Workflow Tool Assessment, Selection and Implementation (for Investigator Sponsored Research Proposals)

Overview 

A top Fortune 500 pharmaceutical client wanted to transition their manual Investigator Sponsored Research (ISR) protocol review and approval process to a centralized workflow automation tool that would allow for greater visibility and reporting.

Target

Within a 12-month timeframe, initiate a Request For Information (RFI) and follow up Request For Proposal (RFP) that allows for quantitative assessment of possible commercially available solutions, including a homegrown development solution.  In that same time period, provide a tool recommendation and, with client approval and sponsorship, manage implementation of new solution within the client’s global footprint.

Solution Delivery

This program was performed in 2 parts: 

• Part I:  eta one solutions guided the client through a 100+ point requirements matching assessment process to select a configurable, commercially available workflow management tool (Appian).

• Part II: Following the assessment and selection effort, eta one guided the client, Appian and a third-party integrator through a multi-sprint, Agile delivery within an aggressive 9-month implementation window.

Results

We were able facilitate an objective, requirements-based, data-driven decision that allowed our client to make an informed investment in its infrastructure.  In addition, eta one provided for a successful implementation of a solution that integrated with our client’s Outlook system and allowed for real-time cycle reporting.  Employee time savings was conservatively estimated to be 100 hours per week across the firm as data centralization and an automated process drove organizational discipline.  In addition, process throughput (i.e., the number of proposals that were able to be reviewed by the same group of resources) increased by 150% due to efficiencies gained by using the workflow tool.