Quick orientation, your lab and goals

• Tell me briefly about your lab's primary throughput goals and which assays drive them
• How many samples or plates do you process in a typical week? Options: <500 samples/week, 500-2,000, 2,000-10,000, 10,000-50,000, >50,000
• Who on your team owns day-to-day liquid handling and method setup
• Describe a recent week where throughput missed targets, what happened and why
• Tell me which assay types and plate formats are most important for hitting your goals Options: 96-well, 384-well, 1536-well, Deep-well, Custom plate format, Multiple formats

Where the bottlenecks hit hard

• If your current liquid handling process had to be paused for a week, what immediate impact would you see on your discovery timelines
• How often do manual pipetting steps create the largest delays in your workflow Options: Daily, Several times a week, Weekly, Monthly, Rarely
• Walk me through the last time an instrument queue or backlog forced you to reassign experiments or resources
• What breaks downstream when one assay run is delayed
• Identify the throughput constraint that, if removed, would shorten your lead time most

What is driving result variability right now

• What part of your assay setup contributes most to run-to-run variability, and how do you know
• How do you currently measure assay reproducibility, and which metrics matter most to you Options: Coefficient of variation (CV), Z-prime, Signal to background, Percent failure rate, Other
• Provide an example of a protocol where manual technique created a measurable shift or outlier
• Provide a short inventory of reagents or steps most sensitive to volume or timing, and how often they cause failures
• If a validated automation change reduced CV by 30 percent in a critical assay, what would that be worth to your team in time or budget

Integration and data flow reality

• What's the single integration failure that would derail a deployment in your environment
• Identify the systems the automation must connect to, for example your LIMS, plate readers, or analysis pipeline Options: LIMS, Plate reader or data acquisition, Internal analysis pipeline, Inventory system, Scheduling software, Other
• Do you have APIs, middleware, or a dedicated integration owner for those systems Options: APIs available and documented, APIs available but undocumented, No APIs, middleware available, Only manual file exchange, Not sure
• How mature is your data model for plate maps and result files, and who maintains it Options: Well defined and versioned, Partially defined, Ad hoc CSVs, No standard model
• Who is responsible for granting network access and API credentials during implementation
• What's the consequence if CSV or API payloads change mid-validation

Real constraints that could stop this

• Describe the hard infrastructure limits in your lab that would prevent installing a new automation cell
• How many dedicated power circuits, square feet of bench space, and network ports can you commit within a standard installation window Options: 1, 2, 3, 4+, Not available
• Are there safety, biosafety, or regulatory reviews that must sign off before equipment arrives Options: Biosafety committee, Environmental health and safety, Regulatory quality review, Export controls, None, Not sure
• Please provide the person who will act as the site owner for installation tasks and approvals, include role and contact details
• List contractual restrictions or existing maintenance agreements that could block vendor access
• If access to the site cannot be granted during your target window, what is the alternative Options: Delay install, Perform remote integration then ship, Use temporary lab space, Cancel project, Other

Competitive landscape and alternatives you are weighing

• What alternatives, including in-house fixes, are you actively weighing right now Options: Stick with incumbent instruments, Build in-house automation, Other vendors, Pilot with consulting partner, Delay investment, Other
• List the incumbent approach and any vendors or internal teams you are evaluating
• Explain the features or outcomes that would have to remain true for you to keep your current approach
• Has anyone proposed solving this internally instead of using an external vendor, and if so what would that plan require Options: Yes, with existing staff, Yes, with a new hire plan, No, Not yet discussed
• What unmet promise or change would make you walk away from changing platforms today

How you will call this a win

• If a pilot proves you can hit your target throughput and reproducibility, what stops you from placing an order that week Options: Budget approval, Procurement timelines, Technical acceptance, Executive sign-off, Nothing, ready to sign
• List the measurable criteria that must be met during acceptance testing for your team to sign off
• How do you quantify the value of researcher time freed from manual pipetting Options: Time saved per run, Headcount reduction, Faster time to result, Cost per sample, Other
• Provide the stakeholders in procurement or finance who must approve the budget and state their approval thresholds
• What is your preferred pilot length and which outcomes would accelerate the commercial review Options: 1 week, 2-4 weeks, 1-3 months, 3+ months, Unsure
• If the pilot misses one critical metric but exceeds others, will you proceed, pause, extend the pilot, or redefine acceptance Options: Proceed, Pause and rework scope, Extend pilot, Cancel project

Practical next steps and timing

• What timeline would push this from conversation to a signed agreement in your planning Options: Immediately, Within 1 month, 1-3 months, 3-6 months, Longer
• What internal milestones or procurement windows must align for you to schedule installation within three months
• Provide the name and role of the day-to-day contact who will coordinate scheduling and validation
• What risks do you expect during the first 90 days after installation, and what mitigation plans exist today
• Select the support model you prefer after deployment and identify SLA elements that are non-negotiable Options: Remote support only, On-site engineer visits, Dedicated application scientist, Training plus remote support, Other
• How soon can you make required data and network credentials available after contract execution Options: Immediately, Within 1 week, 1-2 weeks, 2-4 weeks, Longer than 4 weeks

• Solution Experience Session

• Confirm the current state and its cost to your team
• You confirm the restated current state and agree on the concrete costs it imposes on your team.
• Run the sample throughput forecast on the provided assay and deliver a comparison showing expected throughput, researcher-hours saved, and projected reduction in repeat runs.
• You confirm the demonstrated workflow removes the manual pipetting steps and materially reduces the variability you described.
• Walk through an automated run of your representative assay
• Provide a representative assay protocol, consumable list, and five recent raw run files for use in method development and benchmarking.
• You accept the proposed integration approach for shipping results to your LIMS and identify outstanding integration questions to resolve before deployment.
• Show expected throughput and error-rate comparison for the buyer's workload
• Identify the integration owner and provide the LIMS endpoint details, preferred data schema, and a 2-hour window for connectivity testing.
• Map integrations and data flow to your LIMS and readers
• Draft a scope summary that lists the proposed automated steps, method development milestones, and acceptance criteria for a pilot.
• Validate that this matches your requirements

• Solution Experience Session
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

• Install Robotic Liquid Handling Platform
• Deploy Integrated Workcell and Plate Handling Hardware
• Program and Deploy Pipetting Protocols
• Configure Nano- and Multi-Channel Dispensing Modules
• Integrate Instruments with LIMS and Data Systems
• Perform Method Development and Assay Transfer
• Provide Operator Training and Certification
• Deliver IQ/OQ/PQ Validation Protocols and Reports
• Install Automated Plate Storage and Retrieval Systems
• Deploy Laboratory Automation Control Software
• Install Maintenance, Remote Monitoring, and Support Tools
• Arrange Equipment Financing and Lease Options

Install Robotic Liquid Handling Platform

• Specify the available electrical service at your installation location (voltage and phases) Options: 110 V single-phase, 208 V three-phase, 230 V single-phase, Other - describe
• Provide the bench footprint and clearance available for the platform (width x depth x overhead mm)
• Indicate the primary plate formats and vessel types used in this workflow (cite well counts and plate materials) Options: 96-well (polystyrene), 384-well (polypropylene), 1536-well, Tubes or deep-well plates, Mixed formats
• Identify any biosafety or environmental constraints for the install location (e.g., BSC class, temperature control, humidity limits)
• Describe your consumables and tip management plan at the site (on-site bulk, managed inventory, single-use only) Options: On-site bulk stock, Vendor-managed inventory, Just-in-time delivery, Lab-managed reorder
• Confirm which installation acceptance evidence will validate a successful platform install (site acceptance test checklist, demonstration with representative assay, signed IQ/OQ) Options: SAT checklist signed by site owner, Operational demonstration with representative assay, IQ/OQ completion certificate, Other - describe

Deploy Integrated Workcell and Plate Handling Hardware

• List the plate handling components required in the workcell (robot arm, stackers, plate hotels, conveyors) Options: Single-arm plate handler, Multi-arm plate handler, Stacker/hotel, Conveyor integration, Reader loader
• Estimate the maximum simultaneous plate throughput you expect from the workcell (plates per hour) Options: <50 plates/hr, 50-200 plates/hr, 200-500 plates/hr, >500 plates/hr
• Select the physical integration constraints the workcell must respect (lab doorway width, floor load, rack height) Options: Doorway width limit, Floor load limit (kg/m2), Row/rack height restrictions, Crane/lift required
• Supply the plate stacker capacity and plate carrier dimensions required by your assays
• Name any adjacent instruments the workcell must interface mechanically (incubators, readers, sealers) Options: Microplate reader, Microplate sealer, Incubator/shaker, Automated freezer, Other - list
• Attach any site access constraints that affect delivering large modules (loading dock restrictions, elevator limits, after-hours delivery windows)

Program and Deploy Pipetting Protocols

• Identify the assay steps you expect to automate in the pipetting protocol (dilution series, compound transfers, reagent additions, washes) Options: Dilution series, Compound transfers, Reagent additions, Plate washing, Mixing/incubation steps
• Specify the target liquid volume ranges and accuracy/precision thresholds for each step (for example, 1-10 µL with CV <5%)
• Indicate the plate maps and barcode formats you will provide for protocol mapping Options: Well-by-well plate map CSV, Barcode per plate, Embedded plate layout files, Manual mapping on site
• Describe any tip types or low-volume dispensing technologies required by your methods (filtered tips, low-retention, fixed tips) Options: Filtered disposable tips, Low-retention tips, Fixed reusable tips, Acoustic dispense adjunct
• Select your preferred method deployment model for protocols (we deliver final methods, collaborate on tuning, handoff source code only) Options: Fully delivered and validated by us, Co-development with your team, Method files only for your engineers
• Supply the expected run-size and batching rules for each protocol (plates per run, overnight runs, continuous processing)

Configure Nano- and Multi-Channel Dispensing Modules

• Indicate which nano- or multi-channel dispense modes you require (low-nL acoustic, 8-channel, 96-channel) Options: Nano/acoustic dispense, 8-channel pipetting, 96-channel pipetting, Custom manifold
• Provide the minimum and maximum dispense volumes for the high-channel steps and the required volume CV thresholds
• Identify any carrier fluids, solvents, or DMSO concentrations used that affect dispense head compatibility Options: Aqueous buffers only, Organic solvents present, DMSO >10%, Other - list
• Describe your aspiration and wash requirements for multi-channel heads (number of wash cycles, solvent type, tip change frequency)
• Select which acceptance checks you require for dispensing calibration (volume gravimetric check, dye-based imaging, plate-based QC) Options: Gravimetric volume check, Dye absorbance-based QC, Plate-count imaging, Internal standard spike recovery
• Identify environmental controls needed for nano-dispense accuracy (temperature control, enclosure, humidity limits) Options: Temperature-controlled enclosure, Humidity control, No special controls required, Other - describe

Integrate Instruments with LIMS and Data Systems

• Specify the LIMS or lab data system endpoint(s) you need integrated (include API type, base URL, and authentication method)
• Identify the data objects to be exchanged with your LIMS (plate barcode, well-level results, run metadata, QC flags) Options: Plate barcode, Well-level results, Run metadata, QC flags, Raw instrument logs
• Provide the file formats and frequency for data exchange (real-time via API, batch CSV every run, HL7-style messages) Options: Real-time API, Batch CSV after run, SFTP drop, Other - describe
• Identify the security and network constraints for integration (VLAN, VPN, static IP, port restrictions) Options: VLAN access, VPN required, Static IP allowed, Outbound only
• Indicate who in your IT or LIMS team will own API credentials and who will approve test accounts
• Select whether you require our delivered integration to include automated reconciliation of plate-to-LIMS mapping Options: Yes, include automated reconciliation, No, we will reconcile manually, Partial - discuss

Perform Method Development and Assay Transfer

• Identify the representative assays you will transfer (assay name, readout type, expected signal window)
• Describe the acceptance criteria for method transfer (target CV, Z-prime, signal-to-noise ratios)
• Indicate the number of iterative optimization cycles included in the scope (rounds of pipetting/mixing parameter tuning) Options: 1 round, 2 rounds, 3 rounds, More than 3 - define
• Provide the sample types and matrix considerations for method development (cell lysate, serum, compound DMSO) Options: Aqueous buffer, Cell lysate, Serum/plasma, High DMSO content
• Select the deliverables you expect from method development (scripted protocol file, validation report, SOP update) Options: Protocol file for robot, Validation report with QC data, Updated standard operating procedure (SOP), Training-ready method deck
• Identify who will provide control materials and reference plates for transfer testing (your lab supplies, we ship controls) Options: You provide materials, We provide materials, Shared responsibility

Provide Operator Training and Certification

• Name the roles to be trained and certified (operators, lab managers, service engineers)
• Specify the training format preferred for your staff (on-site instructor-led, remote instructor-led, self-paced e-learning) Options: On-site instructor-led, Remote instructor-led, Self-paced e-learning, Hybrid
• Indicate the target class size and number of sessions required for operator competency Options: 1-2 people per session, 3-6 people per session, 7+ people per session
• Describe the certification criteria you expect operators to meet (practical run, written quiz, supervised runs) Options: Practical run sign-off, Written knowledge check, Supervised production runs, Other - describe
• Provide the documentation artifacts you require post-training (attendance roster, competency checklist, training slides) Options: Attendance roster, Competency checklist, Training slides and videos, Certificate of completion
• Identify if refresher training or train-the-trainer capability is required within scope Options: Refresher training included, Train-the-trainer included, Neither

Deliver IQ/OQ/PQ Validation Protocols and Reports

• State which qualification phases you require documented in deliverables (installation qualification, operational qualification, performance qualification) Options: IQ, OQ, PQ, IQ+OQ only
• Provide any regulatory or compliance regimes your lab follows that must be reflected in validation (GLP, GMP, 21 CFR Part 11, ISO) Options: GLP, GMP, 21 CFR Part 11, ISO 17025, Other - list
• Indicate the acceptance thresholds for PQ runs (e.g., Z-prime >0.5, CV <10% across control wells)
• Identify the evidence package you require for final acceptance (raw run files, summary report, signed IQ/OQ/PQ) Options: Raw run files, Summary validation report, Signed IQ/OQ/PQ protocol, SOP updates
• Confirm the party responsible for retaining validation records and how long records must be archived Options: You retain records, We retain & hand over, Shared retention - define policy
• Provide the scheduled windows you prefer for executing IQ/OQ/PQ activities (dates or typical lab downtime windows)

Install Automated Plate Storage and Retrieval Systems

• Identify the required storage capacity in plates or racks and the expected retrieval throughput
• Specify physical constraints for storage system installation (floor footprint, rack height, seismic or loading limits)
• Indicate the plate temperature control requirements for storage (room temperature, 4°C, -20°C, -80°C) Options: Room temp, 4 °C refrigerated, -20 °C freezer, -80 °C ultra-low
• Describe required integration behavior between the storage system and the workcell (automated handoff, manual staging, barcode handshake) Options: Automated handoff, Manual staging, Barcode-based handshake, Other - describe
• Identify any sample tracking or chain-of-custody fields that must be preserved during retrieval operations Options: Sample ID, Matrix type, Operator ID, Time stamp, QC flags
• Provide any environmental monitoring or alarm notification preferences for storage (email alerts, SNMP traps, on-screen alarms) Options: Email alerts, SNMP traps, SMS notifications, On-screen alarms

Deploy Laboratory Automation Control Software

• Identify the orchestration features you require (scheduling, queue management, resource reservation, error handling) Options: Job scheduling, Queue management, Resource reservation, Automated error recovery
• Specify required user roles and permission levels within the control software (operator, supervisor, admin, service)
• Indicate preferred deployment model for the software (on-premises server, virtual machine, cloud-hosted) and any constraints Options: On-premises server, VM in your environment, Cloud-hosted, Hybrid
• Describe the expected integration points with your scheduling and LIMS systems (API endpoints, webhooks, file drop) Options: API endpoints, Webhooks, File drop (SFTP), None required
• Provide your acceptable single-point-of-failure tolerance and expected uptime for the orchestration layer (e.g., 99.9% SLA) Options: Standard uptime (99%), High availability (99.9%+), No downtime windows allowed, Custom SLA - discuss
• Identify the data retention and export requirements for run history and audit logs Options: 30 days, 90 days, 1 year, Custom retention period

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Purchase Agreement / Order Confirmation
• Service Level Agreement (SLA)
• Acceptance Test Plan & Acceptance Certificate
• Project Schedule & Deployment Milestones
• Payment Schedule & Commercial Terms
• Warranty & Maintenance Agreement
• Change Order Agreement
• Training & Knowledge Transfer Agreement
• Data Processing Addendum (DPA) — conditional
• Regulatory Compliance & Validation Addendum — conditional

• Go-live Health Check (weeks 1-4)
• First Outcomes Measurement (weeks 4-10)
• Acceptance Gate Review (around day 90)
• Quarterly Operational Review
• Annual Success Review and Method Optimization Planning

• Ensure support tickets impacting operations are assigned resolution dates and tracked in the shared tracker.
• Update the integration error log and confirm fixes to LIMS data flows.
• Restate acceptance criteria and numeric targets recorded in Mutual Commit
• Produce a documented pass or fail for each acceptance criterion recorded in Mutual Commit.
• If any criteria fail, capture a concrete remediation plan with owners and dates that closes the acceptance loop.
• Capture the formal acceptance decision and named signatory when the engagement requires signatory ratification.
• Publish the acceptance decision record, including per-criterion pass/fail status and evidence links.
• Create remediation tickets for any failed criteria with due dates and verification steps.
• Schedule the first Quarterly Operational Review on the post-acceptance cadence.
• Trend review of throughput and manual work reduction
• Confirm whether throughput and manual-hours-saved are meeting the trajectory toward Mutual Commit targets and identify exceptions.
• Prioritize the enhancement and optimization backlog for the next quarter with clear owners and delivery windows.
• Re-confirm deployment completion and owners
• Publish the quarterly trends dashboard and the prioritized enhancement backlog.
• Open or update remediation tickets for any operational issues with agreed SLA target dates.
• Schedule focused method optimization runs and capture expected measurement windows for validation.
• Annual outcomes versus Mutual Commit targets
• Confirm annual attainment of assay CV and researcher hours‑saved targets as recorded in Mutual Commit, or document variance and plan to close it.
• Agree a prioritized method optimization roadmap with timelines and verification checkpoints.
• Ensure ongoing support and review cadence is scheduled and acknowledged by all operational owners.
• Publish the annual outcomes report with variance analysis and the approved method optimization roadmap.
• Convert approved optimizations into scheduled validation runs with target success criteria and dates.
• Confirm support SLA contact points and publish the yearly review schedule.
• Confirm deployment and validation close‑out items with owners and target dates.
• Document top 3 early defects or blockers and agree immediate remediation actions.
• Verify operator training reach and readiness for first outcome runs.
• Publish a deployment close‑out checklist with owners and target dates.
• Log all observed errors into the support tracker with severity and temporary workarounds.
• Confirm the date range and required data sources for the First Outcomes Measurement meeting.
• Recap acceptance targets recorded in Mutual Commit
• Determine whether daily plate throughput and assay CV are trending to the Mutual Commit targets or require remediation.
• Have a documented root cause for each KPI shortfall and an agreed remediation plan with dates.
• Confirm the dataset and owners required for the Acceptance Gate meeting.
• Deliver the measurement dataset and analysis summary for the agreed window to the shared workspace.
• Execute assigned remediation steps and report interim results before the Acceptance Gate meeting.
• Long‑running issues and enhancement backlog review
• Assay reproducibility and method adjustments
• Present first measurement data
• Validation handover summary
• Present consolidated outcome data vs each criterion
• Open issues and support SLA adherence
• Operator onboarding and training status
• Document acceptance decision and signatory capture
• Integration and data flow health
• Method optimization roadmap
• Early stability and error signals
• Remediation plan for any failed criteria
• Enhancement request backlog and prioritization
• Support model review and ongoing cadence
• Root cause analysis for any gaps
• Confirm post-acceptance support and optimization cadence
• Open issues, temporary workarounds, and next steps
• Agree remediation actions and timeline
• Agree next quarter operational priorities and checkpoints
• Closeout actions and next meeting schedule
• Confirm readiness criteria for Acceptance Gate
• Agree timing for First Outcomes Measurement