R&D budget a mess?

R&D budget a mess?

R&D budget a mess?

Meet your smart finance system

Meet your smart finance system

Meet your smart finance system

PDC System:

Transforming Pharma R&D budget tracking and management experience

PDC System:

Transforming Pharma R&D budget tracking and management experience

PDC System:

Transforming Pharma R&D budget tracking and management experience

Form of Application:

MedTech,

SAAS, Web Application

Form of Application:

MedTech,

SAAS, Web Application

My Role:

Research, Led the

end-to-end design

process, UI design

My Role:

Research, Led the

end-to-end design

process, UI design

Collaborators:

2 PMs, 1 designer (me),

2 finance SPOCs, 1 developer

Collaborators:

2 PMs, 1 designer (me),

2 finance SPOCs,

1 developer

Collaborators:

2 PMs, 1 designer (me),

2 finance SPOCs, 1 developer

Duration:

1 and half months

Duration:

1 and half months

Note: Following the company policy and NDA, Certain details are intentionally altered for privacy. The reflections shared

here come from my personal understanding, reflection and learnings.

Note: Following the company policy and NDA, Certain details are intentionally altered for privacy. The reflections shared here come from my personal understanding, reflection and learnings.

Problem Context

Problem Context

Problem Context

Meet Mr. Hudson — a project Manager juggling budgets, CFTs, and approvals across multiple systems.

Meet Mr. Hudson — a project Manager juggling budgets, CFTs, and approvals across multiple systems.

Meet Mr. Hudson — a project Manager juggling budgets, CFTs, and approvals across multiple systems.

Budget data is all over the place

I’m constantly digging through emails and chats

The approval process just never ends

I don’t know how much budget is actually available

There’s no single place to see everything

Budget data is all over the place

I’m constantly digging through emails and chats

The approval process just never ends

I don’t know how much budget is actually available

There’s no single place to see everything

“Feels like I spend more time chasing information than actually managing the budget.”

“Feels like I spend more time chasing information than actually managing the budget.”

Fragmented System

Fragmented System

No connected workflow

Misalignment and delays

No connected workflow

Misalignment and delays

Manual Collaboration

Manual Collaboration

Lengthy email communication

Slow turnaround time

Lengthy email communication

Slow turnaround time

No data democratisation

No data democratisation

Data and insights hard to access

Low transparency and visibility

Data and insights hard to access

Low transparency and visibility

Target Users

Target Users

Target Users

Primary

Project Managers

Primary

Project Managers

Role: Facilitator

Age: 35-40

Tech-savviness: Medium

Key Task:

Manage budget and coordinate across teams

Secondary 1

Finance SPOCs

Role: Executor

Age: Above 28

Tech-savviness: High

Key Task:

Update FY budget and

release specific allocations

Secondary 2

Leader

Role: Approver

Age: Above 45

Tech-savviness: Low

Key Task:

Review and approve budget

and make strategic decisions

Constraints

Constraints

Constraints

Tech Constraint

Tech Constraint

Built on Mendix, a low-code platform with limited design options, requiring a simple layout.

Built on Mendix, a low-code platform with limited design options, requiring a simple layout.

User Constraint

User Constraint

Veteran PMs relied on Excel, so the new system had to feel familiar.

Veteran PMs relied on Excel, so the new system had to feel familiar.

Process Constraint

Process Constraint

Workflow aligned with SAP approvals and timelines, limiting structural changes.

Workflow aligned with SAP approvals and timelines, limiting structural changes.

Value added

Value added

Value added

54%

54%

Time reduced

Time reduced

900+

900+

Projects launched

Projects launched

300+

300+

Users onboarded

Users onboarded

72%

72%

Adoption rate

Adoption rate

How can PDC simplify Mr. Hudson’s work and unify the system?

How can PDC simplify Mr. Hudson’s work and unify the system?

How can PDC simplify Mr. Hudson’s

work and unify the system?

A single source of truth for all budget data

A single source of truth for all budget data

A single source of truth for
all budget data

A centralized, real-time system across the value chain — with unified dashboards, one-click reports, and no Excel chaos.

A centralized, real-time system across the value chain — with unified dashboards,

one-click reports, and no Excel chaos.

A centralized, real-time system across

the value chain — with unified dashboards,

one-click reports, and no Excel chaos.

Collaboration made easy

Collaboration made easy

Collaboration made easy

Approvers selection to trigger emails to any budget update-

Notify and collaborate across teams directly within the system — faster and friction-free.

Approvers selection to trigger emails to

any budget update- Notify and collaborate

across teams directly within the system —

faster and friction-free.

Approval got faster and smarter

Approval got faster and smarter

From sharing requests to approving budgets and tracking status — all in one place, with no chasing or manual reminders.

From sharing requests to approving budgets and tracking status —

all in one place, with no chasing or manual reminders.

From sharing requests to approving budgets

and tracking status — all in one place,

with no chasing or manual reminders.

Effortless communication with different platforms

Effortless communication with different platforms

Sync budgets across the platforms like SAP, portfolio tools, and other platforms automatically — no silos, no rework, no spreadsheet juggling.

Sync budgets across the platforms like SAP, portfolio tools, and other platforms automatically —

no silos, no rework, no spreadsheet juggling.

Sync budgets across the platforms like

SAP, portfolio tools, and other platforms

automatically — no silos, no rework,

no spreadsheet juggling.

Above was a high-level project overview; next is a deep dive into problem approach, research insights, and design iterations.

Let’s go

Above was a high-level project overview; next is a deep dive into problem approach, research insights, and design iterations.

Let’s go

Let’s understand Pharma R&D and budgeting to begin with

Let’s understand Pharma R&D and budgeting to begin with

Let’s understand Pharma R&D and budgeting to begin with

Since I was new to the Pharma ecosystem, I began by first understanding how the R&D department operates and

where the PDC budgeting project fits within the larger workflow.


I spent time with my product manager and visited the R&D unit to get a good grasp on the firsthand insights.

Here’s what I learned:

Since I was new to the Pharma ecosystem, I began by first understanding how the R&D department operates and where the PDC budgeting project fits within the larger workflow.


I spent time with my product manager and visited the R&D unit to get a good grasp on the firsthand insights. Here’s what I learned:

Since I was new to the Pharma ecosystem, I began by first understanding how the R&D department operates and where the PDC budgeting project fits within the larger workflow.


I spent time with my product manager and visited the R&D unit to get a good grasp on the firsthand insights. Here’s what I learned:

The Starting Point: A Legacy System

The Starting Point: A Legacy System

The Starting Point: A Legacy System

When I joined Dr. Reddy’s R&D, budget management was entirely dependent on individual spreadsheets.


Each project manager maintained their own Excel file, stored locally, making the entire process — from budget preparation

to final approval — heavily manual and effort-intensive.

When I joined Dr. Reddy’s R&D, budget management was entirely dependent

on individual spreadsheets.


Each project manager maintained their own Excel file, stored locally, making the entire process — from budget preparation to final approval — heavily manual and effort-intensive.

When I joined Dr. Reddy’s R&D, budget management was entirely dependent

on individual spreadsheets.


Each project manager maintained their own Excel file, stored locally, making the entire process — from budget preparation to final approval — heavily manual and effort-intensive.

The project began with the project manager asking me to solve these issues

The project began with the project manager asking me to solve these issues

01

Process Digitalization

Digitize manual budgeting to eliminate redundancies

Process Digitalization

Digitize manual budgeting to eliminate redundancies

02

Smart Collaboartion

Enable real-time visibility and team coordination

Smart Collaboartion

Enable real-time visibility and team coordination

03

Seamless Data Integration

Connect with SAP and other internal tools for unified data flow

Seamless Data Integration

Connect with SAP and other internal tools for unified data flow

Step 1: Primary Research to understand the context better

Step 1: Primary Research to understand the context better

Step 1: Primary Research to understand the context better

I began with a few guiding questions, to see how digitalization could fit into our real-world R&D budgeting ecosystem:

01

Customer-centric

What are users’ daily responsibilities? What are their needs, pain points, and motivations?

Customer-centric

What are users’ daily responsibilities? What are

their needs, pain points,

and motivations?

02

Better Internal Processes

What does the current budgeting process look like? Where do bottlenecks appear?

Better Internal Processes

What does the current budgeting process look like? Where do bottlenecks appear?

03

Complex but Connected

How does data currently flow between systems?Where does it break?

Complex but Connected

How does data currently flow between systems? Where does it break?

04

Value-Driven

What KPIs or success metrics define “effective budgeting”?How to unlock new value?

Value-Driven

What KPIs or success metrics define “effective budgeting”?

How to unlock new value?

To answer these, I took 7 generative, semi-structured, remote interviews

To answer these, I took 7 generative, semi-structured, remote interviews

To answer these, I took 7 generative, semi-structured,

remote interviews

3 Project

Managers

3 Project

Managers

3 Finance

SPOCs

3 Finance

SPOCs

1 Leader

1 Leader

Step 2: Figuring out the actual problem

Step 2: Figuring out the actual problem

Step 2: Figuring out the actual problem

Through the conversations from my primary interviews, I uncovered the invisible gaps between

people, tools, and data — the real barriers to efficiency.

Through the conversations from my primary interviews, I uncovered the invisible gaps between people, tools, and data — the real barriers to efficiency.

Through the conversations from my primary interviews, I uncovered the invisible gaps between people, tools, and data — the real barriers to efficiency.

To begin with, I felt overwhelmed by the vast amount of pharma and finance data.

I even had to create a glossary just to keep track of all the terms

To begin with, I felt overwhelmed by the vast amount of pharma and finance data.

I even had to create a glossary just to keep track of all the terms

To begin with, I felt overwhelmed by the vast amount of pharma and finance data. I even had to create a glossary just to keep track of all the terms

I converged the data with the following methods:

I converged the data with the following methods:

01

Journey Mapping

Journey Mapping

02

Emerging Theme Bucketing

Emerging Theme Bucketing

03

Insight Generation

Insight Generation

2.1: Mapping the Current

Journey — Understanding

the Flow and Key Concerns

3.1: Mapping the Current

Journey — Understanding

the Flow and Key Concerns

2.1: Mapping the Current

Journey — Understanding

the Flow and Key Concerns

The flow at a glance

Step 1: Budget Initiation

A budget is decided in the initiation of the project for each quarter.

Key Actors: Portfolio team, Finance team, Project Manager

Step 2: Budget Update

PMs update the budget Excel and email it for approval.

Key Actor: Project Manager

Step 3: Budget Approval

Budget is approved

by the respective leaders.

Key Actor: Leaders

Step 4: Budget Release

Monthly budget is released after approval in the finance team meeting.

Key Actor: Finance team

Budget is the heart of the process. If the team exceeds the budget significantly,

the Portfolio team may decide to drop the project.


- M. Hadi Ahmed, Project Manager

Budget is the heart of the process. If the team exceeds the budget significantly,

the Portfolio team may decide to drop the project.


- M. Hadi Ahmed, Project Manager

Budget is the heart of the process. If the team exceeds the budget significantly, the Portfolio team may decide to drop the project.


- M. Hadi Ahmed, Project Manager

2.2: I analyzed the pain points,

needs, goals, and current

workflow snapshots, and

a few common themes emerged.

3.2: I analyzed the pain points, needs, goals, and current workflow snapshots, and a

few common themes emerged.

3.2: I analyzed the pain points, needs, goals, and current workflow snapshots, and a few common themes emerged.

2.3: So, where does the real problem lie?

2.3: So, where does the real problem lie?

2.3: So, where does the real problem lie?

After analyzing the common themes, I identified the core problem areas.

I derived key insights by aligning with the three core pillars of enterprise digitalization —

user, technology, and business.

01

Fragmented data across systems

Fragmented data across systems

02

Heavy reliance on manual work and communication

03

Lack of visibility and control


04

Delayed processes and slow decision-making affecting first time market advantage

Managing budgets shouldn’t feel chaotic—It should feel like complete control.

Managing budgets shouldn’t feel chaotic—

It should feel like complete control.

How might we build a connected and automated system that reduces manual routine work, speeds up processes, helps teams focus on what really matters and FTM gains a stronger competitive edge?

How might we build a connected and automated system that reduces manual routine work, speeds up processes, helps teams focus on what really matters and FTM gains a stronger competitive edge?

How might we build a connected and automated system that reduces manual routine work, speeds up processes, helps teams focus on what really matters and FTM gains a stronger competitive edge?

Step 3: Design Direction

Step 3: Design Direction

Step 3: Design Direction

UI design consideration

UI design consideration

What’s already working

What’s already working

1) The budget template and the workflow


2) A sense of control on individual file

Constraints

Constraints

1) Mendix platform limitation


2) Scope for limited structural changes

1) Mendix platform limitation


2) Scope for limited structural changes

UI visual/personality tone

UI visual/personality tone

1) Clean, simple, structural and data-driven


2) Modular & Scalable System

Initial approach-Literal automation

Initial approach-Literal automation

Challenges identified:

1) Some complex spreadsheet logic = hard to translate directly into rigid systems


2) Over-automation early can hurt adoption, performance, and scalability



3) Users heavily dependent on Excel behaviour = Issues in adoption



4) Two different actions (budget input and approvals) combined into one step

1) Some complex spreadsheet logic = hard to translate directly into rigid systems


2) Over-automation early can hurt adoption, performance, and scalability


3) Users heavily dependent on Excel behaviour = Issues in adoption


4) Two different actions (budget input and approvals) combined into one step

Challenges identified:


1) Some complex spreadsheet logic = hard to translate directly into rigid systems


2) Over-automation early can hurt adoption, performance, and scalability


3) Users heavily dependent on Excel behaviour = Issues in adoption


4) Two different actions (budget input and approvals) combined into one step

Initial approach-Literal automation

Initial approach-Literal automation

New approach:


1) After user and business validation,

I went ahead to a hybrid workflow with standardized Excel inputs


2) Users download, upload, and continue the workflow digitally


3) I also broke the process into clear steps


4) And added a final summary screen so users could review budgets and approvers before submitting.

Changed approach-Hybrid automation

Changed approach-Hybrid automation

New approach:

1) After user and business validation,

I went ahead to a hybrid workflow with standardized Excel inputs


2) Users download, upload, and continue the workflow digitally

3) I also broke the process into clear steps


4) And added a final summary screen so users could review budgets and approvers before submitting.

1) After user and business validation,

I went ahead to a hybrid workflow with standardized Excel inputs


2) Users download, upload, and continue the workflow digitally


3) I also broke the process into clear steps


4) And added a final summary screen so users could review budgets and approvers before submitting.

Let's dive into the final solution

Above was a high-level project overview; next is a deep dive into problem approach, research insights, and design iterations.

Let’s go

Let's dive into the final solution

Let's dive into the final solution

Presenting

Presenting

PDC System- Smart unified finanace system

PDC System- Smart unified finanace system

PDC System- Smart unified
finanace system

Automating the manual tasks

Automating the manual tasks

Manual spreadsheet workflows were replaced with guided automation—validating uploads, flagging errors in real time, automating approvals, budget gates, and updates, and keeping teams aligned through notifications—reducing friction, mistakes, and turnaround time across the entire process.

Manual spreadsheet workflows were replaced with guided automation—validating uploads, flagging errors in real time, automating approvals, budget gates, and updates, and keeping teams aligned through notifications—reducing friction, mistakes, and turnaround time across the entire process.

Manual spreadsheet workflows were replaced with guided automation—validating uploads, flagging errors in real time, automating approvals, budget gates, and updates, and keeping teams aligned through notifications—reducing friction, mistakes, and turnaround time across the entire process.

01

Error Handling in semi automation

Error Handling in semi automation

Error Handling in semi automation

Instant warnings for wrong files

Instant warnings for wrong files

Instant warnings for wrong files

Real-time systematic error highlighting

Real-time systematic error highlighting

Real-time systematic error highlighting

Automated approvals

Automated approvals

Automated approvals

Choose approvers directly — no email chasing

Choose approvers directly —

no email chasing

Choose approvers directly — no email chasing

Real time approval tracking

Real time approval tracking

Real time approval tracking

Quick approval view and notification system

Quick approval view and notification system

Quick approval view and notification system

View approval directly in the system

View approval directly in the system

View approval directly in the system

In-platform approvals with real-time updates

In-platform approvals with real-time updates

In-platform approvals with real-time updates

02

One-click
cross platform
integration

One-click cross platform integration

One-click cross platform integration

Automatic budget syncing across core enterprise systems keeps data consistent, updated, and effortless to manage.

Automatic budget syncing across core enterprise systems keeps data consistent, updated, and effortless to manage.

Automatic budget syncing across core enterprise systems keeps data consistent, updated, and effortless to manage.

03

Key financial summary with smart timeline control

Key financial summary with smart timeline control

Key financial summary with smart timeline control

Users get a clear snapshot of budgets and project status, filtered dynamically by the timeline they choose

Users get a clear snapshot of budgets and project status, filtered dynamically by the timeline

they choose

Users get a clear snapshot of budgets and project status, filtered dynamically by the timeline they choose

Fast search. Clear status. Visible budgets.

Fast search. Clear status. Visible budgets.

Fast search. Clear status. Visible budgets.

Local search, status-wise filters, and upfront budget visibility make large project lists easy to navigate

Local search, status-wise filters, and upfront budget visibility make large project lists easy

to navigate

Local search, status-wise filters, and upfront

budget visibility make large project lists

easy to navigate

04

Smart analytics
& comprehensive report

Smart analytics & comprehensive report

A unified analytics view that brings budgets, spend, and vendor insights together—enabling faster, data-backed decisions without spreadsheets.

A unified analytics view that brings budgets, spend, and vendor insights together—enabling faster, data-backed decisions without spreadsheets.

A unified analytics view that brings budgets, spend, and vendor insights together—enabling faster, data-backed decisions without spreadsheets.

05

Reflection & Closing note

Reflection & Closing note

Understanding the core problem

through a design workshop

1) Took end-to-end ownership—from understanding messy workflows to shaping a clear, usable solution


2) Learned to think beyond screens and focus on how the system actually works end-to-end


3) Focused on making things clearer, faster, and easier to act on


4) Strengthened my product thinking by balancing user needs with business impact (especially FTM)

1) Took end-to-end ownership—from understanding messy workflows to shaping a clear,

usable solution


2) Learned to think beyond screens and focus on how the system actually works end-to-end


3) Focused on making things clearer, faster, and easier to act on


4) Strengthened my product thinking by balancing user needs with business impact

(especially FTM)

1) Took end-to-end ownership—from understanding messy workflows to shaping a clear, usable solution


2) Learned to think beyond screens and focus on how the system actually works end-to-end


3) Focused on making things clearer, faster, and easier to act on


4) Strengthened my product thinking by balancing user needs with business impact (especially FTM)

Just an email away.

sm.official1217@gmail.com

©SayanMondal 2026™

All rights reserved

Just an email away.

sm.official1217@gmail.com

©SayanMondal 2026™

All rights reserved

R&D budget a mess?

R&D budget a mess?

R&D budget a mess?

Meet your smart finance system

Meet your smart finance system

Meet your smart finance system

PDC System:

Transforming Pharma R&D budget tracking and management experience

PDC System:

Transforming Pharma R&D budget tracking and management experience

PDC System:

Transforming Pharma R&D budget tracking and management experience

Form of Application:

MedTech,

SAAS, Web Application

Form of Application:

MedTech,

SAAS, Web Application

My Role:

Research, Led the

end-to-end design

process, UI design

My Role:

Research, Led the

end-to-end design

process, UI design

Collaborators:

2 PMs, 1 designer (me),

2 finance SPOCs, 1 developer

Collaborators:

2 PMs, 1 designer (me),

2 finance SPOCs,

1 developer

Collaborators:

2 PMs, 1 designer (me),

2 finance SPOCs, 1 developer

Duration:

1 and half months

Duration:

1 and half months

Note: Following the company policy and NDA, Certain details are intentionally altered for privacy. The reflections shared

here come from my personal understanding, reflection and learnings.

Note: Following the company policy and NDA, Certain details are intentionally altered for privacy. The reflections shared here come from my personal understanding, reflection and learnings.

Problem Context

Problem Context

Problem Context

Meet Mr. Hudson — a project Manager juggling budgets, CFTs, and approvals across multiple systems.

Meet Mr. Hudson — a project Manager juggling budgets, CFTs, and approvals across multiple systems.

Meet Mr. Hudson — a project Manager juggling budgets, CFTs, and approvals across multiple systems.

Budget data is all over the place

I’m constantly digging through emails and chats

The approval process just never ends

I don’t know how much budget is actually available

There’s no single place to see everything

Budget data is all over the place

I’m constantly digging through emails and chats

The approval process just never ends

I don’t know how much budget is actually available

There’s no single place to see everything

“Feels like I spend more time chasing information than actually managing the budget.”

“Feels like I spend more time chasing information than actually managing the budget.”

Fragmented System

Fragmented System

No connected workflow

Misalignment and delays

No connected workflow

Misalignment and delays

Manual Collaboration

Manual Collaboration

Lengthy email communication

Slow turnaround time

Lengthy email communication

Slow turnaround time

No data democratisation

No data democratisation

Data and insights hard to access

Low transparency and visibility

Data and insights hard to access

Low transparency and visibility

Target Users

Target Users

Target Users

Primary

Project Managers

Primary

Project Managers

Role: Facilitator

Age: 35-40

Tech-savviness: Medium

Key Task:

Manage budget and coordinate across teams

Secondary 1

Finance SPOCs

Role: Executor

Age: Above 28

Tech-savviness: High

Key Task:

Update FY budget and

release specific allocations

Secondary 2

Leader

Role: Approver

Age: Above 45

Tech-savviness: Low

Key Task:

Review and approve budget

and make strategic decisions

Constraints

Constraints

Constraints

Tech Constraint

Tech Constraint

Built on Mendix, a low-code platform with limited design options, requiring a simple layout.

Built on Mendix, a low-code platform with limited design options, requiring a simple layout.

User Constraint

User Constraint

Veteran PMs relied on Excel, so the new system had to feel familiar.

Veteran PMs relied on Excel, so the new system had to feel familiar.

Process Constraint

Process Constraint

Workflow aligned with SAP approvals and timelines, limiting structural changes.

Workflow aligned with SAP approvals and timelines, limiting structural changes.

Value added

Value added

Value added

54%

54%

Time reduced

Time reduced

900+

900+

Projects launched

Projects launched

300+

300+

Users onboarded

Users onboarded

72%

72%

Adoption rate

Adoption rate

How can PDC simplify Mr. Hudson’s work and unify the system?

How can PDC simplify Mr. Hudson’s work and unify the system?

How can PDC simplify Mr. Hudson’s

work and unify the system?

A single source of truth for all budget data

A single source of truth for all budget data

A single source of truth for
all budget data

A centralized, real-time system across the value chain — with unified dashboards, one-click reports, and no Excel chaos.

A centralized, real-time system across the value chain — with unified dashboards,

one-click reports, and no Excel chaos.

A centralized, real-time system across

the value chain — with unified dashboards,

one-click reports, and no Excel chaos.

Collaboration made easy

Collaboration made easy

Collaboration made easy

Approvers selection to trigger emails to any budget update-

Notify and collaborate across teams directly within the system — faster and friction-free.

Approvers selection to trigger emails to

any budget update- Notify and collaborate

across teams directly within the system —

faster and friction-free.

Approval got faster and smarter

Approval got faster and smarter

From sharing requests to approving budgets and tracking status — all in one place, with no chasing or manual reminders.

From sharing requests to approving budgets and tracking status —

all in one place, with no chasing or manual reminders.

From sharing requests to approving budgets

and tracking status — all in one place,

with no chasing or manual reminders.

Effortless communication with different platforms

Effortless communication with different platforms

Sync budgets across the platforms like SAP, portfolio tools, and other platforms automatically — no silos, no rework, no spreadsheet juggling.

Sync budgets across the platforms like SAP, portfolio tools, and other platforms automatically —

no silos, no rework, no spreadsheet juggling.

Sync budgets across the platforms like

SAP, portfolio tools, and other platforms

automatically — no silos, no rework,

no spreadsheet juggling.

Above was a high-level project overview; next is a deep dive into problem approach, research insights, and design iterations.

Let’s go

Above was a high-level project overview; next is a deep dive into problem approach, research insights, and design iterations.

Let’s go

Let’s understand Pharma R&D and budgeting to begin with

Let’s understand Pharma R&D and budgeting to begin with

Let’s understand Pharma R&D and budgeting to begin with

Since I was new to the Pharma ecosystem, I began by first understanding how the R&D department operates and

where the PDC budgeting project fits within the larger workflow.


I spent time with my product manager and visited the R&D unit to get a good grasp on the firsthand insights.

Here’s what I learned:

Since I was new to the Pharma ecosystem, I began by first understanding how the R&D department operates and where the PDC budgeting project fits within the larger workflow.


I spent time with my product manager and visited the R&D unit to get a good grasp on the firsthand insights. Here’s what I learned:

Since I was new to the Pharma ecosystem, I began by first understanding how the R&D department operates and where the PDC budgeting project fits within the larger workflow.


I spent time with my product manager and visited the R&D unit to get a good grasp on the firsthand insights. Here’s what I learned:

The Starting Point: A Legacy System

The Starting Point: A Legacy System

The Starting Point: A Legacy System

When I joined Dr. Reddy’s R&D, budget management was entirely dependent on individual spreadsheets.


Each project manager maintained their own Excel file, stored locally, making the entire process — from budget preparation

to final approval — heavily manual and effort-intensive.

When I joined Dr. Reddy’s R&D, budget management was entirely dependent

on individual spreadsheets.


Each project manager maintained their own Excel file, stored locally, making the entire process — from budget preparation to final approval — heavily manual and effort-intensive.

When I joined Dr. Reddy’s R&D, budget management was entirely dependent

on individual spreadsheets.


Each project manager maintained their own Excel file, stored locally, making the entire process — from budget preparation to final approval — heavily manual and effort-intensive.

The project began with the project manager asking me to solve these issues

The project began with the project manager asking me to solve these issues

01

Process Digitalization

Digitize manual budgeting to eliminate redundancies

Process Digitalization

Digitize manual budgeting to eliminate redundancies

02

Smart Collaboartion

Enable real-time visibility and team coordination

Smart Collaboartion

Enable real-time visibility and team coordination

03

Seamless Data Integration

Connect with SAP and other internal tools for unified data flow

Seamless Data Integration

Connect with SAP and other internal tools for unified data flow

Step 1: Primary Research to understand the context better

Step 1: Primary Research to understand the context better

Step 1: Primary Research to understand the context better

I began with a few guiding questions, to see how digitalization could fit into our real-world R&D budgeting ecosystem:

01

Customer-centric

What are users’ daily responsibilities? What are their needs, pain points, and motivations?

Customer-centric

What are users’ daily responsibilities? What are

their needs, pain points,

and motivations?

02

Better Internal Processes

What does the current budgeting process look like? Where do bottlenecks appear?

Better Internal Processes

What does the current budgeting process look like? Where do bottlenecks appear?

03

Complex but Connected

How does data currently flow between systems?Where does it break?

Complex but Connected

How does data currently flow between systems? Where does it break?

04

Value-Driven

What KPIs or success metrics define “effective budgeting”?How to unlock new value?

Value-Driven

What KPIs or success metrics define “effective budgeting”?

How to unlock new value?

To answer these, I took 7 generative, semi-structured, remote interviews

To answer these, I took 7 generative, semi-structured, remote interviews

To answer these, I took 7 generative, semi-structured,

remote interviews

3 Project

Managers

3 Project

Managers

3 Finance

SPOCs

3 Finance

SPOCs

1 Leader

1 Leader

Step 2: Figuring out the actual problem

Step 2: Figuring out the actual problem

Step 2: Figuring out the actual problem

Through the conversations from my primary interviews, I uncovered the invisible gaps between

people, tools, and data — the real barriers to efficiency.

Through the conversations from my primary interviews, I uncovered the invisible gaps between people, tools, and data — the real barriers to efficiency.

Through the conversations from my primary interviews, I uncovered the invisible gaps between people, tools, and data — the real barriers to efficiency.

To begin with, I felt overwhelmed by the vast amount of pharma and finance data.

I even had to create a glossary just to keep track of all the terms

To begin with, I felt overwhelmed by the vast amount of pharma and finance data.

I even had to create a glossary just to keep track of all the terms

To begin with, I felt overwhelmed by the vast amount of pharma and finance data. I even had to create a glossary just to keep track of all the terms

I converged the data with the following methods:

I converged the data with the following methods:

01

Journey Mapping

Journey Mapping

02

Emerging Theme Bucketing

Emerging Theme Bucketing

03

Insight Generation

Insight Generation

2.1: Mapping the Current

Journey — Understanding

the Flow and Key Concerns

3.1: Mapping the Current

Journey — Understanding

the Flow and Key Concerns

2.1: Mapping the Current

Journey — Understanding

the Flow and Key Concerns

The flow at a glance

Step 1: Budget Initiation

A budget is decided in the initiation of the project for each quarter.

Key Actors: Portfolio team, Finance team, Project Manager

Step 2: Budget Update

PMs update the budget Excel and email it for approval.

Key Actor: Project Manager

Step 3: Budget Approval

Budget is approved

by the respective leaders.

Key Actor: Leaders

Step 4: Budget Release

Monthly budget is released after approval in the finance team meeting.

Key Actor: Finance team

Budget is the heart of the process. If the team exceeds the budget significantly,

the Portfolio team may decide to drop the project.


- M. Hadi Ahmed, Project Manager

Budget is the heart of the process. If the team exceeds the budget significantly,

the Portfolio team may decide to drop the project.


- M. Hadi Ahmed, Project Manager

Budget is the heart of the process. If the team exceeds the budget significantly, the Portfolio team may decide to drop the project.


- M. Hadi Ahmed, Project Manager

2.2: I analyzed the pain points,

needs, goals, and current

workflow snapshots, and

a few common themes emerged.

3.2: I analyzed the pain points, needs, goals, and current workflow snapshots, and a

few common themes emerged.

3.2: I analyzed the pain points, needs, goals, and current workflow snapshots, and a few common themes emerged.

2.3: So, where does the real problem lie?

2.3: So, where does the real problem lie?

2.3: So, where does the real problem lie?

After analyzing the common themes, I identified the core problem areas.

I derived key insights by aligning with the three core pillars of enterprise digitalization —

user, technology, and business.

01

Fragmented data across systems

Fragmented data across systems

02

Heavy reliance on manual work and communication

03

Lack of visibility and control


04

Delayed processes and slow decision-making affecting first time market advantage

Managing budgets shouldn’t feel chaotic—It should feel like complete control.

Managing budgets shouldn’t feel chaotic—

It should feel like complete control.

How might we build a connected and automated system that reduces manual routine work, speeds up processes, helps teams focus on what really matters and FTM gains a stronger competitive edge?

How might we build a connected and automated system that reduces manual routine work, speeds up processes, helps teams focus on what really matters and FTM gains a stronger competitive edge?

How might we build a connected and automated system that reduces manual routine work, speeds up processes, helps teams focus on what really matters and FTM gains a stronger competitive edge?

Step 3: Design Direction

Step 3: Design Direction

Step 3: Design Direction

UI design consideration

UI design consideration

What’s already working

What’s already working

1) The budget template and the workflow


2) A sense of control on individual file

Constraints

Constraints

1) Mendix platform limitation


2) Scope for limited structural changes

1) Mendix platform limitation


2) Scope for limited structural changes

UI visual/personality tone

UI visual/personality tone

1) Clean, simple, structural and data-driven


2) Modular & Scalable System

Initial approach-Literal automation

Initial approach-Literal automation

Challenges identified:

1) Some complex spreadsheet logic = hard to translate directly into rigid systems


2) Over-automation early can hurt adoption, performance, and scalability



3) Users heavily dependent on Excel behaviour = Issues in adoption



4) Two different actions (budget input and approvals) combined into one step

1) Some complex spreadsheet logic = hard to translate directly into rigid systems


2) Over-automation early can hurt adoption, performance, and scalability


3) Users heavily dependent on Excel behaviour = Issues in adoption


4) Two different actions (budget input and approvals) combined into one step

Challenges identified:


1) Some complex spreadsheet logic = hard to translate directly into rigid systems


2) Over-automation early can hurt adoption, performance, and scalability


3) Users heavily dependent on Excel behaviour = Issues in adoption


4) Two different actions (budget input and approvals) combined into one step

Initial approach-Literal automation

Initial approach-Literal automation

New approach:


1) After user and business validation,

I went ahead to a hybrid workflow with standardized Excel inputs


2) Users download, upload, and continue the workflow digitally


3) I also broke the process into clear steps


4) And added a final summary screen so users could review budgets and approvers before submitting.

Changed approach-Hybrid automation

Changed approach-Hybrid automation

New approach:

1) After user and business validation,

I went ahead to a hybrid workflow with standardized Excel inputs


2) Users download, upload, and continue the workflow digitally

3) I also broke the process into clear steps


4) And added a final summary screen so users could review budgets and approvers before submitting.

1) After user and business validation,

I went ahead to a hybrid workflow with standardized Excel inputs


2) Users download, upload, and continue the workflow digitally


3) I also broke the process into clear steps


4) And added a final summary screen so users could review budgets and approvers before submitting.

Let's dive into the final solution

Above was a high-level project overview; next is a deep dive into problem approach, research insights, and design iterations.

Let’s go

Let's dive into the final solution

Let's dive into the final solution

Presenting

Presenting

PDC System- Smart unified finanace system

PDC System- Smart unified finanace system

PDC System- Smart unified
finanace system

Automating the manual tasks

Automating the manual tasks

Manual spreadsheet workflows were replaced with guided automation—validating uploads, flagging errors in real time, automating approvals, budget gates, and updates, and keeping teams aligned through notifications—reducing friction, mistakes, and turnaround time across the entire process.

Manual spreadsheet workflows were replaced with guided automation—validating uploads, flagging errors in real time, automating approvals, budget gates, and updates, and keeping teams aligned through notifications—reducing friction, mistakes, and turnaround time across the entire process.

Manual spreadsheet workflows were replaced with guided automation—validating uploads, flagging errors in real time, automating approvals, budget gates, and updates, and keeping teams aligned through notifications—reducing friction, mistakes, and turnaround time across the entire process.

01

Error Handling in semi automation

Error Handling in semi automation

Error Handling in semi automation

Instant warnings for wrong files

Instant warnings for wrong files

Instant warnings for wrong files

Real-time systematic error highlighting

Real-time systematic error highlighting

Real-time systematic error highlighting

Automated approvals

Automated approvals

Automated approvals

Choose approvers directly — no email chasing

Choose approvers directly —

no email chasing

Choose approvers directly — no email chasing

Real time approval tracking

Real time approval tracking

Real time approval tracking

Quick approval view and notification system

Quick approval view and notification system

Quick approval view and notification system

View approval directly in the system

View approval directly in the system

View approval directly in the system

In-platform approvals with real-time updates

In-platform approvals with real-time updates

In-platform approvals with real-time updates

02

One-click
cross platform
integration

One-click cross platform integration

One-click cross platform integration

Automatic budget syncing across core enterprise systems keeps data consistent, updated, and effortless to manage.

Automatic budget syncing across core enterprise systems keeps data consistent, updated, and effortless to manage.

Automatic budget syncing across core enterprise systems keeps data consistent, updated, and effortless to manage.

03

Key financial summary with smart timeline control

Key financial summary with smart timeline control

Key financial summary with smart timeline control

Users get a clear snapshot of budgets and project status, filtered dynamically by the timeline they choose

Users get a clear snapshot of budgets and project status, filtered dynamically by the timeline

they choose

Users get a clear snapshot of budgets and project status, filtered dynamically by the timeline they choose

Fast search. Clear status. Visible budgets.

Fast search. Clear status. Visible budgets.

Fast search. Clear status. Visible budgets.

Local search, status-wise filters, and upfront budget visibility make large project lists easy to navigate

Local search, status-wise filters, and upfront budget visibility make large project lists easy

to navigate

Local search, status-wise filters, and upfront

budget visibility make large project lists

easy to navigate

04

Smart analytics
& comprehensive report

Smart analytics & comprehensive report

A unified analytics view that brings budgets, spend, and vendor insights together—enabling faster, data-backed decisions without spreadsheets.

A unified analytics view that brings budgets, spend, and vendor insights together—enabling faster, data-backed decisions without spreadsheets.

A unified analytics view that brings budgets, spend, and vendor insights together—enabling faster, data-backed decisions without spreadsheets.

05

Reflection & Closing note

Reflection & Closing note

Understanding the core problem

through a design workshop

1) Took end-to-end ownership—from understanding messy workflows to shaping a clear, usable solution


2) Learned to think beyond screens and focus on how the system actually works end-to-end


3) Focused on making things clearer, faster, and easier to act on


4) Strengthened my product thinking by balancing user needs with business impact (especially FTM)

1) Took end-to-end ownership—from understanding messy workflows to shaping a clear,

usable solution


2) Learned to think beyond screens and focus on how the system actually works end-to-end


3) Focused on making things clearer, faster, and easier to act on


4) Strengthened my product thinking by balancing user needs with business impact

(especially FTM)

1) Took end-to-end ownership—from understanding messy workflows to shaping a clear, usable solution


2) Learned to think beyond screens and focus on how the system actually works end-to-end


3) Focused on making things clearer, faster, and easier to act on


4) Strengthened my product thinking by balancing user needs with business impact (especially FTM)

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