Application Portfolio Rationalisation for Regional Pharmaceutical Distributor
Consolidated 14 overlapping applications into 6 integrated platforms, reducing annual IT spend by 35% and identifying 5 high-impact AI opportunities for a pharma distribution company.
Client
MedSupply Gujarat Pvt Ltd
Pharmaceutical Distribution
Duration
5 weeks
Team Size
4 specialists
Location
Ahmedabad, Gujarat
Before & After Transformation
See the dramatic improvements achieved through our strategic approach and technical expertise.
14 disconnected applications creating data silos
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Measurable Results Achieved
Our data-driven approach delivers tangible improvements that directly impact business growth and operational efficiency.
Why These Results Matter
These metrics represent real business impact achieved through strategic planning, technical expertise, and continuous optimization. Each improvement translates to increased revenue, reduced costs, enhanced customer satisfaction, and sustainable competitive advantage for our clients.
The Challenge
A mid-sized pharmaceutical distributor was spending over ₹42 lakhs annually on software licenses across 14 different applications, many with overlapping functionality. Staff spent excessive time on manual data re-entry between disconnected systems. **Technology Landscape Issues:** - 14 separate applications across procurement, sales, warehousing, and accounting - 4 different tools performing similar inventory tracking functions - No single source of truth for stock levels or order status - Legacy DOS-based system still handling critical drug batch tracking **Cost & Efficiency Problems:** - ₹42 lakhs annual software spend with poor utilisation rates - 3 full-time staff dedicated to manual data synchronisation - Compliance reporting requiring 2 days of manual data compilation - Frequent stockouts due to disconnected demand forecasting
Our Solution
Conducted comprehensive inventory of all 14 applications with usage analytics and cost mapping
Identified 4 redundant systems and mapped consolidation paths
Designed integration architecture around a core ERP with best-of-breed add-ons
Mapped 5 AI opportunities including demand forecasting and automated compliance reporting
Created phased migration roadmap with risk mitigation for regulatory-critical systems
Project Overview
MedSupply Gujarat Pvt Ltd, a regional pharmaceutical distributor serving 800+ pharmacies across Gujarat, was burdened by a sprawling technology landscape that had grown organically over 12 years. With 14 separate applications and rising IT costs, they needed a strategic approach to rationalise their portfolio and prepare for AI adoption.
The Challenge
Fragmented Technology Landscape
- 14 separate applications accumulated over 12 years without strategic oversight
- 4 inventory tracking tools across warehousing, procurement, sales, and accounting
- Legacy DOS-based batch tracking system critical for drug safety regulation
- No integration layer — data moved between systems via manual export/import
Rising Costs with Diminishing Returns
- ₹42 lakhs annual software licensing and maintenance costs
- 3 full-time employees dedicated solely to re-keying data between systems
- Frequent licence audits revealing significant shelfware across departments
- Growing compliance risk from manual processes in a regulated industry
Missed Modernisation Opportunities
- No demand forecasting despite having 5 years of rich sales data
- Manual compliance reporting consuming 2 full days each month
- No mobile access for field sales representatives
- Customer service bottlenecks from inability to check real-time stock
Our Rationalisation Approach
Phase 1: Discovery & Inventory (Week 1)
- Catalogued all 14 applications with licence costs, user counts, and business functions
- Conducted stakeholder interviews across 6 departments
- Mapped data flows and identified 23 manual transfer points
- Documented technical debt and compliance risks in legacy systems
Phase 2: Analysis & Optimisation (Weeks 2-3)
- Scored each application on business value, technical health, and cost efficiency
- Identified 4 redundant systems with overlapping capabilities
- Modelled 3 consolidation scenarios with projected costs and risks
- Benchmarked against industry-standard pharma distribution platforms
Phase 3: AI Opportunity Mapping (Week 4)
- Analysed daily business processes for automation potential
- Identified 5 high-impact AI use cases:
- Demand forecasting using historical sales and seasonal patterns
- Automated compliance reporting with data aggregation
- Intelligent stock reordering based on consumption trends
- Expiry date management with automated FEFO optimisation
- Customer order prediction for proactive outreach
Phase 4: Strategy & Roadmap (Week 5)
- Delivered comprehensive rationalisation strategy
- Created phased migration plan prioritising quick wins
- Defined KPIs and success metrics for each phase
- Provided vendor evaluation framework for replacement systems
Results Achieved
Cost Savings
- 35% reduction in annual IT spend (₹14.7 lakhs saved)
- Eliminated 3 redundant licence subscriptions immediately
- Reduced support costs by consolidating vendor relationships
- Projected 50% savings upon full migration completion
Operational Improvements
- 80% reduction in manual data entry after initial consolidation
- Compliance reporting reduced from 2 days to 2 hours
- Real-time stock visibility across all 3 warehouse locations
- Single customer view enabling better service and upselling
Strategic Readiness
- Clear AI roadmap with 5 prioritised use cases and projected ROI
- Modern architecture blueprint supporting future growth
- Data governance framework ensuring regulatory compliance
- Change management plan for smooth team transitions
Client Testimonial
"We knew our IT landscape was messy, but Dhīmahi quantified exactly how much it was costing us. The rationalisation strategy was pragmatic — they understood we couldn't change everything overnight. The phased approach gave us quick wins while building toward a modern, AI-ready platform."
Nikhil Desai, Managing Director, MedSupply Gujarat Pvt Ltd
Ongoing Impact
The rationalisation engagement has set MedSupply on a transformative path:
- AI demand forecasting pilot launched within 2 months of engagement
- Automated compliance reporting implemented in first consolidation phase
- Mobile sales app deployed using data from unified platform
- Vendor renegotiations secured additional 15% savings on retained systems
Services Utilized
Project Gallery
AI opportunity roadmap with prioritised use cases
"We had no idea how much we were spending on overlapping tools until Dhīmahi mapped everything out. The savings alone paid for the entire engagement, and the AI roadmap is already showing results in our demand forecasting."
Technology Stack
Modern, reliable technologies used in this project
Portfolio Analysis
Assessment
Cost Modeling
Financial Analysis
SAP Business One
Target ERP
Power BI
Analytics
Azure AI
AI Platform
Python
Data Analysis
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