Embrace the Future of Compliance – Story of Compliance process transformation for a beauty brand
Discover how TrackIt is revolutionizing product registration for a leading global cosmetics manufacturer, turning complex compliance into a streamlined, error-free process.
About our client - A Leading Global Cosmetics Manufacturer
A major player in the global beauty industry, this cosmetics manufacturer is renowned for its wide range of skincare, haircare, makeup, and fragrance products. Operating in numerous countries worldwide, the company is a market leader known for its innovative approaches and commitment to quality. With a strong presence in both developed and emerging markets, the company continuously adapts to diverse consumer needs. It invests heavily in research and development to stay ahead of beauty trends and maintain its competitive edge.
Navigating Complex Compliance Requirements
Given its extensive product portfolio and global reach, the company faces significant regulatory challenges. Each product must comply with unique regulations across different countries, necessitating meticulous documentation and timely approvals to prevent disruptions in supply chains and sales. In countries like Saudi Arabia and the UAE, regulatory authorities such as the Saudi Food and Drug Authority (SFDA) and UAE's Montaji demand rigorous product registration to ensure consumer safety and compliance with national standards. Any delays or errors in this process can disrupt supply chains, result in financial losses, and damage the company’s reputation.
Moreover, there were process challenges:
- The current manual process is time-consuming and prone to errors as the team must pull information from various sources, verify its accuracy, and enter it field by field into government portals.
- This labor-intensive task increases the likelihood of mistakes and delays.
- Additionally, management lacks immediate visibility into the product registration status.
- The team must manually compile and report this information to the management, further consuming valuable time and resources.
TrackIt: Leveraging Microsoft Tools for Regulatory Compliance
Automating Data Collection with Power Automate: TrackIt monitors emails from SharePoint requesting for new product registrations and pulls the said product’s artwork and supporting information. It then automatically retrieves the new product’s key data from master files and ingredient data from portals like FLA.NET, automating the data collection process.
Automating Artwork Verification with Azure cognitive services: TrackIt uses Azure Cognitive Services to analyze product packaging artwork, ensuring every detail in the artwork is compliant with the product’s master data. Each artwork is unique, and using AI, we can accurately extract and verify the necessary information. This eliminates manual verification, reducing errors and saving time.
Efficient Review and Approval Process with Power Apps:
- Homepage Summary: TrackIt’s Power App interface provides a comprehensive summary of all product registration requests, displayed on a user-friendly homepage.
- Data Comparison: It compares extracted data from artwork with master data for verification, ensuring accuracy and compliance.
- Approval Workflow: Users can approve or reject the artwork. If rejected, the automation tool triggers notifications to the marketing team for further action.
- Detailed Review: Users can view extracted and master data for each product request, facilitating thorough review before publishing to government portals.
Automating Government Portal Data Entry with Power Automate: After approval, TrackIt enters the reviewed data into government portals (e.g., Saudi’s SFDA and UAE’s Montaji), drastically reducing manual workload and errors.
Enabling Reporting for Senior Manager with Power BI:
- Comprehensive Dashboards: TrackIt offers dashboards displaying summaries of product registration requests and key performance indicators (KPIs).
- Historical Data and Trend Analysis: Power BI provides historical data and trend analysis to identify patterns and optimize processes.
- Process Mining: Detailed process mining capabilities monitor the automated solution, highlighting areas for potential improvements and efficiency gains.
- Management Visibility: These reports provide immediate visibility into the registration process, allowing management to make informed decisions.
User-Friendly Interaction with CoPilot Chatbot: TrackIt includes a CoPilot Chatbot that allows users to query the status of product registration requests using natural language, making it easier to access critical information quickly and efficiently. Users can ask the chatbot questions in everyday language and receive prompt, accurate responses about the status of registrations, updates, and other relevant information.
Impact and Results
Transformative Outcomes and Streamlined Operations: With TrackIt, the manufacturer can gain significant improvements
Scalable Solutions Across Industries
TrackIt’s adaptable framework is designed to cater to a wide range of industries beyond cosmetics, addressing the needs of any sector that requires stringent regulatory oversight.
Its flexible architecture integrates components from the Power Platform, including automated workflows, data processing, and AI-driven insights. This versatility ensures that TrackIt can be customized to meet diverse regulatory requirements, making it an ideal solution for industries such as pharmaceuticals, food and beverage, and biotechnology, where precision and compliance are paramount.
Advance Your Compliance Strategy with TrackIt
Are you ready to transform your product registration process and enhance operational efficiency? Contact us today to see how TrackIt can revolutionize your compliance procedures.