Leverging Managed Services for Enterprise Implementation

50%

Reduction

in implementation time

>90%

Reduction

in process alignment effort

>30%

Cost Savings

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

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

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The Challenge

A mid-size pharmaceutical company specializing in rare diseases sought to streamline its clinical outsourcing processes across multiple locations in the U.S., Europe, and Japan. To enhance planning, outsourcing, and contract management efficiency, the company decided to implement the Clinical Maestro Enterprise Edition. The scope of work involved utilizing the Clinical Maestro PORTFOLIO solution for planning and budgeting new studies, standardizing the RFP process with Clinical Maestro SOURCE, and improving awarded contract reporting through Clinical Maestro LEAD.

However, the implementation process presented several key challenges:

  • Geographic and Time Zone Complexity: Despite opting for in-house project management, the company struggled with internal alignment and coordination of training across different locations and time zones, leading to delays in adoption.
  • Change Management Barriers: The implementation required substantial organizational changes, such as replacing a legacy benchmarking system which no longer met the teams’ needs, developing standardized bid grids for various services, remapping existing contracts for streamlined reporting, and establishing new internal processes and guidelines.
  • Emerging Unique Requirements: While the initial plan was to deploy Clinical Maestro in its standard form, unique requirements emerged during implementation. These included the need for custom reporting and configurations, further delaying the project timeline.

Given these complexities, the company failed to meet its original deployment deadline and enlisted Strategikon's expertise to ensure successful implementation.

The Solution

Strategikon addressed the company's challenges by embedding a dedicated system specialist within the clinical outsourcing team through its Managed Services offering. The specialist's role encompassed both process transformation and system configuration to support the company’s evolving R&D procurement needs.

Step 1: Comprehensive Gap Analysis

Strategikon’s Clinical Maestro specialist conducted in-depth interviews with key stakeholders, examined existing workflows, identified critical process gaps, and outlined actionable improvements. This analysis served as the foundation for a targeted implementation strategy.

Step 2: Customized System Configuration

The system was tailored to meet the sponsor’s specific needs, considering regional preferences, outsourcing models, and rare disease study specifications. The team collaborated closely to transition existing studies into the new platform, redesign bid grids for consistency and enhance the Reports Library.

Step 3: On-Site Training and Support

Multiple on-site training sessions were conducted across various locations, enabling rapid user onboarding and the development of customized training materials. This hands-on approach accelerated user adoption and minimized operational disruptions.

The Results

The pharmaceutical company successfully achieved its implementation goals within an expedited timeframe, with minimal disruption to internal staff and strategic partners.

Key Quantitative Outcomes:

  • >50% Reduction in Implementation Time: By leveraging Strategikon’s Managed Services, the company completed the implementation in half the time compared to its initial in-house efforts.
  • >90% Reduction in Process Alignment Effort: The presence of a domain expert facilitated swift identification and resolution of process gaps, leading to faster and more effective system configuration and process transformation.
  • >30% Cost Savings: With Clinical Maestro fully operational, the company avoided additional hires across multiple locations and improved service delivery to internal stakeholders, including Finance and Clinical Operations.

Conclusion: Achieving Sustainable Success

The partnership between Strategikon and the Sponsor continues to thrive, focusing on new feature development, system integrations, and process innovation. By leveraging Managed Services, the pharma company expanded its resource pool, gained access to industry best practices, and maintained focus on core business objectives.

This case study highlights how Strategikon’s Managed Services can drive significant improvements in clinical outsourcing efficiency, offering valuable lessons for similar organizations seeking to modernize their clinical operations.

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