16 September 2014 SC147 CHANGES TO NWAS UNIFORM Background Many staff will be aware of the changes being made to the NWAS uniform. This bulletin is designed to explain to staff why we are gradually changing uniform and the process we will be using to bring about this change. Across England s 10 Ambulance Trusts, there is currently a variety of uniform being worn by staff; eight trusts wear olive green uniform; one wears both olive green trousers and white shirts and NWAS wears bottle green. It was recognised locally, nationally and by the Association of Ambulance Chief Executives (ACCE) that by collaborating on core contracts for uniform, we can all achieve better quality and better value for money; something which has also been discussed as far reaching as the public affairs select committee within Parliament. A new contract will be implemented across the UK which standardises uniforms across all Ambulance Trusts which is both better value for money, remains of a high quality and improves supply chain confidence through stock availability. For the last few years, colleagues in the Trust s procurement team have been working with procurement teams across all NHS Ambulance Services, as a national procurement team, to create a single national specification for the provision of ambulance uniform. The national procurement team has agreed on a new national specification and core range of uniform items, which have been reviewed by the Trust s uniform working group and agreed as suitable for use across NWAS. The National specification also includes a new jacket combination of a soft shell bomber and waterproof outer hi-vis. This new uniform will now be adopted by NWAS and will essentially be the same as our current uniform, however, it is olive green in colour which is darker than the bottle green we currently use. Implementation The challenge for NWAS is to now switch to the new olive green uniform within the next eight to 12 months as our existing uniform colour (bottle green) is no longer being manufactured. We will need to achieve the changeover without any additional costs as the changeover must be borne out of the existing annual uniform budget within this year s allocations in respect of the on-going cost improvement programme (CIP).
To ensure minimal waste and value for money, the new uniform will be rolled out using a phased approach and the Trust will continuing to issue replacement uniform on an as and when needed basis using up existing stock and then gradually introducing the new coloured stock. Important note: A phased approach will of course mean that some staff may have a mix of olive green and bottle green garments within their wardrobe. It will not be acceptable for an individual to wear a mix of bottle green and olive green together i.e. olive green shirt with bottle green trousers, or vice versa. However we do recognise that for a period of time staff may not present in matching green e.g. a double staffed crew may present one in bottle green and one in olive green. The Trust accepts this is inevitable whilst we transition between colours. Existing Operational Staff (PES / PTS / Managers) On an as and when needed basis, uniform garments will be issued from existing bottle green stock. If the garment (size) is no longer available in bottle green, the garment will be issued in the new olive green colour. If a staff member receives an olive green shirt then they will also receive a matching pair of olive green trousers and vice versa. This will ensure staff members can and only wear a full matching uniform (shirt and trouser). This will impact stocks and the uniform budget, so local managers will retain records of all requests and these will be monitored. Multiple requests over short periods of time will be flagged for further justification. Staff will continue to complete a uniform request form; the form has been updated and requires wearers to provide sizes in both the existing and new uniform styles. The styles vary slightly in the sizing profile, so staff should use the new style sizing chart when completing the form. EOC Staff EOC staff and mangers will retain the existing white shirt/blouse. On an as and when needed basis, uniform garments will be issued from existing bottle green stock. If the garment (size) in no longer available in bottle green then the garment will be issued in the new olive green colour. Olive green fleeces will be sourced for EOC staff and going forward only shoes will be available rather than boots and provided on an as and when needed basis (subject to review). New Starters All new starters will now be issued with olive green uniform. New starters will initially receive three pairs of trousers, three shirts and three t-shirts. Orders will be placed for new starters once they have joined the Trust, within the first week whilst with the training department new starters will be expected to complete a uniform request form having accessed the sizing chart or sizing kit for accuracy. Future Developments NWAS is committed to the national tender process and specification which means committing to the core range of garments. However, after much consideration and taking into account the wishes of NWAS operational staff, we intend to develop a polo shirt option with the successful suppliers appointed onto the new national uniform framework. It is envisaged that a polo shirt for both
Operational and EOC staff will become available at the start of year two of the new National Framework. The NWAS uniform working group will turn its attention to reviewing the range/style of Epaulettes and footwear used by the different roles. Uniform Ordering Procedure Guidance Any requests for replacement uniform must be made using a Uniform Request Form which can be found here. This form allows the Trust to plan and monitor stock levels, ensuring urgent requirements are prioritised whilst managing the uniform budget accordingly. Open the request form, ensure macros are enabled or the form will not work as designed. Complete the form on an individual wearer basis. Once all mandatory fields are entered and the garments required section is completed, click SUBMIT FORM. This will automatically generate an email to your line manager listed on the request form for them to approve and forward to the uniform team. If an error message appears, please save a copy of the uniform request form to your computer, complete all fields and attach it to an email to your line manager for them to forward to the uniform team. The uniform team can only process requests made using the request form and that have been approved by a line manager; the request form MUST be completed in full, if the request form is incomplete or incorrectly completed in any way the form will NOT be processed and will be returned to the sender. The cut off time for the receipt of approved uniform request forms is consecutive Fridays at 10:00am. The uniform team will then pick, pack and despatch the uniform to be delivered on the next appropriate delivery date the following week. At the moment, courier(s) can only visit most key sites, therefore packages will be left at key sites (e.g. Elm House or Broughton) for local onward distribution. Should you have a very urgent uniform requirement and cannot wait for the next delivery, it is possible that a collection can be arranged from the Central Uniform Store at Whitefield Ambulance Station, Whitefield, Manchester M45 6AQ. This MUST be agreed prior to your arrival with the team on 0161 279 4841 or 0161 279 4888. You must then retrospectively complete the request process. Updated Uniform Request Form As we still have stock of the current uniform, it s our intention to issue this to staff until the stock has depleted. The current request form allows staff to order replacement garments in the current bottle green uniform and this won t change, but in addition, the request form has been updated so staff can provide the uniform team with the sizes they may require in the new style olive green. Should the garment (size) you request be unavailable in the in the current style bottle green, then a matching set (shirt and trouser) in new style olive green uniform will be issued. It is important that staff provide the sizes they may need in the new style to avoid delays in receiving the garments. All staff are responsible for measuring themselves when deciding on what size uniform to order, to assist with the transition to olive green we have a uniform sizing chart available. The new style olive green uniform has a different size profile, therefore, the size you currently wear may not be
the size you need in the new style. Staff should measure themselves and use the sizing chart before ordering to avoid delays and mistakes. The central uniform store has made provision for a complete sizing set (trousers/shirts) of the new olive green uniform to be available at the following sites: Elm House (Training School) Northwich Ambulance Station Cheshire Ladybridge Hall (Training Department) Broughton HQ ( Nicola Miles) Carlisle Salkeld hall (Christine Stoddart) Whitefield (Current store due to Relocate) Staff can arrange to visit the above sites in their own time if they wish to try on the new style garments for improved accuracy before ordering. Uniform Amnesty Last year we asked staff to return any unused or new uniform that they may have at home, and for stations to retain holding stock locally in order to bolster our stock levels at the central uniform store. The previous amnesty saw approximately 12,000 of uniform returned that has since been re-issued to staff across the Trust. There is no benefit to staff to hold high levels of existing uniform. Therefore should staff have new stock either still bagged or opened but in new condition, they are encouraged to pass it over to their local operations manager to be returned and repackaged at the central uniform store. We may still require bottle green garments to successfully manage the transition. Frequently Asked Questions In a time of CIPs and changes to service delivery to save money why are we doing this? As explained there is no option to remain with our current style uniform and to have a standalone range would be too expensive. The total cost of this transition will be funded from the existing budget. A CIP target has already been deducted from this budget and represents value for money for the Trust. How many garments can I request? Due to the agreed system of as and when required, by default this would lean towards a one for one replacement. As a result, although the form allows you to request a maximum quantity of 2 garment pieces i.e. 2 Pairs of Trousers you may only be issued with 1 pair. If you place a request for multiple garments repeatedly over the course of weeks/months, the request may also be flagged for further justification regarding your requirement. This process is in place to ensure all operational staff have fair access to the necessary garments to top up their existing uniform pieces, and ensure a continuity of service. Will I have to wait so long for replacement items? One of the main benefits of the new national uniform is that stock throughout the country will be more readily available. The new uniform is based on a generic specification, for example features a crown badge showing NHS Ambulance Service and not locally bespoke with individual Trust names. Therefore, we will expect quicker deliver, and improved product availability. In addition the NWAS process for managing uniform and dealing with requests will be developed as will the central uniform store.
What if I have damaged/soiled uniform? It is expected that staff should have sufficient stock of the existing uniform. Staff are encouraged to hold their spare garments on station; so in the event of soiling/ damage whilst on shift, it is anticipated that you have spare garments available to change into. However, should you have nothing available, it is possible that a collection can be arranged from the Central Uniform Store at Whitefield Ambulance Station, Whitefield, Manchester M45 6AQ. This MUST be agreed prior to your arrival with the Procurement team on 0161 279 4841 or 0161 279 4888. You must then complete the uniform request process as above as soon as possible after the event. What if my uniform hasn t been delivered? Please check your uniform delivery day from the list above as it could be ready for despatch. If you have not had your uniform within five full standard working days (i.e. Excluding Saturday, Sunday and Bank Holidays) of submitting your form to your approver, please check with your approver that they have authorised and submitted the request to the uniform procurement team. If your delivery day has lapsed and your authoriser has confirmed they submitted the approved form, please contact the Uniform Procurement team on 0161 279 4841 or uniform@nwas.nhs.uk. I ve received my uniform but I ve ordered the wrong size and/or it doesn t fit? To ensure you get the correct items with minimal delays, we ask that staff carefully complete the order form. If you need any help with sizes, you can contact the uniform team before submitting the request. If the garments have already been delivered contact the uniform team on 0161 279 4841 or uniform@nwas.nhs.uk as soon as possible to organise a return or exchange (only unworn garments in their original packaging can be exchanged or returned). Please note: as the new style olive green uniform has a different size profile, the size you currently wear may not be the size you need in the new style. Staff are encouraged to use the sizing chart for the new style uniform and to measure themselves before ordering. What about the quality of uniform? The uniform specification has been agreed by a National Procurement team made up of representatives of all ambulance Trusts. This specification has been used for a number of years at other UK Ambulance Trusts. Locally it was tabled for the Uniform Working Group to examine and was approved. As part of the new national procurement process, a third party quality testing organisation will independently score/grade the quality of uniform submitted by bidders. In addition we have suggested that a national user group is established to continually develop the specification and that one or two places are made available to members of the NWAS uniform working group. PETER MULCAHY Head of Service Cumbria and Lancashire/Chair of Uniform Working Group