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Making the most of digital workspace transformation – Part 1

As working practices and norms continue to change and develop, and the debate about what works best rages on, the ability to adapt your business’ working methods quickly is growing in value. Of course, quick reactions shouldn’t come at the expense of business collaboration, or security. So, how do you clear this delicate obstacle?

The right technology and processes can make an enormous difference. Modern operating systems and software, such as Windows 10, continues to evolve and offer increased levels of flexibility for businesses and private users alike. The rise of the cloud further boosts this, with remote collaboration now near-seamless, as opposed to just a few years ago, when working from home could be challenging. This rate of development is showing no signs of slowing down.

As long-term partners of Microsoft, and experts in the use of technology like Windows 10, Microsoft Teams and Microsoft Azure, we’ve been trusted by many public and private organisations to help prepare them for the challenges presented by changing work habits. We achieve this through a distinct, four-step process we call the digital workspace quadrant.

Getting a sense of what you need to meet your unique needs should always start by taking a closer look at where your business currently stands. What technology do you currently use? How much do you pay for it? Are you using it to its full potential? Programs like Microsoft Teams can offer massive advantages to a business if used properly. We’ll take a close look to see what value can be extracted from existing tools, before looking at new ones.

From here, we’ll start to work with you to define and build your business case for change. To do this effectively, we’ll involve employees from across your business, in order to get a sense of their unique challenges, insights and ideas.

By combining this knowledge gained from your team with comprehensive audits on your technology, infrastructure and existing skillsets, we’ll pick out the ideal technological solutions for your challenges.

From here, our deployment and management expertise comes into play. We’ll make use of deployment tools like Windows Autopilot to ensure any new device delivery goes smoothly, without any setup time necessary.

We’ll also work to make device management significantly simpler. Windows Autopilot enables legacy app containerisation, which allows older Windows apps that are no longer supported to carry on running within the latest version of Windows 10. This means that, if you have an essential piece of bespoke software that’s out of date, you don’t need to immediately replace it, or jeopardise your wider security in the process.

Any technological or cultural change is a big step for a business to take, especially at a time when working culture is evolving so quickly. At XMA, we’ll work with you to make it as simple and painless as possible. From enabling new hybrid opportunities to making the most of existing tech and infrastructure, with our expert support and quality products from major vendors like Microsoft, digital workspace transformation can be that little bit easier.

To learn more about our digital workspace quadrant process, and how we can help you make the most of workplace transformation, keep an eye out for part two of this series, which focuses on keeping security high without restricting access.

Making the most of digital workspace transformation – Part 2

As widespread digital workspace transformation continues to progress, and the working standards of individuals and businesses continues to evolve, keeping pace is increasingly important. If a business is behind the curve, it becomes ever more difficult to attract and retain talent. But with the desire for remote and flexible working being higher than ever, how can you meet this need without jeopardising your business security and continuity?

XMA can help you with this. In a previous blog, we looked at how we can use an effective planning and deployment strategy to help your business embrace new ways of working. In this second blog, we’ll be looking into the ways we can help you keep control of your network, without ever laying your hands on the devices your team uses.

When people work remotely, it’s likely that the range of devices available to them will go up. For example, some people might have a powerful PC at home, while others might prefer to work from a personal tablet or phone occasionally. While this boost to staff convenience is hard to ignore, it does raise several major security concerns. As these devices are outside your management control, they could be an ideal access point for hackers and viruses. As a result, many businesses are choosing to restrict access to managed devices only.

Whether you choose to allow a varied range of devices to use your network, or supply specific machines to each member of your team, we can help. Sophisticated endpoint and access management systems, enabled by Windows 10 technology, allow you to retain control while enabling an enormous level of flexibility for your teams. This will let you simplify automated provisioning, configuration management, and software updates for every single device that uses your network, regardless of operating system.

Device management is just part of the battle. Alongside close and customisable control over access, based on your specific needs and wishes, we’ll also develop a robust and personalised data security and risk management policy. This will consider the sensitivity of your data, how much access is required for each individual, and much more.

Using the latest software and zero-trust techniques from Microsoft, including Windows 10 Authenticator for two-factor authentication, we can start to create an environment that enables digital workspace transformation, without jeopardising security for the sake of access.

Enabling cultural change is naturally important for a business, especially right now, but doing it in a way that’s sensible, safe and suitable for you is incredibly important. It’s not something to be rushed, you need to pick the right path for you. Our team will help you to pick the right path, and use the best technology from Microsoft, along with other major vendor partners, to make it a reality.

We’ll be continuing our blog series on digital transformation in the weeks to come, so keep an eye out for part three. If you’ve not read the first part, or would like a reminder, you can find it here

XMA and Keele University empower students through iPad delivery and training

In September 2020, Keele University opened a veterinary school in partnership with Harper Adams University. Keele already had a strong reputation in UK higher education, and aimed for the new veterinary school to be the best in the country.

Keele designed the new veterinary course to be highly vocational, with
lots of hands-on elements. This meant students and staff needed a device that could support a mixture of classroom and field-based learning.

Now we are approaching the end of Q1 2021, the reality of the Brexit agreement is emerging with the anticipated delays becoming apparent. As a responsible and proactive partner to our customers and suppliers, we have planned throughout 2020 to address all anticipated outcomes, and we are operating processes that allow trading in the UK and EU to be achieved in the most efficient way within the new regulations.

Despite continued pressure on the international supply chain through Covid restrictions, IT parts constraints, continued exceptional demand and varying interpretation of the new rules across Europe, our experience and preparation has limited these delays for our customers. Rest assured XMA is working with all of our customers to remain at the front of service innovation to remove these delays and will continue our Brexit committee and updates until we recognise that all trading conditions have returned to a consistent and effective

What has changed?

Our customers in England, Wales and Scotland

There will be no change in process from XMA, but we have ensured all of our Suppliers are compliant with all new import requirements to maintain consistency in supply and minimise any unnecessary delays at border points.

Our customers in Northern Ireland

The UK and EU agreed and implemented a solution to minimise disruption regarding cross border
movements. XMA have gained the specific EORI number (XI) to maintain our ability to supply our customers in Northern Ireland and we are also recording the commodity codes and country of origin of products supplied. For all customers in Northern Ireland we will require their EORI number and all deliveries will operate on a Delivered Duty Paid (DDP) basis under Incoterms as this remains a UK to UK relationship. Further information on the specific requirements for trading in Northern Ireland can be found here

Our customers in Europe

XMA have a UK EORI (Economic Operators Registration and Identification number) to facilitate the movement of goods into the EEA, which became a requirement in 2021. We also record the Full commodity codes and country of origin for all products supplied and now supply commercial invoices for all shipments. For all orders into Europe we will require our customers to provide their EORI number and all deliveries will operate on a Delivered at Place (DAP) basis under Incoterms.

The future

The biggest concern over Brexit was uncontrolled delays of products arriving into the UK or being delivered to Europe, and it does appear there are initial challenges whilst new processes are fully adopted by all stakeholder groups. Overall, XMA are confident we are providing our customers with correct and effective advice to minimise any delays. We will continue to monitor this situation and where any further risk of delays are identified, work with our customers to mitigate the risk or look at alternative solutions.

If you have any questions about how XMA can support your organisation post Brexit, please contact your Account Manager or direct enquiries to: approvals@xma.co.uk

XMA welcome the news and certainty provided through the late trade deal between the UK and EU at the end of 2020. This has removed the unwelcome risk of tariffs on the products that could have occurred under WTO terms and allows for XMA and our customers to proceed into 2021 with confidence.

Whilst the trade deal removes additional adjustments, exiting the EU still provides changes in the way that products are imported into and exported from the UK, and XMA have ensured our compliance to all new trading requirements in 2021 to protect our customers from unnecessary delays.

What has changed?

Our customers in England, Wales and Scotland

There will be no change in process from XMA, but we have ensured all of our Suppliers are compliant with all new import requirements to maintain consistency in supply and minimise any unnecessary delays at border points.

Our customers in Northern Ireland

The UK and EU agreed and implemented a solution to minimise disruption regarding cross border
movements. XMA have gained the specific EORI number (XI) to maintain our ability to supply our customers in Northern Ireland and we are also recording the commodity codes and country of origin of products supplied. For all customers in Northern Ireland we will require their EORI number and all deliveries will operate on a Delivered Duty Paid (DDP) basis under Incoterms as this remains a UK to UK relationship. Further information on the specific requirements for trading in Northern Ireland can be found here

Our customers in Europe

XMA have a UK EORI (Economic Operators Registration and Identification number) to facilitate the movement of goods into the EEA, which became a requirement in 2021. We also record the Full commodity codes and country of origin for all products supplied and now supply commercial invoices for all shipments. For all orders into Europe we will require our customers to provide their EORI number and all deliveries will operate on a Delivered at Place (DAP) basis under Incoterms.

The future

The biggest concern over Brexit was uncontrolled delays of products arriving into the UK or being delivered to Europe, and it does appear there are initial challenges whilst new processes are fully adopted by all stakeholder groups. Overall, XMA are confident we are providing our customers with correct and effective advice to minimise any delays. We will continue to monitor this situation and where any further risk of delays are identified, work with our customers to mitigate the risk or look at alternative solutions.

If you have any questions about how XMA can support your organisation post Brexit, please contact your Account Manager or direct enquiries to: approvals@xma.co.uk

Following XMA’s most recent Brexit meeting, we are delighted to submit an update to our customers and suppliers regarding our plans for Brexit. Our preparations are based on the assumption that there will be no European Free Trade Agreement in place by 1 January 2021.

Potential Delays

Whilst it is widely recognised that there will be delays at Channel ports and those heading to Ireland, XMA is working with our major vendors and distributors to mitigate such delays creating new routes of delivery. Whilst this will only be partially successful, together with XMA’s increased warehouse capacity and planning with each supplier – we trust that we can avoid any material delays. Consultation with customers have shown them to be more sanguine about these hold-ups which are unlikely to affect the normal flow of business materially.
Customers with orders due around 31st December should engage with your XMA account manager asap to ensure these can be managed and prioritised to ensure they delivered prior to cut-off.

Tariffs

Our vendors are improving their ability to provide accurate codes and countries of origin. 99% of XMA products now have commodity codes stored in our product database (or the UNSPC code which is a close approximation) and have been looked up on both the UK General Tariff and the EU Common External Tariff with almost all currently displaying no tariff. Some 3D printing products are affected.
These tariffs could change in the months ahead, and we will keep customers informed of any tariff introductions as soon as we can. Any tariffs incurred will be recharged to the customer.

Warehousing

XMA has progressed its discussions and application to have a bonded warehouse within the Andover facility. These preparations are continuing and our systems are being updated. This will allow goods to remain in Europe with the confines of our UK facilities and effectively be imported into the UK at point of order by UK customers whilst allowing European customers/orders to be transacted speedily.

Ireland

XMA can supply into Ireland through our parent company and main distribution partner Westcoast and we are able to utilise Westcoast Ireland’s own distribution agreements to purchase goods direct from our main vendors and then store in Westcoast’s Ireland’s Tallaght warehouse. This may help with large projects, run-rate skus and CTO/bespoke product orders. Please contact us for further details.

International Shipping

XMA are already experts in shipping to the EU – Ireland or Mainland Europe – and are working with a number of freight forwarders to provide services for all UK customers concerned about shipping internationally. Paperwork, tariffs, VAT deferment, regulations can all be handled by XMA’s specialist partners. The EU will be implementing full border formalities on 1 Jan 2021(the UK are phasing them in over 6 months) which means that customers need to be ready.

We will be announcing our standard processes shortly allowing any customer to engage our skills and services. However, if you want a more strategic conversation on how XMA can handle all such shipments on your behalf, engage with your account manager and our team will be in touch.

Other Changes

There are a number of other changes – e.g. the new UKCA safety mark replacing the EU’s CE mark or the recognition of professional qualifications and intellectual property. These internal Westcoast Group matters are being assessed and customers are advised to examine any areas that may be affected.

Two good external sources of information providing a checklist of areas to examine are:

The British Chambers of Commerce: https://www.britishchambers.org.uk/media/get/Business Brexit Checklist.pdf 

EY – 100 Days To Go Readiness Guide: https://www.ey.com/en_uk/ey-brexit/brexit-readiness-guide-for-business-with-100-days-to-go 

All questions or feedback are welcome by email: approvals@xma.co.uk

Welcome to the latest update from XMA’s Brexit team. Due to recent focus on Covid-19, XMA have not updated our Brexit page for some time. However, with the deadline for Brexit transition still due for January 2021, XMA’s Brexit Committee met this week and we can issue the current information / guidance below.

Whilst the UK has exited the European Union at the start of 2020, no real changes in trading conditions has been experienced as a result. This will not be true if the UK and the EU cannot agree a trade deal by the end of 2020. Recent reports have shown the Cabinet Office preparing for widespread disruption should such a scenario coincide with a second wave of Coronavirus in the UK.

XMA’s approach is to prepare for the worst and hope that the situation is considerably better.

Delivery Delays from Europe

Recent studies have shown that some delays at ports of exit/entry are likely. Given that the majority of goods supplied by XMA are currently imported into the EU via mainland Europe and shipped across the English Channel, such disruption is bound to have an impact. Hence XMA and our parent company Westcoast have taken or will take the following mitigating actions:

1. New increased storage – XMA’s new 346k sqft facility in Andover has been fully operational since the start of the year and has allowed increased space for XMA and our Customers; increased services (e.g. configuration, PDI, storage, bundling) and will provide reduced cost outsourcing opportunities for our OEM partners and Customers. The appropriate EORI number and TSP status are in place.

2. Short-term deals – Previous ‘false Brexits’ were covered by stocking deals with OEM partners to mitigate the immediate disruption to normal trade. XMA have already started working with Suppliers to ensure inventory planning over the change period.

3. XMA are working with freight forwarders, vendor logistics managers to ensure the smoothest possible importation through UK ports of entry. This includes correct commodity codes, country of origin information and paperwork.

4. Tariffs – Most (but not all!) IT products supplied by XMA in the last 180 days had no tariffs applicable on WTO terms or the UK Global Tariff (applicable from 1st January 2021).An accurate commodity code which allows tariff application to any goods imported is an important part of XMA’s work at present with Suppliers is encouraging them to provide a complete library of codes for every live sku. XMA are currently looking at automating a tariff look-up procedure to apply an appropriate tariff to the cost of the product if applicable. These can clearly change with little notice.

5. Other costs -VAT deferment costs, import management and transportation costs may also increase cost of goods after 1 January 2021 and will be applied systematically.

6. Finally, XMA and Westcoast are working with vendors to arrange direct delivery into the UK from the Far East (i.e. avoiding the EU altogether). Westcoast can act as a master distributor, importer or merely a 3PL provider to a wide range of suppliers.

Westcoast Exports

XMA and Westcoast now have warehousing in the UK and across Europe (inc Ireland). We are investigating the possibility of having a bonded capability in the UK for Irish goods and those for re-export to Europe. All Supplier contracts are being amended to allow for such transactions. We can manage the nuances of exporting to the EU including tariff application and shipping administration. Customers will be asked for standard information in advance of quoting whether the order is received by EDI, web or via Westcoast sales.

Ireland

The new Brexit arrangements for Ireland and Northern Ireland are well understood and we are working with our logistics provider/freight forwarder to ensure we minimise delays when delivering across the Irish Sea. There are no plans to enhance Westcoast’s current cross-stocking facility in Tallaght, Dublin.

Conclusion

Our recent Brexit Committee has reinvigorated our Brexit plans and the committee will meet every month in the run up to 31st December 2020 and will report back via ‘Brexit News’ every month. We will have updates on the progress of plans outlined above.

All questions or feedback are welcome by email: approvals@xma.co.uk