Online Ordering. System. Proposal Reference: FOOM010510

Online Ordering System Proposal Reference: FOOM010510 13 May 2010 Executive Summary The FlexiSchools Online Ordering System allows your school to ...
Author: Blaze Hood
5 downloads 1 Views 1MB Size
Online Ordering System

Proposal Reference: FOOM010510

13 May 2010

Executive Summary The FlexiSchools Online Ordering System allows your school to improve sales and reduce the burden on facility managers and staff. In addition, the system reduces the amount of cash handling and simplifies the management of the

Card System Add-on

school facilities.

The Online Ordering system does not require the use of a card. However, your school has the option of including a card payment system to make ad-hoc purchases cashless too.

“Lunches are now pre-ordered online by parents who choose what food their son eats. The faster distribution of the lunches means more time for the boys to play. We also wanted to reduce the considerable amount of cash which was being collected and banked every day and thereby reduce the OH&S risk for our employees transporting it” - Byron Cullen, Knox Grammar School Screenshot of an actual canteen online menu…

Once your school menu is in the system, students can make purchases via the FlexiSchools online ordering system. FlexiSchools also offers the ability to extend the cashless system to a range of services such as uniforms, events and other provisions. Benefits of the Online Ordering System include: •

Save hours each day, by removing paper orders and money handling



Save time in preparation using printed item production sheets



Promote your school’s healthy image



Ability to update menus and catalogues via the website at any time



Increase sales by providing an exciting new ordering system

FlexiMeals System Proposal

Page 2

Customer Service In 2009 FlexiSchools was recognised by Dell as having one of Australia’s best customer service operations in the SME market. In addition to assisting parents and managers with daily enquiries, our service desk tracks all orders to ensure that they are collected, printed and fulfilled on time, every day. 1300 Helpdesk If parents or students have questions about using the system, or need to speak to someone about their order, our customer service desk is on-hand to help. Our team has instant access to all the key information, to ensure parents have their questions answered immediately and accurately. Outside of business hours, our help desk accepts email and web-based enquiries. Order Monitoring Every order is tracked by our customer service team, which is critical for ensuring no orders are missed. For example, if you printed your orders off a little early and an extra order was placed before the day’s cutoff, one of our customer service staff will contact you to let you know. In addition, parents will be contacted if one of their orders fails due to out-of-stock items or lack of funds in their pre-paid account. System Backup Our web servers are hosted in Australia’s most reliable, secure and high-speed data centre, with an uptime of over 99.99%. However, it is important to consider all possibilities and have a backup system in place. In any unforeseen circumstances a call to our customer service desk will have your orders faxed to you in a matter of minutes; so you can rest assured that there is always help on-hand if things don’t go as planned.

FlexiMeals System Proposal

Page 3

Overview FlexiSchools provides a system for students and parents to place online orders for the canteen and add funds to their pre-paid account. The daily processing of orders at the canteen takes seconds, by using an easy 3-step process:

Simplify Production and Save Time Click Print Sticky Labels

Pick List of Items

for Each Bag

to be made

Prepare Items Make items as per pick list

Bag and Send Out Place items in bag and easily sort by school year

FlexiSchools performs the all the administration required to manage the system, including cash handling, to ensure there is no burden on your office staff and managers. In addition, the system runs entirely on FlexiSchools’ secure servers, which means there are no expensive servers, networks, or software applications for you to manage on your premises. Parents top-up their accounts automatically via credit card or direct deposit; FlexiSchools collects these funds and distributes them to the respective school departments as purchases are made on the online ordering system or via student cards. The system significantly improves administration and security for the school by removing the requirement to reconcile record and bank hundreds of small cash transactions.

FlexiMeals System Proposal

Page 4

Online Ordering The FlexiSchools system can streamline your existing canteen, increase turnover and reduce the burden on facility staff and volunteers.

Online Ordering to the Canteen Using the FlexiSchools system, your school can offer online ordering to all students and staff at any or all of its canteens. The features of the online ordering system are: •

Save hours each day, by removing paper orders and money handling



Save time in preparation using printed item production sheets



More accurate with clearly printed labels for each order



Promote your canteen’s healthy image



Ability for canteen to update menu via the website at any time

Ordering Process Ordering A Lunch 1. students / parents place lunch orders

2. FlexiSchools sends orders to canteen



Student logs in to make a new order online



The order appears on the kitchen terminal and a label is printed with your name



Your food is then made-to-order and labelled



The student picks up their order from the canteen at lunch time



The cost of each meal is registered against the parent’s pre-paid FlexiSchools account

3. Order printed on kitchen terminal

Ordering Cut-off Time Orders may be placed up until your order cut-off time (say 9:15am) that day or even months in advance as part of a regular recurring order. Students and parents find the ordering system easy and intuitive to use and the school benefits by making it easier for canteen staff and volunteers.

FlexiMeals System Proposal

Page 5

Online Ordering to the Uniform Shop Uniform shop, book stores and other facilities can be included in the online ordering system. FlexiSchools allows you to have as many online services as the school requires, at no additional cost. The online system allows for photos and measurements of uniforms to be included as part of the ordering process, which provides parents with as much information as possible when making their selection.

The uniform orders and payment are completely separated from the canteen or other services. Unlike the canteen, the uniform orders are collated and sent via email directly to the uniform manager’s inbox. The email contains an attachment with all the days order clearly shown in an A4 format, including parent details, student details, order items and other order details. The items on each sheet are simply gathered together and packed with the order form, ready for pickup by the student.

FlexiMeals System Proposal

Page 6

Parent Website Login Parents can log into the website to: 1.

Add Students to Their Account

2.

Place Orders for Students

3.

Top-up Account Funds

4.

Manage Account Settings

Setting up an account only takes a few minutes and parents do it all themselves (it doesn’t require the intervention of the school office or canteen). If there are any problems, our customer service line is always ready to help.

FlexiMeals System Proposal

Page 7

Canteen Manager’s Login The FlexiSchools system makes it simple for Canteen Managers to manage their menus, accounts and process orders each day. The FlexiSchools website is used to update online menus and view system reports (such as the online orders in any given period). Easy-to-use software runs on a PC in the canteen. In one click the canteen can print labels, produce production sheets and reconcile the day’s takings for the kitchen staff. Kitchen Terminal Application The FlexiSchools system includes software which runs on a PC in the canteen (or office) and a label printer. The orders are immediately received on the kitchen terminal when placed online. All orders must be received by a specified order cut-off time. The orders are printed on sticky labels, showing the customer name, item description and pickup/delivery time and location. Online Menu and Catalogue Updating Canteen operators can log into the school’s website to view current menus, add items, create specials and edit pricing. When new items are added, they are automatically advertised to students as “new”. An example of the menu editing

Accounts and Reporting The FlexiSchools system automatically sends a report every week/fortnight/month to your school’s Accounts Receivable via email. The report contains a summary of all online orders, as well as reports showing the popularity of each of the items sold. FlexiMeals System Proposal

Page 8

Customer Service The success of the FlexiSchools system is reliant of professional and responsive customer service. FlexiSchools

Customer Service

runs a customer service desk, staffed by experienced operators and backed by sophisticated software system that allows on-the-spot handling of most enquiries. The range of customer service functions provided is broad, and includes the following: •

customer account enquiries



monitoring of order processing



Menu suggestions and seasonal changes

Customer enquiries will be handled by a range of facilities: •

phone help desk



email responses



website feedback

FlexiMeals System Proposal

Page 9

Installation and Menu Trial Menu Setup FlexiSchools will set up your canteen’s menu online at no cost. This provides you with the opportunity to test the system and decide if you would like to launch the online ordering to the parents and students. PC and Internet The PC and internet connection is provided by the school, and FlexiSchools will install and maintain the software on the PC required to process the online orders at no cost. Installation Pack Canteens will receive an installation pack which will allow them to collect orders, print production information and print order details onto sticky labels. The Installation Pack costs $635 plus GST and includes: •

Dedicated label printer - the Zebra LP2824



Sticky labels (free over the term of the arrangement)



Promotional brochures which can be distributed to students



Application software



Training – further information below

Note that the LP2824 label printer does not consume ink, and does not need servicing

Costs to School and Parents FlexiSchools can offer a variety of cost models, depending on how the school would like to share the cost between the school and parents. A suggested fee structure that has worked for most schools is: Paid by the Facility (ie canteen, uniform shop etc) •

1.81% +GST of the sales processed through the online system.

Paid by the Parents •

25c per online order (canteen orders only)

The fees above are charged to the school on a monthly basis. Note: there are no fees applied to canteen sales that are not performed through the online system. Some schools have requested different arrangements to share the cost in a different ratio. Please contact FlexiSchools to discuss a suitable arrangement for your school.

FlexiMeals System Proposal

Page 10

Contact FlexiSchools If you have any queries, please do not hesitate to contact FlexiSchools on

1300 361 769 or [email protected]

FlexiMeals System Proposal

Page 11