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EMD Electronics Automated Sample Request Form

Digitized and automated a manual, paper-based Quality Control (QC) sample request process at Merck, eliminating waste, reducing human error, and accelerating lab throughout.
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Zeeshan Khan

Project Timeline

Jun 2025 - Aug-2025

HighlightS

Time Savings:

  • Filling & Delivering Form: Reduced from 278 sec to 113 sec per request.
  • Scanning, Uploading & Tagging: Reduced from 499 sec to 113 sec per request.
  • Overall Change: 66% reduction in process time per request.

Cost & Resource Savings:

  • $10,000+ saved annually in operational costs.
  • 5,000+ sheets of paper saved annually.

Error Reduction: Eliminated tagging errors and lost paperwork.

Visibility: Provided real-time status tracking for the entire QC team.

SKILLS

Process Improvement: Applied Lean Six Sigma to identify and eliminate waste.
Digital Transformation: Designed and deployed a SharePoint-based solution.
Data Integration: Automated data flow between systems.
Stakeholder Focus: Beta-tested with lab technicians and incorporated feedback.
Program Development: Learned how to use Microsoft Power Apps and Power Automate to build a functional system.

Problem

The original process was plagued by inefficiencies:

  • Physical Waste: 5,000+ sheets of paper annually.
  • Human Error: Manual tagging, handwriting, and miscommunication between teams.
  • Time Waste: Long wait times due to manual scanning, uploading, and delivery.
  • Process Friction: No real-time visibility into request status for the QC team.

Solution

Designed and implemented a fully digital request system using SharePoint, integrated with automated workflows in Microsoft PowerApps and PowerAutomate:

  • Digital Request Form: Replaced paper forms with an auto-filling digital form.
  • Automated Tagging & Upload: Eliminated manual file handling; requests auto-tag and upload to SharePoint.
  • Real-Time Dashboard: Built a dashboard for the QC team to view, track, and edit requests.
  • Backend Log: Created a log of all actions done within the dashboard and sample request form to provide better visibility and allow for calculation of important metrics such as sample processing times.
  • Notifications: Implemented team-wide alerts for new sample requests.Problem

Sample Request Form:

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Dashboard:

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Note that certain fields are redacted to comply with company confidentiality standards.

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