Biocodex automates contractual processes with DirectumRX

2018: Automation of contract activities

On December 14, 2018 the Directum company announced DirectumRX system implementation in the Russian division of pharmaceutical company Biocodex. For December, 2018 all staff of the company, more than 100 people, conducts interaction and will approve agreements in electronic form. Automatic calculation of a chain approving and autocalculation of costs for actions considerably reduce labor input of processes.

Premises and project tasks

With expansion of production and staff the number of copies of documents increased in Biokodeks LLC, it became difficult to control processes and to carry out their qualitative analysis. On approval of agreements a lot of time left: repeated reference to documents, updating and long search of the latest version.

In 2017 the company the Biokodeks company set the object – to reduce terms of approval of all agreement types and to strengthen control over processes. At the expense of system implementation of electronic document management it was necessary to solve two problems:

• automate processes of approval of contractual documents, marketing efforts, new partners;
• organize a common information space for storage, processing and joint work of employees with electronic documents.

Course and results of the project

When choosing a system not only functionality and the interface were estimated, the cloud solution with the low cost of ownership and fast deployment was necessary. Besides, the possibility of independent editing of regulations without involvement of developers mattered. As a result the DirectumRX system was selected.

In order that employees of "Biokodeks" began work in a system quicker, at implementation approach of "minimum viable product" (application of the simplest working prototype using which test demand before full-scale development) was used. So, the first functionality was brought into operation for all users in 2.5 months after start.

Implementation of DirectumRX took place in three iterations, on each of which transferred different classes of agreements to an electronic form: with suppliers, with pharmacy chains, marketing and general agreements. Each class has the features of conducting checks and processes of approval – in a system all specifics of work with them are considered.

Especially for Biokodeks LLC specialists of vendor developed functionality:

• All information on the partner is stored in a system and his file forms. Users can save the information about suppliers from external sources.
• The rights to signing of a packet of contractual documents on the basis of the amounts of contractual documents are differentiated. The signer is defined on the basis of the amount of the agreement. If under conditions several people get at once, additional criteria are checked. Besides, at printing or converting of the document in a PDF format on each page the barcode with the coded data defining compliance to the electronic document automatically treats.
• Autocalculation of actual costs on a marketing effort on the basis of expense amounts on lecturing tasks is conducted. When preserving the agreement or supplementary agreement on an action the sum is automatically granted on the actual budget of an action.
• The chain approving and signers of contractual documents on the basis of the amounts and a type of pharmaceutical medicine is automatically calculated. The list of approving is defined proceeding from the budget of a marketing effort and the amount of the agreement. When exceeding a limit holding an action will in addition be approved with the responsible. If the planned budget on an action for one or several agreements to this action is exceeded, process of approval goes along other route.

"Application of the iterative approach to implementation allowed to complete the project in very short term. As a result we received the product meeting our expectations and simplifying joint work with documents including approval of different contractual documents taking into account features of data domain and logic of our business processes". Dmitry Mikheyev, Chief information officer of Biokodeks LLC

In further Biokodeks LLC is going to develop electronic document management with partners and to automate personnel processes.

2017: Project works

The project based on the DirectumRX system is implemented. The contractor - Directum. Project terms - from June to November, 2017.