Assessing Strengths and Weaknesses of Your Legacy CTMS

A SWOT analysis is a method of systematically examining Strengths, Weaknesses, Opportunities, and Threats. It offers a well-rounded approach to evaluating your CTMS. 

The goal of the analysis is to help you identify areas where your legacy system performs well and where it falls short. Beyond understanding internal limitations and advantages, it also helps you consider external factors that might affect your operations. These include the ever-changing industry standards and regulatory requirements for managing clinical trials. 

By focusing on strengths and weaknesses, you’ll better understand what’s currently working and what isn’t. Assessing opportunities and threats shows how your current CTMS compares to modern systems in areas like security, compatibility, and scalability. Through this comprehensive process, you’ll find the gaps that need attention. You’ll also set parameters to look for during your legacy system modernization.

(H2) Conducting a SWOT Analysis of Your Legacy CTMS

There are four steps to conducting a SWOT analysis of your current system: 

1. Strengths: Identify the features that should remain in place, or expand in the new system. These are the parts of your CTMS that already contribute positively to your team’s workflow. They’re important to keep for continuity.
2. Weaknesses: Make a list of the “must-have” features that address areas where your legacy CTMS falls short. Anything that hurts efficiency or compliance should be prioritized when selecting your new system.
3. Opportunities: Look for new features that could simplify processes or improve accuracy. This includes usability, integration, and customizable reporting. Think long term: what would benefit your organization as it grows and expands.
4. Threats: Make sure your new CTMS meets upcoming regulatory demands and has the flexibility to adapt as industry requirements evolve. Having a new, modern system with frequent upgrades will help you avoid future setbacks related to compatibility or compliance issues. 

Let’s go through each of the steps in more detail. It can be helpful to keep all of the information in a centralized location, like a collaborative spreadsheet. This allows everyone to contribute their ideas and prevents double work.

Start by identifying the features and functions that your legacy CTMS currently does well. These could include reliable integrations with existing systems, user-friendly aspects, or features that streamline processes. These are the elements you want to keep or expand in your new system. 

What features help your team work more efficiently? Are there any integrations that work particularly well? Your goal here is to pinpoint the specific capabilities of your current system that contribute to overall productivity, compliance, and workplace efficiency.

Next, you’re going to look at the limitations and challenges you’re facing with your legacy system. What’s impacting clinical trial logistics? Consider any parts of the CTMS that create bottlenecks, increase the likelihood of errors, or require excessive manual work.

Some common examples include outdated functionality, poor usability, limited reporting capabilities, or lack of adaptability to changing regulatory standards. Look at functions where you’ve had to create workarounds, places that cause delays, and important compliance features you’re lacking.

These are the gaps in the machinery, the places where even if your legacy system is technically “functioning,” your new CTMS will be a much better fit.

Now it’s time to find the areas where your new, modern CTMS will make the most impact. You’re going to list the features you’re looking for in your selection process. Use the weaknesses you’ve listed in the last step to propel you into the future. What should your new CTMS offer to make workflow easier and reduce the risk of errors?

Automation and advanced functionality are two of the most common aspects that make modern systems stand out against legacy performers. Better reporting and analytics support data-driven decision making. Integration with emerging tools, like eTMF, electronic data capture, and trial supply management makes it easy for your team to handle increasing demands.

Finally, assess external pressures or areas where your legacy system opens your organization to risk. This could include security vulnerabilities, new regulatory requirements, the possibility of your system becoming obsolete, or the increasingly competitive marketplace. These threats underscore the importance of choosing a new, modern CTMS that meets your current and future needs. 

Ask yourself about capabilities your competitors have that you might lack because of your outdated system. Could your legacy CTMS’s limitations lead to future compatibility issues? What’s the true cost of running your system, in terms of upkeep, time, and future potential? And how might that risk, cost, and time impact your organization in the future? 

After you’ve finished your SWOT analysis, you’re ready to start looking for a modern CTMS. You need a system that meets your needs today and in the years to come. Luckily, we have the solution.

The BSI CTMS is the best on the market and we have the track record to prove it. Our modern CTMS solution covers all aspects of your clinical trials. 

BSI 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 RTSM 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. 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!