Reducing cost and complexity through vendor consolidation

Client situation

The client was a mid-sized pharmaceutical company with a recurring need for consultants across several functions and geographies. Over time, the client had built up a broad supplier base with many different vendors providing individual consultants for separate assignments. This created flexibility, but also increased administrative workload, fragmented governance and made it difficult to manage quality, pricing and long-term resource planning in a consistent way.

Client challenge

The client wanted to reduce the total cost and complexity of managing consultant assignments without losing access to specialized life science expertise. Multiple vendors meant multiple contracts, price lists, onboarding processes, points of contact and follow-up routines. This created unnecessary management time for procurement, HR and line managers, while also limiting the client’s ability to gain an overview of consultant spending, competence needs and future capacity requirements.

PharmaRelations’ solution

PharmaRelations proposed a vendor consolidation model where PharmaRelations became the client’s preferred partner for consultant assignments within defined life science functions. Instead of engaging many separate vendors, the client could channel new and existing consultant needs through one coordinated agreement, one commercial framework and one accountable partner.

The model gave the client access to PharmaRelations’ Nordic consultant base, specialist networks and cross-functional expertise. PharmaRelations also took responsibility for coordinating assignments, identifying suitable consultants, managing replacements when needed and supporting the client with resource planning.

Implementation approach

The implementation started with mapping the client’s existing consultant assignments, vendor landscape, competence needs and upcoming resource gaps. Based on this overview, PharmaRelations and the client agreed which assignment categories should be included in the consolidated model and how transition from existing vendors should be handled. A governance structure was established with one key account contact, regular follow-up meetings, clear escalation routes and transparent reporting on assignments, costs and future needs.

Outcome for the client

The client reduced the number of vendors involved in consultant assignments and gained a simpler, more cost-efficient operating model. Procurement and line managers spent less time managing separate supplier relationships, contracts and onboarding processes. The consolidated model also improved visibility of consultant spend, enabled more consistent pricing and made it easier to plan future resource needs across functions.

By working with one partner with broad Nordic life science expertise, the client maintained access to specialized consultants while reducing administrative burden, supplier fragmentation and total coordination cost. Over time, the relationship also enabled more proactive workforce planning and faster matching of consultants to new assignments.

•    Cost reduction
•    Lower administrative burden
•    Improved cost transparency
•    Faster consultant matching

Key success factors

•    One preferred partner and one commercial framework for consultant assignments.
•    Reduced number of vendors, contracts, contact points and onboarding processes.
•    Improved cost transparency and more consistent pricing across assignments.
•    Access to a broad Nordic life science consultant base and specialist networks.
•    Stronger governance, reporting and forward-looking resource planning.
•    Lower administrative burden for procurement, HR and line managers.

What this case demonstrates

This case demonstrates PharmaRelations’ ability to create value not only by providing individual consultants, but by taking broader responsibility for the client’s consultant supply model. By consolidating vendors, coordinating assignments and giving the client access to cross-functional Nordic expertise through one partner, PharmaRelations helped reduce cost, simplify governance and strengthen long-term workforce planning.

“Consolidating our consultant needs with PharmaRelations has significantly simplified the way we manage external expertise. With one partner, one framework and access to a broad Nordic life science network, we have reduced administration, improved cost transparency and can respond faster when new resource needs arise.”

Outsourcing of the PV function for a growing pharmaceutical company

Client situation

The company has historically managed PV cases for marketed products using Excel-based tracking. As part of its growth strategy, the company is continuously acquiring new companies and adding products to its portfolio, increasing the volume and complexity of its PV activities. The company now needs to implement a dedicated Patient Safety Database and migrate its existing PV cases and relevant safety data into the new system. The company currently has one senior person responsible for PV, Regulatory and QA. With the growing product portfolio, this person can no longer manage all activities independently. The company therefore needs additional support with QPPV and d-QPPV responsibilities, as well as Medical Information, to ensure sufficient capacity and appropriate oversight as the business continues to grow.

Client challenge

• Rapid growth through acquisitions has significantly increased the company’s product portfolio and PV workload.
• PV cases for marketed products have historically been managed using Excel, creating a need for a more structured and scalable solution.
• The company has limited internal resources, with one senior person covering PV, Regulatory and QA.
• Additional support is needed for QPPV and d-QPPV responsibilities, as well as Medical Information, to ensure sufficient capacity and appropriate safety oversight.

PharmaRelations’ solution

• Implemented a dedicated Patient Safety Database and supported the migration of existing PV cases and safety data from Excel.
• Set up and maintained PV cases in the Patient Safety Database through PharmaRelations’ in-house intake team.
• Provided QPPV and d-QPPV support to strengthen the company’s pharmacovigilance oversight and capacity.
• Provided Medical Information support to manage increasing product-related enquiries.
• Established an intake process for Medical Information cases.
• Established a scalable PV setup that can support the company’s continued growth through acquisitions and expanding product portfolio.
• Operated in accordance with PharmaRelations’ Quality Management System, SOPs and established processes.

Implementation approach

The implementation was designed to establish a scalable and compliant Patient Safety operating model capable of supporting the company’s continued growth. PharmaRelations first implemented a dedicated Patient Safety Database and managed the migration of existing PV cases and safety data from Excel into the new system. This created a more structured and sustainable foundation for pharmacovigilance activities. At the same time, PharmaRelations assumed key operational responsibilities, including case management, QPPV and d-QPPV support, and Medical Information services. Medical Information intake processes were established, and all activities were managed according to PharmaRelations’ Quality Management System, including SOPs and established PV processes. The solution provided the client with immediate operational support, regulatory oversight and flexibility to scale resources as the product portfolio continued to expand.

Outcome for the client 

The client gained a compliant, scalable and future-proof Patient Safety set-up without the need to build a larger internal organisation. The implementation of a dedicated Patient Safety Database improved traceability, efficiency and compliance, while reducing reliance on manual Excel-based processes.

By outsourcing key PV and Medical Information activities, the client ensured access to experienced pharmacovigilance specialists, QPPV and d-QPPV support, and established quality processes. This reduced the workload on the internal compliance lead and created a sustainable operating model capable of supporting future acquisitions and portfolio growth.

• Improved compliance
• Reduced operational risk
• Reduced internal workload
• Scalable support model

Key success factors

• Implementation and migration to a dedicated Patient Safety Database.
• Access to both operational PV support and senior specialist expertise, including QPPV and d-QPPV services.
• Medical Information support with established intake and case management processes.
• Reduced workload and increased focus for the client's internal PV, Regulatory and QA lead.
• Access to PharmaRelations’ established QMS, SOPs and compliant PV processes.
• Scalable outsourcing model capable of supporting future acquisitions and portfolio expansion.

What this case demonstrates

This case demonstrates PharmaRelations’ ability to build and operate a complete Patient Safety solution by combining technology, processes and specialist expertise. By implementing a dedicated safety database, providing QPPV and Medical Information services, and operating within a robust quality framework, PharmaRelations enabled the client to move from a resource-constrained, Excel-based setup to a scalable and compliant pharmacovigilance model. The solution reduced operational risk, strengthened compliance and created a platform capable of supporting long-term business growth.


“PharmaRelations helped us move from a resource-intensive, Excel-based setup to a structured and scalable Patient Safety model. We now have the systems, processes and expertise in place to support our continued growth with confidence.”

Nordic Market Entry with Scalable Cross-Functional Support

Client situation 

The client was a large Asian life science company with an established presence in selected European markets. The company wanted to establish its first Nordic presence in Denmark, with a local office in Copenhagen connected to its existing European organisation. The ambition was to start with a lean Danish setup and gradually expand into the other Nordic markets as the business developed. 

Client challenge 

The client needed to establish a compliant and efficient Nordic foundation before launching and scaling its commercial operations. The initial focus was on understanding the regulatory requirements, preparing for market entry and establishing the necessary local compliance infrastructure. At the same time, the client wanted to avoid building a large, fixed organisation too early. As the business progressed, it would need access to local expertise across Regulatory, Market Access, QA and PV, as well as recruitment and interim support to build the commercial organisation and gradually establish its own Nordic capabilities.

PharmaRelations’ solution

PharmaRelations provided a stepwise Nordic market entry model, starting with Regulatory and compliance and gradually expanding into Market Access, QA, PV, recruitment and commercial support. The initial phase focused on the Danish market, including regulatory strategy, market entry planning, local requirements and the establishment of the necessary quality and pharmacovigilance infrastructure. PharmaRelations also supported Market Access activities, including pricing and reimbursement considerations.

As the client moved closer to commercial launch, PharmaRelations supported the build-up of the local organisation through recruitment, interim resources and commercial expertise. This enabled the client to establish the first local roles while maintaining flexibility and avoiding a large, fixed organisation from day one. Once the Danish setup was established, the same cross-functional model could be scaled to additional Nordic markets, combining local country expertise with a coordinated Nordic approach.

Implementation approach

The implementation followed a phased approach:

Phase 1 – Regulatory, Market Access & Compliance Set-up

• Regulatory strategy, dossier due diligence and Nordic launch planning, starting with Denmark.
• Marketing authorization activities, local product information, translations and submission support.
• Market Access assessment, including pricing and reimbursement strategy and launch sequencing.
• QA set-up, including QMS, SOPs, training, supplier qualification and audit readiness.
• PV set-up, including local safety processes, local contacts and safety activities.
• Establishment of the local roles and governance needed to support the Nordic launch.

Phase 2 – Commercial Launch & Organisation Build

• Development of the commercial launch plan and Nordic operating model.
• Interim commercial, sales, marketing and medical support as required.
• Recruitment of the first local employees and specialists.
• Executive Search and specialist recruitment across the Nordic markets.
• Use of interim and try-and-hire solutions to test and scale the organisation.
• Gradual expansion from Denmark into additional Nordic markets based on launch plans and business needs.

Outcome for the client 

The client was able to establish a local Nordic presence in Denmark with a controlled and scalable approach, starting with the regulatory and compliance foundation before building the commercial organisation. The model provided access to the required Nordic expertise without the need to establish all functions internally from the beginning. As the business developed, PharmaRelations could support the transition from regulatory and compliance activities into commercial launch, recruitment and organisation building. The approach also created a platform that could be extended to other Nordic countries, allowing the client to scale its presence in line with regulatory approvals, market access milestones and commercial needs.

• Faster and more structured market entry
• Reduced market-entry risk and fixed organizational commitment
• Access to cross-functional Nordic expertise
• Flexible transition from outsourced/interim support to internal capabilities
• Scalable model for expansion across the Nordic markets

Key success factors

• Regulatory-first approach to establish the foundation for Nordic market entry.
• Strong local knowledge of Danish and wider Nordic regulatory and market access requirements.
• Cross-functional support across Regulatory, Market Access, QA and PV.
• Recruitment and interim solutions introduced as the commercial organisation was built.
• Flexible model allowing the client to test and scale its Nordic organisation.
• One coordinated partner supporting the transition from market entry to commercial launch and further Nordic expansion.

What this case demonstrates 

This case demonstrates PharmaRelations’ ability to support international life science companies throughout the journey from Nordic market entry to commercial organization build-up. By combining Regulatory, Market Access, QA, PV, recruitment, consultancy resources and commercial expertise, PharmaRelations can provide a flexible and scalable model that starts with a compliance foundation in Denmark and expands with the client across the Nordic markets.

“PharmaRelations became an extension of our organisation in the Nordics. Their combination of local market knowledge, cross-functional expertise and flexible resources gave us a strong foundation in Denmark and a clear path for further Nordic expansion.”