Inter-departmental collaboration is a vital aspect of any pharmaceutical organization. Transfer of documents needs to be well managed and coordinated in order to prevent any mistake in sharing the right document versions.

Document Management System (DMS) Solution offered by SoluSoft is well suitable for such inter departmental collaboration and document sharing. Artwork Process is a classic example for inter departmental collaboration and sharing of information. Artwork Process includes the packaging of a product and covers following stages.

1. Initiation of AIF process
2. Revision of Art Work process
3. Approval of Artwork Images
4. Management of Artwork Data Bank
5. Reports and Queries

Different departments of the organization including Marketing, RnD, Product Planning and Coordination (PPC), (Corporate Quality Department) CQD, Regulatory, and Packaging Development Cell (PDC) participate in the artwork process. Below is the ideal process followed for artwork from initiation to its finalization. SoluSoft DMS Solution has been successful in implementation of the same.

Initiation of AIF Process

• Local and Export marketing department fills up the artwork initiation form (AIF) and sends the information recorded for the approval. On approval of the AIF, system sends information to all concerned users /department like R&D, Production Planning, CQD, Regulatory and PDC. System authenticates the user and opens the form initiated by marketing department along with the information. System shall allow all the users to record their information and shall display information recorded by other departments as well. User confirms the information recorded and approval process is initiated.
• On approval of the AIF by all concerned, system generates message to PDC for completion of form. PDC user reviews the form and either confirms the form or redirects the form with reasons to particular or all users if the information supplied is not satisfactory or in case of more information is required.

Revision of Artwork

• Any authenticated user can initiate revision of artwork. He records the revision details in revision form, selects the artwork image or form as required and sends the information recorded for approval. System sends information to all concerned departments for approval and confirmation.

Approval of artwork image

• After completion of artwork image, PDC user uploads the image in jpeg format against the reference of AIF number and sends for the approval of the initiator and all other concerned users. System facilitates user to upload multiple images against one AIF.

• System flashes message to all concerned users with AIF number and total images uploaded for their approval. All the users as per route set for AIF can see uploaded images. User forwards approval or rejection of the image to the PDC.
• On rejection of the image user records the reason for the rejection and forwards the same to the PDC for correction. PDC reviews the rejected reason and uploads the revised image for user approval.
• On final approval of the image by PDC system allots final artwork id number to the images and stores the same in databank.

Finalization of Artwork

• After getting approval from all the users, PDC user finalizes the Artwork and stores the same in Artwork databank with proper identification numbers and linkages of the related products.
• During above all processes system maintains the history of every action initiated by the users along with date and time.
• Once form is confirmed and approved by the PDC then modifications in the form are not allowed.
• During the entire process system sends prompts to the user and their superiors who are not attending to the forms.

Reports Queries

• Print report of AIF
• Status of the completed and incomplete forms.
• Status of the completed and incomplete Artwork images.