CASE STUDY: Ioi VS paper

Case study


Have you ever wondered how much a ticket costs? How many tickets do you handle? And how much could your lab efficiency increase if you digitize them?


We have tried to calculate the average time it takes for the laboratory analyst of a well-known pharmaceutical industry (our client) to carry out the printing, manipulation and management of the ticket of a weigh on a scale (including the times to reach the logbook near to the instrument). The paper flow, following the ticket issue, is particularly complex and consists of the following steps:

  1. the analyst must note the reference to the sample on the ticket, and if there is no, also the date and the identification of the instrument, sign the print and fix it to his notebook or analytical sheet;
  2. the notebook, or the analytical sheet, must then be resumed, for the review of the data and the approval, by adding a further signature to attest this revision;
  3. it could be necessary to verify that the daily calibration of the calibration status has been carried out and, for this purpose, it is necessary to consult the logbook of the instrument going near the instrument itself where it is usually stored;
  4. some results must then be transcribed, perhaps in the computerized analysis management system for the generation of the analytical certificate (LIMS, ERP, ELN, ...);
  5. finally, the notebook, or the analytical sheet, must be stored and controlled in an adequate physical space for the entire storage period (at least 5-10 years).

The total time for these activities is around 21 minutes per ticket.


A few months ago, our client introduced Ioi, our middleware able to digitalize the long and laborious process just seen, in the laboratory. In this way, Ioi made it possible to overcome the Data Integrity gaps of simple laboratory instruments, capturing the measurements generated and integrating them with all the necessary metadata. In other words, Ioi digitalize the tickets, because it stores the measurements and the related metadata in a secure database. We have calculated the times once again, this time with the use of Ioi, and the result has been surprising.


Digitizing the work flow, a significative improvement of the time was registered for the management of the digitalized ticket: it took about 11 minutes to take the measurement, all in compliance with Data Integrity.


The figure compares paper management with paperless management.


As mentioned, it is probably a particularly complex case, but generalizing, we can cautiously assume that we can save 4 minutes for each ticket to note it down, attach it, recover it for reviewing and approving it and then store it.

At this point one wonders: how many tickets do we generate in the laboratory? And how much can we save in the medium-long term?


Who does not have a middleware in the laboratory usually can't estimate it: << There is no time to count how many measurements are made in a laboratory >>. But another result that our client has achieved, thanks to Ioi, is that he now knows exactly how many measurements he has taken, both for each instrument and for the total of the 20 instruments he has connected to the system: about 14,000 measurements in six months. With a simple count, 4 minutes x 14,000 measures correspond to 933 hours, about the employment of a full-time person: it's a benefit compared to the continuous increase of the necessary fulfillments and, above all, a real possibility for analysts to focus on the analysis rather than on the (though essential) documentation.



>> What's Ioi?


>> Read a Q&A about Ioi


>> Read how to get closer to pharma 4.0


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