DEA complex environment, high expectations – and a partner who takes pragmatic action
An internationally active pharmaceutical trading company faced a dual challenge: it needed to make its procurement processes more efficient and transparent, while also ensuring full compliance with internal regulations. At the same time, it had to eliminate existing sources of error in both the ordering process and the software used.
The Starting Point: Legacy Issues and Many Open Questions
The existing procurement process was prone to errors. Purchase requisitions (PRs) were often entered incorrectly, and compliance requirements were overlooked. Responsibilities were poorly defined, leading to confusion and delays.
The Solution: Creating Clarity Step by Step
As a first step, a pilot project was launched to develop a new set of procurement guidelines. Among other things, it established a distinction between IT and non-IT goods – the first move toward greater structure. Responsibility for ensuring compliance with these new guidelines was handed over to softvelop. From that point forward, softvelop served not only as a process consultant but also as an active implementer.
softvelop’s Contribution: Support Where It Matters Most
With a clear hands-on approach, softvelop joined the project focusing on finding pragmatic solutions, relieving pressure from internal teams, and providing effective support. Key deliverables at a glance:
1. Structured Onboarding for New Employees
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Development and implementation of a standardized onboarding process
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Establishment of regular check-ins (Jour Fixes) for coordination and knowledge transfer
2. Operational Procurement Support
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Execution and supervision of tenders (e.g., for laptops and SAP services)
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Preparation and evaluation of RFQs
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Specification checks, price comparisons including online research
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Supplier discussions in full compliance with procurement policies
3. Supplier Management and Process Design
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Validation of existing suppliers
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Analysis of potential new vendors based on clear criteria (price, experience, reliability, lead time)
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Support in implementing a funnel model for structured decision-making within departments
4. Systematic Process Optimization
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Analysis of order discrepancies
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Adjustments in the online procurement system
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Optimization of the purchase-to-pay (P2P) process
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Setup of a centralized inbox for procurement topics with structured task distribution
5. Administrative and Review Processes
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Support in maintaining supplier master data
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Contract management in SharePoint
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Analysis of supplier KPIs (quality, cost, performance)
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Systematic invoice review and correction in SAP
6. Market Analysis and Catalog Maintenance
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Identification of new sourcing options
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Optimization of existing catalog items
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Development of long-term cost-saving opportunities
The Result: More Efficiency, Transparency, and Security
Despite the major transformation, the company successfully implemented all measures – thanks to softvelop’s pragmatic and results-driven support. Key achievements:
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Shorter order lead times
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Clear definition of procurement roles
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Better planning through structured processes
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Increased compliance certainty
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Transparent supplier management
Lessons Learned: Driving Change Proactively
This project made one thing clear: a good idea is not enough. Success requires consistent execution, clear communication, and operational support in day-to-day business. The introduction of new processes works best when supported by partners who adapt quickly, act pragmatically, and constantly identify opportunities for improvement.
softvelop was more than just an external service provider – it was an active co-creator.
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