Document Management, ERP and the Life Sciences Industry

We were recently engaged by one of our Microsoft Dynamics ERP clients in the life sciences industry to help them evaluate document management systems.  Going into the meeting, I didn’t know what to expect for the key requirements as document management can mean so many different things to so many different people.  Furthermore, depending on the function or department asking the request, it can have different meanings; we were meeting with the executives from the sales, contracts and finance teams.  Finance often looks for automated purchasing and AP document management, while sales is looking to manage different contracts and agreements, and regulatory needs to implement an electronic document submission system.  We often see that the human resources team also has their unique requirements for document management.  As the meeting unfolded, the CFO was truly interested in purchasing a platform that could not only support this team’s roles and document management requirements, but also expand to other departments and create efficiency by becoming “paperless” throughout the organization.  As the conversation ended, we saw the same common themes that surround document management requirements for the life sciences community including the following:

Compliance – Getting a document management system that has been or can easily be validated.  For life sciences companies this process is otherwise very time consuming and costly as they need to comply with FDA regulations including cGMP and 21 CFR Part 11.  This is true for their ERP system as well.

Workflow – By removing paper and manual processes, the workforce can get things done much quicker and be much more efficient as opposed to pushing paper.

Document Submission – Very unique to the industry and very important to the FDA, life sciences companies are concerned about adhering to proper electronic document submission policies and formats when submitting regulatory documents for FDA approval.  Therefore, the document management system needs to address this requirement or at least be compatible with this process.

Collaboration – Today’s organizations have many different software systems producing many different forms of information, including the ERP system.  Therefore it is increasingly important to be able to view, share and interact with this important information.

Compatibility – All companies have a host of other applications used in their everyday business processes, most notable their ERP and business applications.  The document management system needs to integrate well with these processes as it’s inevitable that many of them will begin or end at this document management system.

Our team at Tridea Partners has seen many of these projects and there are many different systems to address the needs in today’s market.  When selecting that enterprise document management system, all of the above requirements should be reviewed.

Written by Andy Collins, Partner at Tridea Partners. Tridea Partners is a Microsoft Dynamics Gold Certified Partner Seriving the Southern California and Salt Lake City regions.

Study Shows that 72% of Doctors are Using Tablet Devices for Work

According to MobiHealthNews, a recent study by Manhattan Research shows that nearly two-thirds of doctors are using tablet devices to look-up patient information, consume content and read/send emails. You can imagine the impact it is having on the efficiency of their daily routine. Instead of having to be given a hand-written patient file, with notes scattered throughout, the doctor can now review the electronic health records (EHR) while standing next to the patient. In addition, the doctor can confirm the latest treatment approach, prescribe the appropriate medication, and send an email to have a follow up visit from a specialist scheduled, all from their tablet. Not only will this improve efficiencies so the doctor can visit more patients in a given day, it will increase the accuracy and quality of care provided. This is just one example of how utilizing up-to-date information technology (IT) solutions will benefit the Healthcare industry.

With the dramatic reform changes coming down from Washington and ongoing compliance issues, information technology (IT) plays a pivotal role for Healthcare. Whether you’re a growing healthcare company, or a well-established one, proven IT solutions allow for nimble adoption of new business processes and procedures.

By Brent Garduno, Regional Sales Manager, Tridea Partners, www.trideapartners.com

Expedite the Procurement Process in Dynamics AX 2012

Microsoft Dynamics AX 2012 offers multiple ways to simplify and expedite the procurement process. One of the many helpful features included in the procurement and sourcing module is the ability for purchase orders to be created automatically upon purchase requisition approval.

Two options are offered in the creation of a purchase order from a purchase requisition: manual or automatic. For a purchase order to be created manually, the purchase requisition must first move through the purchase requisition workflow approval process. This process varies from business to business. Once the purchase requisition has been approved, the purchasing agent navigates to the ‘Release approved purchase requisitions’ form, chooses the approved purchase requisition, and selects the ‘New Purchase Order’ button. This process can be time-consuming if your business handles numerous purchase requests.

Automatic creation of purchase orders is set up by navigating to the Procurement and Sourcing Purchasing Policies form.

Expedite the Procurement Process in Dynamics AX 2012
Procurement and Sourcing Purchasing Policies form

Use navigation path: Procurement and Sourcing>Setup>Policies>Purchasing policies

-Edit the current purchasing policy or create a new purchasing policy

-Under Policy rule type, choose Purchase order creation and demand consolidation

Procurement Process

-Select an existing policy rule (by double-clicking on the policy rule line) or create a new policy rule (by clicking on the ‘Create policy rule’ button)

This opens the Purchase order creation and demand consolidation rule form:

Automatic PO from Purchase Requistion Approval in AX 2012

 

-Choose Manual purchase order creation

-Click the ‘Automatically create purchase orders’ radio button to select it

 

View relationship between Sub-Ledger and GL in Dynamics GP

How many times do you wish that there was report that would show you the link between a sub-ledger and the GL? Here is a little trick that will help you see some of this sub-ledger information through a GL Smartlist. It can especially come in handy when reconciling your Accrued Purchases account as there is not a routine to help you through this process.

Here are the steps:

Go to Microsoft Dynamics GP > Smartlist. Expand the Financial Folder and then Expand the Account Transactions folder.

Click on the default Smartlist indicated by an asterisk.

Sub-Ledger and General Ledger Smartlist

Click on the Columns button and search for the word Originating. This will bring you to fields such as Originating Master ID, Originating Master Name, Originating Document Number and so on.

These will be the originating Master Record and document information that generated each Journal Entry. The Originating Master ID will be either the Customer ID or Vendor ID depending on which module the Journal Entry originated in. When reconciling your Accrued Purchases account for instance, you can restrict the list to the Accrued Purchases GL Account and then export this data to Excel.

Then take your Credits minus your Debits to get the net changes and subtotal by Originating Master ID to get your Vendor received not invoiced totals.

This list can then be compared to the Rec’d/Not Invoiced Report subtotaled by Vendor. By doing this, you will easily be able to determine what vendor or document is causing issues and more easily resolve the discrepancy.

Sub-Ledger and GL in GP