Glenmark Impeks reduced labor input of routine transactions by 90%

2020: Reduction of labor input of routine transactions for 90%

On December 3, 2020 the Glenmark Impeks company reported that in 2 months of implementation of Directum RX it was succeeded to reduce labor input of accomplishment of separate transactions by 90%.

Project Goals and Objectives

As it was explained, activity of the company is connected with processing of large volume of contractual documentation. With growth of the customer base paper document flow became too labor-intensive and inefficient. In 2017 the management Glenmark Impeks decided to pass to electronic document management using Directum RX.

At the first stage of implementation two main objectives were set:

• reduce terms of approval of partners, agreements, payments and purchasing

documentation;

• optimize the level of control and transparency of approval of documents.

Tasks of management of powers of attorney were the following in line. In Glenmark Impeks of the power of attorney are issued not only to the authorized employees. For example, it is possible to issue to the courier or the partner the rights to a load or documents. It was necessary to create uniform base of powers of attorney with quick search, a possibility of creation from templates and reminders on end of validity period of the document. And also:

• it is flexible to approve the power of attorney proceeding from its type;
• minimize the number of documents through issue of one power of attorney on several persons;
• protect personal data of authorized representatives.

At the third stage digitalization of work with technology documentation on medications became the main objective: beginning from the official GMP certificate to internal documents (draft copies of models of packagings, instructions to medicines). It was necessary:

• accelerate document retrieval;
• create the mechanism for more flexible approval by parameters;
• develop special conditions and a role for prior approval;
• transfer historical data on medicines from the file system.

It is enough to participants of approval and assessment of partners to enter indicators of legal and financial reliability of the partner, and Directum RX automatically will calculate final assessment by the set formula. Also a system traces validity period of check of the approved companies and beforehand reminds of need to carry out the repeated assessment. Thanks to automation of process tax and credit and financial risks are minimized.

The Directum RX system supports two routes of approval of procurement documentation — the structure approving is defined depending on need of carrying out the tender. If the tender is not held, the documentation will be coordinated along the reduced route. When carrying out the tender the committee analyzes offers, puts down marks to the supplier and takes vote directly in a system.

Example of result of vote of tender committee

Due to digitalization holding procurement procedures and assessment of the supplier accelerated, preparation of the tender documentation became simpler.

At start of approval of agreements and the supplementary agreements Directum RX automatically checks completeness of a packet of contractual documentation. Any document can be unloaded in the PDF format. And for convenient search of the electronic document in a paper copy barcoding is used.

During the work with the entering accounts planned date of payment is filled — it helps to avoid delays on payment. The accountant checks correctness of a design and sends the invoice for payment for approval and signing to the head. Now check and approvals of accounts take place quicker and are automatically controlled on compliance to rules of the organization. All accounts are stored in uniform archive thanks to what search of accounts and reports on them became simpler and accelerated.

Work with powers of attorney is completely transferred to an electronic form. For reduction of number of documents in a card of the power of attorney there is an opportunity to specify several authorized representatives.

Table part of a card of the power of attorney

The block of passport data is available to preserving of confidentiality only to specialists of legal department. A system itself controls validity periods of the power of attorney and sends the notification to the responsible for 10 calendar days to and also in day of the expiration of its term.

All actions necessary for work with documentation on medicines are collected on a cover of specially developed module.

Accounting of medicines

From a card of medicine it is possible to get access to all connected documents, expiration dates, instructions and models, the registration certificate (RC) and the rules GMP providing observance of requirements of development and registration of medicine.

From a card of medicine it is possible to get access to all connected documents

Validity periods of GMP and RU are critical therefore a system automatically sends to the responsible the notification on the fast end of the period of action of documents.

If the document requires preliminary coordination with a limited number of participants, it is enough to initiator to check a document card, and a system will pick up short regulations.

All powers of attorney are stored in the centralized archive, the number of documents is minimized, and personal data of authorized representatives are available to a narrow circle of authorized users. Process was optimized:

• the average duration of approval of the power of attorney was reduced by 30%;
• creation and change of the power of attorney happens 90% quicker.

Thanks to a single system of information storage on medicines, instructions, models, RU and GMP it was succeeded to optimize transparency of process of approval:

• average duration was reduced by 30%:
• search of a complete document package accelerated for 30%.

Gradually all processes of the company pass into an electronic form. In the closest plans of company management to configure exchange of documentation with partners using services of legally significant document flow and to implement the module on management of promo-materials.

2018

Project completion on implementation of a cloud solution of DirectumRX

On November 9, 2018 the DIRECTUM company reported that the Russian division of Glenmark company - the Glenmark Impeks company automated business process, the including complex of cross-functional procedures, including assessment of partners, approval of procurement documentation, contractual documents and invoices for payment.

Activity of Glenmark Impeks company is connected with processing of large volume of contractual documentation, and with growth of the customer base paper document flow became too labor-intensive and inefficient. The company management made the decision on system implementation of electronic document management. A choice was made for benefit of DirectumRX – a system is quickly unrolled, easily scaled and has the simple interface.

Upon transition to electronic document management two main objectives were set:

• reduce terms of approval of partners, agreements, payments and procurement documentation;
• increase the level of control and transparency of processes of approval of documents.

Specialists of DIRECTUM automated several processes taking into account requirements of the company:

1. Approval and assessment of partners. Participants of approval enter indicators of legal and financial reliability of the partner, and DirectumRX automatically calculates its final assessment by the set formula. A system traces validity period of check of the approved partners and beforehand reminds of the term of carrying out repeated assessment. Thanks to process automation the Glenmark company minimized tax and credit and financial risks.
2. Approval of procurement documentation and carrying out tender. The DirectumRX system supports two routes of approval of procurement documentation – the structure approving is defined depending on that, the tender will be held or not. When carrying out the tender the tender committee carries out the analysis of the offer, puts down marks to the supplier and takes vote directly in a system. Due to automation holding procurement procedures and assessment of the supplier accelerated, process of preparation of the tender documentation became simpler.
3. Approval of agreements and supplementary agreements. At DirectumRX approval process initiation automatically checks completeness of a packet of contractual documents. Any document can be unloaded in the PDF format and easily to find the electronic document on a paper copy, barcoding is used. The scanner reads out the barcode, and on the identified data a system itself finds the electronic document.
4. Approval of invoices for payment. After the accountant checked correctness of a design, the account goes to approval and signing to the head. During the work with the entering accounts planned date of accomplishment of payment is filled, it helps to avoid delays on payment. Verification processes and approvals of accounts are carried out quicker and automatically controlled on compliance to rules of the organization.

For convenient search of accounts and reports on accounts the uniform archive is created that also saves working time of employees.

"The data domain of automation of this process was qualitatively investigated on start of the project, in a work progress all wishes to a system were processed and implemented by an implementation team. As a result we received the product simplifying the solution of routine tasks during the work with electronic documents at all stages of partner relations. Moreover, DirectumRX became the platform for further automation of other processes in our company. The intuitive interface, the built-in integration with the products MS Office, the thought-over help subsystem helped employees to study and adapt quickly for work in a system". Dmitry Shvedov, the Chief information officer of Glenmark in Russia

Project works

The project based on the DirectumRX system is implemented. The contractor - Directum.

Project terms - from September, 2017 to February, 2018.