Ferring ESOP Migrating and upgrading workflow system for management of electronic Standard Operating Procedures (SOPs)

Our client is a global pharmaceutical company specialising in human medicine. The company employs over 5000 staff across multiple continents.

Challenge

The challenge was to upgrade and migrate an existing system from MOSS 2007 to SharePoint 2013. Along the way, we would incorporate new features, such as using document sets and new workflow functionality, also adding automated PDF generation of SOP documents, without losing any existing key data.

Solution

We successfully migrated the existing system to SharePoint 2013 using Metalogix Content Matrix. We also used some custom PowerShell scripts and custom built tools to move files into document sets, and perform conversion of .doc to .docx file formats. Existing Nintex Workflows used for sign off and review were updated using the latest version of the product (making use of new features in that version), and Adlib PDF was integrated into workflow to allow automated PDF generation of the approved SOP documents.

Benefits

The solution improved document management of SOPs due to the introduction of document sets, bundling related documents together. The automatic generation of PDFs saves time, improves document portability and prevents unauthorised edits. Continued use of Nintex Workflow for signatures and approval keeps the business process running smoothly, and also automates periodic review of documents approaching expiry.