Manipal Hospitals SCM – Pravah Requisition & Approval Management System
Client Overview
Manipal Hospitals is one of the largest healthcare groups in India. It operates hospitals across many cities and serving thousands of patients every day. With large network of hospitals, the organisation manages substantial volume of procurement requests, capital expenditure (CAPEX) approvals, budgets, and supply chain activities across all units within the hospitals.
As the hospital network continues to evolve, managing all the above processes manually is very challenging part. Thus, organization looking for a modern Supply Chain Management (SCM) system that would bring all their purchasing operations into one central system.
Client Requirements
The organization needed a centralized Procurement Management System to replace manual email-based approvals. The main goal is to combine all the procurement activities in one single platform in order to create more transparent and efficient workflow.
Our client wanted to automate the complete procurement procedure. It includes creating requests, obtaining approvals, tracking the budget, assigning buyers, tracking receipts purchased, document management, and sending notifications. The solution also had to integrate with the SAP system, support multiple hospital divisions, and clearly track all procurement activities.
The overall goal of the project is to simplify CAPEX procurement processes in order to gain better compliance, accountability, budget control and operational efficiency throughout all the hospitals.
Project Summary
Enaviya designed and implemented the Pravah SCM (Supply Chain Management) Platform for Manipal Hospitals. It is a centralized requisition and approval management solution built on SharePoint On-Premises 2022 and integrated with SQL Server & SAP. It is developed to simplify the Capital Expenditure (CAPEX) Procurement Process across multiple hospital units.
All users have access to all procurement processes such as creating purchase requests, managing approvals, checking budgets, assign buyers, tracking orders and storing documents. Furthermore, it helps team track real-time status updates for their purchases and be able to monitor procurement activities across all the hospital units.
Before Pravah SCM, the majority of procurement work was managed via Email and other manual process. This caused problems in managing and tracking purchase orders.
Pravah brought all procurement activities into one platform. This made the process simpler and easier to manage. Manipal Hospitals can now quickly track all requests, approvals, budgets, and procurement processes, centrally from one place. The system not only saves time but also provides better insights, improves budgeting control, and increase efficiency of day-to-day procurement processes.
Challenges
Prior to launching the Pravah system, the procurement process depended primarily via email, spreadsheets, and manual approvals. All of this created several operational issues.
Manual Approval Process
Approvals were managed through long email conversations. Therefore, it was hard to follow up with requests as well as their respective approval status.No Visibility
Stakeholders did not have visibility to their requisitions and pending approvals.Challenges with Buying Assignments
Buyer assignments were handled manually. This often caused delays and made tracking difficult.Problems with Budget Monitoring
Most of the budget verification and approval processes were being done manually. These problems created a way for exceeding budget limits and for unauthorized spending.Document Management Challenges
Crucial documentation related to quotations, specifications, and approvals was often contained in several different email conversations. This was quite time-consuming and hard to find out the appropriate one.Limited Audit Tracking
There was no centralized system to track requests, approval status, comments made, as well as any previous workflow.Delay in Communication
Teams have spent large amounts of time sending e-mail messages and calling to follow up on procurement requests.Multi-Unit Management Complexity
The procurement activities of various hospital units take a lot of time to manage. All because, different unit follow different workflows. There is was no appropriate system to track and monitor procurement activities.Solution Implemented
To address these issues, Enaviya designed the Pravah SCM Platform. This is a single system for managing all requisitions and approvals relating to healthcare supply chain operations.
Procurement Processes
Procurement processes were much easier throughout all hospital departments with the use of this platform. It also improved the management of approvals, control of the budget, tracking of the procurement process, management of documentation, and visibility of processes.
Automation Capabilities
Along with the benefits above, the solution offered automation capabilities via workflow automation, integrating with SAP systems, audit tracking, and automated notifications. As a result of using these features, hospitals greatly reduced manual labour, improved their transparency levels, and become more efficient in operations.
Core Modules Implemented
Multi-Unit Requisition Management
The platform can support an entire hospital with multiple units through a single centralized application. In addition, management teams will be able to have visibility and oversight over all hospital-wide procurement activity from a single location.
Dynamic Approval Workflow
The system includes automated approval workflow. Based on the predefined rules, it automatically sends approval request to the appropriate approvers. As a result, every request for approval is routed through the appropriate approval processes. It eliminates the need for manual approval.
Budget Management and Control
This platform offers comprehensive budget management and monitoring capabilities. Added apabilities provide improved financial control and support informed decisions
SAP Integration
We use SAP integration to link financial data with procurement. The integration features are budget validation, internal Order Number (ION) management, synchronizing financial data, align procurement data. This ensures that each financial and procurement system has accurate and consistent data.
Workflow Audit Trails
Every action performed will be automatically recorded in the system. In this way, you have total visibility into and monitoring of every activity that occurs during your procurement process.
Centralized Document Management
Centralized Document Management all procurement-related documents are maintained in a central location utilizing SharePoint document libraries. Due to centralized documents storage, it is easier to access the documents. Furthermore, it eliminates the dependency on email attachments.
Automated Notifications and Communication
The system will send automatic notifications as part of the procurement lifecycle. The notifications are generated by the system upon completion of various functions. Automated notifications allow stakeholders to remain informed while reducing the need for a manual follow-up through the procurement process.
Final Result
Pravah’s implementation created multiple operational and business advantages throughout the entire organization.
Improved Process Efficiency
Automation of workflow processes decreased the time spent doing manual work and increased the speed of getting procurement approval.
Greater Visibility
It allows real-time tracking of requisitions, approvals, and procurement activity.
Better Control on Budgeting
With this system, teams can more effectively track their budgets. This includes monitoring expenditures and ultimately improves financial forecasting.
Centralized Management of Documents
All procurement documentation is stored in one place. This makes it easier to find, access, and manage the documents.
Complete Audit Tracking
All transactions processed through the system are automatically recorded. Thus, it allows users to have complete visibility in a procurement process.
Better Accountability
The system clearly identifies who is responsible for each step of the ordering process. This enhances accountability and allows for monitoring of specific processes.
Reduce Email Dependency
Most updates and communications are performed through the platform. Automated notifications minimize the necessity for emails or manual follow-ups.
Tools & Technologies Used
Industry
- HealthCare
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