The Doctor Who Experience

A Journey Through Space and Time: Modernising the Doctor Who Experience PoS

The Need for a Future-Proof Solution

When the decision was taken for BBC Worldwide’s Doctor Who Experience to relocate in real-time from London to Cardiff, the Event Retail and Merchandise team, led by Andrew Walker, decided to review the point-of-sale equipment in use at the event.

As with many other retail businesses, management was concerned by Microsoft’s announcement to drop support for Windows XP. Their current system ran on this aging platform, potentially leaving the ‘Doctor Who Experience’ with an unsupported and vulnerable system for managing sales. While the merchandise was futuristic and compelling, the till systems "harked back to the beginning of the 21st century on Planet Earth." The team sought a robust, Windows-based EPoS solution capable of delivering real-time sales reporting, profit and loss accounting, and accurate stock information.

The Relocation and Initial Implementation

The event management team introduced solutions providers New Horizon Systems to BBC Worldwide Live Events management. After detailed discussions, a number of new Windows-based EPoS systems were acquired, complete with Lolly Systems’ CES Touch Solution, just prior to the move.

The show closed its London Kensington Olympia doors and reopened in Cardiff at new premises better suited to showing off the wonders of the TARDIS. New Horizon Systems worked closely with the team to reconnect and re-commission the new CES EPoS system and back-office applications. With enemies like Cybermen and Daleks around, the last thing the team needed was "monsters" in their new point-of-sale solution.

HQ on Demand: Information Anywhere, Anytime

In June 2014, New Horizon Systems demonstrated a new HQ-based back-office Software as a Service (SaaS) solution from Lolly Systems called ‘HQ on Demand’. This system greatly expanded the capabilities of the touch application the Doctor Who Experience had been using, offering real-time sales, stock control, and product management.

"We have found that being able to log onto the system remotely allows us to be free from the constraints traditional EPoS systems with back-office functionality endure," commented Andrew Walker, Event Retail & Merchandise Manager.

For the first time, the management team had access to real-time information 24 hours a day from anywhere in the world via any device with an internet browser. This allowed the business to stay in control "wherever they were in space and time." Previously, a till had to be taken out of service just to run reports; with the new cloud-based solution, this was no longer necessary.

Operational Efficiency and Stock Control

While there were initial "teething" challenges, the team worked closely with New Horizon Systems and Lolly to become self-sufficient in managing the software. The flexibility of the interface allowed for significant improvements in logistics.

When a new delivery arrives, stock levels are updated interactively using a laptop at the goods-in location. This speeds up the process of getting products onto the shop floor while maintaining high accuracy and reacting in real-time to sales data. Even the finance team has benefited, as year-end reporting, stockholding data, and associated costs are now easily available.

Executive Commentary

Peter Moore, CEO of Lolly Systems, commented: "We are delighted with the success of ‘HQ on Demand,’ which combines strong functionality, ease-of-use, and ultimate flexibility with the Software as a Service approach."

Manisha Nagpal, MD of New Horizon Systems, added: "Our solutions have proved to be a success in this unique and fascinating environment. We are doubly pleased that the team was able to enhance their knowledge of the systems as a result of working closely with our after-sales support teams."

About the Doctor Who Experience

Housed in a specially constructed facility in Cardiff's Porth Teigr—near the BBC Wales studio where the show is filmed - the Doctor Who Experience offers a unique journey into fifty years of adventures. Visitors can embark on their own adventure with the Twelfth Doctor, journey to the heart of the TARDIS, and view the world’s largest collection of costumes, sets, and props from the iconic TV show.

Company Overviews

• Lolly Systems (Consolis): A hardware, software, and services company based in London focusing on payment solutions in the EPoS market. Since 1997, Lolly has provided leading-edge solutions to over 25,000 customers worldwide.
• New Horizon Systems: With over 15 years of experience, New Horizon Systems specializes in the supply and rental of point-of-sale equipment for retail and hospitality, ranging from permanent installations to short-term event rentals.

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