Case Study

Streamlining Workwear Procurement

Working with Gentoo to eliminate complex procurement processes.

The Company

Gentoo Group are a housing association based in Sunderland, providing homes to over 60,000 Customers. With a vision to provide safe, good quality, affordable homes, their work is crucial to supporting their community through the UK housing crisis. As well as building and maintaining homes, Gentoo support their customers personally through investing in services to help people back into work, improve their wellbeing, and more.

As one of the largest employers in Sunderland, Gentoo have a broad team of staff working with a variety of roles across the organisation. Their colleagues’ roles include property maintenance, repairs, and construction, all of which require appropriate workwear or Personal Protective Equipment to allow them to carry out their duties safely and comfortably.

'In 2023, Gentoo had the vision to bring both PPE and uniform into the Gentoo Managed Stores operated by Jewson Partnership Solutions.’ – Craig McCluskey, Gentoo Contracts Manager

The Challenge

Gentoo approached PWS in 2023, with a view to streamline their Personal Protective Equipment (PPE) and uniform procurement. With a diverse workforce of over 1,100 employees spanning multiple operational roles, the organisation sought a technology-driven solution that could address complex procurement challenges while ensuring accessibility and efficiency.

Gentoo required a comprehensive ordering system that could accommodate varied departmental needs, from high-visibility workwear to specialised protective equipment. By seeking a technology-enabled procurement solution, Gentoo demonstrated its commitment to innovation, employee satisfaction, and operational excellence.

The Implementation

The partnership began with a strategic approach, initially introduced at Housing 23, leading to a comprehensive Demo Day for all Gentoo Colleagues at both Jewson Partnership Solutions (JPS) and Gentoo Head Offices that showcased PWS’ extensive capabilities. By presenting a detailed PPE and uniform range and ordering portal, MyWeb, PWS successfully demonstrated its unique value proposition, earning positive feedback and ultimately securing the Gentoo & Gentoo Homes Uniform Contract.

The implementation was meticulously planned, involving close collaboration with Gentoo Communications and HR. PWS rolled out their user-friendly ordering portal with intuitive visual guides and an accessible onboarding process. Special attention was given to creating a system that could accommodate employees with varying levels of technological comfort. The mobilisation process presented challenges typical of implementing a new system for such a large workforce. However, through meticulous communication and planning, PWS and Gentoo systematically overcame these initial hurdles.

A robust communication framework was also established, including weekly operations meetings, monthly detailed reporting, and consistently responsive communication channels. This approach allowed for real-time problem-solving and continuous improvement of the service provided by PWS.

'Not all the Gentoo Workforce are confident with new technology, so PWS worked with Gentoo Communications and Gentoo HR to construct a visual how to guide to the Portal and build a workable Onboarding process and offered direct support where and when required.’ – Craig McCluskey, Gentoo Contracts Manager

'Gentoo are very satisfied with the service provided from PWS and we now have a much-improved service.’ – Craig McCluskey, Gentoo Contracts Manager

The Results

The partnership transformed Gentoo’s uniform and PPE procurement process, delivering far more than a simple supply chain solution. PWS created a comprehensive system that included a full male and female sizing chart, capabilities for bespoke uniform production, and specialised access portals. The solution simplified accounting processes, eliminated complex procurement challenges, and provided a consolidated, transparent ordering approach.

Beyond the operational improvements, PWS demonstrated a commitment to Gentoo’s broader organisational goals. The company showed remarkable flexibility by supporting special uniform orders, offering versatile delivery options, and aligning with Gentoo’s social value initiatives. This included pledging support for the Gentoo Christmas Appeal and supporting corporate charity fundraising efforts.

Key achievements included eliminating complex procurement processes, working with JPS to provide a consolidated invoicing solution, and creating a system that could easily adapt to Gentoo’s evolving needs.