Apagen Helps Hospital Streamline Procurement & Vendor Management with Odoo

Client & Project Overview

Client Overview

The client is a multi-specialty hospital in Delhi NCR, catering to thousands of patients monthly across departments like cardiology, oncology, orthopedics, and critical care.

With multiple procurement channels and numerous vendors, the hospital faced challenges in maintaining efficient and cost-effective procurement and vendor management.

Project Overview

Apagen partnered with the hospital to digitally transform procurement and vendor management using healthcare Odoo ERP, focusing on:

• Centralized vendor management
• Automated purchase workflows
• Real-time procurement insights
• Cost optimization and regulatory compliance
• Customizations tailored to hospital-specific procurement processes

Challenges & Objectives

Challenges:

• Disconnected procurement systems across departments
• Manual approval processes causing delays
• Limited visibility into vendor performance and compliance
• Difficulty tracking procurement budgets and inventory requirements

Objectives:

• Streamline procurement operations with automation
• Consolidate vendor information and improve collaboration
• Monitor supplier performance with real-time dashboards
• Reduce procurement cycle time and optimize costs
• Customize ERP workflows to meet hospital-specific needs

Scope of Work

• Digitization of end-to-end procurement workflows
• Vendor onboarding, evaluation, and performance tracking
• Purchase order approvals, inventory integration, and cost monitoring
• Customization of Odoo ERP modules for hospital-specific procurement processes
• Training hospital staff for ERP adoption and compliance

Solution Design & Implementation

Solution Design

• Centralized Vendor Database: Single source of truth for all vendor data, categorized by medical and non-medical suppliers.
• Automated Procurement Workflows: ERP-enabled purchase request, approval, and tracking system.
• Customized Workflows: Tailored approval hierarchies and emergency procurement processes to match hospital policy.
• Supplier Performance Dashboard: KPIs for delivery timelines, quality compliance, and pricing efficiency.
• Integration with Inventory & Finance: Ensures purchase decisions are aligned with stock levels and budget.

Implementation ¡ª Phase-wise Approach

Phase 1: Discovery & Requirement Analysis

• Conducted workshops with procurement, finance, and operations teams.
• Mapped existing workflows and pain points.
• Defined KPIs for vendor performance and procurement efficiency.

Phase 2: ERP Configuration & Customization

• Configured Odoo Purchase, Vendor Management, Inventory, and Accounting modules.
• Customized workflows for:
• Tiered purchase approvals based on order value
• Emergency and critical procurement handling
• Department-specific purchase rules
• Role-based access for hospital staff and vendors.

Phase 3: Data Migration & Validation

• Migrated historical vendor data, purchase orders, and inventory records.
• Cleaned and validated data to eliminate duplicates and errors.
• Conducted test runs to ensure accurate reporting and approvals.

Phase 4: Workflow Automation & Dashboard Setup

• Implemented automated approval chains for standard and emergency procurement.
• Created real-time dashboards to monitor vendor performance, delivery timelines, and budget adherence.
• Set up alerts for stock replenishment, delayed orders, and compliance requirements.

Phase 5: Pilot Run & Feedback Iteration

• Rolled out ERP for a selected department to test workflows.
• Collected feedback on system usability and process efficiency.
• Adjusted configurations and customizations based on operational insights.

Phase 6: Full-Scale Rollout & Training

• Implemented ERP across all departments with phased adoption.
• Conducted detailed training sessions and created SOPs for staff.
• Monitored usage to ensure adherence and troubleshoot issues promptly.

Phase 7: Go-Live Monitoring & Continuous Optimization

• Real-time tracking of purchase cycles, vendor performance, and budget utilization.
• Iterative improvements to workflows for faster approvals and higher efficiency.
• Established regular reporting for hospital leadership.

Execution Challenges

• Resistance from staff accustomed to manual workflows.
• Data inconsistencies across multiple vendor records.
• Aligning ERP implementation without disrupting critical medical supply orders.

Mitigation: Phased rollout, intensive staff training, and active vendor engagement ensured minimal disruption and smooth adoption.

Results & Impact

• Procurement Cycle Time Reduced by 42%
• Improved Vendor Coordination: Centralized database and automated workflows ensured timely delivery.
• Cost Optimization: Real-time dashboards enabled effective budget management.
• Regulatory Compliance & Transparency: Audit-ready records and vendor performance tracking.

Client Feedback & Innovations

¡°Apagen¡¯s Odoo ERP implementation transformed our procurement processes. The automation, dashboards, and custom workflows provide clarity, control, and efficiency we never had before.¡± ¡ª Operations Head

Innovations Introduced:

• Customized approval workflows for emergency and departmental procurement
• Real-time supplier performance dashboards
• Automated alerts for stock replenishment and critical procurement
• Seamless integration across procurement, inventory, and finance modules

Key Learnings & Project Team

Key Learnings:

• Phased ERP implementation reduces disruption in critical operations
• Staff training and change management are vital for adoption
• Customizations aligned to hospital processes significantly improve efficiency
• Real-time dashboards enhance decision-making and transparency

Project Team:

• Project Lead: Apagen ERP Consultant(1)
• ERP Implementation Specialists: Procurement & Vendor Management Experts(1)
• ERP Customization Specialists: Designed hospital-specific workflows and approval hierarchies(2)
• Data Migration & Validation Team: Ensured clean and accurate historical data(2)
• Hospital Coordination Team: Operations Head, Procurement Manager, IT Support

Now, you can achieved such excellence for your multi-speciality hospital, just drop us a line at sales@apagen.com or call us on +91 9971800665.