Business Context
A pharmaceutical MNC was struggling to manage its complex tendering process, which involved multiple stakeholders, stringent documentation, and strict compliance requirements. Delays in the internal approval process were costing the company valuable opportunities. As a result, it began losing its competitive edge in hospital bidding tenders due to reliance on traditional manual processes.
Challenges
● Hospitals frequently release tenders for acquiring medical products from
pharmaceutical companies.
● The company’s field force was burdened by manual requisition and tendering
processes, leading to missed deadlines, inconsistent documentation, and
limited visibility across departments.
● Manual processes delayed approvals, created challenges in meeting
timelines, and hampered the bidding process.
● Administrative overhead increased, efficiency dropped, and collaboration
between teams was hindered.
● The lack of automation resulted in errors, duplication of effort, and difficulty in
tracking progress—ultimately affecting competitiveness and the ability to
respond quickly to hospital tenders.
The company needed to streamline and standardize the tendering process so sales
teams could initiate requests easily, workflows could be standardized across
divisions, approvals expedited, and compliant document submission ensured with
transparency throughout.
Solution
Keacyte’s Tender Module is designed to simplify and standardize the tendering
process. It enables efficient requisition initiation, structured workflows, and
automated approval cycles—empowering pharmaceutical companies to achieve
faster turnaround times, greater transparency, and stronger success in competitive
bidding.
Benefits of the Solution
Keacyte’s Tender Module is designed to remove complexity from the tendering
process by digitizing and standardizing every step.
● Simple Access and Initiation
With secure login, field teams can quickly create new tender requests. The system
guides them through uploading all required documents, whether involving authorized
distributors or tri‑party distributors.
● Comprehensive Data Capture
Product types, SKU information, business value, and financial details can be added
seamlessly.
● Integrated Compliance Processes
Critical steps such as EMD and registrations are built into the workflow. Hospital
details, tender specifications, and supporting documents are captured in a structured
format, reducing the risk of errors or omissions.
● Approval Workflow Automation
Once documents are uploaded and fields completed, the salesperson submits the
request for approval. Companies can configure multiple approval levels—such as
ZNM, NSM, or higher tiers—depending on organizational hierarchy. Legal teams and
other departments can also review documents, ensuring compliance and risk
mitigation.
● Role‑Based Notifications and Tracking
Automated notifications alert the right stakeholders at each stage, keeping the
process on track. Sales teams can monitor the status of their requests in real time,
reducing uncertainty and delays.
● Final Submission
After approvals are granted, the salesperson can confidently submit the bid to the
hospital. The system ensures that all compliance requirements are met, documents
are standardized, and approvals are properly recorded.
● Audit and Transparency
Every action is logged, creating a transparent audit trail that supports regulatory
compliance.
Conclusion
Keacyte’s Tender Module has successfully transformed the tendering process for this pharmaceutical company. Through automation, structured workflows, and role- based clarity, it empowers teams to manage tenders with confidence and precision.