Laboratory Digitalization at Al Hoty Stanger Ltd. Co

Abstract:

This case study highlights the successful implementation of Revol LIMS at Al Hoty Stanger Ltd. Co., a leading third-party testing facility in Khobar, Saudi Arabia. Despite having advanced equipment and expertise, Al Hoty faced significant operational inefficiencies due to its reliance on manual, paper-based processes. These challenges included delays in decision-making, errors in data management, inefficient inventory control, and issues with calibration and maintenance.

To address these issues, Al Hoty implemented Revol LIMS, a cloud-based laboratory information management system. This system digitized and streamlined operations, automating key processes such as client order management, sample tracking, inventory control, and calibration scheduling. The automation significantly reduced human errors, improved testing efficiency, and enhanced overall productivity.

The key benefits of Revol LIMS included Automated Data Entry, Sales Automation, Custom Reporting, Inventory Management & Calibration and Maintenance Management As a result, Al Hoty Stanger Ltd. Co. saw improvements in operational efficiency, a reduction in manual errors, better inventory management, and a more reliable testing process. These changes led to faster turnaround times, higher client satisfaction, and improved overall productivity. The implementation of Revol LIMS was pivotal in enhancing operational excellence and achieving better quality control and compliance at the facility.

Background:

Founded in 1975, Al Hoty Stanger Ltd. Co. has established itself as one of the leading laboratory service providers in the Middle East. As an independent laboratory specializing in Commercial testing, it offers a comprehensive range of testing and inspection services. The company employs highly qualified personnel who are equipped to design and implement customized inspection and testing programs tailored to meet each client's specific investigative needs. These programs include complete quality control (QC) and compliance testing, supported by a robust data processing facility. Additionally, their services are approved by various third-party authorities.

With 14 laboratory facilities spread across the GCC, Al Hoty Stanger Ltd. Co. has established a prominent presence in the region. The laboratory is renowned for being one of the best-equipped in the GCC and was honored with the inaugural national laboratory accreditation certificate from the Saudi Standards, Metrology, and Quality Organization (SASO). Notably, Al Hoty has maintained this prestigious accreditation over time. In Saudi Arabia, they hold approvals from key authorities, including the Ministry of Commerce, SAAC, SASO, and MEPA, reinforcing their dedication to upholding high standards in testing and inspection services.

Challenges Faced:

Despite its numerous strengths, Al Hoty Stanger Ltd. Co. encountered several operational hurdles that hindered its efficiency and effectiveness: Offline and Analog Environments: Many activities were carried out in offline or analog settings, relying on non-digital platforms, which slowed down processes and increased the chances of errors. Operations Across Multiple Technology Verticals: Al Hoty operates in various sectors, including water testing, food chemistry, GPR (Ground Penetrating Radar), construction materials, analytical chemistry, microbiology, environment, metallurgy, special tests, calibration, and geotechnical. Managing the extensive and complex databases in these areas was challenging, time-consuming, and prone to human error due to the lack of proper mapping.

Decision-Making Challenges: With operations largely based on analog processes, decision-making was hindered by delays, manual errors, lack of real-time data, and inefficiencies in collaboration. The absence of quick access to comprehensive data made it difficult to analyze large amounts of information, leading to poor decision-making and missed opportunities.

Inefficiency in Operations: The lab's operations involved numerous manual steps, including sample collection, tracking customer requirements, testing, data storage, and payment processing. With locations spread across Saudi Arabia (Al Khobar, Jubail, Hofuf, Riyadh, Jeddah, Yanbu), the UAE (Dubai, Abu Dhabi, Kalba, Ras Al Khaimah, Al Ain), and other regions like Jebel Ali Free Zone, managing such a large operation manually was painstaking, time-consuming, and inefficient, especially for top management ensuring compliance.

Time Management and Manual Operations: The reliance on manual processes for client and order management resulted in delays and workflow disruptions, hampering the lab’s ability to process orders quickly and accurately. Each order required manual entry, verification, and tracking, leading to significant time wastage. Data Storage and Sample Outcome Tracking: Manual data storage and tracking of sample results introduced inaccuracies, diminishing the reliability of test results. These errors were primarily caused by human mistakes in data entry and retrieval, which impacted the overall quality of outcomes.

Order and Staff Management: The absence of an automated system to track orders and manage staff led to lost orders, client confusion, and an increased risk of malpractice due to insufficient oversight. It also created challenges in accountability, making it hard to track responsibility for specific tasks or errors.

Calibration and Maintenance Issues: Manual tracking of calibration and preventive maintenance tasks contributed to instrument malfunctions and technical difficulties, disrupting the lab’s operational continuity and compromising quality control. Timely calibration and maintenance are vital for the accuracy and reliability of test results, and these manual processes jeopardized that.

The Solution :

To address these challenges, Al Hoty Stanger Ltd. Co. implemented Revol LIMS, a cloud-based laboratory information management system designed to digitize and optimize laboratory operations. The key features and advantages of Revol LIMS included:

Instrument Integration: In their daily operations, such as metal analysis, Al Hoty handles a large number of samples—more than 100 per day. Each sample undergoes multiple checks, often requiring the entry of thousands of data points. Revol LIMS automated this data entry, eliminating the need for manual input, reducing human error, and increasing efficiency.

Sales Automation: The system automated data flow from the lab's sales force, generating quotes, tracking order conversions, and registering samples. This automation improved visibility across the sales pipeline.

Reporting: Different laboratories often use varying report formats, but with Revol LIMS, Al Hoty could generate reports in any required format. The system allows for customized reports tailored to client specifications, enhancing data accessibility and ensuring compliance with regulatory standards. This functionality simplified the process of preparing and submitting reports to clients and regulatory bodies, promoting transparency and meeting compliance requirements.

Account ERP Integration: Revol LIMS was successfully integrated with ERP systems like Microsoft Dynamics and Business Central. This integration automated invoice generation, encompassing central system invoices, sales invoices, and reversal entries. Al Hoty, which operates in multiple sectors beyond commercial testing (such as manpower supply and rental services), benefited from seamless financial data flow between LIMS and ERP.

ZATCA Process Automation: The system supported Saudi Arabia's e-invoicing mandate by automating the issuance of e-invoices that meet ZATCA (FATOORA) requirements, streamlining VAT compliance.

Enhanced Inventory Control: The automated inventory management system efficiently tracked stock levels, reducing waste and preventing overstocking. Real-time updates facilitated better planning and procurement, ensuring the lab always had the necessary materials without excess.

Streamlined Calibration and Maintenance: Revol LIMS proactively managed calibration and preventive maintenance schedules, minimizing instrument downtime and ensuring high-quality results. By planning maintenance activities in advance, the system ensured that all equipment remained in optimal condition, reducing the likelihood of malfunctions and enhancing operational continuity.

Impact and Results :

The implementation of Revol LIMS brought substantial improvements to Al Hoty Stanger Ltd. Co., including:

Automation: The system automated the extensive data management that was previously handled manually, reducing the burden on staff and ensuring smoother operations.

Reduction in Manual Processes and Errors: By automating processes, the system minimized the need for manual intervention, cutting down on errors and malpractice. This led to a more streamlined workflow, increased data accuracy, and allowed staff to concentrate on core tasks, boosting overall productivity.

Enhanced Inventory and Instrument Management: The system improved inventory control and facilitated proactive maintenance, reducing losses and ensuring continuous operations. With real-time inventory updates and automated maintenance schedules, the lab avoided unexpected downtimes and delays, optimizing resource use and generating cost savings.

Improved Workflow and Efficiency: By streamlining operations, Revol LIMS significantly increased staff productivity and testing efficiency. This enabled the lab to process more samples within the same timeframe, resulting in faster turnaround times, higher client satisfaction, and improved client retention. The lab could now manage a greater volume of work without compromising on quality.

Conclusion:
The implementation of Revol LIMS at Al Hoty Stanger Ltd. Co. transformed the company's operations by addressing key inefficiencies caused by manual, paper-based processes. By automating data entry, order management, inventory control, and maintenance scheduling, Revol LIMS significantly reduced human errors, enhanced workflow efficiency, and improved overall productivity. The system’s ability to generate custom reports, integrate with ERP software, and comply with regulatory requirements further strengthened Al Hoty’s operational capabilities. Ultimately, Revol LIMS enabled the laboratory to handle a higher volume of tests with greater accuracy, faster turnaround times, and improved client satisfaction. This case study demonstrates the critical role of digital transformation in driving operational excellence and maintaining high standards in laboratory services.