Case Study

From paper to progress

End-to-end LIMS implementation for a group of commercial laboratories

The Problem

A group of commercial laboratories in the phytochemical, pharmaceutical, and environmental sectors struggled with inefficiencies and compliance challenges due to paper-based systems, which also limited their potential for growth.

Previous attempts to implement a Laboratory Information Management System (LIMS) had failed, mainly due to difficulties digitising paper records, lack of implementation experience, and legacy systems that couldn’t integrate with modern technology.

Our Approach

We recognised that a complete digital transformation was essential to streamline operations and enable scalable growth.

Implementing a cloud-based LIMS was central to our solution, focusing on automating workflows, improving data integrity, and ensuring future adaptability.

Our goal was to introduce a comprehensive, user-friendly system that empowered the client’s teams to manage and use it effectively.

The Solution

We took the lead in managing the entire LIMS implementation process, guiding the client through every stage. Our approach included:

  • Requirements development, vendor selection and contract negotiation: Collaborating with the client to define clear system requirements, evaluate vendors, and negotiate a contract that aligned with the client’s needs

  • System configuration: Collaborating with the vendor to tailor the LIMS to the client’s specific needs

  • Master data definition: Defining and structuring master data to ensure accuracy and consistency across systems

  • Integration: Working with stakeholders to integrate the LIMS with other key systems, enabling smooth data flow

  • Testing  and verification: Leading unit testing, end-to-end testing, and user acceptance testing (UAT) to ensure the system met all requirements. We also managed defect triage to resolve issues efficiently.

  • Infrastructure readiness: Advising on technical infrastructure to ensure it was scalable and cloud-based, providing flexibility for future growth

  • Change enablement: Delivering training, communication, and ongoing support to help staff adopt the new system effectively

Problem Solved

The LIMS implementation delivered significant improvements:

  • Efficiency boost: Manual processes across all areas of the laboratory were automated, significantly reducing operational delays and manual intervention.  For example, the customer creation process was reduced by 90%, from several days of manual coordination to just minutes, Instrument setup time was cut by over 80%, from 1+ hour to under 10 minutes, and sample batching time was reduced from over 3 hours to less than 10 minutes

  • Data integrity: Centralising data in the LIMS enhanced accuracy and regulatory compliance.  Over 500 analytical test methods, accounting for the top 80% of the laboratories’ workloads, were defined and validated, ensuring GMP compliance. A system of ongoing validation was put in place to continue to validate the remaining methods on an ongoing basis

  • Scalability: The LIMS debottlenecked key areas, unlocking approximately 30% additional capacity for the laboratory.  The configurability of the LIMS also allows the laboratories to further scale their LIMS into the future.

  • Successful adoption: Within a month, 95% of analysis was processed through the LIMS, reflecting rapid adoption

  • Long-Term success: The system provides a foundation for sustainable growth, continuous improvements, and ongoing regulatory compliance

By partnering with the laboratories through every phase of the LIMS implementation, we didn’t just deliver a system, we delivered a transformational solution that reshaped their operations.

From supporting configuration of the software to preparing the infrastructure and guiding teams through the change process, our hands-on approach ensured the client’s success.

The new LIMS system enables the laboratories to operate more efficiently, stay compliant with industry regulations, and scale with confidence for future growth.

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