GSK has three main locations - the Pharma section in Ratmalana the Consumer Division at World Trade Centre and the Factory at Dehiwela. The purchasing process across GSK is complicated with many documents, multiple approvals and samples being received at different locations, final delivery and GRN being generated at different locations. The process involves users from across 5 departments which can create unforeseen complications.
Business Problem
Purchase requisitions get lost within the process and very often stagnate especially at Purchasing and Finance.
Mistakes made by the requestor and supervisor require new requisitions to be raised which they are reluctant to do as the entire manual approvals process needs to be.
The process in long with over 12 steps (tasks) tracking progress and ensuring a particular instance does not delay requires intensive follow-up.
Differences between GRN and supplier invoice often arise and there is organised means for the Finance department to inform supplier of issues.
Suppliers frequently call the Finance department to chase up on payments - which are only released two days a week.
Solution Provided by SP
Mapped the purchasing workflow involving all stakeholder groups, requester; requester's supervisor; purchasing, finance, supplier and stores (3 locations)
The flow includes alerts to ensure that purchasing is pre-warned of a purchase via email when the request is automatically channelled to the requestors supervisor for approval.
Edgevantage informs the request via email whenever the requester needs to perform a task regarding the request.
Emails are sent to suppliers and finance informing both parties of an award with PO numbers.
Finance is able to communicate with the supplier to request for invoice and inform when payments are ready for collection via the system with a single click.
Requestors are able to track exactly where in the process the purchase requisition is.
The system generates GRN's for all items recorded by external stores on the system (Logiwiz).
Timers and alerts are defined to ensure that there are no undue delays.
Vision & Mission
