Expediting Vendor Onboarding and Qualification

90%

Speed Gain

in Vendor Qualification

100%

User Satisfaction

>75%

Reduction

in Internal Project Management and Stakeholder Coordination

Strengthen your processes and increase data-driven decision-making for faster study start-ups.

Request a Demo

Strengthen your processes and increase data-driven decision-making for faster study start-ups.

Request a Demo

The Challenge

A leading biopharmaceutical company encountered significant challenges in its vendor qualification process, which was heavily reliant on manual workflows. To qualify new vendors and maintain the compliance status of existing service providers, the company issued multiple evaluation questionnaires across critical areas, including IT, privacy, quality, and capability assessments. These questionnaires, managed through Word or Excel formats, required considerable manual effort for response collection, interpretation, alignment of feedback, and individual scoring of vendor submissions.

The involvement of multiple internal stakeholders compounded the complexity, necessitating extensive project management to ensure coordination and timely completion. The absence of a standardized approach resulted in frequent delays, high operational workloads, and inconsistent evaluation outcomes.

The Solution

To overcome these challenges, the company implemented Clinical Maestro VISION, pharmaceutical industry’s only professional vendor management software specifically designed for business capability evaluations, category management, and strategic vendor management. Key features of the solution included:

  • Survey Template Automation: Pre-defined survey templates were created in the system and assigned to specific roles and functions. This ensured that the right stakeholders received the appropriate questionnaires.
  • Workflow-Driven Process: The software facilitated a step-by-step workflow, clearly outlining due diligence steps and review responsibilities for each stakeholder. Automated reminders and task assignments further enhanced process efficiency.
  • Intuitive Scoring System: An intuitive scoring mechanism was introduced, enabling stakeholders to assign weights to questions based on their importance. This allowed for easy calculation of total scores and ensured objective and transparent evaluations.

The Results

The implementation of the vendor management software yielded significant improvements in the qualification and onboarding process:

  • Streamlined Process: The automated workflows and survey templates eliminated manual effort and reduced processing time.
  • Clarity in Responses: Standardized questionnaires and automated scoring provided clear and consistent responses from vendors.
  • Defined Responsibilities: Clear role assignments and review responsibilities ensured accountability at every stage of the process.

Key Quantitative Results

  • >90% Speed Gain in Vendor Qualification Time: The structured approach significantly reduced the time required to onboard, evaluate new vendors. The time required to evaluate and onboard a new vendor was reduced from 40 hours per evaluation to just 4 hours.
  • >75% Reduction in Internal Project Management and Stakeholder Coordination: Both strategic vendor management and procurement teams were able to effectively leverage the VISION workflows and standardized templates to assign responsibilities to cross-functional users, manage the required due diligence activities by stakeholder group and achieve consistent scoring for informed decision making.
  • 100% User Satisfaction: With 5 out of 5 software evaluation rating, both internal stakeholders and external vendors reported high satisfaction due to the improved transparency, efficiency, and ease of use.

Conclusion: Driving Efficiency with Vendor Management Software

By leveraging professional vendor management software, Clinical Maestro VISION, the pharmaceutical company transformed its vendor qualification process. The new system not only expedited onboarding but also enhanced process clarity, accountability, and user satisfaction. This case study demonstrates how implementing a dedicated solution can optimize complex processes and drive business success.

Strengthen your processes and increase data-driven decision-making for faster study start-ups.

Request a Demo

RESOURCES

Explore Expert Insights and Resources for Clinical Excellence

All Articles Blog Brochures Case Studies Conferences Interviews Webinars

DEMO

Request a demo

Discover how Strategikon’s advanced solutions can streamline your clinical trial operations. Request a personalized demo to explore how our tools transform budgeting, vendor management, and outsourcing efficiency for pharma and biotech.