How Europe's largest port authority efficiently manages tens of thousands of items of workwear.

Vandeputte has introduced a new corporate clothing line for the Port of Rotterdam, with a high level of safety and a fully closed-loop washing and recycling cycle.

How does a port authority manage the workwear of more than 700 operational staff? How do you ensure that each new colleague instantly receives the correct workwear package, that all jackets, trousers and polo shirts are laundered on time, and that worn-out items are given a second lease of life? The Port of Rotterdam Authority has integrated the Vandeputte Safety Experts' workwear management system.

The result: time savings, lower costs, increased safety and a sustainable approach that aligns perfectly with the Port Authority's vision.

Protective clothing that fits like a glove

When the Port of Rotterdam Authority began looking for a new line of workwear in 2017, they found the ideal partner in Vandeputte Safety Experts. “The customer was looking for a line of workwear that combined a unique look with excellent protection and sustainable materials”, explains Boy Verstappen, Sales Manager Netherlands. That brief was exactly what we are good at.

Vandeputte is market leader in industrial safety, and has considerable expertise with businesses operating in the Belgian and Dutch ports. This experience and brand independence enabled us to offer safety solutions that precisely matched the Port of Rotterdam Authority's specific protection needs.”

Return on safety

To understand the exact scope of their requirements, Vandeputte Safety Experts first conducted a risk analysis. They then used the insights gained from the study to select the fabrics that offered the best protection, engage the best material manufacturers, and design the workwear.

These experts created 18 workwear packages for both low and high-frequency wearers, tailored to their specific workplace risks. From shipping masters and asset managers to port development and harbour masters; all employees now wear their protective clothing with pride.

For optimal management of the packages, the Port Authority relied on Vandeputte's support.

From delivery to recycling: the entire life cycle is fully managed

“The Port of Rotterdam Authority wanted to know exactly who receives a particular workwear package and the status of the workwear: whether in use, sent to the laundry, or end-of-life and ready for recycling,” Boy continues. “Every step in the flow is crucial. Neat corporate workwear emphasizes the company' s image, so everything must be well maintained. Sustainability is also essential.

The Port Authority requires workwear that not only has a long life, but can also be appropriately processed after its useful life. By tracking each item individually, recycling can be guaranteed.”
An important side effect: the traceability of workwear also enhances safety.

Users always wear the correct protective workwear, and free market misuse is ruled out.

From vending machine to intelligent workwear management system

Vandeputte has developed a workwear management system inspired by the familiar Vandeputte vending machines for small personal protective equipment such as masks, gloves or safety glasses. “Some vending solutions also allow employees to exchange items such as car keys or walkie-talkies,” functional analyst, Thierry Forceville, explains.

“By using QR or RFID codes, the customer knows exactly which employee has retrieved a specific item from the vending machine, and when it needs to be returned. The workwear management platform combines both the sales and vending processes. The difference is that the operator is not a user but an owner. After all, everyone wants their own coat back from the laundry By giving each item of workwear a bar code, it can be linked to its owner and tracked in real time.”

Clear reporting, sixfold profit

“All data from this flow converges into one integrated platform”, Thierry explains. “Clearly laid-out dashboards provide management with a complete overview of stock, usage and return flows. With our APIs, customers can link the platform to other systems, such as an ERP package, so that the finance or HR departments can work with the data immediately.”

And it doesn’t stop here. The end-to-end approach delivers many more benefits, Boy continues: “Customers who use our vending solutions save an average of 25% in materials, while also saving considerable time due to the automated process. Safety in the workplace is increased too, as employees always wear the appropriate protective equipment. At the Port of Rotterdam Authority, the workwear management system creates both a stronger image and greater sustainability.”

Complete peace of mind; from safety glasses to digitalisation

Vandeputte developed the platform entirely in-house, adapting it, where required, to customers' specific needs. “Safety is at the heart of what we do,” Boy concludes. “By linking our safety expertise with service and smart digitalisation, we can take care of everything for our customers. This makes us a true safety partner for an ever-increasing group of leading players, including the Port of Rotterdam Authority.”

This is how the workwear management system operates at the Port of Rotterdam Authority

Thierry and his team designed a completely closed loop which ensures that not a single item of workwear is lost:

1. Employees place their order through vdp.com. Delivery is then made via the on-site vending solution. All data is recorded automatically.

2. The system alerts employees when their workwear needs to be washed or replaced.

3. Employees can deposit their workwear at six locations. Each site has two drop stations with RFID scanners: one for laundry and one for end-of-life.

4. Those who submit items of workwear for recycling are allocated a budget for purchasing new items of workwear. Those having items washed will receive an alert when the package has been returned to the vending machine freshly laundered and clean.