Client and Context: Upgrading and Migrating a Customized Legacy Reporting System
A Fortune 500 global pharmaceutical company required a consistent and structured method to collect, review, and approve internal studies across its therapeutic areas. These studies covering real-world evidence, observational research, and Investigator Sponsored Studies (ISS). The integrity of the intake process is essential to meet planning timelines, budgetary requirements, and scientific standards.
Until recently, study concepts were submitted through presentation files and email exchanges. Information was often incomplete, lacked traceability, and required repeated clarification. With over 20 product lines and 10 to 12 studies per product, the absence of a defined intake process limited visibility, delayed decisions, and impacted budget forecasting.
MResult designed and implemented a scalable framework to streamline intake, ensure data quality, and support faster, more confident decision-making.
Challenges: Impact on Scientific R&D Readiness and Study Planning in Drug Discovery
The organization faced several challenges across operational and strategic layers:
– Inconsistent submissions and missing mandatory information
– No central system of record for study planning
– Manual consolidation and repeated back-and-forth with study owners
– Delays in approvals due to incomplete data
– Fragmented inputs affecting budget planning
– Risk of studies missing the planning window due to lack of structure
These gaps hindered alignment on timelines, priorities, and resource planning. Left unaddressed, they threatened research readiness and budget utilization. They also weakened the organization’s competitive position in a landscape where timely decision-making, reliable data, and operational rigor directly impact scientific advancement and speed to market.
Solution: A Controlled Intake and Planning Framework for Single Version of Truth
MResult designed and delivered a comprehensive solution combining a structured intake tool with Smartsheet-based governance. The framework enabled high-quality study submissions, secure data control, and real-time visibility across product and leadership teams.
1. Foundation: Custom Intake Tool
The intake tool served as the controlled entry point into the planning system. It standardized the submission process and ensured completeness and consistency from the start.
- Built using Smartsheet’s native intake form capability with mandatory fields and conditional logic
- Captured critical data including study title, responsible owner, budget, planned timelines, product name, and study type
- Prevented submission of incomplete entries by enforcing field validation
- Integrated seamlessly with the master sheet as the backend repository
- Provided a structured, guided experience for study teams with minimal training required
2. Central Repository: Smartsheet Master Sheet
The master sheet functioned as the single source of truth for all submitted studies. It centralized validated entries and formed the base for downstream views and reporting.
- Received all submissions directly from the intake tool
- Access to the master sheet was restricted to prevent accidental edits or deletions
- Captured every submission with full traceability and audit logging
- Enabled real-time tracking of study status, ownership, and planning readiness
3. Product-Specific Views and End-to-End Visibility
Filtered product-level sheets and reporting views ensured users only accessed relevant data, while giving leadership full visibility across the portfolio.
- Created dedicated views for each product team, showing only their respective studies
- Allowed authorized users to edit specific fields while preserving data integrity
- Updates made in product sheets flowed back to the master sheet automatically
- Enabled end-to-end visibility for each study from submission to review and revision
- Incorporated therapeutic area-level reports for leadership to track study volumes and funding requirements
- Designed with flexibility to support additional products, filters, or study types as needed
4. Automation, Notifications, and Communication
Automation and in-platform communication streamlined coordination and ensured timely feedback between study owners and reviewers.
- Triggered automated email alerts upon submission of new studies
- Enabled tag-based commenting for real-time clarifications and updates
- Maintained a complete communication history within Smartsheet
- Eliminated the need for disconnected email threads or external trackers
- Supported structured collaboration between study teams, operations, and approvers
Scalable Architecture for Long-Term Utility
The framework is designed to support continued growth in study volume and complexity:
- Supports over 20 product lines and manages intake for more than 200 studies annually
- Intake form logic is configurable to accommodate evolving data requirements
- New product reports and therapeutic areas can be added without structural redesign
- Reporting by therapeutic area, product, or timeline is available on demand
- Built-in data validation ensures consistent, accurate planning inputs
Measurable Benefits and Business Impact
- Up to 50% reduction in process time from intake to approval and almost70% time saved in manual follow ups
- Improved budget visibility, enabling real-time decisions on funding allocation by therapeutic area
- Protected data integrity by restricting access to the master dataset and maintaining full audit trails
- Increased study coverage by enabling more teams to submit on time and with complete information
A Foundation for Scientific Operations Excellence
The intake framework is now embedded in the company’s annual research cycle, helping teams manage studies with clarity and giving leadership real-time visibility into activities and resource needs. This transition to a structured and scalable process has improved transparency, shortened cycle times, and aligned planning with scientific and commercial priorities.
