Case Study: GenAI in Business Transformation Programmes

GenAI in Business Transformation Programmes: a success story in the Pharmaceutical industry

In order to manage mind-boggling complexity, organisations are turning to generative AI (GenAI) to support large-scale transformation initiatives, such as SAP S/4HANA implementations. In this case study, we provide insights into how GenAI can enhance efficiency, reduce manual effort and accelerate time-to-value for complex solution implementations.

What was the challenge?

Our client, a global pharmaceutical company undergoing a large-scale SAP S/4HANA transformation, sought to unlock efficiencies by integrating GenAI into the core of their transformation.

At the core of the challenge was the need to free key programme team members from critical but time-consuming tasks, while ensuring the utmost quality and confidence in the outcomes.

With a comprehensive end-to-end process harmonisation and technical system build journey ahead, our client partnered with us to co-develop innovative AI solutions. These solutions aim to deliver value throughout the end-to-end lifecycle, from preparation and planning to discovery, design, realisation, testing, go-live and post-implementation support.

“The key challenge for our business transformation plan is the transition from mere execution to true excellence. We need to explore how to run our programme more efficiently by leveraging high automation, facilitating the easy exchange of high-quality information, improving the user experience for project staff and ensuring a smooth go-live with strong business confidence.”

Programme Lead, Global Pharmaceutical Company

Our solution and how it helped

In the first phase, we delivered four GenAI use cases for our client to use throughout their programme stages:

Streamlining input collection processes

One of the standout applications of GenAI was in streamlining the targeted collection of input from lengthy ‘fit-to-template’ discussions (3-4h workshops with 20+ participants over a period of 5 months, totalling around 700 events), ensuring that all participants, including those unable to attend, stayed informed. This capability was critical in maintaining alignment across diverse, globally dispersed teams and making sure that strategic and operational decisions were quickly disseminated and acted upon. Moreover, GenAI’s ability to extract actionable insights from these summaries enabled swift follow-up and clear accountability, so that decisions were not only prepared, but closed and recorded effectively. 

Dynamic change request management

Change requests, a common and critical aspect of SAP transformations, were managed with unprecedented agility thanks to GenAI. The technology automated the initial evaluation of each request, gauging its impact on the project scope, timelines and resources. This rapid assessment enabled faster decision-making and ensured that the necessary changes were integrated without significant delays. GenAI also facilitated the dynamic updating of project plans and documentation in response to approved changes, keeping the transformation on track and stakeholders informed. 

SOP updates and compliance

In the highly regulated pharmaceutical industry, ensuring that Standard Operating Procedures (SOPs) are up to date with the latest regulatory requirements and business practices is crucial. GenAI revolutionised this aspect by automating the process of reviewing and updating SOPs. Whenever there was a change in the SAP system or regulatory guideline, GenAI identified the relevant SOPs that needed to be revised, suggested updates in line with the latest standards and routed these suggestions for approval and implementation. This not only ensured compliance, but also significantly reduced manual effort and the risk of overlooking potentially erroneous information within such SOPs. 

Enabling automated BPMN generation and change

The use of GenAI to automate the creation and adaptation of Business Process Model and Notation (BPMN) flows marked a significant leap forward in the efficiency of process documentation. The mapping and updating of BPMN diagrams, traditionally labour-intensive and requiring deep expertise, was transformed by GenAI’s capability to automate these tasks. By analysing transcripts of stakeholder interviews, GenAI algorithms identified key processes and decisions and converted them into accurate BPMN elements such as tasks and gateways, drastically reducing the time needed to visualise processes. The agility of the SAP transformation, with its frequent change requests and iterative updates, required a flexible approach to maintaining process documentation. Here, GenAI’s ability to dynamically analyse system changes and stakeholder feedback proved invaluable. It automatically updated BPMN diagrams in real time to reflect the latest processes, ensuring that the documentation kept pace with the project’s evolution.

The results

Our integration of generative AI (GenAI) into the transformation journey of our pharmaceutical client’s SAP implementation delivered remarkable efficiencies and advancements, particularly in streamlining effort-heavy input collection processes, change request documentation automation, standard operating procedure (SOP) updates, and acceleration of process flow design and documentation. 

Summary

We see GenAI as a cornerstone of unlocking further synergies within business transformation initiatives. In all the scenarios mentioned, it handles the majority of tasks, thereby increasing efficiency and freeing up time and resources for consulting teams to focus on their primary role: providing consulting expertise.

Integrating GenAI into SAP transformations also significantly enhances innovation and adaptability throughout the transformation lifecycle. From initial planning and design to deployment and post-implementation optimisation, GenAI streamlines processes, simplifies decision-making and automates traditionally labour-intensive tasks, ultimately accelerating project timelines. This not only speeds up the path to go-live, but also boosts stakeholder confidence in the reliability and performance of the new SAP S/4HANA system.

With GenAI, we can help you radically cut complexity. Contact us today to learn more about how we can fast-track the success of your business transformation.