QC scheduling

Astellas QC: transforming operations with BinocsAI Scheduling

When Astellas’ Killorglin site set out to modernize its QC operations, they turned to Binocs to replace outdated manual scheduling methods with a streamlined, digital solution. By automating workflows and empowering their team, Astellas unlocked significant efficiency gains, improved employee satisfaction, and set a strong foundation for their global digital transformation journey.

In their own words

Check out our extended testimonial video and hear what the Astellas Killorglin team themselves have to say about their experience with Binocs.

Alternatively, continue scrolling to read a summary!

The challenge: Overcoming inefficient manual processes

Established in 1992, Astellas’ Killorglin site in County Kerry has grown significantly over the intervening 3 decades and, today, produces nearly a billion capsules annually.

Despite this growth, prior to implementing Binocs, the lab relied on outdated manual scheduling methods to manage the daily activities of its 40+ QC chemists, based in pen-and-paper processes supported by complex spreadsheets. Jeremiah Hayes, Director of Quality at Astellas, reflects:

I came into a situation [in 2012] where we were using an A3 sheet of paper to have a list of names, and they tell you the day before what you’re doing.

This approach was not only inefficient but also posed significant risks in terms of knowledge transfer and operational consistency.

Choosing Binocs: Identifying the must-have functionality

Faced with these challenges, Jeremiah and his team began exploring digital solutions. When developing their User Requirements Specification, they identified four minimum criteria for an effective digital system:

    1. Scheduling capabilities
    2. Comprehensive KPIs
    3. Training support
    4. Interoperability

Upon reviewing the various options, the Astellas team selected Binocs based on the fact that it was the only solution to deliver on all four requirements, making it the superior choice. This decision was cemented by Bluecrux’s commitment to delivering effective digital transformation in lab operations.

  • Proof of concept phase

    The implementation process of Binocs at Astellas began with a proof of concept phase. This phase was crucial to demonstrate the system’s capabilities and fit with Astellas’ operational needs. Jeremiah and his team worked closely with Bluecrux to ensure the system could be configured to their specific requirements. As a QC Chemist, Michelle Buckley was actively involved in collecting and collating the lab data for the implementation:

    “About a year after I started, we introduced Binocs and it took three and a half to four months to implement, which was very quick and very easy.”

    One key to the success of this phase was the appointment of a dedicated champion internally within the QC lab who played a pivotal role in advocating for the system and driving its adoption among the staff.

  • The role of Bluecrux

    Bluecrux’s involvement was instrumental in the successful rollout of Binocs. As Jeremiah notes:

    “From the very first call to the first time Frederik [VP for Sales, Binocs] came over here, there was an understanding of what Astellas required. These weren’t people who write code and are trying to apply it to something; these are people who saw challenges and came from that environment.”

    The Binocs team also provided extensive training and support during the hyper-care period and helped tailor the system to Astellas’ unique needs. This hands-on approach ensured that the implementation process was smooth and that the system was effectively integrated into daily operations.

  • Change management

    The Astellas team implemented several internal policies to support the transition to Binocs. These included:

      • Selecting a dedicated internal champion to lead the change;

      • Providing time and resources for key team members to become “super users” of the new system;

      • Setting-up “clinic” hours for team members to meet with the super users and ask questions or seek clarification;

      • Ensuring continuous communication and feedback loops between the QC lab staff and the Binocs team.

    These measures helped mitigate the typical resistance to change in a regulated environment and facilitated a smoother transition.

The Astellas Killorglin team also reported enthusiasm for adopting a new system not mired in red tape and complicated regulatory procedures. To quote Jeremiah again:

[By design] the Binocs system isn’t classified as a GMP system, so there was an ability to bring it in and do what we wanted with it. That refreshed the group a bit because there was an ability to work on something that was new and different.

Impacts

  • 1. Operations

    The impact of Binocs on QC lab operations has been profound. The system has automated the scheduling and sample campaigning processes, reducing lead times by approximately 15%. It has also eliminated the reliance on tacit knowledge, ensuring that operational data is stored within the system rather than in individuals’ heads.

    This has allowed for more flexible and reliable scheduling, improving overall lab efficiency and responsiveness to urgent testing needs. As expressed by QC Chemistry Coordinator, Aisling O’Mahoney:

    “I don’t think we realized how much we have achieved with Binocs and how much it’s made our lives easier in the lab. I could not go back to a paper schedule; I wouldn’t know where to start!”

  • 2. Personnel

    For Astellas staff, the transition to Binocs has also been transformative, democratizing access to scheduling information. This has reduced the burden on managers and enabled all team members to understand and anticipate workload changes.

    Critically, the clarity and predictability provided by the new scheduling system have significantly improved work-life balance for the team. Employees can now plan their personal lives better, knowing their work schedules in advance. As Catherine Keane, the QC Coordinator explains:

    “Before Binocs, we were always playing catch-up, and it was hard for staff to plan their days. Now, with Binocs, the schedule is clear, and everyone knows what they are doing ahead of time, which has significantly reduced stress levels and improved overall morale.”

    The impact on personnel wellbeing derived from clear and transparent day-to-day planning was so positive at Astellas Killorglin that the site was used as a case study (in both a webinar and a white paper) to demonstrate the value of reducing employee turnover in life science labs.

  • 3. Budget

    From a budgetary perspective, the investment in Binocs has yielded significant returns.

    The reduction in manual scheduling efforts has allowed resources to be reallocated to more value-added activities. The improved efficiency and reduced lead times have also contributed to cost savings and better resource utilization.

    Jeremiah mentioned that “Every year, when we have our review meeting, the message I keep getting back is ‘No, we can’t do without Binocs!’

Future plans

Looking ahead, Jeremiah’s ambition is to one day see Binocs implemented across all Astellas QC labs globally, to achieve an integrated scheduling system that provides end-to-end visibility of all QC operations, facilitating better coordination and efficiency. Such an expansion would be seen as a key step in delivering on Astellas’ digital transformation goals, aligning with their broader corporate strategy to enhance operational excellence and sustainability.

In the short term, discussions are already underway to roll Binocs out at three further Astellas sites in US, Europe, and APAC.

Conclusion

The adoption of Binocs at Astellas’ Killorglin site has been a significant success. It has addressed critical operational challenges, improved efficiency, and had a positive impact on staff morale and productivity. The strong partnership between Astellas and Bluecrux has been central to this success, demonstrating the value of collaborative, customer-focused innovation in achieving digital transformation in the pharmaceutical industry.

The overall project was a success because Bluecrux was willing to listen to us as a customer and take our feedback, and because we had a committed team here who supported the project.
Jeremiah Hayes
Director of Quality @ Astellas

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