Ventana Medical Systems, a Roche Company

Ventana Mecidal Systems

Challenge

Ventana Medical Systems, Inc., a Roche company, is one of the world’s leading developers and manufacturers of medical diagnostic systems, providing leading-edge automation technology for use in slide-based diagnosis of cancer and infectious disease.

Ventana needed assistance with its effort to standardize and update the labeling and formatting of thousands of package inserts. Ventana had over 4,000 package inserts in multiple languages that used multiple templates and had a very aggressive timeline to complete the project. While Ventana had the internal resources to manage the updates, they turned to Contiem to handle all tasks associated with standardizing the package inserts.

Solution

Key to this project were process and project management. The Contiem project manager worked with Ventana personnel to develop a detailed plan outlining project objectives and expectations, a quality assurance process, team member responsibilities, and deliverable deadlines. For example, morning meetings were held for the Contiem team to address what was completed during the prior day, goals for that day, and issues that needed to be addressed. Most issues were resolved by the Contiem team with the Contiem project manager communicating with Ventana personnel on any issues that required their involvement.

While not all projects necessitate this level of detail or type of communication, in the case of this project, and due to the volume of work to be done in a short timeframe, such detail was critical.

Kicking off the project, Contiem implemented a tracking system to manage all of the files – again, over 4,000 – that were involved in the project, which allowed for a coordinated team effort and ability to meet weekly deadlines.

A small team was assembled to convert and review the documents. During the initial conversion, Contiem identified and fixed the formatting issues within each of the multiple templates to ensure that all style elements were being properly applied. Then, each package insert was migrated into the appropriate template, ensuring the data was transferred and the styles were applied correctly. The reviewers provided quality control assuring the consistency and accuracy of the conversion process. Each week, Contiem delivered batches of files to Ventana.

Result

Contiem delivered consistency and quality by implementing a well-defined process to manage, track, and convert a high volume of documents in a very compressed timeframe. During the project life cycle, Ventana’s resources were able to focus on other priorities and rely on Contiem as an extension of their department.