Procurement

Director

Paul Robinson
Director of Procurement and Finance
paul.robinson@choice.chsft.nhs.uk
Ext: 42121

Procurement Operations

Andrew Wilson
Procurement Operational Manager
andrew.wilson@choice.chsft.nhs.uk
Ext: 49093

Ian Graham
Deputy Procurement Operational Manger
ian.graham@choice@chsft.nhs.uk
Ext: 41433

Contracts Team - contracts@choice.chsft.nhs.uk

Tracey Simms
Contracts and Procurement Manager - Clinical
tracey.simms@choice.chsft.nhs.uk
Ext Sunderland: 42505

Ian Hewitson
Contracts and Procurement Manager – None Clinical
ian.hewitson@stft.nhs.uk
Ext Sunderland: 42505

Thando Ngwenya
thando.ngwenya@choice.chsft.nhs.uk
Ext Sunderland: 41404

Deborah Sangster
deborah.sangster@stft.nhs.uk
Ext Sunderland: 41424

Andrea Cameron
andrea.cameron@stft.nhs.uk
Ext Sunderland: 41431

Liam Watson
liam.watson@choice.chsft.nhs.uk
Ext Sunderland: 41423

Paul Millar
paul.millar@choice.chsft.nhs.uk
Ext Sunderland: 41439

Oracle / Information Team - oracleteam@choice.chsft.nhs.uk

Caroline Wilkinson
caroline.wilkinson@choice.chsft.nhs.uk
Ext: Sunderland 41437

Emily Thompson
emily.thompson@choice.chsft.nhs.uk
Ext: Sunderland 47923

Joanna Wraith
joanna.wraith@stft.nhs.uk
Ext Sunderland: 47920

Paul Craig
paul.craig@choice.chsft.nhs.uk
Ext Sunderland: 41428

Alan Cuthbertson
alan.cuthbertson@choice.chsft.nhs.uk
Ext Sunderland: 47922

Divisional Buyers / Buyers - buyers@choice.chsft.nhs.uk

Amanda Doughty
amanda.doughty@stft.nhs.uk
Ext: 47921

Chris Isted
christopher.isted@choice.chsft.nhs.uk
Ext: Sunderland 47593

Kerry Small
kerry.small@choice.chsft.nhs.uk
Ext: Sunderland 41405

Gill Bradbury
gill.bradbury@choice.chsft.nhs.uk
Ext: Sunderland 47595

Jo Auld
joanne.auld@choice.chsft.nhs.uk
Ext: Sunderland 47595

Sarah Knowles
sarah.knowles@choice.chsft.nhs.uk
Ext 41455

Alex McLaughlin
alex.mclaughlin@choice.chsft.nhs.uk
Ext: Sunderland 47594

Purchase 2 Pay - p2p@choice.chsft.nhs.uk

Colin Morris
colin.morris@stft.nhs.uk
Ext: South Tyneside 2177

Glenn Smith
glenn.smith1@nhs.net
Ext South Tyneside: 3535

Materials Management

Diane Scullion
Materials Management Manager
diane.scullion@stft.nhs.uk
Ext: South Tyneside 2967

Materials Management (Sunderland) - StockControllersSunderland@choice.chsft.nhs.uk 

Gregg Dowling
Supervisor
gregg.dowling@choice.chsft.nhs.uk
Ext: Sunderland 47592

Richard Shrimpling
richard.shrimpling@choice.chsft.nhs.uk
41437

Ashley Lounton
ashley.lounton@choice.chsft.nhs.uk
41406

Karen Cullen
karen.cullen@choice.chsft.nhs.uk
47591

Paul Gibbons
paul.gibbons@choice.chsft.nhs.uk
41430

Danielle Myers
danielle.myers@choice.chsft.nhs.uk
41437

Steve Taylor
stephen.taylor@choice.chsft.nhs.uk
41435

Mark Hope
mark.hope@choice.chsft.nhs.uk
41407

Ben Campbell
benjamin.campbell@choice.chsft.nhs.uk
Ext: Sunderland 41407

Dave Macleod
david.macleod@choice.chsft.nhs.uk
Ext: Sunderland 47591

Materials Management (South Tyneside) - StockControllersSouthTyneside@choice.chsft.nsh.uk 

Rachel Winter
Supervisor
rachel.winter@stft.nhs.uk
Ext: South Tyneside 2963

Gavin Gallagher
gavin.gallagher@stft.nhs.uk
Ext: South Tyneside 2963

Alan Bayfield
alan.bayfield@stft.nhs.uk
Ext: South Tyneside 2963

Jenna Frampton
jenna.frampton@stft.nhs.uk
Ext: South Tyneside 4162

Julie Schoen
julie.hogg@stft.nhs.uk
Ext: South Tyneside 2809

Craig Ferry
craig.ferry@stft.nhs.uk
Ext: South Tyneside 2809

Stores (Sunderland) - StoresSunderland@choice.chsft.nhs.uk

Eddie Young
edward.young@choice.chsft.nhs.uk
Ext: Sunderland 42038

Stores (South Tyneside) - StoresSouthTyneside@choice.chsft.nhs.uk

John Gaff
Storekeeper & Distribution Supervisor
john.gaff@stft.nhs.uk
Ext: South Tyneside 2714

Our Contracts Team (CT) are specialists in the role of purchasing of goods and services or leasing equipment.

We ensure that standing orders, standing financial instructions and depending upon the goods and/or services are being procured, applicable regulations are followed in regards to the purchase or lease of an item or a service. 

Whether working with individuals, departments, trust-wide or collaboratively with other Trusts, the contracts team will look at a range of criteria to ensure most economically advantageous tender award to include:

• Goods/Services value for money
• Frequency of orders / item usage
• Goods and/or services fit for purpose
• Organisation relevant regulations
• Future operational needs

Non-Stock is classed as all goods and services which cannot be obtained from NHS Supply Chain. 

Non-Stock purchasing is carried out by the Procurement Buyers of the CHoICE Procurement Services Team. 

It is not just a simple case of just sourcing and purchasing what the customer (department) has placed on the requisition. The Procurement Buyers are tasked with ensuring that standing orders and financial instructions are followed and adhered to. 

We ensure that all products are fit for purpose, best value for money and comply to various rules and regulations such as: fire retardant for furniture, electronic compatibility, infection control standards and decontamination standards. We have close working relationships with the Fire Officers, EBME Team and Infection Control to ensure that all of these rules and regulations are followed. We check the products required against the database of active contracts that are in place to ensure that any contracted items are captured and the contracted prices used. 

We have also been tasked with ‘Challenge Demand’. The team has close communication with all customers and we challenge any customer requests, for example, if a customer orders a large quantity of a particular item, we will challenge the customer to whether they really need that quantity or if they can reduce the quantity and so the cost.

We also investigate other methods of cost improvements such as: transferring items onto our Materials Management Service so to reduce processing costs and free up clinical staff time, negotiating better prices with suppliers, purchasing from alternative NHS approved suppliers and so achieving better costs, even if it is only on carriage costs, and also working with departments on sourcing, trialling and implementing alternative products.

Our Materials Management Team is made up of nine Stock Controllers who are responsible for the materials management function for over 70 departments. 

Stock Controllers carry out weekly checks and order any items that are required (both stock and non-stock), by that department. The items required are pre-determined by stock levels agreed with the department manager, and which are reviewed every 13 weeks. We will then return to that department on pre-determined days when the goods have been delivered to put the items away on the department.   

The service is also classed as a ‘Top-Up’ service and not a ‘Just in Time’ service, as we do not have a storage warehouse on site and all goods have to be ordered in via various routes.

We are also responsible for checking and rotating stock to ensure that no items pass their expiry date. 

Other duties include: processing paper based stock requisitions onto the NHS Supply Chain system we receive from external locations such as health centres and non-materials management departments.

The Team is currently involved in several initiatives to help in reducing costs:

• Constantly reviewing NHS Supply Chain for possible alternative products which are more cost effective to the Organisations
• Working in partnership with our Contracts Team, Clinical Procurement Group and other parties implementing trials and changeover of products
• Increasing and advancing Materials Management to include non-stock materials management, resulting in better management of ordering, reducing over-stocking, better rotation of products reducing risk of products exceeding their expiry date
• Roll-out of Logistics Online, the NHS Supply Chain electronic ordering system to those departments not on Materials Management, to improve the carbon footprint

The Oracle Team (OT) consists of three members of staff who are responsible for the administration and operational procurement functions of the Oracle Finance and procurement system.

As part of an initiative to modernise ordering processes and help reduce our carbon footprint by reducing paperwork floating around, the OT is in the process of rolling out our Oracle Financial & Procurement System to CHS and CHoICE departments, so that they can complete the task of ‘non-stock’ requisitioning electronically.

There are three separate sections to Oracle: requisitioning, purchase order creation and order receipting. As part of the roll-out process the Oracle Team will have a detailed schedule which includes pre-implementation meetings with departments, system setup periods, training schedules, go-live dates and post-implementation reviews, along with specially created simple step by step manuals for all users for the relevant functions of Oracle. The timescales for implementation are different dependant on which section of Oracle we are rolling out to the department.

We have successfully rolled out our Oracle purchasing system to many of the staff and departments across CHS and CHoICE and work is on-going to complete this task so to have 100% electronic requisition coverage in our two organisations.

Another main task of the OT, is to aid the requisitioning process and to aid the organisation ensure that correct item details and pricing is being used is the creation of online purchasing catalogues. We work with our Materials Management Team,  Contracts Team, Buyers and suppliers to ensure that we have accurate and up-to-date catalogue data uploaded onto our purchasing systems. At present we have around 100 supplier catalogues containing over 100,000 items uploaded on our purchasing system ‘Oracle’.

Our range of other tasks and responsibilities in the CHoICE Procurement Services Team. These include:

• General Support to Oracle System Users:-
• Generation of various Procurement and Finance reports from Oracle:-
• Finance Accruals Clearance; and:-
• System Administration of interfaced systems to Oracle such as the NHSSC Materials Management EDC System.

We currently have two teams of staff in our Goods Reception Point (GRP), the Storekeepers and the Stores Porters, who are responsible for accepting, sorting and delivering goods to SRH departments.

The Storekeeper Clerks are responsible for accepting stock and non-stock goods, checking the items against the delivery notes and Oracle system and receipting the items. On average around 60 non-stock deliveries containing around 120 parcels per day are made to our GRP alone.

The storekeepers have several other responsibilities such as; querying any discrepancies with any non-stock deliveries, returning goods to suppliers for repairs and carrying out the receipting of deliveries onto the Oracle system on behalf of the departments our Procurement Department provide a service to.

The Stores Porters (who fall within Estates and Facilities) are responsible for delivering the goods, which are delivered to GRP, to the departments of SRH.

On average we deliver around 50 to 60 roll cages of stock and non-stock items each day Monday – Friday. 

Porters also have the responsibility of sorting the delivery from NHS Supply Chain of stock items which we receive daily Monday to Friday. This normally consists of two or three wagonloads each day. 

The deliveries for the departments are also scheduled for certain days, due to a zonal delivery system which we have in place for the site to maximize internal delivery requirements with the resources available for internal distribution. The porters will also sort any non-stock items and load them to the roll-cages with the stock items for the departments as well. The porters also obtain signatures from the departments for the non-stock items they deliver. They are also responsible for distributing Bedpans, Bottles and Jugs to the wards as well.

The Nationally Contracted Product (NCP) programme has been developed by NHS Improvement and the Department of Health and Social Care based on recommendations from the Lord Carter review of NHS Procurement.  Managed through NHS Supply Chain (NHSSC) the programme seeks to harness the national buying power of the NHS, whilst removing unwarranted product variation in order to improve efficiency.  This is to be done by reducing variety at a sub-category level and using national commitment to achieve best value for the NHS.

NCP products are selected from existing products already on NHSSC frameworks using a mini competition undertaken by NHSSC.  The unsuccessful products are delisted from the NHSSC catalogue for an agreed period of time.

To be listed on the NHSSC framework, products are evaluated in a process overseen by the Clinical and Product Assurance team (CaPA) who work with Trusted Customers, NHS Organisations like us, who evaluate products and provide feedback to CaPA who make the ultimate decision on the quality of a product.

The ideals and objectives of the NCP programme have been supported by senior management of the Trust and is a nationally mandated programme which is monitored.  We could be subject to punitive measures available for noncompliance.

To reassure staff, there is a process to challenge these restrictions by submitting a Procurement Exception Request Review Form, the process for which is included on the below escalation flowchart.

Escalation Flowchart

What does this mean for me?

The 2019-20, programme is starting with ECG electrodes which are detailed below, but will also include:

• Film and Island Film Dressings
• Couch Roll and Wipers
• Single Use Tourniquet
• Desktop Stationery, Envelopes and Laser Labels
• Barrier Film

Further information can be sourced from your Materials Management stock controller or by emailing your procurement department or their intranet page:

• Sunderland Royal Hospital, Durham Treatment Centre and Sunderland Eye Infirmary
  • Suppliecontractsteam@choice.chsft.nhs.uk Suppliesstockcontrollers@choice.chsft.nhs.uk
• South Tyneside District Hospital, all other sites
  • Procurement@stft.nhs.uk
• Or the intranet page for this procurement team

Moving forward, we will ensure that staff are aware in good time (subject to us being advised in good time) what changes are to be implemented and by when.  This will be through emails to the appropriate teams, and via this page.

NCP ECG electrodes

Launches on 3 June 2019.

Standardisation to Fannin, Ambu and Graphic Controls

Below is detail on switches, and copies of clinical evaluations of products.

Clinical Review Adult ECG Electrodes

NCP Adult ECG Electrodes and Electrodes Information

Oracle End User Requisitioning

• OCEUR Section One - Logging In
• OCEUR Section Two - Creating a Catalogue Requisition
• OCEUR Section Three - Creating a Non-Catalogue Requisition
• OCEUR Section Four - Checking Requisitions
• OCEUR Section Five - Adding Attachments
• OCEUR Section Six - Amending Cost Codes and Sub Analysis Codes
• OCEUR Section Eight - Creating Value Based Requisition
• OCEUR Section Nine - Amending Delivery Locations
• OCEUR Section Ten - Vacation Rules
• OCEUR Section Eleven - Approving or Rejecting Requisitions

Oracle End User Receipting 

• Oracle Cloud Receipting Guide

• Safer Sharps Products

Temporary Non-Stock Order Form

Temporary Stock Order Form