A long-standing Amici customer on the biotech procurement side recently extended the relationship to cover asset management for their lab equipment maintenance and purchasing. The clinical-stage oncology company had restructured and their new lab management team faced the challenge of organising hundreds of pieces of equipment that were all managed through spreadsheets.
Their Director of Facilities recognised that the existing manual and labour-intensive processes could be improved with a system that would bring a consistent dataset. They chose to invest in Amici’s asset management module, connecting activities around purchasing lab equipment, service contracts, parts and maintenance information in one system.
Following their restructure, the customer had multiple asset registers keeping different information, for different departments, that was essentially for the same purpose. Their existing process relied on individuals keeping spreadsheets, paperwork and calendars in order and up to date, which was time consuming and increasingly complex. They wanted to introduce a consistent format for ease of access to their data, to bring a single source of the truth, to find information more easily within their dataset, and to improve connectivity between information.
Having worked with Amici in previous organisations, the Director of Facilities and IT knew that Amici’s asset module would enable them to build a robust asset register, and allow them easy access to service contract renewal dates and maintenance information. They anticipated that the investment in the solution would be worthwhile to achieve the predicted savings in time and service contract renewal costs.
Time savings – removing the duplication of effort in managing multiple processes to track lab equipment service and maintenance records has made huge time savings. Aspects of the system functionality, such as being able to give the wider access to information with ‘read-only’ permissions, also saves the lab management team from needing to answer individual questions.
Control – They now have a complete asset register, in one cloud-based location, that can be accessed as a single source of truth by those who need it. The impact on minimising equipment downtime and on using their data to make operational decisions has been very well received across the organisation.
Cost savings – Amici work with suppliers to negotiate the best fit-for-purpose service contracts as renewals are due. Options are presented in a digestible way to allow the customer to make informed decisions and improve pricing in most cases (which also more than covers the costs of the annual asset module costs).
Project management – experience of onboarding other biotech organisations helped the Amici team to follow a proven process that made the transition to a new system and ways of working flow smoothly, without causing any disruption to their scientific operations.
The Amici asset management system is excellent, and the connection with their procurement platform is excellent, but the hidden value that is hard to understand until you’ve committed, is the strength of the Amici team and the value that they bring. The annual cost of the asset module is going to be less than the savings that we’re getting from the service contract renewals. – Director of Facilities
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