Build Smart SharePoint workflows for approval & Compliance

By admin, August 30, 2016


sharepoint for phARMA
Documentation is a critical component for pharmaceutical company. It facilitates audit and compliance for the pharma company, hence cannot be taken for granted. It requires a careful scrutiny and approval from multiple authorities before finalisation and acted upon.

With production related tasks going on round the clock, documents are maintained for everything. The quantum of documentation produced everyday to execute and record details are exceptionally high in pharma Industry. It needs an efficient documentation workflow to maintain and organizing the quantum produced every day.

The criticality of documentation workflow, to ensure the efficiency, requires continuous improvement. The automation is an obvious choice, considering the volume and approval process, for completing a task.

The client is a Life Sciences research based, pharmaceutical company operating in the domestic and international markets in the Branded Formulations, Global Generics, Synthetic and Fermentation APIs space. It produces a wide range of quality, affordable medicines.

The client approached Leo Technosoft with a documentation workflow automation requirement. Leo Technosoft Mapped, Reengineered the processes and proposed  online Sharepoint as development platform for document workflow management application.

Sharepoint is a powerful document management platform, offers a comprehensive solution to all workflow related challenges. Especially designed for Enterprise Content Management, it facilitates enterprise search and BI features.

Challenges

The purpose of new SharePoint application was to speed up the pharmaceutical production along with eliminating following challenges.

Absence of SOP: Absence of SOP was nightmarish. However the customisable documentation approval workflow was needed to accommodate the absence of authority and exceptions.
Version control: Document version was essential because of 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.
Solution

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 development company enabled the Meta framework to enable smart search. By reengineering the approval process Leo Technosoft built a customised user defined approval workflow with exception handling feature. It enabled the user to define the 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

Conclusion
The application developed by SharePoint development company Leo TechnoSoft was helpful in workflow automation. SharePoint provided means to take otherwise manual processes and run them more efficiently

Automation saved time, effort and cost. As many companies operate using digital tools like email, document management and systems like SharePoint, such automation is not too difficult to achieve. Often it is more of a case of stitching together existing tools.

Along with the risk of human error gone, SharePoint can display streamlined and repeated process in a single dashboard view.

SharePoint made the application easily be configurable to meet ever-changing business needs of the client. Such needs included business functionality and creative design. Now, had the need arose, website customization could be done even by non-programmers, by using SharePoint Designer.

Easy content migration and implementation was made possible by SharePoint. With more security options, SharePoint facilitated a shared workspace environment among all employees and managers holding the responsibility to approve the documents.

SharePoint was also helpful in enforcing compliance. With automated workflows, the relevant tasks could be completed on time to a high standard when they needed to be.

To know more about the SharePoint service of Leo TechnoSoft, click here. Or contact us enquiry@leosys.net

Technology

  • Online SharePoint
  • .Net CSON
  • MsSQL (Database)

Development Duration

4 months

Team Size

3 people

Methodology

Agile Methodology
Windows Azure
Benefits of Methodology

  • Faster maturity
  • Speed-to-market
  • Quality
  • Visibility
  • Low Risk
  • Flexibility / Agility
  • Cost Control

Advantages –

  • Collaborative Platform
  • Inbuilt Component library to facilitate agile development.
  • Scalability of Operation
  • Flexibility
  • Easy Customisation
  • Managing External User Access is easier
  • Centralise Administration
  • Security & Integrity