Excellence in Acquisition-Driven System Implementation

Seamless adoption of Veeva and SAP

CLIENT

Global Life Sciences

FOCUS AREA

Quality Project Management

SCOPE

Technology Adoption

TOOLS

Smartsheet, OCM, Workshops

NEW TECHNOLOGY

Following a major acquisition, our client, a global leader in life sciences, faced the critical task of integrating systems and processes between the parent organization and the newly acquired entity. The legacy systems in use were outdated, lacked compliance features, and did not align with the enterprise’s core infrastructure.

The integration effort required a full migration to Veeva for Quality Management and SAP for ERP, while simultaneously ensuring seamless adoption across both organizations. The challenge extended beyond technical implementation, involving organizational alignment, data migration, and process harmonization among diverse stakeholders—from senior leadership to functional SMEs.

The Challenge Extended beyond technical implementation

SOLUTION

Unified System Implementation (Veeva & SAP)

  • Migrated all critical data from legacy systems to Veeva Vault and SAP
  • Collaborated with SMEs and IT teams to validate requirements, configure systems, and ensure compliance
  • Aligned Configurations with client processes while introducing scalable, best-practice improvements

Organizational Change Management (OCM)

  • Developed and executed a change strategy to support user adoption and readiness
  • Conducted tailored training sessions, stakeholder communications, and onboarding programs
  • Maintained continuous feedback loops and engagement from impacted teams throughout the project lifecycle

Project Governance and Visibility via Smartsheet

We implemented Smartsheet as the central project management platform, providing the following:

  • Dashboards: Real-time insights for leadership on progress, risks, and key metrics
  • Dynamic Views: Role-based access allowing users to update only relevant fields
  • Secure Access Controls: Maintained data inegrity and compliance through granular permission settings
  • Automated reporting: Streamlined updates and reduced manual effort for project stakeholders

Engagement and Facilitation

  • Project Managers facilitated project workshops, hosted recurring team meetings, and guided decision-making with best practices
  • Acted as trusted advisors to project sponsors, helping navigate complex issues and cross-functional dependencies
  • Supported the alignment of enterprise and acquired business processes while identifying opportunities for improvement

Legacy Systems

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Data Migration and Collaboration

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Configured and Scalable Solution

RESULTS

On-Time Delivery

All project phases completed according to the planned schedule

Budget Control

Delivered within allocated budget with no scope creep

Quality Compliance

Systems validated in accordance with GxP standards and client-specific QA protocols

Data Accuracy

Legacy data successfully migrated, verified, and aligned with new system structures

Real-Time Visibility

Leadership gained immediate access to progress and performance through live Smartsheet dashboards

Controlled Access

Smartsheet Dynamic Views and permissions ensured users only accessed and updated relevant fields, improving data integrity

Process Optimization

Identified and recommended process improvements during workshops, enhancing operational efficiency across functions

User Adoption

High engagement and adoption levels due to tailored training and OCM strategies

CONCLUSION

This project highlights the value of our Quality Project Management framework in complex, acquisition-driven environments. Through a balanced focus on systems, people, and processes, we delivered a smooth transition to modern platforms, promoted adoption, and achieved measurable business outcomes.

By combining technical execution with change management and governance, we ensured the integrated organization emerged stronger, more aligned, and fully equipped for future growth.

Jonathan Beamish

Lead Life Sciences Consultant, Dublin

4 August 2025