ERP System Automation and Business Processes Implementation

Case Study of Bulk Drug Manufacturing Pharmaceutical Company

The leading producer of API (Active Pharmaceutical Ingredient) in Pakistan serving more than 215 customers both local and mulinational companies such as GlaxoSmithKline, Bristol-Mayers Squibb, Novartis, Wyeth.

Bulk Drug Manufacturing Unit

Challenge

The ferocious global competition and increasing pressure of maintaining high quality standards made it obligatory to implement a state of art Enterprise Resource Planning and Process Automation system within the Pharmagen Limited. A custom implementation was required as company specializes in Bulk API manufacturing which within itself is a very specialized domain. The main challenge was to understand the manufacturing nitty gritties of this specific domain and develop a tailor-built system which enhances the organizational productivity and efficiency in all the company departments, especially for accounts & finance, finance, sales, warehouse, production planning and production units. Another challenge during the project implementation was resistance to change & user training for all stake holders as IT systems implementation was new for the company.

The other challenges included Reduction in processing time delays, reduction in manual data processing errors, automation and synchronization of information flow between internal departments and provision of real time information to management to make informed decisions. Furthermore as an audited public company, the system also needed to allow for well-defined approval processes, separation of roles & duties, and user based security.

Sollution

Business Technologies consulting and implementation team developed a comprehensive ERP system for the client, named Vantage Pro.

The main modules include:

VANTAGE PRO

MANAGEMENT INFORMATION SYSTEM

  • Employees Profile Management
  • Customer Profile Management
  • Monthly / Yearly Closing Management
  • Log Management
  • Communication Channels (Email
  • Engine, Messaging etc.)
  • Communication Tools Management (e.g. Emails, Messenger Service )

CUSTOMER RELATIONSHIP MANAGEMENT

  • Customer Profile Management
  • Product Approval Listing
  • Customer Product Profile
  • Customer Annual Product Demand
  • Customer Tech Issues
  • Customer Offer Management
  • Order Tracking and Status
  • Customer Feedback

SALES MANAGEMENT

  • Offer Management
  • Order Management
  • Invoice Management
  • Sales Day Book Report
  • Delivery Note Management
  • Packing List Management
  • Sales Day Book Report Batch wise
  • Order Tracking Report
  • Finished Product Return Notes
  • Sales Order Trail

MATERIAL PLANNING

  • Sales Orders
  • Import Status Report
  • Material Status Report
  • Sore Bin Card

PROCUREMENT / COMMERCIAL

  • Sales Orders (MRP Data)
  • Purchase Order Management
  • Import Status Report Management
  • Material Issuance Management
  • Service Management
  • Store Bin Card
  • Material Status Report
  • Material History Sheet
  • Supplier History Sheet
  • Purchase Order Tracking Report
  • Return to Vendor Management
  • LC Analysis Sheet Management

QUALITY CONTROL / ASSURANCE

  • Raw Material Testing Management
  • Quality Control Result Management
  • Certificate of Analysis Management

PRODUCTION

  • Sales Orders (Production Management)
  • Stock Level Availability
  • 1. Bin Card Listing
  • 2. Material Status Report
  • Product Batch Consumption Sheet
  • (WIP. Semi Finished, Finished Stage)
  • MIN Report by Batch No.
  • Tentative Dispatch Scheduling
  • Batch wise Production Report
  • Production Activity Tracking Report
  • Purchase Order Tracking Report

INVENTORY MANAGEMENT

  • Stock & Product Management
  • Store Bin Card
  • Material Issue Note
  • Store Return Routine
  • Material Status Report
  • Quantity Adjustment (Approval)
  • Dispatches
  • Return to Vendor Management
  • Finished Product Return Notes
  • Stock Reorder Management
  • Raw Material Reconciliation Report

ACCOUNT & FINANCE

  • Import Cost Management
  • Stock Value Management
  • Stock Value Adjustment
  • Production Batch Costing
  • General Ledger Entry Management
  • Accounts Payable Entry Management
  • Accounts Receivable Entry Management

Intimations

  • Fast Data Entry
  • Better Communication
  • Timely Visibility in Task Fulfillment
  • Task Categorization
  • Improved inter-departmental Communication

Smart Indicators

  • Task Progress Visibility (For Managerial Control)
  • Helpful in Task Allocations
  • Complete Departmental Activity Report

Smart Graphical User

  • Analytical Graphs
  • Time Saving in Analytical work
  • Proper Legends to depict data
  • One Step Analysis for Management
  • Accuracy in Planning Process

ACCPAC

Modules

  • Accounts Payables
  • Accounts Receivables
  • General Ledger

Integration with Vantage Pro

  • Seamless Integration with Vantage Pro
  • Automatic Account Mapping
  • Automatic Entry Generation to Avoid manual Errors

Reporting

  • Trial Balance
  • Balance Sheet
  • Profit & Loss Statements
  • Aging
  • General Ledger Transaction Listings

Advantages

  • Batch Processing in AP, AR & GL Modules
  • User Friendly Operating Environment
  • Comprehensive Reporting
  • Financial Reporter (For Customized Reporting)
  • Document Tracking
  • Comprehensive Search Criteria for Users
  • System Configuration Module (Administrator can provide the Access Rights to users.)
  • Easy Export and Import data tools
  • Web Enablement wizard

Vantage Pro Main Benefits include:

  • Real time costing’s due to immediate Rate Calculations
  • Easy analysis of Production Costs
  • Introduction of Key Process indicators (KPIs) for all department heads and managers
  • Provision of workflow based system to reduce lag time and increase operational efficiencies.
  • Overall cost saving due to informed decisions making.
  • Accelerated return on investment.
  • Organization of all data and information in easily readable and graphical formats
  • Increased procurement controls reduce unapproved payment errors

Testimonial

Mr. Azmat UllahChief Financial Officer

The experience, knowledge and dedication of the Business Technologies implementation team was instrumental in executing a very professional job at our manufacturing unit and head office. I would like to express my appreciation to them for making this important ERP implementation a success.