Project visibility, compliant with regulations
How the pharmaceutical company Lenis used the Activity App to move project and document approvals out of e-mail chains into a guided, traceable process.
"The BizIT team showed an exceptional ability to understand our needs. By developing the Activity App, we simplified and automated the processes for approving projects and documents."
Challenge
Lenis is a regional pharmaceutical company headquartered in Slovenia, specialising in the import, distribution and sale of medicines. It also pursues its goal of delivering the best service in the industry by developing its organisation and employees through the use of advanced technologies.
In the pharmaceutical industry, transparency and control over projects are especially important. Project management involves numerous approvals, sign-offs and document collection, with many stakeholders involved. Most communication previously took place through e-mail and paper documents, resulting in limited visibility, large volumes of e-mail and printing, and delays. Lenis needed a solution that would be simple for users, transparent and compliant with regulations.
Solution
The result was a custom application built with Power Platform tools - Activity App. The key requirements were automatic notification of project stakeholders, approval of individual process stages and different data views based on each user's role.
The final solution supports:
- stage-based approvals for individual phases,
- communication between project initiators and approvers in one place,
- a complete change history for full traceability, which is essential for regulatory compliance,
- task-status visibility for everyone involved,
- automatic file conversion and structured document management in SharePoint libraries.
Views within the application are tailored to user roles and responsibilities. For a company headquartered in Ljubljana with offices in several countries, a web-based solution is essential: colleagues across the region now have full visibility of their projects. Another advantage is the use of existing Microsoft 365 licences - the solution is built with tools already included in their licensing.
Impact
Before: communication by e-mail and on paper, limited transparency, a lot of printing and delays.
After:
- communication and all project data in one place and through one channel,
- visibility, control and transparency across every project,
- regulatory compliance while maintaining high standards,
- no additional licensing costs - the solution runs on existing M365 licences.
How we worked
This project also followed our proven approach: process mapping and a solution prototype, approved by the client before development began.
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