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This document provides an overview for implementing Alchemy’s Integrated ELN+LIMS.
High customer satisfaction is the primary goal for all implementations.
The Statement of Work (SOW) will determine the scope of the implementation. Leveraging an iterative design and configuration process enables customers to realize value from Alchemy quickly.
Additional goals in the implementation process:
The following table describes the phases for an implementation.
Meet with the Account Executive and Pre-Sales Solution Engineer
Before engaging with the customer, the Customer Success team will meet with the Account Executive (AE) who sold Alchemy to the customer and the Solution Engineer (SE) involved in giving demos to the customer. The following information will be provided from the SE:
The Statement of Work (SOW)
Our goal is to implement Alchemy as fast as possible based on the scope defined in the SOW. Customers may change their minds, especially as they learn more about what Alchemy can do. If scope needs to change, it is common practice to write Change Orders to ensure our customers receive the functionality that is most important to them.
For most CSMs, the first meeting with the customer will be the project kickoff meeting. The AE or the VP of Customer Success will email the customer, welcome the customer to Alchemy, and ask to schedule the kickoff meeting.
The CSM and customer project sponsor collaborate on the kickoff deck and agenda:
Prepare to discuss the draft project plan during the kickoff meeting. Highlight any dependencies or milestones that will need to be finalized. Agree on a regular meeting cadence as well as a schedule for the Discovery Workshops. Send an email to everyone on the customer team including a list of action items that resulted from the meeting.
The person or team that evaluates Alchemy during the sales process could differ from the team that is implementing Alchemy. Please ensure both teams are included in the project kickoff meeting and include a review of the SOW if necessary. Ensure the items listed in the SOW accurately capture what we need to deliver. If there are significant discrepancies, you may need to arrange a Change Order to cover them.
The next step in the implementation is to run a series of Discovery Workshops so you can learn details about the customer’s needs.
Discovery Workshop guidelines:
After every workshop session, document a summary:
Goals
This workshop is appropriate for all customers. Learn the customer’s objectives, challenges and vocabulary. Document all the stages of each workflow and connections between them.
Customer Commitment
Number of sessions: 1-2 sessions per workflow
Length: 60-90 minutes
Preparation: Customer to provide example forms used throughout the workflow
Workshop #1 Overview
Example questions specific to the R&D process:
Next Steps
After this session, enter some sample customer data in Alchemy and start the next session by showing a short demo of what was entered.
Goals
This workshop is appropriate for any customer wanting to implement ELN. LIMS-only implementations will skip this workshop. After this workshop, you will be able to create formulation templates in the Lab Book.
Time Commitment
Sessions: 1-4
Length: 60-90 minutes
Preparation: Customer to provide sample formulations, contributing properties, formulating phases and processing steps in sample formulations.
Workshop #2 Overview
In Alchemy, formulation templates should be used as a starting point. Add all processing steps that are needed as well as materials that are always present, or the entire phases. As part of the template, add tests that are always required, and/or calculated properties. During the workshop, the elements of digitized formulations will be discussed:
Next Steps
Based on the answers received during this session, configure a prototype for Formulation Session #2. This will help visualize how formulations will be represented in the system.
Goals
This workshop is appropriate for all ELN and LIMS customers. SMEs are required for this workshop. Define all properties, conditions, and test methods that will be used inside the Lab Book, QC, or Sample Testing process. Data Migration template training will be provided if data migration is planned.
Time Commitment
Sessions: 2-3
Length: 60-90 minutes
Preparation: Customer to provide lab test data.
Workshop #3 Overview
Compare the customer data properties against the standard library in Alchemy and note the differences. Use this session to discuss open items from the analysis.
Next Steps
Schedule the Data Migration template training if data migration is included.
Goals
This workshop is appropriate for all ELN customers and most LIMS customers. SMEs are required for this workshop. Define all material types, subtypes, and specifications. Define properties associated with each type and/or subtype.
Time Commitment
Sessions: 1-2
Length: 60-90 minutes
Preparation: Customer to provide materials data (for example, TDS, SDS). Provide the list of materials in Excel, Technical Data Sheets or Safety Data Sheets. Ideally, provide an export of the entire material records database.
Workshop #4 Overview
Discuss Types and Subtypes as it relates to materials in Alchemy. Each Type and Subtype has a common set of properties. Demo an example in Alchemy to show the connection.
Next Steps
Demonstrate how types and subtypes with properties assigned are viewed in Alchemy.
Goals
This workshop is appropriate for all ELN customers and most LIMS customers. SMEs are required for this workshop. Create all relevant view templates, privileges for all process templates, and solo record templates.
Time Commitment
Sessions: 1
Length: 60-90 minutes
Preparation: Customer to provide examples of all reports listed in the SOW.
Workshop #5 Overview
Review reports provided by the customer or defined in the SOW.
Next Steps
Configure a couple of view templates and share them via Alchemy. Share a recording of functions with users.
Goals
This workshop is appropriate for all ELN customers and LIMS customers. Stakeholders for the integration, customer IT managers, developers, and a representative from the Alchemy integration team are required for this workshop. Define system and/or instrument integrations included in the SOW.
Time Commitment
Sessions: 1-2
Length: 60-90 minutes
Preparation: Customer to provide
Workshop #6 Overview
Integrations can be grouped into two main categories:
System integrations are usually more complex and require the data to flow between Alchemy and a 3rd party system and can be 1-way or bi-directional.
Questions for the SMEs and Lab users:
Questions for the customer's IT:
Follow-up Actions
Next Steps
After the integration workshop, we should have scoped which records and data from Alchemy will need to be sent to 3rd party systems and where we will receive the data from those systems.
The Iterative Configuration and Testing phase will be considered successful if all items from the project plan are on the tenant and verified by the customer during the demo.
SOW defines the scope of configuration. By configuration, we are considering not only configuration changes made directly in the configuration portal but also adding the following items to the user portal:
Demo all work completed during the defined meeting cadence and revise requirements based on feedback from each demo.
Customers will be trained to use the Data Migration Template for test methods if specified in the SOW. This phase requires a larger time commitment from the customer and should be communicated at the project kickoff. The training session will last 60-90 minutes.
A follow-up session will be scheduled to review the progress on completing the template, and answer any questions the customer may have. Once the template is delivered, the CSM will review for accuracy and provide the completed template to the integration team to execute the import. Once data is imported, the customer and the CSM will review for completeness.
User Validation Testing is a four week period that allows end users to verify the system against their internal processes. Users should be able to use the system independently once this phase is completed. This phase will start by scheduling a minimum of four (4) 60 minute UVT sessions. Before UVT starts the CSM will prepare training material that is also used for collecting feedback.
Some of the feedback will be addressed during the UVT phase or before launch. The rest of the feedback will be evaluated and addressed over time using TAM hours. The UVT phase is complete once blockers are completed and the customer approves the final configuration.
Integration code will be developed and tested that will integrate Alchemy with the customer system(s) and instrument(s). The Alchemy integration team will take an advisory role, deliver the documents from the Integrations Discovery Workshops, and let the customer IT develop any necessary middleware code. Generally, Alchemy will also own a part of the development.
Once the integration middleware code is developed, it will be tested by the integration team and then go through UVT by the end users.
This phase will require configuring a production tenant ready for launch, with only legacy migrated data (no other data created) and all privileges set up. Access will be provided to all users on the day the launch is scheduled. During this phase, meetings will pause once the launch date is confirmed.
Throughout all seven phases of work, Alchemy adheres to the highest standards and a documented methodology for project management, governance and communications. Alchemy follows a transparent process for project delivery, changes and communications to keep all stakeholders, subject matter experts and project resources in sync.
Following is an overview of the important roles and responsibilities of key stakeholders at Alchemy and at the Customer. These roles persist from initial implementation throughout the customer journey as the Alchemy platform is constantly evolving.
Named Customer Success Manager (CSM) for Account
Alchemy Customer Success Managers are trained chemists, materials scientists, chemical engineers, and biochemists with expert knowledge of the Alchemy Cloud platform. A designated Customer Success Manager (CSM) serves as a single point of contact throughout all phases of work. The Alchemy CSM will marshall and manage other Alchemy resources as necessary to execute the full scope of work.
Application Developer
Application Developers are software engineers with expert knowledge of the Alchemy Cloud platform and products as well as coding and scripting experience. Application Developers are assigned to projects on an as needed basis to complete specific portions of work that require their expertise.
VP Customer Success
Executive responsible for Alchemy’s Customer Success strategy and execution. Serves as the function head and point of escalation throughout the customer journey.
Sales Solution Engineer
Alchemy representative for the discovery, solution mapping, and configuration work in the sales process. Including but not limited to documenting customer tech stack, desired goals and key objectives, introducing Alchemy platform to the prospect, gathering initial requirements, scoping of the initial SOW, and answering questions.
Account Executive
Alchemy executive responsible for consummating a mutually beneficial commercial agreement with the Customer. Drives relationships with prospect key stakeholders and serves as the primary conduit between Alchemy’s CS, Product and IT departments and the Prospect to ensure Alchemy meets Prospect needs and properly supports Prospect during the sales process.
Steering Committee (if applicable)
At larger enterprises, there may be a set of individuals that represent relevant competencies and have higher-level responsibility for the actions of their staff performing the roles listed below. Responsible for the strategy, decisions, and execution of their staff.
Business Owners (BSOs)
The business owner is the customer champion, executive buyer, or leader who is responsible for the Customer’s successful rollout of Alchemy.
Subject Matter Experts (SMEs)
SMEs are individuals designated by the customer. SMEs are those familiar, at a granular level, with the workflows being digitized. Usually, there is one SME per group or team that will be using Alchemy applications to execute their work.
User Validation Testers
Configurations will be reviewed and validated by a small group of User Validation Testers, usually the SMEs and potentially some designates. Confirm that the Alchemy implementation meets customer specifications and defined system functionalities are available.
Users
Users are all people who have IDs and passwords to access Alchemy. Users execute lab-related work in Alchemy or manage and monitor the work of others through Alchemy.
Administrators (Admins)
Administrators are all people who have IDs and passwords to the Alchemy configuration portal. Configure workflow-driven applications using the Alchemy configuration portal and manage access rights and privileges for all the Users at their company