Client Name: Life Sciences Company
Project Name: SharePoint
Smart Workflows enable convenient and stress-free approvals for Life Sciences Company
Business Situation
A critical component of the pharmaceutical industry, documentation facilitates audits and regulatory compliance for any pharmaceutical company. This also requires multiple drafts, scrutiny and approvals from many authorities before finalisation. The quantum of documentation produced every day to execute and record details are exceptionally high in the pharmaceutical Industry. An efficient documentation workflow is needed to maintain and organize the enormous amount of data produced daily. The criticality of documentation workflow requires dynamic improvement to ensure efficiency and hence automation is the appropriate choice considering the volume and approval process for completing one task.
Our client, a life sciences research based pharmaceutical company serving both domestic and global markets with Branded Formulations, Global Generics, Synthetic and Fermentation APIs and more, approached LTS with a Documentation Workflow Automation requirement to overcome the obvious obstacles a company with humongous data generation faces.
Integration of Document Management was necessary to eliminate the following challenges;
Absence of SOP: SOP was needed for proper and efficient functioning of processes
Version control: Document version was essential for revision, update and track the changes, if required for auditing
Audit: Facilitating inspections and audits required clarity on approval authorities and the suggestions made, to modify the document. It was essential to requirement to identifying the decision maker.
Organisation of Document Library and Repositories: The system required to organise, store, track, and manage documents.
Document Search: The Search functionality in an application can take time to deliver relevant results, if the data stored in application or server is huge and vast. And upgrades are needed to make the search functionality‘s filters smarter.
Timely approval: A charter implementation was required to ensure the timely approval or rejection. With documents being prepared for every sale, purchase, logistics, etc., approval had to be sought from authorities. This was cumbersome because of the span of the organisation
Storage: With documents being made to approve, storing them for the purpose of keeping records was a tough task.
Technology
• Online SharePoint
• .Net CSON
• MsSQL (Database)
Solution
Leo Technosoft mapped, re-engineered the processes and proposed online Sharepoint as development platform for Document Workflow Management application. Sharepoint would serve as a powerful Document Management Platform offering comprehensive solutions to all workflow related challenges. Especially designed for Enterprise Content Management, the customised SharePoint application facilitated enterprise search and BI features. Leveraging SharePoint, resulted in reducing the time and cost for development. The platform offers a customisable document management, version control, enterprise search and workflow management to speed up development.
SharePoint experts at LTS enabled the meta framework to create smart searches. By reengineering the approval process, we built a customised user defined approval workflow with exception handling feature. It enabled the user to define approval levels after document upload.
In case of rejection, if the employee modifies the document and uploads it again for approval, the application will save all earlier versions of document for future reference.
Along with the risk of human error gone, SharePoint displayed streamlined and repeated process in a single dashboard view. With easy content migration, implementation and enhanced security, SharePoint facilitated a shared workspace environment among all employees and managers holding the responsibility to approve the documents and enforcing compliance.