
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
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)

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
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)
