Case study: effeCtive governanCe proCesses for a suCCessful biorepository partnership

As a non-core activity to many

research organizations, biorepository

managers are increasingly partnering

with outsourced service providers to

manage their ever-growing sample

inventory. Given the scientific and

financial value gained from properly

preserved samples, it has become

paramount that all aspects of sample

management processes are outlined,

evaluated and measured to ensure a

successful long-term partnership.

Statement of iSSue SituationBioStorage Technologies entered into a strategic partnership with

one of the leading biotech companies in the world. That company

has an internal biorepository which was facing the common industry

issue of rising costs. In addition, the company needed to ensure

that vital discovery and drug development research samples were

efficiently managed to and from the bench. As such, BioStorage

Technologies provided on-site biorepository operations support as

well as long-term storage services for the research samples.

Solution BioStorage Technologies used a disciplined three-phase approach

to establish the biorepository operations and track services in the

current, desired and future states.

• Disciplined governance reporting of operational, financial and quality markers were defined and published monthly.

• A proven evaluation method was used, which included a variety of process-mapping and gap-analysis tools, Six Sigma quality calculations, process streamlining, SOP adherence and governance oversights.

• Governance tools were used to assess sample management quality, performance and efficiencies, and validated operational and financial KPIs.

• Financial tools for budget tracking were assessed monthly using purchase orders vs. invoice details.

• Process improvement initiatives and their progress status were reported via a dashboard.

Kai-Alexander Wiemer

BioStorage Technologies GmbH

evaluating your Sample management Framework

phaSe I: Current State

ASSeSS THe currenT SAmPle mAnAGemenT mODel.

• Conduct a needs assessment

• Map and document lab/ sample workflow

• Generate gap analysis

• Identify opportunities for improving and optimizing the sample lifecycle management operation

phaSe II: DeSIreD State

SelecT THe PreFerreD SAmPle mAnAGemenT mODel.

IDenTIFy lOnG-Term & SHOrT-Term reSeArcH GOAlS.

• Validate research needs and goals

• Validate IT and customer data management requirements

• Develop a transition plan

phaSe III: Future State

DeVelop a CoMprehensIVe SAmPle mAnAGemenT PlAn ThaT aChIeVes researCh Goals.

• Improve sample quality and access

• Increase research efficiencies

• optimize sample value

ReSultS: CoSt SavIngS anD CoSt avoIDanCe The governance process increased quality, operational efficiencies and

reduced costs, which enabled the company to support future research.

Expected Cost

$10M

Actual Cost $6M

40%Savings

55%Cost

Savings

45%Cost

Avoidance

StRategic PaRtneRShiP SaveD ≥ 40% 2012 Cost Savings and Cost avoidance Breakdown

imPRoved SamPle management efficiencieS trenD & ForeCaSt

Trending toward Future State

The foundation of an effective biorepository partnership is the

integration of an appropriate governance structure with an

experienced team, standard operating procedures and smart

technology tools that enable the success of the relationship

to be measured. From an operational perspective, planning

and creating the appropriate governance structure and tools

are critical for effective communication, decision-making and

the achievement of research goals. G overnance processes

and tools allow key stakeholders to quick ly identif y and

evaluate process improvements for critical management tasks.

Recommendation

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