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Our process

From first conversation to every new year.

A clear, controlled process. You always know what happens next, what we need from you and what you receive.

Five steps at a glance

Simple for management, detailed behind the scenes.

These are the five moments your team sees. Below them sit the 13 management steps and 13 working phases VILAN runs for every school.

Audit

Campus visit, an audit of everything your school wears today and collection of your school assets.

Requirement summary

Plan

Wardrobe map, design direction, costing and timeline.

Brand Book and quotation

Design

Mock-ups, crest placement, fabric, trims and fit samples.

Approved samples

Approve

Written sign-off and a frozen specification for every garment.

Order confirmation

Make and Deliver

Made and inspected three times in our workshop, then class-wise packing, handover and exchanges.

Signed delivery

A VILAN team member auditing the school's current polos and jackets with the school administrator — **Step 1 · Audit.** Every garment your school wears today is reviewed and your school assets are collected.

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Step 2 · Plan. Wardrobe map, design direction, costing and timeline, agreed with management.

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Step 3 · Design. Designs, crest placement and fabrics reviewed together with your management.

The approved uniform set laid out: white polo, navy trousers, teal polo, track pants, navy polo and jacket — **Step 4 · Approve.** The complete set is laid out, signed off and frozen as the specification.

Management flow chart

13 key steps, from first contact to repeat orders.

The big-picture view. Steps in navy are the decisions where school management is directly involved.

1First conversationYou contact us, or we meet at an event, and agree a first step.

2Introducing BBTAWe meet management and explain the BBTA approach.

3Understanding Requirements (Audit)Audit existing uniforms, collect school assets and study future needs.

4Develop the apparel programmeProduct selection, design direction and branding.

5Present proposal and quoteDesigns, samples, specifications and pricing.

6Sample approvalDevelop samples and get written approval.

7Receive purchase orderConfirm order, quantities and delivery plan.

8Produce and brandProcure material, manufacture and apply branding.

9Quality check and packInspect to standard and pack as required.

10Deliver to schoolDispatch and hand over as per schedule.

11After-sales supportQueries, alterations and replacements.

12Repeat orders and replenishmentSeasonal and additional orders, same specification.

13Annual review and growthReview, new programmes and long-term partnership.

School management decisionHandled by VILAN

Operational flow chart

13 detailed phases, step by step.

Open any phase to see the activities inside it. This is how VILAN runs every programme, with continuous communication throughout.

Phase 1First enquiry

1.1Your enquiry reaches VILAN from the website, a referral or an event
1.2A named owner is assigned
1.3We call to understand your school and timeline
1.4We agree whether a meeting is useful now or later

Phase 2Introducing BBTA

2.1Agree who should attend from the school
2.2First meeting with management
2.3Explain the BBTA approach and Brand Book
2.4Agree the next step in writing

Phase 3Requirement study (Audit)

3.1Detailed requirement meeting
3.2Study existing uniforms and practices
3.3Understand needs of students, parents and staff
3.4Collect school assets and prepare the requirement sheet

Phase 4Apparel programme

4.1Garment category selection
4.2Age, gender and purpose matrix
4.3Fabric, fit and colour direction
4.4Programme plan: LKG–XII, sports, house, clubs

Phase 5Design and branding

5.1Design concepts in 2D and 3D
5.2Logo placement and branding
5.3Final design development
5.4Design presentation

Phase 6Commercial proposal

6.1Costing and pricing
6.2Quotation with options
6.3Present the proposal to the school
6.4Discuss and finalise terms

Phase 7Sample approval

7.1Develop fit samples
7.2Approve fabric and accessories
7.3Final sample with branding
7.4Written approval

Phase 8Quality control

8.1Final inspection to an agreed sampling standard (AQL)
8.2Check sizes, stitching and finish
8.3Logo and branding check
8.4QC approval

Phase 9Packing and distribution

9.1School-wise and class-wise packing
9.2Labelling and tagging (barcode or QR)
9.3Prepare packing list
9.4Packing approval

Phase 10Delivery and handover

10.1Dispatch as per schedule
10.2Share dispatch details
10.3Delivery to school
10.4Handover and delivery receipt

Phase 11After-sales service

11.1Handle queries
11.2Alterations and replacements
11.3Record complaints and resolution
11.4Satisfaction review

Phase 12Repeat orders

12.1Seasonal orders
12.2Additional requirements
12.3Track replenishment cycles
12.4Easy reorder process

Phase 13Annual review

13.1Review performance
13.2Explore new programmes
13.3Update next year's plan
13.4Strengthen the long-term partnership

Continuous communication, relationship management and growth run across all 13 phases. Phase 13 feeds straight back into next year's plan.

Who does what

Your team, VILAN, and what you receive.

At every stage you know what we need from you and the document you get back.

Stage	Your team	VILAN	You receive
1 · AuditUnderstand your school	Meet with us. Share your logo, colours and any brand guidelines.	Campus visit, audit of current apparel, collection of school assets, needs by grade and role.	Requirement summary
2 · PlanCreate the plan	Review the Brand Book. Confirm priorities.	Wardrobe map, design direction, costing, timeline.	Brand Book, quotation, timeline
3 · DesignBring it to life	Give feedback on mock-ups. Try fit samples.	Mock-ups, crest placement, fabric and trims, samples.	Samples for fit, fabric and look
4 · ApproveLock the details	Approve samples in writing. Issue the purchase order.	Freeze the specification. Confirm quantities and sizes.	Order confirmation and delivery plan
5 · Make and DeliverProduction, handover and review	Receive progress updates, then receive and sign the delivery.	Make and inspect three times, class-wise packing, handover, exchanges, annual review.	Inspection report, packing list, receipt, next-year plan

45 written records

Nothing runs on memory.

Every approval, change and check is recorded on one of 45 written records, grouped in ten record groups from the first meeting to next year's plan.

45written records

10record groups

3quality inspections

1frozen specification

F21 · Specification freeze

What you approve is locked.

Any later change needs a written, approved change request.

F30–F32 · Three inspections

Checked three times.

On fabric arrival, during stitching and before packing.

F37 · Proof of delivery

Signed at your school.

Every carton matched to the packing list at handover.

Craft and quality

Made for 220 school days, and can be worn for 365 days.

A uniform is washed, stretched, sat on and played in every working day. We build for that.

Cloth for your climate

Breathable shirting, moisture-wicking knits for sport, colourfast dyes.

Construction for the playground

Reinforced stress points, secure buttons, seam allowances to let out.

The crest, exactly right

Embroidery, print or woven badge per garment, placement fixed in the Brand Book.

Inspector checking the crest on a navy blazer

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The academic calendar

Start in October. Ready for reopening.

A six-month window, from the audit in October to delivery in March, ready for the upcoming academic year. We always work back from your reopening date.

OCTAudit

NOVPlan and Brand Book

DECDesign and samples

JANApprove and order

FEBMake and inspect

MARPack and deliver

Class-wise packed uniforms handed over to a school administrator

Illustrative · delivery

Reopening day assembly in coordinated uniforms

Illustrative · reopening day

Begin here

Plan your next academic year with us.

Tell us when your school reopens. We will work back from that date.

Request a discussion The Brand Book