What Should You Look For in a CTMS?

Choosing the right Clinical Trial Management System (CTMS) is a decision that carries long-term implications. As 70% of CXOs prioritize legacy system modernization, at BSI we’re looking to the future. Clinical research is becoming increasingly complex and legacy systems just can’t keep up with the demand. You know you have to find a new CTMS—but how?
We’re here to help. In this second installment of our series, “Migrating Your Legacy CTMS,” we’ll talk about what to look for when choosing your new system. You’ve already analyzed the strengths, weaknesses, opportunities, and threats from your old system. Now, it’s time to start the search for a new, modern CTMS.
It’s not just a matter of upgrading technology: it’s an opportunity to improve how your organization conducts end-to-end clinical trials. Average CTMS usage length is over a decade, so it’s an investment for years to come. The right system for your team will improve workflow, reduce administrative burden, and provide the flexibility you’ll need as opportunities arise.
To make that right choice, you must go beyond marketing promises and focus on how a CTMS really works. Features alone don’t tell the whole story: it’s how those features meet your needs and integrate into your workflows that matters most. By asking the right questions during the evaluation process, you can choose a system that brings meaningful value to your organization.
We’ve broken it down into a “CTMS Scorecard” you can use while deciding which system is best for you. Let’s talk a little about how it works.
Creating Your CTMS Scorecard
Like any scorecard, your CTMS Scorecard is a weighted list that will help you make a decision and find the best CTMS for your needs. The idea is simple: while evaluating a potential CTMS, use the questions and guidance we’ve provided to score each category from 1-10.
The key is to figure out how the CTMS works in practice. Most solutions have similar features, but how do they support clinical trial logistics on a daily basis? Is the system intuitive? Is it clumsy? Does it meet your business needs? Your CTMS Scorecard will help you determine this in a systematic, thoughtful way.
We recommend keeping your records in a spreadsheet with detailed notes as to why you’ve chosen each score. This will help you review potential systems while consistently reevaluating and reaffirming your own needs. Maybe a feature is less important than you thought. Maybe you do need functionality you thought you could work without. A noting system keeps everything in one place for side-by-side comparison.
Having all your data in one place is also useful for transparency and communication with various teams during the process. When choosing a modern CTMS, you’re improving workflow for every department that uses it. Thus, every department should understand why the new system is the best option. Keeping a running spreadsheet makes it easy to translate your scorecards to a presentation format so everyone’s on board.
Scoring Your Potential CTMS Options
So let’s get down to it. We’ve separated your CTMS Scorecard into five categories: data handling, usability, flexibility, vendor offerings, and vendor relationship. Each category is weighted on a scale of 1-10, for a total of 50 possible points. Here are the key points to consider:
1) Does the CTMS Handle Data Effectively?
Effective data management is one of the most important parts of any CTMS. Assess how the system stores and integrates data. It must be able to connect with tools such as electronic data capture systems or financial platforms.
You should be able to easily access your data without unnecessary steps or complications. Data ownership should always rest with you: your data is your intellectual property rather than the vendor’s.
2) How Usable is the CTMS?
One of the biggest benefits of switching to a modern CTMS is usability. You’re looking for an intuitive, functional system with a streamlined workflow. User experience significantly influences the adoption and success of a CTMS. A system with an intuitive interface reduces training requirements and encourages quickly adopted, widespread use.
On the other hand, a poorly-designed interface slows operations and frustrates users. It leads to inefficient operations and lagging productivity during the initial stages. A usable CTMS helps your team hit the ground running.
Look at how the CTMS supports key workflows, like the visit process, site monitoring, reporting, and managing clinical trials. Does your desired system offer suggested workflows, preconfigured user roles? Modern functionalities, including eSignatures and integrated processes, should align with the operational needs of clinical teams. This ensures that your new system is an asset, not an obstacle.
3) Is the CTMS Flexible and Transparent?
Deployment options and pricing transparency are essential factors in the decision-making process. Does the CTMS offer cloud-based solutions? Can you choose where and how to host your data? Maintaining full control over your information isn’t just about ownership; it’s about minimizing risk and prioritizing security. Do you need to be GDPR compliant?
This is also the time to review the pricing structure. Is it clear? Are there hidden fees? Avoid surprises by asking for detailed information about potential additional costs. These include anything from fees for upgrades to extra costs for ongoing support.
4) What are the Vendor’s Unique Offerings and Capabilities?
Not all CTMS vendors are created equal. Look for those that provide distinctive features, integrations, all-in-one solutions, and approaches that address the specific challenges facing your organization. And it’s not just about what they’re offering now, but about how they approach the future. You’re looking for long-term viability and commitment to product improvement. What enhancements has the vendor made in the past couple of years? You never want to switch to a stagnant product.
Ask about update policies and schedules to understand how they manage changes to the system. Will updates disrupt operations? Are there hidden costs involved? A reputable vendor is a transparent vendor: they should be upfront about these areas from the beginning. This can save you significant time and frustration as you navigate the migration process.
5) How Strong is Your Vendor Relationship?
Finally, look at the relationship between your organization and the vendor. This plays a key role in the success of your CTMS, from migration through the years of use. Consider the vendor’s responsiveness and the quality of their support team. Will they work collaboratively with your staff during the implementation process and beyond?
You need reliability, expert knowledge, and support. The CTMS vendor should be willing and able to handle unscheduled requests or system configurations. They should genuinely value customer input—and make changes based on client suggestions. A vendor that listens to feedback and incorporates it into the future product demonstrates a commitment to building a lasting partnership.
You need a vendor who hits the mark with a modern CTMS that meets your needs—today and in the years to come. Luckily, we have the solution.
Looking to Upgrade? Switch to the BSI CTMS
The BSI CTMS is the best on the market and we have the track record to prove it. Our modern CTMS solutions cover all aspects of your clinical trials.
BSI’s CTMS is the most innovative, function complete, and easy-to-use clinical trial management software on the market. It provides CTMS, eTMF, Study Startup and Trial Supply Management in one integrated, unified platform.
Standard interfaces (API) assure complete data oversight and easy integration with the external systems (e.g. EDC and eTMF) of your choice. The BSI CTMS is the central hub for all aspects of your clinical trials. It’s available as SaaS for ease of use, continuous improvement, and simplified infrastructure.
We’re modern, sleek, and designed with the user in mind for intuitive end-to-end clinical trial management. And the best part? We offer updates, upgrades, and scalability in-house with a full client support team for your legacy system migration and beyond.
There’s never been a better time to embrace a better CTMS. Book a call today!