Let’s talk

Case study · Testing laboratory · California

A laboratory system a year late, back on track

We took over running the rollout with the vendor, renegotiated the agreement so payments follow delivery, and designed the tests the lab's own team used to check the system before accepting it.

60%less time on former paper processesStaff time on the processes that were paper-based, measured before and after go-live. One client’s result, not a typical figure.
Business
Testing laboratory · California
The problem
A year past go-live, still running on paper.
The result
The system went live and the lab stopped running on paper.
Services
Implementation Rescue, On-Demand CTO

The situation

A year past go-live, still running on paper.

A testing laboratory had bought a new laboratory information system to replace paper-based processes. A year after the planned go-live it was still not in use, the relationship with the vendor had broken down, and the lab was running on paper and spreadsheets while paying for software it could not use.

What we did

Five steps, in order.

  1. Step 01

    Reviewed independently what had been promised, what had been paid for and what had actually been delivered.

  2. Step 02

    Took over running the rollout, with a weekly meeting with the vendor and one realistic plan with milestones.

  3. Step 03

    Renegotiated the agreement so that payments follow delivery, with a cap on costs and a final deadline.

  4. Step 04

    Designed the acceptance tests with the lab's own team, who ran them on their real samples and workflows, so the lab accepted the system only once it worked for the people using it.

  5. Step 05

    Digitised the paper-based processes as part of go-live rather than copying the paper forms into software.

What changed

The system went live and the lab stopped running on paper.

  • The processes that were paper-based take about 60% less time.
  • Payments to the vendor are tied to what has been delivered, not to the calendar.

What the team uses now

The lab's own team runs the system and owns the tests used to accept each new release from the vendor. We stayed on for oversight until the first upgrade had gone through cleanly.

The services behind it

The same steps, available for your business.

Implementation RescueGet a stalled software project back on track and the vendor back on the hook.6 to 12 weeksSee what’s includedOn-Demand CTOA senior technology and operations leader for your business, a few days a month.Rolling, from three monthsSee what’s included
Talk to us about a similar problemAll results

Free calculator

What would a result like this be worth in your business?

Put in how many people do document and admin work and how long it takes them. See the cost a year and what the staff time a first automation could free up is worth. Nothing is stored.

Try the calculator

More case studies

Independent insurance agency · Southern CaliforniaDocument and admin work automated for the agency's staff

AI now reads incoming documents, pulls out the details and prepares proposal paperwork across the agency's systems, carrier portals and email, so staff stop re-keying the same information.

Read the case studyManufacturer · Southern CaliforniaOne consistent way to quote jobs at a family-owned manufacturer

As on-demand CTO for a new operations system, we designed how estimates and pricing work and used AI to convert years of old estimates, so the team quotes from the same data.

Read the case studyCreative industry association · New York and EuropeA conference captured, analysed and reported by AI in real time

Live transcription of every keynote, breakout and interview, an AI agent pulling quotes and themes onto the venue screens as they happen, and a branded post-event report with takeaways within a week instead of a written summary weeks later.

Read the case studyCustom fabricator · Southern CaliforniaThe right business platform for a fabrication shop, chosen independently

Requirements written down with the owner, 13 platforms scored against them, and an independent recommendation that fits a shop rather than a general contractor, so the team can work without everything flowing through the owner.

Read the case studyAccounting and advisory firm · Midwest USClient meeting notes turned into a weekly brief for a fractional CFO team

AI agents read the firm’s client meeting notes and give each CFO a short weekly brief: overdue actions, the conversations to have next, frustrations building and signals to watch, with a bot to ask before a call.

Read the case study

Let’s talk

Tell us about the problem. You'll hear back within one business day.

Let’s talk