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
BT13018_ESBBPoster.indd 1 9/26/13 9:16 AM
