Jiufu Pharmaceutical GMP Document Management (DMS) Project

I. Shanghai Jiufu Pharmaceutical Co., Ltd.: A Digital Practitioner in the Pharmaceutical Industry

Shanghai Jiufu Pharmaceutical Co., Ltd. (hereinafter referred to as "Jiufu Pharmaceutical") is an innovative enterprise in China’s pharmaceutical industry, focusing on the research and development (R&D), production, and sales of high-quality pharmaceuticals. Upholding the core values of "innovation-driven, quality-oriented, and service-first", the company is committed to enhancing its core competitiveness through technological innovation and management optimization.

With the intensification of market competition and the growing demands of consumers for pharmaceutical quality, Jiufu Pharmaceutical has recognized that traditional document management methods can no longer meet the needs of the company’s development. To achieve the digital upgrading of document management and improve the company’s production efficiency and quality management level, Jiufu Pharmaceutical has decided to introduce the advanced Hippocrates GMP Document Management System (DMS), thus embarking on the journey of digital transformation in document management.

II. Urgent Needs for Digital Transformation in Document Management

Under the traditional document management model, Jiufu Pharmaceutical faced a series of challenges. Document records relied on manual filling of paper documents, which not only made human errors more likely but also hindered quick retrieval and analysis. The efficiency of document circulation was low, and there were obstacles to communication and collaboration between departments. Additionally, non-standard document change management meant employees might use outdated documents, posing risks to pharmaceutical quality.

To address these issues, Jiufu Pharmaceutical decided to introduce the Hippocrates GMP Document Management System (DMS) to improve the efficiency and transparency of document management through digital means. The DMS system organically integrates the company’s document management processes, enabling real-time information sharing and collaborative management. Through data collection and analysis, the DMS system can monitor document status in real time, optimize document processes, reduce operating costs, and bring comprehensive changes to the enterprise.

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

(I) Overall Planning Blueprint

Jiufu Pharmaceutical adopted a strategy of "overall planning and phased implementation" for its DMS project, gradually outlining a clear path for the digital transformation of the company’s document management.

1. Phase 1: System Planning and Infrastructure ConstructionThe project team conducted in-depth research on the digital construction of advanced enterprises at home and abroad, and formulated a detailed implementation plan based on Jiufu Pharmaceutical’s actual needs. During this phase, the company built the infrastructure for the Singdi DMS system, achieved initial connection between document management equipment and the system, and laid the foundation for subsequent full-scale application.
2. Phase 2: Implementation and Optimization of Core ModulesIn this phase, the company focused on implementing core modules such as document collection, automated document recording, and document analysis. Through the HIppocrates DMS system, document data could be collected in real time and recorded automatically; document records were generated and stored automatically; and the document analysis function provided real-time document reports for the company’s management. Meanwhile, the system optimized the document management process, reducing waiting time and resource waste in the document management process.
3. Phase 3: Comprehensive Integration and In-depth ApplicationThe Singdi DMS system achieved comprehensive integration with the company’s existing information systems (e.g., ERP, MES), breaking down information silos and enabling seamless data sharing. By applying the data analysis function of the Hippocrates  DMS system in depth, the company could grasp key indicators in the document management process in real time, providing decision support for management. In addition, the Hippocrates DMS system realized full-process traceability of document management, ensuring the transparency and standardization of operations.

(II) Innovation in Core Business Models

The Hippocrates DMS project focused on core modules including document collection, automated document recording, and document analysis, driving the comprehensive upgrading of the company’s document management.

• Document CollectionThe Singdi DMS system enables real-time collection of document data. Through seamless connection with production equipment and testing equipment, data is automatically transmitted to the system, reducing human errors and improving data accuracy and consistency.
• Automated Document RecordingThe Hippocrates DMS system automatically generates document records, which include information such as production batches, sources of raw materials, key parameters in the production process, and test results. The system supports the export and printing of records, facilitating subsequent review and traceability.
• Document AnalysisThe Hippocrates DMS system provides powerful data analysis functions, enabling real-time generation of document reports. This helps the company’s management quickly understand the status of documents, timely identify potential issues, and take measures. The system supports multi-dimensional data analysis, providing scientific decision support for the enterprise.

(III) Strong Technical Architecture Support

The Hippocrates DMS system is based on an advanced digital platform, with high customization capabilities and efficient data access capabilities. Adopting a distributed architecture, the system optimizes data storage and access efficiency, enabling quick responses to user query needs. At the same time, the Hippocrates DMS system supports integration with third-party systems, realizing data sharing and collaborative work across various business links within the enterprise.

IV. Remarkable Results: Comprehensive Improvement in Document Management Level

(I) Internal Transformation of the Enterprise

The introduction of the Singdi DMS system has brought significant internal changes to Jiufu Pharmaceutical:

• Significant Improvement in Operational EfficiencyBy optimizing the document management process and monitoring document status in real time, the Singdi DMS system has significantly improved the company’s operational efficiency. Document data collection time has been reduced by 50%, document record generation time by 80%, and document management time by 60%.
• Substantial Enhancement in Data ManagementThe Singdi DMS system has realized centralized management and real-time sharing of enterprise data, with data consistency and accuracy reaching 100%. All departments of the company can obtain the required data in real time, reducing decision-making errors caused by data inconsistency.
• Full Realization of Paperless OfficeThe application of the Singdi DMS system has achieved paperless document management for the company, reducing the use of paper documents and associated management costs. At the same time, the system has improved data accuracy and security, avoiding human recording errors.

(II) Industry Demonstration and Social Impact

The successful implementation of Jiufu Pharmaceutical’s DMS project has not only brought significant benefits to the company itself but also provided valuable experience for the digital transformation of document management in the pharmaceutical industry:

• Industry Demonstration EffectAs a digital practitioner in the pharmaceutical industry, Jiufu Pharmaceutical’s successful case has demonstrated the great potential of the Singdi DMS system in improving document management efficiency to peer enterprises, inspiring more enterprises to engage in digital transformation.
• Cost Reduction and Efficiency ImprovementThe application of the Hippocrates DMS system has reduced the company’s labor costs and management costs while improving operational efficiency. The company has invested the saved resources in technological R&D and innovation, further enhancing its core competitiveness.

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

The successful implementation of the Singdi DMS system has laid a solid foundation for Jiufu Pharmaceutical’s digital transformation. However, the company is well aware that digital transformation is a continuous process, and there is broad room for development in the future.

• Continuous Optimization of System FunctionsJiufu Pharmaceutical will continuously optimize the functions of the Singdi DMS system according to the needs of business development. For example, it will further improve the data analysis module to achieve more accurate document prediction and problem early warning; and optimize the document management process module to enable rapid location and processing of documents.
• Strengthening Data Analysis CapabilitiesThe company will introduce more advanced data analysis technologies and tools to conduct in-depth mining of document data in the Singdi DMS system. Through data analysis, the company can predict potential issues in advance, optimize the document management process, and further improve operational efficiency.
• Exploring System Integration and CollaborationJiufu Pharmaceutical will actively explore the integration of the Singdi DMS system with other digital solutions. For instance, integrating with the MES system to achieve refined management of the production process; and integrating with the ERP system to realize in-depth integration of document data and enterprise resource management.
• Through these continuous efforts, Jiufu Pharmaceutical will continue to move forward on the path of digital transformation, advancing towards intelligence and high efficiency. This will not only help the company stand out in the fierce market competition but also provide more abundant and valuable experience for the digital transformation of document management in the pharmaceutical industry, leading the industry towards a more brilliant future.

VI. Relevant Solutions

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

VII. Relevant Cases

• Case 1: Hefei Xiaolin GMP Document Management (DMS) Project
• Case 2: Hengrui Yuanzheng GMP Training Management (TMS) Project