Viktoria Buchholtz

Change Management Projects Portfolio:

Pharmaceuticals & Biotechnology – Contract Obligations Process Design

Project & Change Lead

Project Administration & Coordination:

• Managed project logistics, including meeting coordination, session scheduling, and deliverable tracking.
• Oversaw the process design team’s progress in developing key deliverables such as process maps, user stories, and a governance model, ensuring adherence to project timelines.
• Developed a change strategy to support the adoption of the newly designed Contract Obligations process within the Contract Excellence framework and future tool implementation.
• Conducted stakeholder impact assessments, identifying key groups and evaluating personas to tailor engagement strategies.
• Designed persona-based journeys, integrating targeted communication, events, and training pathways to drive engagement and ensure successful adoption.
• Created a comprehensive set of enablement tools to support the transition and long-term sustainability of the new process.
• Developed onboarding materials, including process overviews and step-by-step guides, to streamline knowledge transfer for new joiners.

Manufacturing & Automotive Industry – Coupa Implementation Project

Change Management Consultant

• Created and implemented a change management strategy for P2P and E-Sourcing teams, focusing on communication and training.
• Conducted stakeholder mapping workshops, identifying key impacted groups, pain points, and building a change network to support the transition.
• Defined the change vision and developed a detailed communication strategy, including user journeys, key project messages, and a high-level communication plan.
• Designed a training strategy by conducting a training needs assessment and developing a curriculum and detailed training plans.
• Coordinated key user training sessions.
• Conducted change impact analysis and prepared a Change Impact Assessment.
• Developed communication scripts and engaging video content to introduce the new tool and enhance employee awareness and engagement.
• Created e-learning materials using Articulate and produced video guides.

Key Responsibilities Across Projects:

• Guiding organizations through the implementation, adoption, and integration of e-procurement/CLM platforms.
• Serving as a trusted advisor to senior leaders within client organizations, providing expert guidance on best practices for driving successful business transformations.
• Managing cross-functional teams to ensure successful execution of complex transformation projects.
• Enhancing organizational efficiency through the identification of process improvement opportunities and implementation of best practices.
• Leding workshops with key stakeholders to identify organizational pain points and develop targeted solutions for improvement initiatives.
• Assisting clients in achieving their strategic goals by conducting thorough assessments of current operations and providing actionable recommendations.
• Developing customized training programs to enhance employee skills, leading to increased productivity and performance improvements.

• Delivered the Procurement Transition Project as part of a global transformation from a country operation to the global operating model.
• Executed the transition of purchasing processes from selected markets (Switzerland, Brazil) to GBS according to the transition objectives.
• Conducted and coordinated knowledge transfer sessions with SMEs.
• Optimized and standardized purchasing processes through the review and analysis of operational procedures.
• Captured risks related to local differences in the processes.
• Inducted new employees into the transition project.
• Supported the implementation of a new business service delivery model.
• Collected, interpreted, and represented business requirements to the development team.
• Designed User Stories forms based on the gathered requirements from the market.
• Conducted User Acceptance Tests (UAT).
• Analyzed defects in the implemented forms and raised enhancements accordingly.
• Presented the new tool and served as the main point of contact for local stakeholders.

• Supported the deployment of the Purchase-to-Pay (P2P) Global Process Design into ERP systems.
• Transitioned the P2I process to GBS, including travel to local businesses, collecting knowledge, discussing milestones/gaps in the process, and identifying problems to be solved.
• Represented GBS and the overall transition process to local stakeholders.
• Ensured alignment of systems used in PR and NPR P2P with the P2P process.
• Provided training to various groups on P2P processes, including the creation of training documentation.
• Processed requisitions and created/updated purchase orders.
• Reviewed contracts and uploaded them to the CLM system.
• Managed vendor and material creation in ERP systems (both PR & NPR), including PIR creation and price conditions updates.
• Investigated and helped develop solutions for process and system improvements.
• Proposed ERP functional design changes.
• Supported actions to close gaps (local deviations) in processes.
• Prepared business intelligence reports (BI reporting).
• Served as an expert in P2I-related topics.
• Participated in the Buddy Program as a buddy for new joiners.
• Conducted a Cultural Awareness workshop within the Onboarding program, presenting features of post-Soviet Union culture and tips for building successful business relationships.
• Contributed to the One Brain project: created a tool containing all necessary work-related information, including designing the concept and structure, and promoting the project.
• Participated in job fairs, promoting the company’s values and presenting open positions.
• Organized a CSR initiative focused on bottle cap collection, including: Coordinating with a charity organization for donation distribution.
  Managing the internal initiative and engaging employees.
  Leading a marketing communication campaign to raise awareness.
  Designing and producing collection containers to gather bottle caps.
  

• Coordinated work with lawyers and members of the Finance team.
• Issued final invoices to clients.
• Provided billing reports on a monthly basis to the partners.

• Was responsible for administering procurement processes for the clients.
• Processed purchase orders in accordance with procedures and policies.
• Maintained purchase requisitions in SAP.
• Prepared statements of work and verified the completeness of documents.
• Provided a high level of procurement-related services to the requestors.
• Delivered operational purchase support by responding to employee and vendor inquiries regarding Buy Center and procurement tool-related topics.
• Prepared reports for management and clients.
• Tested and implemented optimization tools.
• Conducted internal training sessions.