Introducing new IT systems that affect many users could be challenging, in particular for large organizations. This session will describe how Contur ELN has been deployed to 1000+ users in different fields of R&D. Case studies will be used to illustrate strategies and practical considerations.

1. (ATS6-APP05) Deploying Contur ELN
to Large Organizations
Mats Kihlén
Director R&D and Pre-sales
Stockholm, Sweden
mats.kihlen@accelrys.com

2. The information on the roadmap and future software development efforts are
intended to outline general product direction and should not be relied on in making
a purchasing decision.

3. Content
• The role of ELNs
• On premise vs. Cloud
• Large organization challenges
• Standardization and system evolution
• Deployment process
• Case study

4. • ELN is only one of several Research Informatics systems
– No consensus vocabulary in RI (e.g. ”LIMS”, ”Data warehouse” have different
meanings)
– Expectations will differ also within the organization
• Possible expectations
– System for mining of assay data
– Repository of raw data
– Logistics – request samples for analysis
– Notebook for experimental observations
What role should ELN have?
Don’t let ELN represent all good things
you don’t have yet

5. • Improve documentation quality
– Readable experiments!
– Make sure everything is captured
– Prove inventive steps for future patenting
• Facilitate project work
– Easy overview of all activities
– Improve communication and avoid extra reporting
• Enable data sharing
– Avoid repeating experiments
– Less time chasing necessary information from others
• Provide easier data capturing
– Copy and paste from instruments and applications
– Save time and frustration for the scientists
Why an Electronic Lab Notebook?

6. Quick Demo

7. On premise vs. Cloud ELN
• Large customers all use on premise systems
– The Cloud is used by small biotechs and academic groups
• Using Cloud as a collaboration platform looks very promising
– Easy to add collaboration partners - no Central IT involvement needed
– Full access to CRO data, compliance monitoring
– Data may be imported into the central system at any time using the
API, also into non-Accelrys systems

8. Large organization challenges
• Wide variety of disciplines
– Requirements from discovery to regulated
• Large number of different workflows
– Legacy systems
– Different business units
– System/vendor dependencies
• Incomplete or conflicting roadmaps
– Mixed expectations and opinions
• Lack of global metadata
– Projects, systems, entities ...
– Hard to agree on standards

9. Consequences
• No Big Bang
– Gradual deployment - let the organization mature
– Instrument and workflow specifics should be handled separate from the core ELN
project
– Different ”must haves” before and after deployment
• Apply ”80 – 20 rule”
– Satisfy 80% of the users first
– Don’t let the needs of the 20% jeopardize the entire project

10. Possible high level architecture
ELN – common to all scientists
Master Data Management –
common identifiers for key objects
Accelrys Enterprise Platform – data
transformation and connections
PLM
System III
Various data systems
Local standards
Connected via PLM/MDM/AEP
System IV
System I System II
...

11. Deployment process
• Proof of Concept
– Real system – no sandbox
– 20-50 users for 2-3 months
– Corporate IT on board
– Outline access model and configuration
• Expanded pilot
– Involve more business units
– Build internal organization (SOPs, support, training, records management etc)
– Finalize access model and configuration
– Appr. 300 users
• Full roll-out
– 1000+ users
– Production mode
– Corporate servers and IT support

12. Case Study - Background
• ELN is part of a Global Digital Initiative
• Leadership team graded ELN as largest productivity gain from a
corporate function perspective
• Already invested in PLM and been searching for a light notebook
for some time – but not found much...

13. Case Study - Requirements
• Any solution must scale to 4-5000 users
• Seeking a solution which is easy to use, yet possible to validate
• Strong legal and QA requirements
• Previous attempts not endorsed by end users and managers
– Failed in-house development project of an ELN based on
SharePoint

14. Case Study - Contur ELN pilot implementation
Dec
•Demo
•WebEx for Core team on Dec 2
Jan
•Cloud trial
•3 weeks for Core Team, starting on Dec 15
Feb
•Pilot Project Planning
Mar
•Decision 220 user pilot, contract signed
Apr
•Implementation
•LDAP integration, access model, validation scripts etc
May
•Validation and Vendor audit
Jun
•Pilot launch
•On-site + WebEx user training
7 months
(Initiation
to Go Live)
220 users across 5 sites running ELN
Usability verified
Scalability verified
Turning point
Users go live

15. Case Study - User comments
“It's very useful for me. It is the first time in 1.5 years in the
company that I have an updated LNB. It is very simple to
add all the information about the products, the instruments
used, to add Excel Worksheet. I don't want to go back for
the paper LNB.”
“Best ELN tool I have seen (and I’ve seen almost all).”
“After using ELN I will NEVER go back to the paper LNB
versions anymore :-). ELN is very user friendly, self-
intuitive.”

16. Case Study – Global roll out
• Decision to continue with global roll-out in December 2013
– Out-of-the-box ELN
– Low risk based on extended pilot
• Minor changes from pilot setup
– New server environment
– Internal training and support resources
– Distributed administration
• Production launch on May 6
– Gradual increase to 3000 users during 2013
– US, Europe, Asia
From Pilot
installation to
global launch in
12 months

17. Questions?