Frezyderm s.a. // Dermocosmetics Products providing a more efficient process for more accurate estimations

FREZYDERM is a leading Greek company that develops, manufactures and trades dermo pharmaceutical products and medical devices, owning one of the most valued R&D departments and a cutting-edge technology factory.

Time-consuming target estimation process 

FREZYDERM collaborates with numerous pharmacies all over Greece. These pharmacies have contracts with FREZYDERM that are renewed each year. For each customer, the company offers discounts based on the previous year's revenues. The estimation of the discount is calculated manually by checking hardcopies and entering data into Excel files. The Excel files are then distributed to Sales Team Leaders in order for the new year's targets to be set. 

This process is time-consuming and led to many inconsist­encies due to the fact that everything was done by hand. The drawback is that retrieval and administration were very difficult. The result is that with the existing process it is very difficult to maintain an overview of the targets and rebates each year. 

Simplify and automate the target estimation process 

The solution implemented was ABBYY FlexiCapture 12, offer­ing data extraction using OCR technology. It is used exclu­sively in the cloud (Azure).

• ABBYY FC was used in order to extract the data from the contracts 
  • Automated scanning process from MFPs to Cloud VM 
  • Verification based on DB validation 
  • Automatic optimisation of documents (searchable PDF, resolution, general optimisation) 
  • Custom export and process with scripted rules based on the status of the fields 

• SharePoint Online 
  • Custom sites for each Sales Team Leader and Manager 
  • Complicated calculations and workflows for the final result 
  • Creation of a new process to group the contracts

• CRM/ERP 
  • Collaboration between the systems to achieve validity of data 
  • Automated procedure to update CRM and ERP values 
  • Notification process of system admin and CRM 

• Business Intelligence reporting 
  • Availability of exported data to BI system engineers 
  • Cross-system communication process designed in order to easily create BI dashboards from SharePoint Online

After implementation, thorough training was conducted for key users responsible for the smooth operation of the batch processing. 

The solution was optimised in order to communicate with the existing CRM and BI systems. Printed contracts were convert­ed to digital using ABBYY Flexicapture 12, and data extracted from the scanning contracts with document definitions. 

Reduced manual input to the minimum 

The new process resulted in a more controlled, safer and much quicker process that generates more accurate estima­tions. After implementation, almost 95% fewer documents needed to be validated, resulting in significant time-saving. Another benefit is that with the new targeting method, custom­ers can estimate their targets much faster than their competi­tors. Also, the targets are checked for validity through the cli­ent’s database without the need to revalidate. All of the above results in a reduction of labour costs. In addition, integration with the existing ERP and CRM systems brought a high level of customer satisfaction.