Manage members & partners — QA-Reports einholen, organize, urgieren
A workflow that collects Quality Assurance reports from members, offene tasks nachpursues, sends reminders and the Overview over the entire QA-work suret.
In production
Work. ERLEDIGT.
Europe's largest biobank infrastructure.
BBMRI-ERIC — Biobanking and BioMolecular Resources Research Infrastructure — is a European Research Infrastructure Consortium based in Graz. The organisation connects biobanks across 20 European member states and gives researchers access to biological samples, data and biomolecular resources. BBMRI-ERIC was founded in 2013 under EU law and is one of the largest health-research infrastructures in the world.
Quality assurance isn't a side topic in this context — it is the core. Biobanks work with biological material used for medical research. The quality of the samples, the data and the processes has to be documented, reviewed and continuously secured. For that, BBMRI-ERIC offers its members a comprehensive quality-management programme: self-assessment surveys, audits, quality standards according to ISO 20387. And this is exactly where UNOY comes in.
20 member states. Hundreds of biobanks. And the question: who has submitted their report?
Quality assurance in a distributed European infrastructure is a coordination problem. BBMRI-ERIC has to regularly collect QA reports from its members — reports on compliance with quality standards, the status of audits, the implementation of improvement measures. The reports come from different organisations in different countries, with different processes and different timelines.
Without a system, that meant: send emails, wait for replies, follow up, maintain lists, track open items manually. Who has delivered? Who hasn't? Where do we need to chase? The bigger the number of members, the messier the situation. The effort spent on coordination was out of proportion to the actual QA work — substantive review fell into the background because organising the reports tied up the whole capacity.
On top of that came a governance problem: who could say at any moment which reports had come in, which were outstanding, and which had already been chased? Without a central overview, there was no basis for structured decisions.
Work in — result out
Input
- list_alt List of members and open QA reports
- calendar_month Deadlines and submission timelines
- mail Email templates for requests and reminders
- upload_file Incoming QA reports from members
UNOY works
- → Send request emails to members
- → Capture incoming reports and map them
- → Track open items and monitor deadlines
- → Send reminder emails automatically when a deadline is missed
- → Keep the status overview of all tasks up to date
Result
- ✓ Complete overview: who delivered, who didn't
- ✓ Automatic reminders with no manual effort
- ✓ QA reports organised and centrally available
- ✓ Governance dashboard: status traceable at any time
- ✓ QA team can focus on content instead of coordination
20
member states coordinated
0
manual reminder emails
100 %
overview of open tasks
Hours
saved per week
With the UNOY workflow we have, for the first time, a reliable overview of the status of all QA reports. The reminders run automatically, and we can finally focus on the substantive QA work.
Supervision model
Self
You build your own digital twin that delivers results. Every rule defined by you, every result under your control.
Your digital expert — built by you.
Partner
UNOY's expertise is included. You work together with the system — we set it up, you keep control.
Expert knowledge included — we set it up, you keep control.
Supervised
The entire work is delivered as a finished result — with legal accountability through Skribe Attorneys.
You hand off the case — we deliver the finished result.
Why a workflow beats emails and spreadsheets.
The QA coordination at BBMRI-ERIC wasn't disorganised before — it was manual. Send out emails, log replies in a spreadsheet, keep deadlines in your head, follow up when something slips. That works with ten partners. With twenty member states and hundreds of biobanks it doesn't. Not because the people are careless, but because the complexity outgrows manual coordination.
The UNOY workflow takes over exactly the parts that don't require human judgement: send emails, monitor deadlines, trigger reminders, update status. What remains is the actual QA work: review reports substantively, spot quality issues, kick off improvement measures. The workflow creates the conditions for the QA team to put its time where it has impact.
On top of that comes the governance dimension: visible at any moment which reports have come in, which are outstanding, where things have been chased. Not a spreadsheet that's outdated before it's fully maintained. Instead, a living system that reflects the current state — for the QA team, for management, for the members themselves.
What we learned from the project.
First: coordination is the hidden time sink. At BBMRI-ERIC, collecting and organising the QA reports took more effort than reviewing them substantively. That's not a special case — in many organisations coordination ties up more capacity than the actual specialist work. Whoever automates the coordination effort doesn't just gain time, they change what the team is working on.
Second: automatic reminders change the dynamic. When a reminder email isn't sent manually but goes out automatically when a deadline is missed, an unpleasant part of the work disappears — and the response rate goes up. Not because the emails are worded differently, but because they're sent reliably and on time.
Third: overview is governance. In a distributed organisation with twenty member states, an overview of open tasks isn't just practical — it's a governance requirement. Whoever can say at any moment where the QA work stands can decide on a sound basis — and demonstrate it to boards, partners and funders.
Technical deep-dive: how we built it with UNOY
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Automated report request
The workflow sends personalised emails to every member, asking them to submit the QA report by the defined deadline.
Intake capture and assignment
Incoming reports are captured automatically, assigned to the right member and the open task is flagged as done.
Deadline monitoring with escalation levels
The system monitors deadlines and triggers reminder emails automatically when one is missed. Multiple escalation levels are configurable.
Automatic email dispatch for follow-ups
Reminder emails are generated and sent automatically — with reference to the specific open report, the missed deadline and the next step.
Task overview and status dashboard
A central overview shows at any time: which reports have come in, which are still outstanding, where follow-ups have been sent, which deadlines are running. Filterable by member state, period, status.
Governance reporting
Structured overviews for management and boards: compliance rate, average response time, open items by country.
Configurable email templates
Every email — initial request, reminder, follow-up — is based on configurable templates. BBMRI-ERIC can adjust tone, content and escalation logic itself.
Audit trail
Every action is logged: when which email was sent to whom, when the report came in, when a follow-up went out. Complete traceability for compliance purposes.
More customer cases
Collect, organise and chase QA reports. Automatic instead of manual.
30 minutes. Your coordination work. No slide deck.