Here at Scilife, we understand that implementing an eQMS and adapting to new technology can raise concerns for many organizations. Questions such as, "Will data import be complex?" "Is the system validated?" or "Will my employees adapt to the new system easily?" are completely normal.
That's why, we've developed a smooth and structured onboarding program. Our goal is to get your team up and running quickly and effortlessly. We'll guide you through the platform so you can make the most of Scilife’s features and modules to boost your productivity, ensure compliance, and set your team up for long-term success.
Scilife's onboarding process steps
The onboarding process lasts 30 days for customers without data imports, during which you'll have 4 scheduled meetings with your Onboarding Project Manager. For customers requiring a data import, the standard onboarding extends to 60 days and includes 8 meetings with the Project Manager. These meetings are designed to help users fully understand the Scilife eQMS system and establish scalable processes.
Here’s what to expect from the Scilife onboarding process:
- Follow-up meetings: Enjoy up to 4 to 8 follow-up sessions with your Onboarding Project Manager, focusing on your questions, best practices, and scalable setup.
- Personalized meeting notes: Receive detailed notes after each follow-up to keep track of our discussions.
- Lifetime access to validation documentation: Have peace of mind with ongoing access to essential validation documents.
- Templates included: Get sample reports and document-type templates with suggested variables to streamline your processes.
- Access to learning environments: Use your Test environment for a comprehensive understanding of the system before moving on to your Validation and Production environments.
- Ongoing training: Benefit from lifetime access to training materials, including Scilife Academy certifications, Knowledge Base articles, and checklists to guide you through the implementation process.
- Support portal access: Enjoy lifetime online access to our Support Portal for any assistance you may need.
Scilife's onboarding and data import
We have a very systematic approach to onboarding new clients. We hold weekly meetings on the progress of the project to completion. The goal is to get trained, validated, and go live with your data in production in the least amount of time.
In the video below, we explain how we do it.
The main phases of the onboarding process
The Scilife onboarding process is made up of three main phases:
Pre-onboarding
In this initial phase, Scilife provides customers with a Quick Start package to help them get up to speed. This package includes access to the test environment, a checklist with tasks and discussion topics, an Onboarding Guide document, and training resources like the Scilife Academy and Knowledge Base.
Onboarding
This phase features weekly meetings with your Onboarding Project Manager, starting with a one-hour kickoff followed by 3 or 7 half-hour follow-up sessions. During these meetings, Scilife offers support on training materials, answers solution-related questions, and shares best practices for using the system. You’ll also receive sample document templates and technical assistance for integrations and data imports (if applicable). Customers will gain access to the Validation Documentation according to their package and begin the validation process based on their regulatory requirements.
Handover to Customer Success
By this stage, customers should have learned how to use the key modules, completed integrations, and imported data into the production environment (when applicable). In the final onboarding follow-up meeting, customers will transition to a Customer Success Manager who will help ensure long-term success. At this point, customers will either be implementing or very close to implementing their first modules and preparing to “go live,” commonly focusing on Document Control and Training.
How does Scilife ensure that the onboarding process goes smoothly?
Understandably, customers often have concerns about the onboarding process, but at Scilife, we aim to provide you with peace of mind. Here are some common worries life sciences organizations tend to have and how we address them:
- Customers often worry that data import will be extremely complex; however, once they learn the Document Control Tool and define their use case, the process becomes straightforward.
- Validation is often a worry for the customer. However, we have you covered! Scilife provides a full validation package per GAMP5, all written and executed with the customer in mind. Most customers find this takes away up to 95% of the validation effort from their team, which is always a plus!
- Training is always in the back of a QA’s mind. Their challenge is always managing training effectively without it becoming an all-consuming chore. We work with Onboarding Key Contacts to ensure training setups make sense for their organization while remaining scalable and easy to maintain.
- User adoption can also be a challenge during implementation, but throughout the onboarding process and beyond, customers receive dedicated support to ensure familiarity with Scilife, along with lifetime access to articles, training, and service desk support.
Onboarding best practices
While we do our part to ensure a smooth onboarding process, your involvement is crucial! Creating an effective onboarding experience requires collaboration between our teams. Here are some best practices to consider for a more seamless onboarding journey with Scilife:
Prepare the team:
- Assign a Project Lead and key participants (QA team) who will take ownership of the process.
- Ensure the Validation and Import teams are prepared for their roles in the final validation and data import.
Leverage Scilife resources:
- Complete Scilife Academy certifications to learn the system effectively.
Use the provided checklists, knowledge base articles, and training videos to understand the platform fully. - Adapt provided templates for your company’s use
Prepare the system settings:
- Clearly define system and module settings and decide who needs active or read-only access before transitioning to the Validation and Production Environments
- Decide which document types and system settings are essential for your organization.
Data preparation:
- Fully train and define the implementation plan on the target module for import before filling out the import Excel.
- Fill out the Import Template and gather all necessary documents for import before execution.
- Collaborate closely with your Onboarding Project Manager to ensure everything is ready for the dry run and final data import.
Engage in Q&A sessions:
- Participate actively in Q&A and brainstorming sessions with Scilife to clarify doubts and fine-tune the process.
Onboarding FAQs
Is there a test environment to explore the system before full implementation?
Yes! One of your three environments is conveniently called your Test environment. The purpose of the test environment is for you to try out the system. The Test and Production Environments versions are aligned making the Test Environment the perfect place to train yourselves and your colleagues.
How do we migrate our existing data into Scilife’s eQMS?
If required, data migration can be facilitated by the Onboarding Project Team. After fully defining the implementation of a module, your Onboarding Project Manager will ensure you are trained on how to fill out the provided Excel sheets with your metadata, properly prepare your Production Environment for migration, and supply any necessary files.
Once all of the above is in place, the technical team of the Onboarding Import Team will carry out “dry runs” of your data to check that everything is in order. Once every “i” is dotted and every “t” is crossed, the final import to Production will take place.
Can Scilife’s eQMS integrate with other systems?
During onboarding, it is common to integrate Single Sign-On (SSO) solutions such as Entra ID (Azure AD) and to provide database access for reporting purposes in other software.
How do we manage user roles and permissions within Scilife’s eQMS?
Scilife offers two user types: Full Users and Read-Only Users. Full Users are further categorized into Administrators, Managers, and Regular Users. While Full Users can have active roles within Scilife, Read-Only Users can only view information and participate as trainees. Access to specific items in the system can be restricted using the Groups functionality.
What type of training is provided during the onboarding process?
We have developed a series of certifications that guide you through the platform's functionalities. Additionally, we offer lifetime access to our Knowledge Base, which provides written step-by-step guides and answers to frequently asked questions.
In your regular follow-ups with your Onboarding Project Manager, you will have the opportunity to ask any remaining questions and brainstorm best practices for using Scilife in your specific situation.
Onboarding designed to save the precious time of life sciences companies
With your doubts resolved and best practices in place, Scilife’s comprehensive onboarding process is tailored to help life sciences companies hit the ground running.
Each organization has unique needs, and our onboarding is tailored to address your specific goals, processes, and team requirements.
From training sessions to one-on-one guidance, we ensure your team is fully supported by dedicated experts who help you every step of the way. Whether it’s data migration, system integration, or ensuring your users are fully comfortable with Scilife’s platform, our personalized support empowers your team to adopt the system with ease and confidence.
This results in a faster, smoother transition, freeing up your valuable time to focus on what really matters—innovation and compliance in life sciences.
Not yet a Scilife user? Try out Scilife’s Smart QMS software for free!
