Leveraging Agile Methodology During Your CTMS Migration

Migrating to a new Clinical Trial Management System (CTMS) is a big undertaking for any organization–and it’s not always an easy one. The clinical trial management system market size was estimated at $1.85 billion in 2023. It’s ​​projected to grow at a CAGR of 14.65% from 2024 to 2030. That’s a lot of people making the switch! But how do you make sure you’re doing so in an effective way? 

The thing is, you’re not just upgrading software, you’re shifting the entire way your organization works. From study set up to monitoring, reporting, and documentation, migrating to a modern CTMS impacts every part of your workflow. That’s why structure matters. 

Agile methodologies, used for years in software processes, have become increasingly useful in clinical settings. During a CTMS migration, they can bring the structure and flexibility you need without slowing down the process. 

Let’s take a look at how Agile methods can help you breeze through your CTMS migration and achieve better long-term results. 

“Agile” refers to a structured, iterative way of working. Instead of trying to plan and execute the full migration in one go, Agile breaks the work into smaller steps. These steps, often called sprints, allow teams to test features, adjust configurations, and gather feedback along the way. 

It’s not about moving quickly for the sake of speed. It’s about having a controlled pace that allows for flexibility and adjustment, without losing sight of the bigger picture. In a CTMS migration, this means that you don’t have to wait until the end of the project to see if something isn’t working. You find out earlier, while there’s still time to make changes without having to go back and duplicate work. 

Taking an Agile approach to CTMS migration just makes sense. Let’s count the ways: 

1. Better Cross-Team Communication

A CTMS Migration affects nearly every department: clinical operations, data management, regulatory affairs, and IT. Agile structures help keep these groups aligned by requiring regular check ins and updates. 

During sprint planning and review sessions, each team can voice their needs and flag concerns before they become problems. Clinical operations can raise issues about site management workflows; regulatory can bring up gaps in document handling. These conversations help build a system that reflects real operation requirements, not just assumptions. 

Agile also supports shared ownership. Instead of working in silos, stakeholders stay informed about what’s being tested and implemented. This reduces the chance of rework later and makes it easier to roll out company-wide changes. 

2. Ongoing Feedback Loops

Agile is structured around short development cycles, with feedback gathered at the end of each one. During a CTMS migration, this means that your team can test specific parts of the system as they’re configured. 

Let’s say you’ve just finished configuring your study startup workflow. You can immediately have users run through a real-life scenario, like adding a new study, assigning team members, or setting milestones. If anything doesn’t match your process, it can be adjusted right away. This means that your users don’t have to wait until go-live to flag issues. Instead, you build a system that improves with each round of testing.

3. Focus on Real-World Use

Agile sprints can be organized around the core tasks your teams perform every day. One sprint might focus on investigator site management, another on document version control, and another on monitoring visit reporting. 

This structure gives each group the chance to test the CTMS on their actual processes instead of on a generic demo. The walk throughs mean that teams can give immediate input to fine-tune workflows, templates, and user roles to better match their needs. 

By narrowing focus and testing in phases, you support deeper feedback and reduced confusion. 

4. Less Risk, More Clarity

With traditional project plans, testing often comes late. Often, it’s after most configurations are already locked in. At that point, any problems you uncover can throw off the entire schedule. 

Agile lowers that risk by spreading the testing throughout the project. Each sprint includes targeted reviews, so problems are spotted earlier. Instead of catching issues in final User Acceptance Testing (UAT) (when they’re harder to fix), you find them in sprint 2 and correct them before they affect other areas.

You also get better visibility across the project. At any given time, you know which features are ready, which are under review, and what’s next on the list. That transparency is especially helpful for keeping stakeholders informed—and avoiding last-minute surprises before go-live. 

Reputable CTMS vendors work with sponsors and CROs to support structured migrations. They should be no stranger to an Agile workflow and methods, especially as modern CTMS’ are built with flexibility in mind. 

Your vendor’s implementation team will work with you to divide the migration into practical phases depending on your organization’s needs. Whether you’re moving from spreadsheets, homegrown systems, or another vendor, there should be a clear plan with room for testing and feedback. Every sprint should add value and your teams should feel confident and supported every step of the way. 

Keep an eye out for a vendor who offers the following Agile-approved features:

• Role-based configuration testing, to help departments review their workflows separately;
• Flexible sandbox environments, for testing, review, and adjustments without disrupting ongoing trials;
• Short feedback cycles, so setup includes frequent review sessions and real-time implementation. 

Agile isn’t about rushing to the finish line, it’s about keeping momentum while building something that works. Finding the right vendor is key: a vendor who supports your team and customizes the migration process from start to finish. A CTMS migration is a big shift, but with the right support, you’ll find a system that supports your ideal workflow. 

The BSI CTMS is a leading-edge solution built on a proven track record of success. Our modern platform supports every phase of your clinical trials.

Designed to be the most innovative, function-complete, and user-friendly clinical trial management software on the market, the BSI CTMS combines CTMS, eTMF, Study Startup and Trial Supply Management into one seamless, unified platform.

With standard interfaces (API), the BSI CTMS offers effortless integration and oversight of your data—whether connecting to your preferred EDC, eTMF or other external systems. A true central hub for your clinical operations, the BSI CTMS is delivered as a SaaS solution for maximum accessibility, scalability and ongoing organization.

Built with a modern, intuitive interface, our platform ensures efficient, end-to-end clinical trial management. And with in-house updates, upgrades and dedicated client support—including assistance with legacy system migration—you’re always a step ahead.

Now is the perfect time to upgrade to a better CTMS. Reach out today to see what BSI can do for your team!