• Centrally managed SaaS solution for all countries and departments
• Implementation of the Supplier Management module for centralized management of supplier master data
• Implementation of the Contract Management module for planning, negotiating, signing, and managing contracts

• Introduction of the Sourcing module for conducting tenders in Ivalua
• Integration of generative AI through the intelligent assistant IVA
• Customization of AI to the workflows of PHOENIX Pharma
• Connection to AdobeSign for a digital signature process

2.1 Introduction to PHOENIX

The PHOENIX group is a leading pharmaceutical wholesaler and pharmacy operator in Europe. The Mannheim-based company employs around 49,000 people and makes an important contribution to comprehensive healthcare in 29 countries. PHOENIX is the market leader in pharmaceutical wholesale in more than ten European countries, operates over 3,300 of its own pharmacies across Europe, and has over 160 million customer contacts per year.

2.2 Plans & Goals

PHOENIX’s previous CMS solution was outdated and was only used for contract storage. In order to make the best possible use of the new technological opportunities, a modern contract management system was to be implemented. The goal was to enable a new cloud solution to be used in the various departments and in all countries where the PHOENIX group is active. The aim was to integrate a comprehensive solution that would optimize internal and external communication as well as processes with suppliers in the long term. In total, over 500 users and more than 4,500 contracts were to be migrated and implemented in the new system.

The planned optimization of PHOENIX thus included a centrally managed SaaS solution for all countries and departments, as well as the option of integrating separate workflows for each of them. Due to the international implementation, it was important that the solution could be implemented in German and English. In addition, the contract lifecycle process should be supported throughout and standard interfaces to ERP and financial systems such as SAP, Oracle, and Astra should be created. Monitoring and reporting functionalities were also part of the tender, as was a comprehensive support agreement.

2.3 Solution and implementation

The requirements of PHOENIX Pharma SE were comprehensively covered by the capabilities of Ivalua and implemented at the highest level. A centrally managed SaaS solution for all countries and departments was implemented with various language options and, as requested, offers the option of integrating separate workflows. In addition, a connection to AdobeSign was implemented, which digitizes the signature process throughout the company and thus further minimizes the need for printed documents.

The Ivalua implementation also includes the Supplier Management module for centralized management of supplier master data, the Contract Management module for planning and conducting contract negotiations, and the Sourcing module. The latter ensures that all tenders are now processed within Ivalua and that PHOENIX Pharma now benefits from the software’s optimized processes. The use of artificial intelligence through the integration of the intelligent assistant IVA offers particular added value in this solution.

IVA is Ivalua’s virtual assistant, which uses generative AI and large language models (LLMs) to offer state-of-the-art solutions for increasing efficiency within the company. IVA has been implemented extensively at PHOENIX Pharma SE and now supports the company’s employees in supplier management and onboarding, as well as in summarizing large amounts of text and generating various types of content.

2.4 Conclusion

By implementing Ivalua, PHOENIX Pharma SE now has a modern and future-proof source-to-contract solution that sustainably optimizes the company’s purchasing processes as well as internal and external communication. With various language options and the ability to create separate workflows, the solution connects all departments and international locations of the company.

With the introduction of the intelligent assistant IVA, PHOENIX Pharma SE is relying on generative AI to make work processes more efficient. Thanks to its seamless integration and flexible adaptability to existing workflows, the solution not only offers significant time savings, but also enables targeted relief for employees.

3.1 Improvement of supplier management

By implementing the Supplier Management Module for centralized management of supplier master data, all necessary information can be efficiently accessed in one place. This significantly simplifies cooperation with suppliers. The various interfaces also enable smooth communication with other programs.

3.2 Improvement of contract management

The update of the contract management system and the administration of contract documents aims to improve the process for users from the creation of a contract to its signing. The negotiation process has been improved to make it easier for internal and external parties to coordinate. A new option for managing templates and clauses facilitates the document creation process.

3.3 Digitization of tendering processes

The introduction of the sourcing module enables PHOENIX Pharma SE to conduct tenders for new orders digitally in Ivalua. This allows the company to benefit from better comparability of applicants and the definition of its own rules in the tendering process.

4.4 Use of generative AI

With its comprehensive use of generative AI, the PHOENIX Pharma SE solution is state-of-the-art. The intelligent assistant IVA automates various tasks, simplifies access to knowledge within the company, and supports the generative creation of content.

3.5 International cooperation

A centrally managed SaaS solution was implemented for all countries and departments, simplifying international communication and cooperation. All processes are now bundled in Ivalua, which can be easily used internationally thanks to various language options.

3.6 Optimization of decision-making processes

By connecting AdobeSign for a digital signature process, decision-making processes are digitized and optimized. This solution simplifies processes and saves large amounts of paper, especially in international collaboration.

3.7 Integration and expansion

The solution integrates seamlessly into existing systems such as SAP and offers the possibility of expansion to a fully integrated procurement suite. This enables PHOENIX Pharma SE to implement innovative procurement strategies while reducing the complexity of the system landscape.