Equipping a workforce with the right safety equipment and workwear should be straightforward. But as a business grows, the administration behind every order can quickly become a major burden.
Who is authorised to order? Which products are approved for each role? How much is each employee entitled to? Which cost centre should be charged? Has the order been approved, dispatched or delivered?
For organisations managing multiple employees, sites and departments, these questions can turn a seemingly simple purchase into a time-consuming procurement process.
The product itself is only part of the cost. The time spent checking entitlements, obtaining approvals, entering information, correcting mistakes, tracking deliveries and preparing reports also adds up.
That is where Safeman’s Total Apparel Management System (TAMS) comes in.
More Than an Online Ordering Portal
TAMS is a customised, web-based system designed to help organisations order, track and manage approved safety equipment, workwear and corporate apparel from one centralised platform.
Rather than giving employees access to an unrestricted product range, TAMS can provide each organisation with a tailored catalogue containing its approved products, styles and specifications.
Access can then be configured around the way the business operates, including an employee’s role, location, department, allowance or cost centre.
This helps employees find the right products more easily while giving procurement teams greater control over what is being ordered.
Bringing Business Rules Into the Ordering Process
In a traditional ordering process, managers or administrators may need to manually check whether every request meets company requirements.
TAMS allows many of these rules to be built into the system.
Businesses can establish employee allocations, spending limits, approval levels and product restrictions. Orders that require authorisation can follow a defined approval workflow before they are processed.
Instead of repeatedly checking the same information, procurement teams can manage ordering through a more consistent and controlled process.
This can help reduce:
- Unapproved or incorrect product orders
- Repeated emails and manual approval requests
- Orders exceeding employee allowances
- Incorrect allocation to sites or cost centres
- Time spent correcting incomplete order information
Better Visibility Across Employees and Locations
When orders are managed through emails, spreadsheets and separate supplier accounts, gaining a clear view of overall activity can be difficult.
TAMS centralises ordering information so authorised users can access order histories and monitor usage across employees, locations and cost centres.
This gives managers and procurement teams greater visibility into what has been ordered, where products are being used and how budgets are being allocated.
More consistent reporting can also support forecasting and help businesses make better-informed purchasing decisions.
Connecting TAMS With Existing Procurement Systems
For organisations with established procurement or enterprise resource planning systems, Safeman can also support PunchOut integration.
PunchOut enables users to access their approved Safeman catalogue from within a supported procurement platform. They can build their order in the catalogue and return the shopping cart to their organisation’s system for approval and purchase-order processing.
This helps maintain the company’s existing procurement controls while reducing the need to manually re-enter product and order information.
The result is a more connected process with fewer opportunities for duplication and ordering errors.
Taking Administration Out of Workwear Management
Workwear and PPE management continues after an order has been submitted. Businesses may still need to manage order histories, delivery information, exchanges, returns, employee changes and new-starter requirements.
By bringing these activities into a structured system, TAMS reduces reliance on disconnected emails, spreadsheets and individual knowledge.
Procurement teams maintain control. Managers gain visibility. Employees have a simpler ordering experience. Most importantly, workers can receive the approved equipment and apparel they need without unnecessary administrative delays.
A System That Can Grow With Your Workforce
What works for one location may become difficult to manage across a growing network of sites, departments and employees.
TAMS can be configured around the structure of each organisation, making it suitable for businesses with different roles, approval requirements, budgets and operating locations.
As requirements change, product access, employee entitlements and approval settings can be reviewed and adjusted—without rebuilding the entire ordering process.
Transforming Procurement From a Task Into a System
TAMS does more than move workwear ordering online. It turns a collection of manual tasks into a centralised and repeatable process.
By combining tailored product catalogues, employee allocations, systemised approvals, order visibility, reporting and procurement-integration options, TAMS helps businesses reduce administration while maintaining control.
Because keeping a workforce properly equipped should not require an administrative headache.
Ready to simplify the way your organisation orders and manages workwear and PPE? Contact Safeman to learn how TAMS can be tailored to your workforce.