"The tool allows us to review more projects in a better way. It’s really useful to keep track of each project and trackback the evaluation that was done. Now with Optimy, everything is very findable, and without the tool, we wouldn’t have managed."

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The digitalization of workflows is a trend that has been around for some time now, and all types of organizations benefit from it. After all, implementing a cloud-based solution can help manage projects, improve productivity and make data-driven decisions. With that in mind, the University of Lausanne (UNIL) decided in 2019 to implement a digital solution to manage their ethics validation process, and that is when they met Optimy. 

Optimy is an easy-to-use solution that allows you to digitally collect, select, manage and report your internal activities. Optimy products enable people to have a paperless project management routine, being able to review applications in a collaborative and automated manner, from anywhere. You can also communicate with all parties involved, might they be colleagues, board members of your organization, or applicants.  

UNIL’s main challenge: 190 research units

The UNIL is based in Lausanne, Switzerland, and has more than 190 research units in the most diverse fields. Some of these researches required an institutional ethical validation which is granted by the Research Ethics Commission. UNIL has eight commissions, one for each faculty. Every commission has a representative in charge of communicating its decisions.  

The commission gets around 50 ethics validation requests per semester, and every single one of them needs to be analyzed with a specific process to be accepted. Once the research project is approved, the commission issues a certificate of ethical compliance to the researcher. 

Changing from manual input to Optimy

Since UNIL started using Optimy’s solution, the commission team was able to save time from manual input and email threads and were offered the possibility of setting up a clearer review process.

Pablo Diaz, the coordinator of the commission, tells us how the process has changed since the implementation of Optimy’s solution: “The tool allows us to review more projects in a better way. It’s really useful to keep track of each project and trackback the evaluation that was done. The more projects we have, the harder it is to be on top of them all, and without the tool, we wouldn’t have managed. Now with Optimy, everything is very findable; I don’t have to create folders and remember the names of them.” 

The main outcome with Optimy: Better and faster peer review

He also points out how working as a team has become easier since they started using the software. Naturally, by using collaboration tools such as Optimy, members of the commission can share relevant files without using a third-party platform, as well as quickly create new documents from templates with ease: ‘It allows things to be very easy, as everyone can continue the process without having any problems.’

But according to the coordinator, the main reason why he enjoys using Optimy’s services is because of how proactive our customer success team is: “It’s very easy to use all the tools such as create teams, team leaders and delegate tasks, but every time I have to make a bigger change or adaptation I can just call William (UNIL’s account executive), and he is quick to answer. This has changed my life,” he laughs while saying how important it is to have a human connection even when one is dealing with software. 

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