How a Top-Ranked U.S. University Completed 162 Scientific Studies with Pipefy

We were able to configure the Pipefy platform to meet our specific needs and track every variable we consider important—unlike other solutions that would force us into templates developed by engineers who don’t understand our process.”


adoption
of Pipefy by internal
team members
scientific studies completed
in record turnaround time

Challenges

I couldn't tell if our average turnaround time was up or down. We had no way to track how long studies were taking overall, and how long they were taking at each stage.”

A top-ranked U.S. university (anonymous by request) provides a laboratory infrastructure for research into the prevention, treatment and cure of a certain disease.

Scientists from around the world send samples to the lab director for research purposes. The director’s team logs and analyzes the samples and verifies the results. Once the study is complete, the team reports their findings to the sponsoring scientists and returns or disposes of the samples.
Some studies span years and involve multiple sample shipments. Consequently, without the right tools in place, it’s almost impossible to verify the status of any individual study at any point in time.
“Answering even the most basic questions took some digging: Was the sponsor waiting on research funding? Had we received the samples? Had we analyzed them yet? Were the samples waiting to go back to the sponsor?”

To complicate matters, individual team members often organized information in different ways, storing it on different servers and networks, and in individual folders.

Other people used manual tracking methods, such as paper logbooks, but team members working remotely couldn’t view these results. The entire process was inefficient and led to confusion.

“We created a shared spreadsheet to track everything, but we could only have one version open at a time. Inevitably, someone would leave it open and no one else could access it. So people would start making different versions. It was chaotic.”

Consequently, managers didn’t have visibility into the process. The director couldn’t tell how long a study had been sitting at a particular stage or if they had a backlog.

Without visibility, the director struggled to measure KPIs.

“I couldn't tell if our average turnaround time was up or down. We had no way to track how long projects were taking overall, and how long they were taking at each stage.”

This lack of control didn’t support the university’s commitment to strong laboratory practices—which includes good process documentation.

So the director started searching for a solution.

Solution

A single platform that makes it easy for the university’s entire research team to:

I’m not trained in IT. No one in our group is. But even so, we set up Pipefy in about a week, just by clicking and dragging icons.”

The director spent several months evaluating different solutions before discovering Pipefy.

The idea of centralizing research processes on a single platform was appealing. It would give stakeholders end-to-end visibility into their projects, from grant initiation to sample disposal. It would also enable the lab director to easily track, measure, and report on important KPIs.

Having decided on Pipefy, the director was immediately struck by Pipefy’s excellent customer service.

“If we had questions, we could simply email our customer support manager, Daniela Sônego, and often hear back the same day. The customer service was top notch.”

 

The Pipefy platform was easy to set up and every team member was able to pick it up and start using it without any hassle.

“I’m not trained in IT. No one in our group is. But even so, we set up Pipefy in about a week, just by clicking and dragging icons.”

 

Best of all, the laboratory wouldn’t have to change its research process to fit pre-made templates. Pipefy’s customizable solution fit seamlessly into their existing environment.

 

“We were able to configure the Pipefy platform to meet our specific needs and track every variable we consider important—unlike other solutions that would force us into templates created by engineers who don't understand our process.”

Results

With Pipefy, we can evaluate study turnaround times in a way we couldn’t before, which allows us to accurately predict when our sponsors will get their data.”

Today, the director’s team manages all of its scientific studies on the Pipefy platform—and has completed 162 of them thus far.

 

Because the entire process is captured on Pipefy, the director can see exactly how long each research study takes to complete as a whole, as well as each stage in the workflow.

 

“I can run a report in seconds that tells me exactly how long each study has spent at a particular stage. This allows me to spot problems and calculate average turnaround time for different types of research studies.”

 

Project turnaround time is a crucial metric for keeping sponsors happy. When they want to know when they can expect results, the director can easily comply.

“With Pipefy, we can evaluate study turnaround times in a way we couldn’t before, which allows us to accurately predict when our sponsors will get their data.”

 

The director is also using Pipefy’s robust analytics to optimize the research process.

 

“We’re evaluating each part of the process to see where there are bottlenecks and using that info to make that part of the process more efficient.”

 

Today, the director has a level of control that ensures all research steps are followed in accordance with laboratory best practices.

 

“Pipefy gives us a complete history of what was done when. It helps us make sure our protocols are followed and the research process is done correctly.”