Document management

It was difficult for the company to control all the documentation generated, since many processes were manual, with physical records, which made the traceability of information complex. Pharlab’s IT manager, Wilton Dias, remembers that the company spent a lot of time on approvals and rework due to the lack of automation and integration of directories. “The management of tax documents, for example, from the receipt of invoices to their storage, required excessive time, unnecessary printing and even loss of documents,” he adds.

Process automation

To face these challenges, Pharlab sought a solution on the market that met these needs and at the same time complied with the most important regulations in the sector, such as Anvisa (National Health Surveillance Agency) and EMA (European Medicines Agency), a body that regulates medicines produced in the European Union. The combination of the solutions SoftExpert ECM – for enterprise content management and SoftExpert BPM – for process automation, enabled automating and integrating document and records management, workflows, research and archiving, as well as contract management and the travel expense process into a single environment, allowing users to create documents, sending them for review by their peers or direct managers and once approved, making them available on the platform. All objects are subject to version and security controls, facilitating compliance with applicable standards and regulations. Currently, all employees have access to the tool and the sectors that use the resources most are: Accounting, Controlling, Purchasing, Legal, Quality, Development, Sales, Marketing, Production, Maintenance, IT, HR, Logistics and Warehouse.

Gains in agility and security

According to Wilton, in addition to a complete solution, with good performance and excellent support, SoftExpert guarantees compliance with the legal and compliance requirements that regulate the business. As part of this process, the organization has already adapted to the LGPD (General Personal Data Protection Law) and is in the process of raising employee awareness by structuring the training policy on the platform.

“Being able to conduct training directly in the tool, especially with many employees working from home, is crucial for the continuous improvement of professionals, increasing training effectiveness and ensuring higher quality deliveries,” he points out.

Among key gains, Wilton highlights the agility in executing activities, greater visibility, and data traceability. He also reinforces the importance of automation in the expense management process, essential with teams working from home. “Without the tool, we would have many difficulties, considering that most of our professionals are working remotely,” he concludes.