DTU Case Study: Finding the Right Fit for Lab Management

The Technical University of Denmark (DTU) is a globally recognized institution known for its high-level research in natural and technical sciences.

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DTU focuses on digitalization, sustainable energy, and life sciences, providing scientific advice to public institutions, industries, and international bodies. With a turnover exceeding EUR 107 million, it is one of Denmark’s leading providers of scientific expertise.

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The Need for a Lab Management Solution

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In April 2017, DTU sought a laboratory management system to streamline its research activities across various labs. The solution needed to accommodate both standard and custom requirements for specialized research facilities. DTU also anticipated that additional requirements would emerge after implementation.

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Two types of solutions were considered:

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1. Small-scale solutions: Newer, user-friendly, and seemingly easy to implement but lacking the breadth of DTU’s requirements. Customization posed high risks and long timelines, making them impractical.
2. Enterprise solutions: Backed by global corporations, these systems offered longevity but included unnecessary features and had limited flexibility for customization. Adapting them to DTU’s needs would have been costly and time-consuming.

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Why DTU Chose BookitLab

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BookitLab stood out as a middle-ground solution, offering both stability and adaptability:

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• Feature-rich yet modular: Unlike other enterprise systems, BookitLab allowed DTU to customize the interface by displaying only relevant features.
• Flexible configuration: Most of DTU’s needs could be met through built-in settings, eliminating the need for extensive coding.
• Commitment to customization: BookitLab agreed to meet all DTU’s tender requirements within fixed costs and deadlines. Future needs would be addressed promptly as they arose.

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Closing the Gaps with a Structured Implementation

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To ensure a seamless transition, a Gap Analysis was conducted. BookitLab’s project manager worked closely with DTU’s team to:

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1. Identify gaps between DTU’s requirements and BookitLab’s existing functionality.
2. Develop and prioritize a roadmap for necessary customizations.
3. Implement the agreed changes within DTU’s timeline.

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As expected, additional requirements surfaced post-implementation. With an established workflow, these were efficiently addressed through a continuous improvement process.

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Overcoming Challenges: Instrument Assemblies

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One particularly complex requirement was managing Instrument Assemblies within the system. Initially, neither DTU nor BookitLab had a clear definition of the necessary workflows.

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After multiple iterations of mockups and discussions, the teams hit a roadblock. They decided to implement a basic version of the functionality to gather real-world feedback. This iterative approach helped refine the requirements and identify key stakeholders.

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BookitLab’s CEO later visited DTU’s main campus, where a focused session with all stakeholders led to a finalized set of requirements. Soon after, the feature was fully developed, tested, and integrated into the system.

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Results

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Since its deployment in 2017, BookitLab has become an integral part of DTU’s operations. Its adaptability has led to unexpected use cases across different departments, demonstrating the system’s long-term value and scalability.

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The successful implementation of BookitLab at DTU highlights the importance of choosing a solution that balances standard functionality with customization while fostering a collaborative approach to problem-solving.