2021-2022

Table of Content
s

1. CONTACT DETAILS 3

2. PLANNING 4

3. PROJECT CONTENT 5

4. PLACING ‘ORDERS’ 6

5. STUDENT GROUPS 6
SAXION 6
PARTNER UNIVERSITY 6
COMMUNICATION 6
BUYING PLAN 6
ROLE STUDENTS OF THE PARTNER UNIVERSITY 6

6. PRODUCTS 7

7. PRODUCTS FOR PROTOTYPING 8

8. PARCEL SENDING 8

9. COSTS 9
APPENDIX 1: JOB DESCRIPTION AGENT / MERCHANDISER 10
APPENDIX 2: TECHNICAL PACK 11
APPENDIX 3: CORPORATE IDENTITY 13
APPENDIX 4: TEMPLATE_FABRIC QUALITY TEST REPORT 15

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Project Buying II Manual | Partner University-Saxion | August - November 2021
1. Contact details
Saxion
Project leader Buying 1&2  Annelies Löring-Lutjeboer
Mobile  +31 6 12 06 16 89
E-mail  a.c.loring@saxion.nl
Skype  Annelies Loring
Available on  Monday, Tuesday, Thursday

Project leader 2 Buying 1&2  Ilse Terpstra-Kamstra

Mobile  +31 6 23 70 46 33
Email  i.terpstra@saxion.nl
Available on  Monday, Wednesday, Thursday, Friday

Partner University
University  HUST- Hanoi University of Science and
Technology 
Project leader  Ms. Chi
Mobile  +84 9887 09885
Email  chi.ngothiquynh@hust.edu.vn
Available on 

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 2. Planning
Special NOTE: Due the Coronavirus, Saxion will probably offer this project as a combination of an
offline and online course to its students. Therefor some changes have been made. First, no actual
concept store can be made at the end of the project. Therefor Saxion students will now make a
Display wall with the actual prototypes. Second, the students will not be able to perform all quality
tests as they were not able to work in the labs previous year and therefor lacking knowledge. Third,
our international students might still be in their home country. Therefor it might be a bigger challenge
to meet as a group.

Till further notice, the parcels can be sent to our Saxion Building again. Please send the parcels to:

To: Saxion, University of Applied Sciences, Academie Creatieve Technologie

For the attention of: Ilse Terpstra-Kamstra
Street: Van Galenstraat 19
Postcal code: Postbus 70.000, 7500 KB
Town: Enschede
Province: Overijssel
Country: The Netherlands

In the following timetable a clear overview is given for your and our students.
Please check and advise all details and dates are ok.

Agents (Partner University) Buyers (Saxion)

Week 1.1 30-8 till
3-9-2021
Week 1.2 6-9 till  The students will receive Technical Packs.
10-9-2021 Please check all details and ask questions to
clarify. Play negotiations on technical/
commercial terms for order confirmation.
Week 1.3 13-9 till  Sourcing materials (fabrics, accessories) to
17-9-2021 make prototype, make lab dips & artwork
 Sourcing materials for new collection (Buying
Plan), if requested by the Saxion groups
 Send out the first parcel ETD latest Friday
17-9-2019 with all sourced items
(swatches/lab dips/accessories).
For sending instructions, check chapter 9.
 Start project
 Overview groups (contact details) will be sent
by Saxion to you
 Students contact your students, send Technical
Pack latest Sunday 12-9-2021. Negotiate
technical/commercial terms for order
confirmation
 Keep frequent contact with agents on
prototype status and development.
 Work on the Buying Plan, send possible
material or information requests to agents

Week 1.4 20-9 till  Keep frequent contact with buyers on  Keep frequent contact with agents on
24-9-2021 prototype status, development, and all other prototype status and development.
questions the buyers may have to make their  Work on the Buying Plan, send possible
Buying Plan. material or information requests to your
students.
 The Parcel will be received by the Saxion
project lead and will be forwarded to the
Saxion students.
Week 1.5 27-09 till  Keep frequent contact with buyers on  Keep frequent contact with your students on
1-10-2021 prototype status, development, and all other prototype status and development.
questions the buyers may have to make their  Give within maximum 3 days after arrival
Buying Plan. parcel comments (test reports) on the send
 Start making the prototype based on comments materials to your students
from buyers.  Work on the Buying Plan, send possible
material or information requests to agents
Week 1.6 4-10 till  Keep frequent contact with buyers on  Keep frequent contact with agents on
8-10-2021

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Project Buying II Manual | Partner University-Saxion | August - November 2021
 prototype status, development, and all other prototype status and development.
questions the buyers may have to make their  Work the Buying Plan, send possible material
Buying Plan. or information requests to agents
 Send out the second parcel ETD latest
Thursday 7-10-2019 with prototype (with
agent comments) and all items sourced as per
buyer’s special request.
For sending instructions, check chapter 9.

Week 1.7 11-10 till  The Parcel will be received by the Saxion
15-10-2021 project lead and will be forwarded to the
Saxion students.
 Work on the Buying Plan
Holiday at 18-10 till
Saxion 23-10-2021
Week 1.8 25-10 till  Check sample comments and clarify with  Review prototype, send comments to agents.
29-10-2021 buyers if needed. Agents do not need to make  Send Buying Plan, Quality& Packing
a new prototype. instruction manual, reviews to agents
Week 1.9 01-11 till  Assessment & presentation Buying Plan
05-11-2021 01-11 till 05-11-2019

Week 1.10 8-11 till  Representative of Partner University evaluates  Evaluate project with project leaders
12-11-2019 project with project leaders

3. Project content
Saxion students will work on starting a new retail concept named The Third. The Third is a
department store which offers products for Men, Women, Kids and Home. The Third just started a
new business and they want to launch a new private label brand in The Netherlands and Germany.
The plan is to open 15 shop-in-shops within 8 months on the first of May, next year, including a
webshop. For this new business the Saxion students must make a buying plan.
Besides the buying plan the Saxion students will create an online shop window with pictures from the
actual prototypes made by your students.
Saxion worked already on the corporate identity, which can be found in the appendix for your
reference. Saxion students will use these logos for all visual merchandise.

Saxion students work in 6 different roles per group:

1. Designer & Pattern maker = Collection (creative)

2. Visual Merchandiser = Collection (creative)
3. Product Developer & Quality Manager = Material (technical)
4. Merchandiser = Buying (business economics)
5. Production/Buyer = Buying
6. Business Unit Director = Buying (leadership)

Saxion students are in the role of BUYER. The students at your university are in the role of AGENT
of a supplier.

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4. Placing ‘orders’
Between 10-9-2021 and 12-9-2021 Saxion students will contact your university students by sending
them their Technical Pack. See the appendix for an example of this Technical Pack (TP). This
Technical Pack contains all order information. After that Saxion, and the partner University students
work together on:
1. make sure all information is clear and complete.
2. start negotiating on the technical and commercial terms to produce this order in bulk (so
delivery date, delivery terms, quantity, quality, etc). This is a ‘play’ to give both parties
experience in the buying process. Of course, your university students will never actually
produce this order, but we make a start in the production process (prototype, lab dips,
accessories, artwork, and fabric quality swatches).
3. Guidance: The instructors at your university will guide their own students during this process.
Saxion instructors will guide Saxion students.

5. Student groups
Saxion
Between 23/8 and 27/8 the Saxion groups will be made by the project leaders. Between 2 and
September and overview of all Saxion groups (contact details) will be send by Saxion to partner
University.

Partner University
Please send me before August 23rd 2021 your group details with:
1. Group number/name
2. Group member names
3. Group contact person
4. Group Skype address
5. Group Mail address – create Gmail account
6. Other specifics which are needed for our students, like “available on..”

Communication
For our students it is the first time they work on an international level. It might be possible that some
students will have difficulties in behaving in a proper professional way. Feel free to give them
positive feedback on this. This is a learning process. If anything happens which is not acceptable,
please contact the Saxion project leaders immediately. Please note that Saxion students have the
assignment to make a small movie about their talks with your students.

Please ask your students to try to play their role as professional as possible. So not student versus
student, but agent/producer versus buyer.

Buying Plan
Besides making this prototype, Saxion students also need to make a Buying Plan. This is a report
containing a range plan, production plan and a packing manual. It is possible that students also request
your students to source specific materials or request for technical or commercial information.

Role students of the Partner University

In the appendix there is a description of the role, which your students will ‘play’.

6. Products

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Herewith you can find an overview of the product the Saxion students might request:

1. Lab dips
Based on the Technical Pack your students will make lab dips. These are +/- 3 color swatches for
each fabric color, which are mentioned on the Technical Pack. Saxion students will check these
lab dips and will give clear comments. This is an important exercise as it can be difficult to put
comments on colors in writing. Your students do not have to do anything with these comments
other than saying they will take the comments into account for bulk production. These lab dips
must be sent in the parcel send in week 3. Saxion students must give comments within maximum
3 days after arrival of the package. See below an example how the lab dips can be presented:

3. Accessories
Based on the Technical Pack your students will source the best available accessories which are an
option for the actual bulk production (which will never happen). These accessories must be sent in
the parcel send in week 3. Saxion students must give comments within maximum 3 days after
arrival of the package.
4. Artwork
Based on the Technical Pack your students will make a sample of the artwork mentioned for
approval. This artwork must be sent in the parcel send in week 3. Saxion students must give
comments within maximum 3 days after arrival of the package.
5. Fabric quality swatches
Based on the Technical Pack your students will source 3 best available counter fabric swatches.
Please try to send 1 yard of each fabric, so that it can be properly tested by Saxion students.
Saxion will send their test reports to your students with the results, check appendix 4 for an
example of our Quality test report. Please note that this year the students will probably not be able
to use the labs in the Saxion building and will therefor perform alternative home test which do not
meet our regular standards. It would be nice if these comments could be considered before start
making the prototype. BUT I fully understand if this is not possible due to time pressure. Please
do inform the Saxion students if this is the case. These fabric swatches must be sent in the parcel
send in week 3. Saxion students must give comments within maximum 3 days after arrival of the
package.
6. Prototype
Based on the Technical Pack your students will make a prototype from the best available
materials. Please keep the costs as low as possible (total budget max. 40 Euro/group). Saxion
stimulates their student’s initiative to develop special items. But if some requests are not possible,
please just discuss this with the students. Saxion students will make sample comments on this
prototype after receiving and will send this to your students. This prototype must be sent in the
parcel send by the end of week 6. Saxion students must give comments latest 3 days after arrival.

NOTE: If anything is not possible technical or price wise, just discuss this with the group. Maybe an
alternative can be found. Please pack all items together for 1 group in a polybag and clearly mention
the Saxion group on the bag. Thank you.

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7. Products for prototyping
In below overview the product groups are mentioned which will be ‘produced’ by your students.
On 23/8, we know how many students we will have. Then we will create the groups and decide which
product group will work with which University. As agreed earlier, you are prepared to work on the
below mentioned product groups:

Home
 Bags: no leather
 Master bedroom
 Interior carpet
 Garden textile, like chair pillow or tablecloth
 Table wear
 Bathroom textile
 Nursing room
 Toys
Women
 Sportswear
 Swimwear
 Sock & tights
 Accessories, other than bags, socks & tights
Men
 Sportswear
 Swimwear
 Menswear, other than sport-, swimwear and accessories
 Sock & tights
Kids
 Sportswear
 Swimwear
 Children’s wear, other than under-, sport-, swimwear and accessories
 Sock & tights

8. Parcel sending
During the project 2 parcels will be send, including fabric swatches, accessories and lab dips and
prototypes.
You will send 2 parcels on:

Parcel 1  Friday 17-9-2021:

All fabrics (quality swatches), accessories, lab dips, artwork, etc for the prototype.
Please pack all items together for 1 group, mentioning clearly the Saxion group number.
Parcel 2  Thursday 07-10-2021:
Prototypes + possible pending items
Please pack all items together for 1 group, mentioning clearly the Saxion group number.

Minimum 1 day before above sending dates, The Saxion project leaders need all details of the parcel
to arrange the pick-up. Please use the Excel template “Import parcels Saxion Buying2”. There are two
sheets in this document:
1. Parcel details: Please mention all parcel details in here
2. !! Commercial invoice: The sheet is only for the custom clearance and has nothing to do with
compensation between the partner university and SAXION. Please mention a value of 2-3 Euro
per prototype and 1-2 Euro for other items. The total commercial value of the parcel must be

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Project Buying II Manual | Partner University-Saxion | August - November 2021
 between 10-20 Euro!! If the mentioned value is higher, we might risk customs stuck. Please print
this invoice and hand it over to the courier. Thanks.

9. Costs
During the project tyou will make the following costs and following actions are needed to get paid:
1. Prototypes + Fabric swatches/accessories + Labdips: Saxion will compensate the you for the
charges made, BUT the budget is maximum 40 Euro per group for all items and cannot be
exceeded. Please only make one prototype per group. All materials can be from local available
sources.
2. Parcels: The parcels will be fully paid by Saxion. Please help to keep the charges as low as
possible by packing smart.
3. Would you please send me, after sending the second parcel, a tender with the expected costs?
With this tender I can make a PROQ number in our system. This PROQ number is needed for the
actual invoice.
4. Invoices: Please mention clearly our Saxion Proquro number: PROQ [will be confirmed later].
Send out by E-mail to: i.terpstra@saxion.nl

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Appendix
Appendix 1: Job description Agent / Merchandiser

Below list is an overview of the tasks for the students at your university.

Job description: Agent / Merchandiser

 Daily communication via E-mail, Skype, What’s app or similar with the buyers. Please reply
all questions on fabrics, accessories, colours, artwork, design, price, payment terms,
availability, quality, and country specific information like export quotas, working/labour
conditions, political stability, communication infrastructure, capacities, etc.
 Check the received Technical Pack on all details whether all is clear and complete.
 Perform negotiations on commercial and technical aspects. Come to an acceptable buying
price including Incoterms. Agree on all other terms like delivery date, technical aspects and
payment terms. When things change on the Technical Pack after both parties agreed on the
price, a new price will be negotiated.
 Source the requested materials for the prototype and the new collection. This new collection
will be developed by the buyers on paper, but fabric swatches, accessories or other materials
may be required. For the prototype, tested counter swatches (minimal 3 different swatches of
minimal 1 yard), accessories and lab dips must be sent on Friday 17-09-2021.
 Produce a prototype based on the Technical Pack received from the buyers. This prototype
must be sent on Thursday 07-10-2021.
 Give relevant input for the Buying Plan if requested by the Saxion Buyers.

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Appendix 2: Technical Pack

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Appendix 3: Corporate Identity

FONT 1 : OneS ignature

FONT 2 : Li n le g r e y r e g u la r
FONT 3 : H e lv e t ic a N e u e Th in

LO G O

thethird
pop up st or e
R 199 R 200 R 150 R 102 R 67

G 199 G 178 G 179 G 103 G 68

B 199 B 115 B 210 B 109 B 71

#C7C7C7 # C 8 B2 7 3 # 9 6 B3 D2 #66676D #434447

Th e t h ir d h u is s t ijl

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Project Buying II Manual | Partner University-Saxion | August - November 2021
 Persona
Young family Glamping

Festivals with the kids Working family

Spotify, Netflix, Instagram Average income

Fashionable Active holidays

Sustainable Healthy lifestyle

Dog Running and soccer

Stationwagon Terraced/semidetached house

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Appendix 4: Template_Fabric quality test report
Tabel 1
Fabric quality profile
General fabric/yarn information
Constructio
n
(knitted/wo
ven)
Paste original
Content (%)
sample in here
Weight
(g/m2)
Cut width
(cm)
Warp x
Gauge
Density weft
(ndls/inch)
(yrns/cm)
Yarnnumber
(Tex)
Coloring
(dyed,
printed)
Chemical
Special
Mechanica
finishes
l

Import Testing Requirem

ant standard Rating ent
Standard (yes/n (ISO/BS/AS (scale/val (Min./ma Resu
tests o) TM) ue) x.) lts
Tensile
Strength
Tear strength
Pilling
Abrasion
Seam
strength
Stretch/Reco
very
Wrinkle
recovery
Dimension
stability
Color fastness tests
Light fastness
Wash
fastness
Dry cleaning
fastness

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 Water
fasteness
Seawater
fastness
Perspiration
fastness
Chlorine
fastness
Crocking
fastness
Extra Tests
Wicking
Waterrepplen
t
Waterproof
Breathability
Windproof
Etc.

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