Background and Challenges
Managing employee mobility with siloed processes
Takara Bio Europe, a leading distributor of life science reagents (Takara™, Clontech®, and Cellartis® brands), operates in a highly demanding environment.
With about 100 employees and a constant flow of incoming and outgoing goods, the company faced several challenges:
- Ensure a successful onboarding process by providing employees with all the necessary hardware and software resources as soon as they arrive
- Manage offboarding (which can sometimes be quick) by retrieving all assigned resources and revoking access in a timely manner
- Track and centralize the allocation of hardware and software access for the IT department
- Save time by automating as many repetitive tasks as possible during these processes
- Fostering Effective Collaboration Among Multi-Site, Multi-Department, and Multilingual Teams
- Document processes and equipment requests
- Improving the employee experience
The Takara process before Pyla:
- The manager fills out a Microsoft Forms form for a new employee's onboarding, including employee information and resource requests
- Once the form is submitted, a notification is sent to IT to prepare the equipment and access credentials
- IT manually creates a task in the Wrike tool
- IT creates a support ticket with the IT service provider
- IT notifies other resource administrators via email
- Setting up access points / preparing equipment
The process was considered tedious because managers couldn’t track the progress of tasks, and the use of multiple tools sometimes led to oversights.
When employees left the company, we had to search through emails to find out what access rights had been granted. Some access rights were overlooked, and the process was time-consuming. Meanwhile, for certain strategic positions, it was important to revoke access rights quickly.
The company decided to centralize everything by adopting Pyla.
“Takara needed to streamline, monitor, track, and improve the various stages of onboarding and offboarding.”
Serge Tonye, IT Technician
The Pyla Solution
A centralized orchestrator for IT and managers
Takara Bio has chosen Pyla to unify its management ecosystem. The solution now serves as a centralized orchestrator, coordinating activities among IT, managers, and resource administrators.
Centralization and Resource Matrix
The rollout made it possible to create a resource matrix organized by employee profiles:
- Equipment & Inventory: Computers, phones, and laboratory equipment.
- Software & Data: access to ERP, CRM, and business intelligence tools.
- Multi-site Collaboration: a single platform to streamline processes across different offices and departments.
A streamlined workflow
No more juggling between tools. Now, when a task is initiated, Pyla automatically assigns tasks to the right people. Managers track progress in real time, ensuring that everything is ready for "D-Day."
The benefits
Immediate productivity and guaranteed safety
Pyla's impact at Takara Bio is operational, financial, and security-related.
- Double the efficiency: the company has cut the time spent on administrative tasks related to personnel movements by 50%.
“We cut the time spent preparing hardware and software in half during the week following departure or arrival.”
Michael Elser, Business Intelligence & IT Manager.
- Data Security (DLP): Full access tracking ensures that no licenses or backdoors remain active after an employee leaves.
- Employee Experience: New hires are up and running from day one, a key factor in employee engagement in the competitive biotechnology sector.
“The Pyla process significantly reduces security risks. As a business leader, knowing that access is controlled and tracked by the resource manager provides real peace of mind. And it’s important that new employees feel ready to hit the ground running from the moment they arrive.”
Pierre Lacaze, Managing Director, Takara Bio Europe
