Low Value Purchase System

For
Government Agencies, Departments & Local Authorities

A simple, controlled way for public sector teams to manage everyday purchasing

Government agencies, departments and local authorities make hundreds of small, routine purchases every month, items that are essential to daily operations but shouldn’t consume disproportionate time, budget or administrative effort.

The Low Value Purchase System (LVPS) provides a clear, efficient and compliant method for managing these purchases. It helps public sector teams stay in control of spend while keeping processes light, transparent and easy for staff to follow.

Why LVPS matters for public sector organisations

Low‑value purchases may be small individually, but collectively they can create:

Budget leakage
Inconsistent purchasing behaviour
Excessive admin time
Delays in operational workflows
Poor visibility of spend

LVPS solves these challenges by offering a structured, repeatable and auditable process that supports both operational efficiency and financial governance.

Supporting the Services That Keep Britain Running

Through the LVPS portal, public sector organisations can access a range of our services — including specialist training and independent consultancy support. Many areas of government rely on shift work to keep essential services running: security teams, police forces, universities, the NHS, social care, transport, emergency response and countless others. Government never sleeps, and the services it provides must remain active, safe and staffed at all times.

Specialist training and independent consultancy for public sector teams who rely on shift work — helping government agencies, departments and local authorities stay staffed, fair and operational around the clock.

That’s where we come in.

We help public sector managers and teams understand, design and operate effective shift systems. Our training equips staff and managers with the skills they need to schedule fairly, plan confidently and respond to operational pressures without losing control. And when small problems arise — a staffing imbalance, a fairness concern, a rota that no longer fits the workload — we provide independent, expert advice to help resolve issues quickly and professionally.

We entered the LVPS system for exactly this reason: to give government departments, agencies and local authorities an easy, compliant way to access the support they need, when they need it. Whether it’s a single question or a full operational review, we’re here to offer a steady hand and practical guidance that keeps essential services running smoothly.

Universities We Have Supported

Several major UK universities engaged our consultancy services, including:

Sheffield University
Bradford University
York University
Plymouth University
Oxford University

These institutions rely on essential services that operate far beyond the standard 9–5 day — security, portering, estates, facilities and emergency support. These teams keep campuses safe, ensure equipment and spaces are ready for teaching, and provide the backbone that allows students and staff to work, study and live on campus.

Universities also experience highly variable workloads throughout the academic year. Freshers’ Week, for example, is effectively a two‑week operational surge: thousands of new students arriving, many needing guidance, reassurance and practical help. Additional peak periods — exam seasons, graduation ceremonies, open days, major events and unexpected disruptions — all place extra pressure on staff and managers.

This is where our expertise makes a difference.

We help universities design and operate shift systems that can flex with these changing demands. Our consultancy supports managers in planning for peak periods, maintaining fairness, and ensuring essential services remain fully staffed and responsive. Whether it’s preparing for the academic year, managing event‑driven workload spikes, or resolving day‑to‑day scheduling challenges, we provide independent, practical guidance that keeps university operations running smoothly.

Why universities choose us

We understand 24/7 operations — security, portering, estates and facilities teams don’t work 9–5, and our shift‑planning expertise reflects the real demands of campus life.
We help manage peak‑demand periods — from Freshers’ Week to exam seasons, graduations and major events, we design systems that flex with the academic calendar.
We improve fairness and consistency — supporting managers to make clear, balanced decisions even when workloads surge or staffing becomes complex.
We solve small problems before they become big ones — offering independent advice and practical guidance whenever teams need a steady, experienced hand.
We bring deep experience across multiple universities — including Sheffield, Bradford, York, Plymouth and Oxford, giving us insight into the challenges shared across the sector.
We strengthen essential services that keep campuses running — helping teams stay staffed, responsive and ready to support students and staff at all hours.
We train managers and staff effectively — giving them the confidence and skills to plan rotas, manage shifts and respond to operational pressures.

Case Study: Grouping Buildings for Smarter Campus Operations

Every university campus is a world of its own. Each building has a different layout, purpose, set of entrances and exits, and its own operational quirks — chemistry looks nothing like maths, and estates teams know this better than anyone. Security and portering staff can’t realistically know every building in detail, and expecting them to cover the entire campus isn’t practical. When we worked with universities, we analysed the unique demands of each site and identified natural similarities. From this, we created small, manageable groups of buildings so staff only needed to specialise in three rather than dozens. These groups now support each other during holidays, absences and busy periods, giving universities a flexible, fair and reliable way to keep essential services running smoothly.

Local Government Support

We have worked with a wide range of local authorities across the UK, including Bradford City Council, Durham Aycliffe, Glasgow City, Glasgow Diocese, Hounslow, Jersey, Kensington & Chelsea, Kingston, Mansfield, Merton, Nottinghamshire County Council, Sedgefield and Sutton. While many local government teams operate within standard office hours, a significant number of their essential services run extended hours — and some operate 24/7.

These services include community safety, emergency response, housing support, social care, facilities management, transport, parks and public spaces, and other frontline operations that must remain active long after the main offices close. Each of these areas faces unique staffing pressures, fluctuating workloads and the need for fair, reliable shift systems that protect both service quality and staff wellbeing.

This is where our expertise makes a difference.

We help local authorities design and operate shift patterns that reflect real‑world demand, seasonal pressures and the unpredictable nature of public service work. Our consultancy supports managers in planning for peak periods, managing absences, improving fairness, and ensuring essential services remain fully staffed and responsive. We also provide training that gives teams the confidence and skills to schedule effectively and adapt quickly when operational challenges arise.

Local authorities can now access our training and consultancy directly through the Low Value Purchase System (LVPS) — giving them a simple, compliant route to independent support whenever they need it. Whether it’s solving a small rota issue, reviewing a service’s staffing model, or preparing for a busy period, we offer practical guidance that helps councils keep their communities safe, supported and well‑served.

Why local authorities choose us

We understand extended‑hours and 24/7 services — from community safety and emergency response to housing support, social care, parks, transport and facilities.
We help teams manage fluctuating workloads — seasonal pressures, event‑driven peaks, public holidays, weather‑related disruption and unexpected incidents.
We improve fairness and consistency — giving managers clear, practical scheduling tools that support staff wellbeing and service reliability.
We solve small rota problems before they escalate — offering independent advice whenever teams need a steady, experienced hand.
We bring experience across many councils — including Bradford, Durham Aycliffe, Glasgow City, Glasgow Diocese, Hounslow, Jersey, Kensington & Chelsea, Kingston, Mansfield, Merton, Nottinghamshire CC, Sedgefield and Sutton.
We strengthen essential frontline services — helping councils stay responsive, safe and well‑staffed even outside normal office hours.
We train managers and staff effectively — building confidence in scheduling, planning and adapting to operational pressures.

Why the LVPS portal helps local authorities access our services

Simple, compliant procurement route — councils can engage us quickly without lengthy tender processes.
Easy access to specialist support — training, consultancy and problem‑solving available whenever teams need it.
Ideal for small but important operational challenges — perfect for “quick wins” and targeted improvements that don’t require large projects.
Transparent and controlled purchasing — aligned with public‑sector financial governance and audit requirements.
Flexible for different departments — community safety, facilities, housing, social care, parks, transport and more can all access support independently.
Supports continuous improvement — councils can return for additional guidance as workloads shift or new pressures emerge.

Government Agencies We Have Supported

We have worked with a range of government agencies and national institutions, including 10 Downing Street, Land Registry, Glasgow Museums and the London Transport Museum. These organisations rely on essential services that operate well beyond the traditional working day — security teams, call centres, facilities, visitor services, emergency response and specialist operational staff who keep public services running safely and smoothly.

Many of these environments face the same challenge: critical services that must remain active, responsive and staffed at all hours. Buildings vary widely in layout, purpose and operational demands, and teams often need to coordinate across multiple sites with different access requirements, security levels and public‑facing responsibilities. Our consultancy helps agencies design shift systems that reflect these realities, ensuring fairness, reliability and the ability to respond quickly when workloads change.

Government agencies can now access our training and consultancy directly through the LVPS portal, giving them a simple, compliant route to independent support whenever they need it — whether it’s solving a small scheduling issue, reviewing staffing models, or strengthening essential services.

To see the full range of organisations we’ve supported — including security services, call centres, museums, universities, emergency operations and wider public‑sector teams — you can explore our clients page here.

Our Fields of Expertise

Our expertise covers every aspect of workforce planning, shift design and operational optimisation. Whether you need a quick analysis, a full redesign or independent advice during negotiations, LVPS makes it easy for departments, agencies and local authorities to access the support they need, exactly when they need it.

Fatigue & Work/Life Balance   We design shift patterns that reduce fatigue and improve work/life balance for staff and managers. Small operational changes can create major improvements in wellbeing and fairness.
Training & Development   Live training courses, online video modules and tailored in‑person sessions that give managers and staff the confidence and skills to schedule effectively. For more information click here
Union & Staff Negotiations   We prepare managers for meetings with unions, staff representatives and teams — ensuring proposals are fair, future‑proof and clearly understood.
Union Questions & Answers Support   We help unions and staff review proposed shift operations for the long term, ensuring fairness and fitness for purpose now and in ten years’ time.
Migration Planning   Moving from an old shift system to a new one is complex. We plan and manage the transition to ensure clarity, fairness and minimal disruption. For more information click here
Ongoing Support   We stay with you every step of the way — always available for a quick chat, a small adjustment or a piece of independent advice when you need it.

Statistical Analysis of Workloads   Clear, evidence‑based analysis using your real data to determine how many staff you need, in each skill, at each time of day — and where they should be deployed.
Simulation Models   We build detailed models of your current operation and test multiple scenarios to identify the most efficient, fair and resilient staffing solutions.
Specialist Software: VisualrotaX   VisualrotaX is the only software capable of designing complex shift operations. We built it specifically to create cutting‑edge, fully compliant shift systems for demanding environments. For more information click here
Shift Pattern Design   From standard patterns to highly complex operations, we design shift systems that match your workloads, staffing numbers and budgets — delivering fairness, efficiency and operational stability. For more information click here
Holiday & Absence Solutions   Policies, procedures and protocols that remove or minimise problems caused by staff holidays, sickness, short‑notice absences and long‑term leave. For more information click here
Working Time Directive Compliance   Every solution we create is fully compliant with WTD rules, protecting both staff wellbeing and organisational governance.

Additional Resources & Long‑Standing Expertise

Alongside our consultancy and training services, public sector buyers can access a wide range of specialist resources through the LVPS framework. These materials support managers, teams and decision‑makers in understanding, designing and operating effective shift systems.

Business Books

We publish a series of practical books covering key aspects of shift working — including Flexible Shift Operations, How to Manage Your Shift Patterns: Holidays and Absences and many more. These guides help managers understand the principles behind fair, efficient and compliant shift design.

Video Library

Our video library contains over 1,000 training and explainer videos on every subject connected to shift working: shift allowances, holiday‑included patterns, fatigue, fairness, workload analysis, and how to calculate staffing requirements. These resources give teams accessible, on‑demand learning whenever they need it. Click here to see our full catalogue

30 Years of Public Sector Experience

For three decades, we have been designing and implementing new shift operations across every type of government department, agency and public‑sector service. Our experience spans frontline operations, specialist teams, emergency services and complex multi‑site environments.

Organisations We Have Supported

Universities: Security, portering, IT, control rooms, maintenance, workload analysis
Hospitals: Wards, pathology, diagnostics, support services, maintenance
10 Downing Street: Support services
Police: Workload analysis, officer numbers, special operations
Local Authorities: Security, support staff, fairness & equality
Social Services: Workload analysis, control rooms, field staff, out‑of‑hours
Prisons: Staffing numbers and rota design
Church & Faith Organisations: Staffing numbers and rota support
Museums: Staffing numbers and rota design
CCTV & Control Rooms: 24/7 staffing and operational analysis
Care in the Community: Workload analysis, rota design, priority planning
Fire & Rescue: Maintenance rota design
Docks & Harbours: Workload analysis and rota design

This breadth of experience gives us a deep understanding of the operational pressures faced by public‑sector teams — and the practical solutions that work.

Negotiation & Change Support

Introducing a new shift operation requires careful communication and confidence. We help managers prepare for meetings with unions, staff representatives and teams, ensuring proposals are fair, future‑proof and clearly understood. Our Union Questions & Answers support helps staff and unions review shift operations for the long term, ensuring they remain fit for purpose now and in ten years’ time.

Implementation & Ongoing Support

Once a new shift pattern is approved, we manage the migration from the old system to the new one — a process that can be complex and sensitive. We guide organisations through every step, ensuring clarity, fairness and minimal disruption.

And we don’t disappear once the work is done. We remain available for ongoing support, advice and quick problem‑solving whenever you need a steady, experienced hand.

Ready to Discuss Your Operation?

We create solutions that match your workloads, your budgets and your staffing numbers — and we help you implement them to your agenda and timetable. After 30 years, we’re very good at this.

If you would like to discuss your operation, please call us on 01636 816466 or email us. Public sector buyers can also access our services directly through the LVPS framework.

What Your Shift Pattern Will Deliver

Every shift pattern we design is built to cope with real‑world demand: today, next year and up to ten years ahead. Our solutions are engineered to be fair, efficient, future‑proof and fully compliant with public‑sector requirements.

Staff Wellbeing & Fairness

Minimise fatigue
Maximise work/life balance
Ensure everyone receives all their holiday
Include bank holidays fairly
Allow shift swaps
Support part‑timers
Support job‑share
Support working from home (where appropriate)

Absence, Training & Staffing Stability

Cover for absence
Cope with sickness absence
Cope with recruitment
Deliver the right amount of training time
Include supervision requirements

Operational Performance

Cope with the workload
Cope with workload variations
Cope with workload peaks
Deliver your SLAs
Keep to budget
Be efficient and productive
Expand to fit future workloads

Right People, Right Place, Right Time

Your shift pattern will deliver:

the right people
in the right numbers
with the right skills
in the right place
at the right time
for the right length of time

Flexibility & Long‑Term Confidence

Our shift patterns are designed to operate smoothly long into the future, not just for the first year. We teach your managers how to adapt the operation as workloads change, staffing levels shift and new pressures emerge and we continue to support you throughout the lifetime of the system, as we already do with many long‑standing clients.

For negotiations, we provide a full shift patterns for between 1 year and 10 years ahead so unions and staff representatives can see how the pattern performs over multiple years, including the fair distribution of Christmas, bank holidays and other key dates. This long‑term transparency gives everyone confidence that the operation will remain fair, stable and fit for purpose for many years ahead.

Every shift pattern we design is built to be fair, efficient, fully compliant and future‑proof. Giving your organisation, your managers and your staff complete confidence for the years ahead.