group.
Feedback
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Commenting Esther Hill, HBoS Divisional Procurement Manager, said: “We have worked with Just-Ask for three years now and their system has helped us to dramatically improve the way we manage hospitality across the group. We can monitor all sites from the management console via the Internet and charge all departments based on verifiable data that includes the name of the user and the cost code for every order on the system.”
“Just-Ask have responded to our feedback very positively and have introduced a number of enhancements to the system that have helped to make the service even better. We now have a global, efficient solution that has also helped us to offer better quality management data to our divisional colleagues”
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The Savings
Esther Hill: “The introduction of Just-Ask has led directly to a reduction of one member of staff in each of the 10-15 larger sites. Our caterers previously employed a hospitality manager to handle and process all hospitality orders but now the users place their own orders and they are delivered automatically to each site.”
“We have also become far more efficient because we used to get lots of calls from budget holders each month asking for a breakdown of their hospitality spend but we can now let them all have individual reports detailing every transaction and the details of the person that placed each order.”
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Who
we are
