Revol LIMS Implementation at Phyto Labs

Overview

Phyto Labs, a leading provider of botanical and herbal analysis services, sought to modernize its laboratory operations to meet the increasing demand for efficiency, accuracy, and regulatory compliance. The implementation of Revol LIMS (Laboratory Information Management System) played a critical role in streamlining processes, enhancing data integrity, and enabling scalable growth. This case study explores the challenges faced by Phyto Labs, the highlights of the implementation journey, and the outcomes achieved post-deployment.

Introduction

Phyto Labs is internationally recognized for its specialized testing of plant-based raw materials, extracts, and finished products. Operating in a highly regulated industry, the lab must comply with global standards including GMP, GLP, and ISO guidelines. With increasing sample volumes and a growing client base, the lab's legacy systems were becoming bottlenecks to operational excellence. Management identified the need for a flexible and robust LIMS to support current and future demands.

Challenge

Before adopting Revol LIMS, Phyto Labs faced significant challenges:

• Manual Processes: Critical tasks such as sample management, order management, inventory tracking, instrument maintenance, and quality documentation were handled manually or across fragmented systems.

• Compliance Pressure: Meeting GMP and ISO audit requirements involved time-consuming manual reconciliations.

• Limited Visibility: Disparate tools prevented real-time monitoring of lab performance, sample progress, or asset utilization.

• Sales and Order Bottlenecks: Lack of integration between lab operations and the sales team led to delays in sample onboarding and unclear testing scope.

• Stability Study Complexity: Tracking long-term stability conditions, time points, and data analysis was cumbersome and prone to error.

Implementation Highlights

The Revol LIMS implementation followed a phased approach over a period:

• Needs Assessment: A detailed gap analysis was conducted to align LIMS features with lab operations and regulatory requirements.

• Modular Rollout: Modules were implemented sequentially based on criticality starting with Master, sample manager, sample storage and Sales Force, followed by Inventory, Stability, Procurement, EAM, and QMS.

• Validation & Testing: Comprehensive IQ/OQ/PQ validation was performed to ensure full compliance with FDA and EMA regulations.

• User Training & SOP Alignment: Role-based training and SOP updates helped the team transition smoothly to the new system.

Solution: Implementation of Revol LIMS

Revol LIMS provided Phyto Labs with a comprehensive, modular solution designed for modern laboratories:

• Master Module: Centralized all critical reference data methods, specifications, product codes, test codes, component codes, client profiles ensuring data consistency across all lab functions.

• Lab Sales Force Module: Enabled seamless coordination between the sales team and laboratory. Client orders, testing scopes, and sample priority could now be tracked in real-time, reducing onboarding delays.

• Sample Manager: Automated the full sample lifecycle from login, assignment, testing, to result approval with timestamped traceability and real-time monitoring of workload and priorities.

• Sample Storage Module: Provided centralized control over sample storage locations, retrieval history, chain of custody, and shelf-life tracking. Integrated with stability chambers and controlled environments.

• Stability Module: Streamlined the planning, execution, and reporting of stability studies. Automated time-point tracking, environmental chamber management, and data trending enhanced accuracy and compliance.

• Inventory Module: Offered real-time visibility into reagent and consumable stock levels, automated reorder points, and ensured traceability of lot numbers and expiry dates.

• Procurement Module: Integrated purchasing workflows with inventory needs, providing automated PO generation, supplier tracking, and GRN recording.

• EAM (Enterprise Asset Management): Managed the complete lifecycle of lab instruments and equipment. Scheduled calibration, maintenance, and downtime tracking reduced unexpected failures and audit risks.

• QMS (Quality Management System): Enabled digital handling of deviations, CAPAs, change controls, and internal audits. Ensured all quality events were logged, tracked, and closed with full traceability.

• Automated Sample Lifecycle Management: From login to result reporting, the entire sample process is now digital and traceable.

• Regulatory Compliance Tools: Features such as electronic signatures, audit trails, and document version control ensured readiness for audits and inspections.

• Real-Time Dashboards and Reporting: Lab managers gained access to real-time KPIs, workload distribution, and performance metrics.

• Inventory and Instrument Management: The system tracks reagent usage, instrument calibration, and maintenance schedules to ensure lab readiness.

• User Roles and Security: Access controls were configured to match the responsibilities and data sensitivity for each user group.

Results

The implementation of Revol LIMS delivered measurable improvements across Phyto Labs’ operations:

• Reduction in Sample Turnaround Time due to automated workflows and real-time task tracking.

• Improvement in Data Accuracy by eliminating manual entries and enabling instrument integration.

• Audit Preparedness Reduced from Weeks to Hours, with centralized documentation and digital logs.

• Improved Staff Productivity, with lab analysts spending more time on testing and less on administrative tasks.

• Enhanced Client Satisfaction, driven by faster, more consistent, and transparent reporting.

Conclusion

The successful deployment of Revol LIMS has positioned Phyto Labs at the forefront of digital laboratory transformation in the botanical testing industry. By replacing outdated processes with a scalable and compliant LIMS solution, Phyto Labs now operates with greater efficiency, traceability, and confidence. As the laboratory continues to wexpand its global footprint, Revol LIMS remains a vital partner in supporting its quality and innovation goals.