Success Story: Serialization Provider Switch | Mensana (MAH) faced the challenge of switching serialization providers to tracekey solutions. Thanks to our proven transition concept and experienced Customer Success Team, the transition was accomplished smoothly without production downtime. This article explains how it was done and what aspects helped.
The switch of Mensana from another L4 provider to tracekey had to be completed within a very tight schedule. Our focus was timing to ensure a quick and smooth transition and avoid production downtime. A crucial challenge was the little time to complete the onboarding of business partners and the data transfer into the mytracekey system. However, due to our extensive experience and proven processes, we were able to implement the switch successfully.
Gergely Kalmár, Serialization Manager at Mensana, empathizes: “I believe that the most important factors in switching serialization providers are the availability and expertise on the new provider, on the side of the CMOs, and to some extent also on the side of the former provider. Thanks to the tracekey Customer Success Team experts, the transition required minimal effort on our part. I can’t imagine anything more satisfying for a customer than having most of the work done by the serialization provider and the CMOs. We are very satisfied with the services of tracekey and look back on our decision to switch providers with pleasure.”
Solution: Expertise and Clear Communication
In preparation for the upcoming June production, the Customer Success Team crafted and launched a comprehensive transition plan rooted in our trusted migration concept. We started onboarding the business partners and initiated the connection to the EMVO as early as March 2024. Our tailored transition strategy enabled us to execute the switch while operations were still ongoing. Thanks to the good coordination and cooperation of all involved, the transition was completed without production downtime.
Step-by-Step Migration and Parallel Operation
When customers have many products, a large amount of data must be migrated from one system to another. Our Customer Success Team assists in gradually transferring the data of all products to mytracekey PHARMA. An additional relief: the product data can be transferred to an Excel file and imported into our system. As long as serial numbers from the former serialization system are still in circulation, the serial number format should be changed in the (new) tracekey system to avoid assigning duplicate serial numbers. This is especially important for communication with different business partners.
Individual Migration Plans and Efficient Data Transfer
No matter which individual challenges a switching customer brings, we closely coordinate their time and production schedule. Based on this, we work together to develop an individual migration plan. For the transfer of data from the old to the new system, we can save time, for example, through an Excel import. At the same time, we work on connecting the business partners. To date, we have already connected over 300 business partners and support numerous data formats. Therefore, it is very likely that many of our customers’ business partners already communicate with our system. This simplifies the switch even further.
Taking production plans into account, we set the priorities for the migration together with our new customer. Since we set up the new system in parallel with the old one, part of the production can be moved gradually. Therefore, mytracekey PHARMA can seamlessly be used in live operations when the old system expires. This way, the switch can proceed without production downtime or delays.
Time Factor Business Partner Communication
An important point that can be crucial for the success of a serialization provider switch is communication with business partners. They do not necessarily benefit from the switch; therefore, they need to be prepared for the transition early on. This clears up any uncertainties and allows the onboarding by tracekey to proceed smoothly.
Tips for Those Considering a Switch:
- Announce the planned switch early.
- After coordinating the strategy with tracekey, forward the schedule to your business partners.
- Establish contact between business partners and tracekey on time.
Cost Analysis and Tailored Solutions for your Serialization Provider Switch
Along with our additional services, such as outsourcing business processes, a transparent pricing structure is crucial for customers switching to tracekey. The costs for our services are calculated individually for each customer in a joint analysis of the status quo. This includes serial number volume and the scope of modules and services used in the software. We analyze our customers’ needs and create the optimal combination for the desired setting. The costs usually consist of a one-time implementation fee and an ongoing service fee, which is calculated annually. Due to notice periods, there may be overlaps in contract terms when switching providers. In these cases, we always try to find the best option for our customers. We aim to minimize any potential double costs and ensure a seamless experience for our new customers.
Result: Satisfied Customer and Successful Implementation
Pharma companies are in the best hands with tracekey. Our expertise and solution-oriented approach allows us to implement complex projects within tight deadlines efficiently. Customers benefit from our clear communication, individual migration plans, and the ability to switch during ongoing operations.
A Proven Concept for Successful Provider Switches
The success story of Mensana illustrates how important expertise and a customized transition concept are for a successful provider switch. At tracekey, customers are in the best hands, and we do everything we can to ensure smooth and successful migrations even under challenging conditions.
Are you facing challenges with your current serialization provider? Reach out to us today – we’re here to help!