Case Study: Increasing Efficiency for a Leading Biotech Firm

Case Studies Innovation + Transformation Life Sciences

When a large biotech firm’s increasing study portfolio was causing organization-wide frustration, finding an easy-to-use, reliable solution helped increase efficiency and reduce aggravation.


A leading biotech firm was building an increasing study portfolio of research on its life-saving cancer drugs. While this wealth of information was good news for its business and mission, the growing portfolio was causing frustration as the organization lacked a centralized location to store these study findings. This meant reduced efficiency across the organization. It also decreased the overall usefulness of these valuable study results, as there was no way to view the portfolio holistically.

Finding a Simplified Way

In the compartmentalized system the organization was working with, study findings were being stored in multiple source systems. This made it difficult for team members to get a complete, up-to-date picture of their portfolio. Plus, when it was time to present the findings to colleagues and leaders, team members had to pull content from each system and paste it into a PowerPoint deck. This approach made the data immediately outdated and not replicable, so team members found themselves pulling the same data over and over again for every individual use. Team members became frustrated with the time exhausted in gathering all of the data and formatting it for each presentation. The team needed an easy-to-use, reliable solution for presenting operations metrics and information in a simplified way—enabling more informed decision making.

A Working Solution

Future State recommended a highly functional web-based visualization tool that brings together multiple sources of information into one powerful resource. Rather than digging through multiple source systems, users can turn to a centralized data hub that quickly and easily links to every piece of relevant information. It includes portfolio information, project/study goal and timeline, and global role/personnel information. It provides detailed views of studies and study sites across all departments—by owner, phase, disease area, indication, department and more. The tool also provides real-time visibility into key performance indicators on study activities.

They key to effective adoption of new tools is always team member buy-in, so Future State also worked to integrate with the team to help roll out the new system. Our training included stakeholder and sponsor engagement, communications and training to ensure adoption of the new system.

Successful Adoption

In the end, this system provided the holistic analysis and centralized study access the organization needed to enhance efficiency and information usefulness. We provided improved visibility into the state of the portfolio, and reduced the time required to access key portfolio information. The portal was successfully adopted across the business from senior leadership to front lines, and the program received high usability scores from users across the organization.