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Data Input

In order to get any product in its finished form, one needs the raw material to process it to the finished product. In the same way ‘Holistic Analysis’ needs basic data to be entered in the software to generate different reports whenever and wherever required as per situation.

This is a difficult task to enter an extensive data including relevant information of team structure and function (Hierarchy), Customers, supply chain, geographical areas of operation, product & product groups etc. But once it has been entered it appears as the foundation stone of objective oriented working & scientific decision making. It facilitates the business process by bilateral prevention of wrong & delayed decisions.

It offers numerous other benefits, that you can see in Advantages, Reports, & Dashboards  sections of our website.

Holistic Analysis works for integrating almost all relevant factors of pharmaceutical business process. It takes into consideration all 3 segments of pharmaceutical selling process (who will sell, to whom to sell and how to sell),

As part of ‘who will sell’, HA requires data input for ‘COMMANDING HIERARCHY’ (Representative, ASM, SM, NSM/BUM, GM/Director & CEO) as well as data of ‘NON COMMANDING COMMUNICATION HIERARCHY (NCCH). NCCH includes all those departments which are indirectly playing their role in the selling process.

Commanding Hierarchy (CH):

Representative & Area Sales Manager:

Holistic Analysis uses the term ‘Representative for all those designations managing their doctors directly, irrespective of their designation title (SPO, TM, MIO, SE etc), and Area Sales Manager is the supervisor of representatives. These 2 are the most detailed sections of hierarchy as all operations are ultimately planned and executed at the level of representative and ASMs. This section is comprised of following segments:

  1. Add New: Basic information is required to be entered in this section, along with the region, base station and bricks assigned to him/her to work. It also asks that to whom this is going to replace (auto-generated name of person who resigned this position).
  2. Search: It can be on the basis of his Business Unit, Geographical Area (Region, base station, group, brick), or by his supervisor.
  3. View Profile: This is auto-generated data software update from other modules of the software and shows position code and position history including month wise YTD sale of that territory, average per month sales of last 3 years, total annual investments of last 3 years, month wise YTD investment of current year, total number of listed doctors and corporate bricks, history of representative changes against this position code. It also includes short personal profile of the current representative.
  4. Edit Profile: Only direct entries are editable whereas auto-generated data is not editable.
  5. Resign/Promotion/Transfer/Termination: Entering data in this segment helps to view a single position led by different people at different times. It enriches the record keeping and also helps supervisor to get reports the impact of changes against any particular position code.
  6. Assign Doctors: It shows all the doctors of the bricks assigned to him while adding new representatives and gives an option to mark doctors to be visited along with marking respective products to be focused on every individual doctor.
  7. Assign Targets: It helps to assign monthly product targets at brick level, while assigning targets it shows brick dynamics, sales history, investment history,  and focused doctors for that particular product in that brick.
  8. Assign Samples: It helps to assign monthly product samples to the focused doctors. While requesting for samples, it shows the profile of the doctor to make logical decision for sample request. These samples will be shown as requested until issued by HO, then it will be shown in doctor profile and numerous reports can also be generated to analyze the sample utility.
  9. Work Plan: This is a 3 step process. In the first step it shows detailed auto-generated brick dynamics (customer classification, investment history, sales history, targets, approved discounted customers, ) and asks the number of visits required in a month for this particular brick. In 2nd step it shows (auto-generated) the number of planned visits of a brick and booking supply dates of that distributor in those bricks, and then asks the proposed dates for visiting that brick. At the 3rd step it shows the complete plan and gives an option to write objectives in from of daily plan. Submission of this form results in saving the plan in the system, with an auto-generated email to the senior hierarchy or any other department as instructed by the admin.
  10. Investment History: It shows auto –generated report of MAT investments with details of date and doctor.

Sales Manager/Nation Sales Manager/General Manager:

These hierarchies are not directly linked to the operations so detailed data input is not required. Here software demands just for basic personal details and the designation of supervisor and group name. It asks about:

  1. Name
  2. Replacement of
  3. Email
  4. Region (only for SMs)
  5. Group

Non-Commanding Communication Hierarchy (NCCH):

Objective of this hierarchical section is to establish communication regarding official tasks through “Task Management” module of Holistic Analysis. This section deals with different people of different departments. Information required to be provided to the software regarding this section is:

  1. Title
  2. Department
  3. Email

Task Management is an important segment of Holistic Analysis as business analysis is meaningless and incomplete without analyzing initiation, progress, completion and timeliness of tasks in context of qualitative and quantitative objectives of the business. If tasks are in accordance with the objectives and working is in line with the assigned tasks only then one can expect sustainable business growth.

In Task Management Segment, data input is required in “ADD NEW” section of Task Management.  It is required in following heads:

  1. Assigned by: This is an auto-generated field, and picks up the details by his/her login information.
  2. Assigned to: This is required to be selected while assigning a task to anybody. It appears as multiple choice options so that if a supervisor intends to give a similar message to multiple people under his reporting, he can send one message to all intended recipients.
  3. Subject: It is subjective text, but recommended to be short and specific to the nature of the task.
  4. Urgency: It is a drop-down giving options to be selected as ROUTINE, URGENT, & EMERGENCY
  5. Significance: It is also a drop-down giving options to be selected as LOW, MEDIUM & HIGH
  6. Description: these are details of the task, which can be added as a single step or multiple steps as per nature of the task.
  7. Attachments: It supports all files up to the size of …….
  8. Task Rating: This is the option given to the supervisor to rate the tasks initiated by his team. Its goal is to maintain objective oriented initiation of tasks. This rating will help in performance appraisal of the team.
  9. Task Completion: The task can only be completed by initiator of the task. It offers different completion options including TERMINATED, EXPIRED, FORWARDED, FINISHED or FAILED.

Doctors

This is a very important module of data entry, as all other aspects of pharmaceutical business are revolving around this module. It facilitates data entry through 2 different sections:

1. Add New: This segment asks for all basic details of the doctor.

  • Name: Complete name, with correct spelling
  • Designation: This is a dropdown menu, select any designation and if your required designation is not available please select ‘other’. If the doctor is not working in any institution or formal hospital, then please select the option ‘private’.
  • Specialty: This is a drop down menu with all possible specialties.
  • Category: Categories are described as PROSPECT, PRESCRIBER, PURCHASER, PRESCRIBER & PURCHASER, and OTHERS. It asks for morning and evening categories separately as a single doctor may be a prescriber in the morning and purchaser in the evening.
  • Contact Number: It asks for one contact number
  • Birthday: date and month is sufficient, year is not mandatory.
  • Wedding Anniversary: date and month is sufficient, year is not mandatory.
  • Region: It is a dropdown menu, where regions are shown from the predefined geographical regions specific to our individual clients.
  • Base Station: It is also a dropdown menu, where base stations are shown from the predefined geography specific to our individual clients.
  • City: It is a dropdown menu, where cities are picked and shown from the distributor data of that particular base station.
  • Brick: It is a dropdown menu, where bricks are picked and shown from the distributor data of that particular base station.
  • Level: It intends to track the relation of our sales hierarchy with the doctor. Level 1 means relation of representative, Level 2 represents relation of ASM, and Level 3 means relation of Sales Manager, Level 4 means relation of NSM/B.U.M and Level C means corporate customers.

2. Actions: This segment asks for advanced features.

  • Chemists for Business Calculation: This is an advanced function where software shows all listed chemists of the brick where doctor is practicing (This list is picked up by distributor data), and at the time of data input user is required to select chemist/chemists of that brick to calculate the business of that doctor.

 

There are numerous search parameters which facilitate the user to search a listed doctor.

Investments Tab of this software doesn’t address fixed cost of the business, rather it discusses only about the investments required to increase the customer base of an organization. These investments have been classified into 2 broad categories including ‘DIRECT INVESTMENTS’ and “DISCOUNTS’.

1. DIRECT INVESTMENTS: This segment asks about the team recommending that activity (NSM, SM, ASM, & Representative), shows customer profile and chemists associated with him/her for business evaluation and then asks for amount planned to be invested (in all types of direct investments) along with product units expected per month and number of months for which this activity is planned (only for CSRs). At the time of entering these values it shows the cost of business so that you can revise either the amount of investment or the returns planned against this investment.

  • Customer Services Requisitions (CSRs): These are the cash investments where cash or cash equivalents are given to customers with a commitment for a calculated Business. Here business is evaluated in terms of percentage returns on investments (ROI).
  • Liaison Budgets: These are the cash investments where a customer is either invited for a lunch/dinner or visited with a gift, in order to establish liaison with him/her to engage him in future for any committed business or to any existing CSR customer to get his business improved. Here investments are evaluated subjectively by value increase of business after activity.
  • Group Activities: These are the corporate/brand building activities. In these types of activities per doctor business is not evaluated after activity rather overall sales of area are seen from where that group was invited. These are social events or presentations.

2. DISCOUNTS: Holistic analysis facilitates the management to use this segment not only as analytical tool, rather an executional tool too. ASM generates the requisition for discount approval for a particular store.

Sales data is not required to be entered manually, rather a set format will be given to all associated distributors, and when they will provide sales on that format that will be uploaded in this software for detailed review as per requirement.

There are few segments where data entry is requires as pre-requisite to use this software. These segments include:

  1. Geographical Coverage: Geographical coverage requires data entry as per our corporate workflow. It classifies data into following segments for respective report generation:
    1. Regions
    2. Base Stations
    3. Cities
    4. Corporate bricks
    5. Distributor bricks
  2. Distribution Setup: It covers data relent to complete chain of distribution described as under:
    1. Distributor basic details (Name, Region, Contact Person, email, contact number etc)
    2. Distributor booking supply schedule
    3. Chemist: This information supports for sales evaluation and monitoring after planned working and investments. It includes Name, Category, region, city, brick, & address. Most of the information is picked up from distributor file and not required to be entered manually.
  3. Products: It demand basic information relevant to the product (Molecule, pack size, price etc) and then classifies all entered products of a corporate to the groups (Business Units of the corporate). These product groups (Business Units) are linked to the sales team for monitoring & evaluation of different business processes.
  4. System Users: this segment demands information about system users, for different facilitations and restrictions on the basis of different user types.