How long does it take to implement a robotic laboratory workflow

Implementing a robotic laboratory workflow can take from several months to a year or more, depending on the complexity of the process, the level of customisation, the number of instruments being integrated and the testing or validation required.

For Labman projects, the implementation period is agreed for the specific workflow rather than based on a single standard lead time. historical Labman design studies show estimated schedules ranging from approximately 18 weeks for a relatively contained automation system to between 30 and 40 weeks for larger integrated projects. these examples are project-specific and should not be treated as guaranteed lead times for a new system.

A robotic workflow is more than a robot performing an isolated task. it can involve robotics, instruments, software, data capture, sample tracking, safety systems and connections to laboratory data platforms. Labman therefore takes a workflow-first approach, starting with the scientific process, designing around real-world constraints and considering how the system may need to evolve in the future.

A realistic working estimate for a custom robotic laboratory workflow is usually measured in months rather than weeks, but an accurate duration can only be established after the workflow and project requirements have been assessed.

• One project estimated a minimum of 18 weeks from acceptance and first payment to installation, commissioning, Site Acceptance Testing (SAT) and training.

• Another estimated 30 weeks to SAT and training, including detailed design, robot module construction, process testing, carryover testing and Factory Acceptance Testing (FAT).

• Two AkzoNobel design-study versions estimated a minimum of 32 weeks to installation and commissioning, with SAT observations and training scheduled by week 34.

• A Unilever project estimated 36 weeks through installation, SAT, training and closure of SAT observations.

• An AstraZeneca project estimated 40 weeks through installation, commissioning, SAT observations and training.

These examples indicate the range seen across specific Labman projects, but they do not establish a fixed standard timeline. the schedule for a new workflow will depend on its own technical, operational and customer requirements.

The formal build schedule commonly begins after the relevant project document has been accepted and the first payment has been received.

Multiple Labman design studies calculate their schedules from acceptance of the design document and receipt of the first payment.

This distinction is important because work completed before the formal build may include:

• Understanding the customer’s workflow

• Identifying technical requirements

• Exploring novel parts of the proposed system

• Developing an initial concept

• Detailed project costing

• Preparing and agreeing the design study

The early process includes, receiving an enquiry, understanding what the customer needs, carrying out a whiteboard session where novel elements require further exploration, and completing a detailed project costing.

The total time from first conversation to a fully operational workflow may therefore be longer than the build and delivery schedule stated in a formal proposal.

The implementation period typically includes detailed design, procurement, hardware construction, software development, integration, process testing, acceptance testing, delivery, installation, commissioning and training.

The exact sequence varies between projects, and several activities may happen at the same time. Labman project schedules show software development taking place alongside hardware construction, component procurement and process testing rather than every activity occurring consecutively.

Detailed design

Detailed design defines how the mechanical, electrical and software elements will meet the agreed workflow requirements.

One Labman project allocated 12 weeks to the final detailed specification of the electromechanical design and control software. That phase included mechanical, electrical and software design, discussions with external suppliers and preparation of the final design report.

Procurement and hardware build

Components must be ordered, fabricated and assembled before the robotic workflow can be fully integrated and tested.

In the same project as the previous step, 12 weeks were allocated to physical construction, procurement, electromechanical build, module integration and process testing following software implementation.

Lead times can be influenced by the availability of specialist equipment or components, particularly where the workflow includes third-party instruments or custom-manufactured hardware.

Software development and integration

Software development connects the physical equipment into a coordinated workflow and manages process control, data and user interaction. In projects where several workcells, storage systems, mobile robots or third-party instruments are involved, integration can become a major part of the implementation.

Process testing

Process testing checks that the automated workflow performs reliably with the relevant samples, materials, containers and operating conditions.

This stage may need to test more than whether individual hardware modules move correctly. It can include the complete sequence of operations, error handling, unattended operation and the interaction between equipment and software.

Labman design studies repeatedly caution that additional post-integration testing and development may be needed to improve system robustness, and that this work may not be included in the original estimated timeline.

Factory acceptance testing

Factory Acceptance Testing, commonly shortened to FAT, verifies the system against the agreed acceptance requirements before delivery.

Project schedules can also include time before FAT for internal pre-FAT testing and time afterwards to address observations before the system is shipped.

Installation, commissioning and site acceptance testing

After delivery, the system is installed and commissioned at the customer’s facility before (SAT) confirms its operation on site.

The SAT may mirror the FAT and include actions identified during earlier testing.

The schedule may also include time to resolve SAT observations after the principal test has taken place. for example, one project scheduled SAT at week 36, followed by SAT observations through week 40.

Training and handover

Training prepares designated users to operate the robotic workflow safely and correctly. This can include the system’s safety risk assessment, residual risks, loading and unloading racks, consumables and materials, and configuring the system for use.

Training is commonly shown near the end of the implementation schedule, following installation or SAT.

The main factors affecting implementation time are workflow complexity, hardware and software scope, third-party integration, customer deliverables, testing requirements, validation needs and changes to the agreed specification.

Workflow complexity

A workflow involving one well-defined task may be implemented faster than an end-to-end platform coordinating several processes. Complexity can increase when the system must handle multiple sample or container formats, changing methods, tight timing dependencies, manual decision points or challenging materials.

The number of systems being integrated

Integrating several instruments and data systems generally requires more design, software and testing than automating a standalone operation. An end-to-end workflow may connect robotics, liquid handlers, analytical instruments, incubators, readers, balances, orchestration software and data systems.

Customer and supplier deliverables

The schedule can depend on the timely supply of customer materials, comsumables, decision approvals and third-party deliverables.

Requirement changes

Changes made after design work has begun can affect the schedule because hardware, software, documentation or testing may beed to be revised.

Validation and regulated requirements

Regulated or quality critical workflows may require additional documentation, traceability, testing and validation activity. There is not a single standard amount of time to add for this and is determined for the individual workflow.

Yes, a robotic laboratory workflow can be introduced in phases by addressing a defined bottleneck first and expanding towards a more connected process over time.

A phased approach may be appropriate where a laboratory wants to:

• Prove the value of automation on a focused process
• Spread investment across multiple stages
• Introduce automation without replacing the whole workflow
• Add capacity or functionality as demand grows
• Reduce the initial integration scope

Phasing does not automatically mean the full programme will be completed sooner, but it can allow a useful part of the workflow to be deployed before every planned capability is in place.

A laboratory can support the agreed schedule by defining requirements clearly, supplying samples and consumables when needed, involving technical users, responding to design decisions and controlling changes to the specification.

Labman project schedules consistently state that delivery depends on customer deliverables.

Labman also encourages customer technical teams to review progress through visits or virtual sessions during the build phase, this engagement improves usability, system performance and overall project success.

Before beginning an implementation, laboratories should be ready to provide:

• A clearly described current workflow
• Representative samples, materials and consumables
• Required sample volumes and throughput targets
• Instrument and software integration requirements
• Site and utility information
• Safety and containment requirements
• Data integrity and traceability requirements
• Acceptance criteria
• Named contacts who can make technical decisions

This checklist is a rough outline of what some projects need to provide. It will change on a case by case basis.

No, completing SAT marks a major project milestone, but the system then enters its operational support and optimisation phase.

Labman support begins after installation and commissioning. Labman’s support FAQ states that systems are supplied with a one-year warranty that typically begins at SAT, with engineers available to resolve issues and a possible follow-up site visit to inspect performance and answer questions.

After the warranty period, support packages may include remote troubleshooting, preventative maintenance, spare parts, emergency call-outs, agreed response times and system upgrades.

The implementation time for a Labman robotic laboratory workflow is determined by the specific application with the range usually being between 18 to 40 weeks after formal acceptance.

The shorter estimates covered equipment ordering and building, integration, software development, process testing, FAT, shipping, installation, commissioning, SAT and training.
Whereas the larger examples estimated 30, 32, 36 or 40 weeks and included more extensive hardware construction, software development, system integration, process testing, pre-FAT activity, FAT observations, delivery, commissioning, SAT and training.

These figures are useful reference points, not a promise for every project. the most reliable implementation estimate comes after Labman has assessed the workflow, technical uncertainties, integration requirements, customer responsibilities and acceptance criteria.