2004 03 31 acs eln perspectives

Simon Coles

ELN perspectives

http://www.amphora-research.com/2

• Copies of this presentation• Our Journey• Scaling from 5,000 to 5• What we did• The surprise• What we learned & some solutions• Some recommendations

ELN perspectives


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• Started working in ELNs in 1996 as a consulting engagement with Kodak• Aim was global deployment (~5,000 users)• Lotus Notes based• Electronic Records for patents

• Kodak encouraged development/sale of a product• We joined CENSA• Further sales, e.g. DuPont, ICI• Lots of general interest - publications, conferences,

sales activity• As far as Enterprise-class ELNs go, the Notes ELN

is still one of the most successful• Largest deployments (thousands of users)• Electronic records for patents

Our beginngings


• Need to sell to people other than the Fortune 100• There are only 100 possible targets!• Sales cycle & costs are just painful• Exposed to the economic cycle

• So we’d like to be able to approach• Smaller R&D divisions of larger multinationals• Smaller R&D companies - the most obvious is Biotech

• Problems• Notes ELN too large for smaller companies• Overall very complex, lots of bells & whistles that aren't

needed in smaller installations• Expensive infrastructure requirements• Patent issue is a big problem

Let’s build a business


• Modular• Build the smallest possible “ELN”• Add functionality as needed (from Amphora, or others)• Technology advances over the past few years have

made integration much much easier

• Scale from 5 users to 5,000• Works with our existing range of products• Can use paper or electronic records for patents

A second generation of products


• For smaller deployments, product needs to• Deliver significant ROI, quickly• Be easy to understand and sell• Use common, cheap infrastructure• Seamlessly integrate with existing systems• Allow for partners and resellers

• Turns out that a “Low-end” product is harder than the all-encompasing “Enterprise Class” system

Scaling from 5,000 to 5


Technical aspects of scalability

• Seems to be harder to scale down than scale up• Once you can do enterprise class systems• Producing a low-cost 5 user system that can grow to

5,000 is a matter of computer architecture • Taking a product aimed at Enterprise users and

figuring out how to fit it into a startup is harder

• Generally, the startup is much more challenging• Less infrastructure• Less resource to install/maintain systems• Much less money• Commercially much more challenging

• Scaling to the Enterprise• Some technical/commercial issues, but well understood• Lots of people to help you


• New range of products• Modular, can be purchased as a system or in parts• Based on J2EE, .Net, SQL, etc. - including a complete

Open Source stack

• Merger with PatentPad®

• Specialized (and patented) security paper• The only loose-leaf paper alternative to the Bound Lab

Notebook• Allows us to conveniently support Paper as well as

Electronic Records according to customer preference

• US/UK company• Nearly global reach• Partner for the rest

• Customers include major bluechips to Biotech

Outcome


• PatentSafe™• Solves the really tricky Patent issue• Paper or Electronic records• Patent Evidence Creation and Preservation system• Enough collaboration etc. to benefit a smaller/medium

company• Search & share content• Straightforward and robust security regime

• Can be used standalone or with another “ELN” e.g. from Amphora, CambridgeSoft, Tripos, Klee etc.

• PatentPad®

• Security paper• Used in conjunction with PatentSafe™ to produce

paper records

Products


• Smaller companies would like PatentSafe™, and use it either on its own or with another application

• We knew larger companies needed a solution to that Patent problem, and PatentSafe™ was ideal for that

• But we expected it to be used as part of a larger ELN system, from Amphora or another supplier - PatentSafe™

What we expected


Hey guys, just wanted to show you this PatentSafe thing, just as an FYI - it really isn’t aimed at you. It’s part of the big thing (it does the patent stuff), but thought you might want to know that this thing can be used on it’s own.

OK....Here you are, it does, this, that, the other - and that’s about it

Interesting. What do you need to run it?

How much does it cost?How long does it take to deploy?

Not much, and not much That’s really interesting. That might be just the thing we need.

Can we try it?Hang on a moment! This isn’t aimed at you. This doesn’t do half of what you said you wanted.

Yeah, but this might be just the thing. Can we try it? Cool...

What happened


• This is not the reaction we expected• These companies are the ones that approached us

with fairly comprehensive specifications• They were meant to say “Cute, nice Patent system,

but it’s a component of this big ELN system that we need to meet all our varied requirements”

• What’s going on?• We we went to find out

• Interviews• Usage metrics

Interesting...


• Partly, technology has moved on• There are significant challenges involved in

implementing ELNs in any organisation• Difficulty in forming an ROI case• Patent-related concerns• Challenges involved in supporting varied workstyles -

“Broad” vs “Deep” functionality• Pilot issues

• Once the organisation commits to a full ELN, there’s still the challenge of deploying it• The ravages of time• Cultural issues (including the Toaster problem)• Technical implications• Still a number of places where paper is preferable

What we learned


• Probably one of the biggest challenges the ELN industry faces

• We can all provide a “Business Case”, but• It is often based on faith, not real measurements• Time savings are “Soft” dollars• Often the investment required is significant, so you're

looking for someone to take a big bet• Taking big bets on an ethereal ROI is not career

enhancing

• Larger companies might often have a formal ROI process, which is painful

• But in smaller companies, the final decision maker is often signing a personal cheque - theoretical results don’t help

ROI issues


ROI issues – Solutions

• Hope• Wait until the money is available for the big bet• Generally, it never comes

• Phasing• Split the ELN project into a series of smaller

investments• Move forward as you demonstrate ROI at each stage• Building credibility all the time

• Segmentation• Split the ELN into component parts• Each of which can be purchased & deployed by an

individual budget holder• e.g. records, individual labs


• In a lot of companies, one of the primary business reasons for a “Lab Notebook” is to create records which you might then rely on to defend a patent

• At some point your lawyers will need to be consulted, at which point they could:• Stop the project dead• Insist on keeping the Bound Lab Notebook

• Seriously impacting any ROI that the ELN might provide

• All you’ve done is created a load cut & paste “opportunities”

• Put the project on hold pending investigation• Frustration for all• Unlikely to be a satisfactory answer anytime soon

Patent-related concerns


Patent issues – Solutions

• Solve the Patent issue early and properly• Send someone to talk with the lawyers in their

own language• Give them a choice of paper or electronic• Provide a solution that can be used throughout

the company, and will stand the test of time


• “Broad”• Support a wide variety of work across a company• Enables collaboration & Knowledge Management• Best achieved by deploying a “Thin” layer over other

systems• Budget & ROI generally found in a staff function

• “Deep”• Support for each individual scientific discipline• Generally involves specific datatypes• Generally reinforce/dictate specific workstyle• Can involve significant product & implementation costs• But delivers significant productivity benefits• Budget & ROI found on a departmental basis

“Broad” Vs “Deep”


“Broad” Vs “Deep” systems

“Broad” aspectsSecurity, Collaboration, Patent Protection etc.

A B C D


• Problem• Each “Deep” ELN is only really applicable to a specific

discipline• Other disciplines find it alien to their work

• Solution• Single project to provide generic ELN support processes

• Cross-discipline collaboration• Patent Evidence Creation & Preservation

• Split the discipline-specific aspects into their own sub-projects• This will often result in a better solution for the individual

audiences• As well as an easier time for the overall project• Each can move according to their own timescale• Ppurchase best-of-breed applications from specialized vendors• Budget/ROI and functionality decisions can made on a local basis• Often you'll already have have some or all of the tools necessary

“Broad” Vs “Deep” systems


• How do you pilot an ELN?• You still need good records

• Generally, dual entry is the only acceptable approach

• Unfortunately, the users hate it• Pilot participation of 30% is not uncommon• Possible solutions

• Decide on a Patent Evidence Creation & Preservation system first

• Use something like PatentSafe/PatentPad to minimize the pain of producing paper

• Use PatentSafe in electronic mode, and at the end of the pilot continue, dump to paper, or import resulting PDFs into another system

Pilot issues


• Most ELNs are specified and designed by committee

• Committee members tend to be those who really care about the ELN

• Committee process creates complex systems, reflecting the inevitable compromises

The toaster problem


• What is this?• The Toaster Geeks Toaster!

The toaster problem


Complexity is a two-edged sword

• Can give you lots of power, but comes at a price• Training time• Extra effort in use to consider all those new options

• I thought the solution was a UI that gently “revealed” iteself• Complexity was hidden unless needed• 80% of cases were handled automatically

• Turns out, some people still percieved the system as “Complicated”

• This led them to avoid using the ELN unless they had a definate need

• Solution: Two ELNs, one very simple that does 80%, and one for the power users


• Unfortunately the people who buy toasters are the people who are interested in toasters

• This leads them to purchase the “best” toaster• Unfortunately there family members want to

concentrate on the eating, not on the toasting• Solution

• Keep things simple• Where you need complexity, make sure

• It is optional• It brings benefit to the user

• “Market test” soon and often• Be suspicious of ornate requirements

• A good design is when there’s noting left to take out

Buying a toaster


• Generally, the more code you have to deploy onto user machines, the more pain you'll have• Deployment hassle (installation, training)• Compatibility & support issues

• Most organisations have a mix of platforms• Windows clients are the majority• But there will be important pockets of other platforms

(Mac, Linux, etc.)

• Solution• As much as you can, make generic ELN services

• Part of the network infrastructure• Web based• Platform neutral

• Deploy client-intensive, platform-specific code as needed

Technical issues


Paper isn’t dead yet

• Some scientists have Bound Lab Notebooks full of cut & stick – an ELN is the answer to their prayers

• Others have lots and lots of handwriting• An ELN would cost them a lot of time because they

write faster than they’d type• But the organisation wants to move to an ELN for

collaboration/KM purposes• There really isn’t an acceptable computer replacement

for paper when taking notes

• Solution• User computers where best• Print out on PatentPad®

• Write on it, sign/witness as usual• Scan it back in• Everyone happy

2004 03 31 acs eln perspectives

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