GMP Training Management (TMS) Project of Hebei Provincial Professional Inspection Corps for Pharmaceuticals

I. Hebei Provincial Professional Inspection Corps for Pharmaceuticals: A Digital Pioneer in Pharmaceutical Supervision

The Hebei Provincial Professional Inspection Corps for Pharmaceuticals (hereinafter referred to as "Hebei Pharmaceutical Inspection Corps") is a key force in China’s pharmaceutical supervision field, undertaking the crucial responsibility of ensuring pharmaceutical quality and safeguarding public drug use safety. With the rapid development of the pharmaceutical industry and the continuous update of relevant regulations, higher requirements have been put forward for the professional knowledge and skills of pharmaceutical supervision personnel. Recognizing that the traditional training management model can no longer meet the needs of current and future development, the Hebei Pharmaceutical Inspection Corps has decided to introduce the advanced Singdi GMP Training Management System (TMS) to realize the digital upgrading of training management, enhance the professional capabilities and work efficiency of pharmaceutical supervision personnel, and embark on a journey of digital transformation in training management.

II. Urgent Need for Digital Transformation of Training Management

Under the traditional training management model, the Hebei Pharmaceutical Inspection Corps faces many challenges. Training records rely on manual paper-based record-keeping, which not only is prone to human errors but also makes it difficult to retrieve and analyze records quickly. The training process is inefficient, and there are obstacles in communication and collaboration between departments. In addition, the evaluation of training effects is not accurate enough, making it impossible to fully and timely reflect the learning outcomes of employees and the improvement of their practical operation capabilities.

To address these issues, the Hebei Pharmaceutical Inspection Corps has decided to introduce the Singdi GMP Training Management System (TMS), aiming to improve the efficiency and transparency of training management through digital means. The TMS system organically integrates the pharmaceutical supervision training process, enabling real-time information sharing and collaborative management. Through data collection and analysis, the TMS system can monitor the training status in real time, optimize the training process, reduce operating costs, and bring all-round changes to pharmaceutical supervision.

III. TMS Project: Phased Implementation to Steadily Advance Digital Transformation

(I) Overall Planning Blueprint

The TMS project of the Hebei Pharmaceutical Inspection Corps adopts the strategy of "overall planning and phased implementation," gradually outlining a clear path for the digital transformation of training management.

1. Phase 1: System Planning and Foundation ConstructionThe project team conducted in-depth research on the digital construction of pharmaceutical supervision institutions at home and abroad, and formulated a detailed implementation plan based on the actual needs of the Hebei Pharmaceutical Inspection Corps. During this phase, the drug supervision authority built the infrastructure of the TMS system, realized the initial connection between training management equipment and the system, and laid a foundation for the subsequent comprehensive application.
2. Phase 2: Implementation and Optimization of Core ModulesIn this phase, the focus was on the implementation of core modules such as training data collection, automated training records, and training analysis. Through the TMS system, training data can be collected and recorded automatically in real time; training records are generated and stored automatically; and the training analysis function provides real-time training reports for the management. At the same time, the system optimized the training management process, reducing waiting time and resource waste during the training process.
3. Phase 3: In-depth ApplicationBy in-depth applying the data analysis function of the TMS system, the supervision authority can grasp the key indicators in the inspectors’ training process in real time. In addition, the TMS system has realized the whole-process traceability of training management, ensuring the transparency and standardization of operations.

(II) Innovation in Core Business Models

Centered on core modules including training data collection, automated training records, and training analysis, the TMS project promotes the all-round upgrading of inspector training management.

• Training Data CollectionThe TMS system enables real-time collection of training data. Through seamless connection with training equipment and testing equipment, data can be automatically transmitted to the system, reducing human errors and improving the accuracy and consistency of data.
• Automated Training RecordsThe TMS system automatically generates training records, which include information such as training batches, training content, key parameters during training, and assessment results. The system supports the export and printing of records, facilitating subsequent review and traceability.
• Training AnalysisThe TMS system provides powerful data analysis functions, which can generate training reports in real time, helping leaders quickly understand the training status, identify potential problems in a timely manner, and take countermeasures. The system supports multi-dimensional data analysis and provides scientific decision support. Meanwhile, after the launch of the TMS system, more than 800 members of the Inspection Corps have received continuing education courses online.

(III) Strong Technical Architecture Support

Based on an advanced digital platform, the TMS system has high customization capabilities and efficient data access capabilities. Adopting a distributed architecture, the system optimizes data storage and access efficiency and can quickly respond to users’ query needs. At the same time, the TMS system supports integration with third-party systems, realizing data sharing and collaborative work across various business links within the organization.

IV. Remarkable Achievements: All-round Improvement of Training Management Level

(I) Internal Transformation of the Organization

The introduction of the TMS system has brought significant internal changes to the Hebei Pharmaceutical Inspection Corps:

• Significant Improvement in Operational EfficiencyBy optimizing the training management process and monitoring the training status in real time, the TMS system has significantly improved operational efficiency. The time for training data collection has been reduced by 50%, the time for training record generation by 80%, and the time for training management by 60%.
• Greatly Enhanced Data Management LevelThe TMS system has realized centralized management and real-time sharing of data, with data consistency and accuracy reaching 100%. All departments can obtain the required data in real time, reducing decision-making errors caused by inconsistent data.
• Comprehensive Realization of Paperless OfficeThe application of the TMS system has realized paperless training management for the organization, reducing the cost of using and managing paper documents. At the same time, the system has improved the accuracy and security of data, avoiding errors in manual recording.

(II) Industry Demonstration and Social Impact

The successful implementation of the TMS project by the Hebei Pharmaceutical Inspection Corps has not only brought significant benefits to the organization itself but also provided valuable experience for the digital transformation of training management in the pharmaceutical supervision industry:

• Industry Demonstration EffectAs a digital pioneer in the pharmaceutical supervision industry, the successful case of the Hebei Pharmaceutical Inspection Corps has demonstrated the great potential of the TMS system in improving training management efficiency to its peers, encouraging more supervision authorities to actively engage in digital transformation.
• Cost Reduction and Efficiency EnhancementThe application of the TMS system has reduced the organization’s labor costs and management costs while improving operational efficiency. The organization has invested the saved resources into technological research and development and innovation, further enhancing its core competitiveness.

V. Future Outlook: Continuous Innovation to Lead the Industry’s Intelligent Transformation

The successful implementation of the TMS system has laid a solid foundation for the digital transformation of the Hebei Pharmaceutical Inspection Corps. Digital transformation is a continuous process, and there is still broad room for development in the future. At present, Singdi’s GMP Training Management System (TMS) has been successfully launched in a number of pharmaceutical supervision institutions and has become a key platform for inspectors’ continuing education.

• Continuously Optimize System FunctionsThe Hebei Pharmaceutical Inspection Corps will continuously optimize the functions of the TMS system according to the needs of business development. For example, it will further improve the data analysis module to achieve more accurate training forecasting and issue early warning; and optimize the training management process module to realize rapid positioning and handling of training-related issues.
• Strengthen Data Analysis CapabilitiesIt will introduce more advanced data analysis technologies and tools to conduct in-depth excavation of training data in the TMS system. Through data analysis, potential problems can be predicted in advance, the training management process can be optimized, and operational efficiency can be further improved.
• Through these continuous efforts, the Hebei Pharmaceutical Inspection Corps will continue to move forward on the path of digital transformation, moving toward intelligence and high efficiency. This will provide richer and more valuable experience for the digital transformation of training management in the pharmaceutical supervision industry and lead the industry toward a more brilliant future.

VI. Related Solutions

• Solution 1: Hippocrates GMP Training Management System (TMS)
• Solution 2: Hippocrates GMP Document Management System (DMS)

VII. Related Cases

• Case 1: GMP Training Management (TMS) Project of Suzhou Fushilai Pharmaceutical
• Case 2: GMP Training Management (TMS) Project of Shijiazhuang Yiling Pharmaceutical