Streamlining the Purchase Process: How Resonance Labs Optimized Operations with EML's Digital Solutions

Background

Resonance Labs, a leader in API manufacturing and specialty chemicals, has been serving the pharmaceutical industry for over 30 years. With specialized departments in Quality, Process Research & Development, and Analytical Development, the company has established a reputation for delivering high-quality products and services. However, despite their industry leadership, the purchase and materials management processes at Resonance Labs were creating bottlenecks that slowed down operations.

The Problem

Before partnering with Easemylife (EML), Resonance Labs faced a decentralized and manual approach to managing material requisitions. Different departments placed requests on paper, email, and Excel sheets, which were then manually collated by the purchasing team. This inefficient process resulted in multiple data entries, delays in order placements, and even lost requisitions.
Additionally, there were frequent issues with going over budget and ordering duplicate materials due to gaps in communication. These challenges not only led to longer lead times but also made it difficult for the purchasing department to maintain accurate records and control costs.

Solution Offered

Easemylife (EML) stepped in to automate and streamline Resonance Labs' purchasing process by developing a comprehensive Indent to Purchase Order system. The goal was to centralize and digitize the workflow, eliminating manual entry and improving process visibility.

Key actions taken by the EML team included:

Creation of Material Masters: Standardizing data for materials, departments, suppliers, and product categories.
Custom Forms: Digital forms for indents, purchase orders, and receipts, with integrated links to ensure a sequential purchase process.
User Access Control: Roles were clearly defined for different categories of users. Department users were given access to create indents, while approvers like department heads had approval access through a secure login system.
Approval Workflow: A structured approval process ensured all purchases stayed within budget, reducing the risk of overspending.
Super User Access: The purchasing team was given full control over the process with real-time visibility of every purchase, from indent to receipt.

Implementation Process

The implementation of the Indent-PO system involved an iterative approach, with EML continuously refining the system based on user feedback.

Handling Multiple Users: The first challenge was ensuring the system could accommodate multiple users raising indents simultaneously. EML responded by allowing independent indents from various users while maintaining centralized control.
Incorporating an Approval Process: Another challenge was the need for an approval system. Despite initial technical limitations, the EML team overcame this by incorporating login credentials and role-based approvals into the system.

Throughout the implementation, EML provided comprehensive support to the Resonance Labs team, including user training and on-site assistance during the initial roll-out. Teething issues were resolved promptly, ensuring a smooth transition to the new system.

Results and Benefits

The digitization of the purchase process transformed Resonance Labs' purchasing operations, delivering several tangible benefits:

Time Savings: The process of entering indents became more efficient, significantly reducing overall data entry time.
Improved Accuracy: All indents, purchase orders, and receipts were now digitally recorded, eliminating lost requisitions and gaps in communication.
Enhanced Budget Control: The approval process ensured that all purchases were within budget, helping the company control costs.
Full Visibility: The purchasing team gained real-time, centralized control over the entire process, from indent creation to order receipt, improving operational efficiency.

By centralizing and automating their purchasing process, Resonance Labs now enjoys a streamlined workflow that has significantly improved both efficiency and cost management.