Adapting Vaccine Logistics in Record Time - TUP Case Study

The COVID-19 pandemic posed a major challenge for global pharmaceutical logistics: Vaccines not only had to be developed as quickly as possible, but also distributed safely under extreme conditions. In just four weeks, TUP established the IT infrastructure for the logistical distribution of a project partner’s COVID-19 vaccine via a central European transshipment hub—one of only four such hubs worldwide. At that time, the distribution center had already been managed and controlled for 24 years using a custom-built warehouse management system (WMS) from TUP.

Since 1996, our project partner in the pharmaceutical industry has been operating this distribution center with a warehouse management system based on TUP.WMS. The goal of the migration was the GxP-compliant implementation of comprehensive ultra-low-temperature (ULT) processes into the existing system—without interrupting ongoing operations. In this exceptional situation, our partner once again placed its full trust in our expertise—and we delivered: on time, in compliance with regulations, and without disrupting operational processes.

To ensure Good Storage Practice (GSP) and Good Distribution Practice (GDP), the vaccine must be stored in special deep-freeze units. The vaccine is stored at -80°C and must not exceed the critical threshold of -70°C at any time during the storage process. To ensure the storage temperature, 300 ultra-low-temperature (ULT) cold storage units were integrated into the processes controlled by the system. Through warehouse management, a dynamic capacity of up to 2,000 shipping orders per day was achieved. The sensitive vaccines are transported in specially prepared coolers, each containing 23 kg of dry ice—directly from the warehouse to the shipping department.

A particular challenge for the TUP project team: Despite the extremely short project timeline, the high quality standards required in the pharmaceutical industry had to be maintained during the development, implementation, and testing of the software. At the same time, the vaccine—which had not yet been approved—required particularly sensitive information management as well as a high degree of responsiveness to changing requirements—agile work in the truest sense.

In late October 2020, the cross-organizational team began implementing the project under the strictest confidentiality and in close cooperation with all parties involved. Just under a month later, the goods-in module went live on schedule in late November 2020. Following the vaccine’s approval a few days later, the goods-out module also went live. Under absolute time constraints, the warehouse management software, which has been in use for a quarter of a century, was quickly enhanced with numerous new functionalities.

Added Functionalities

• Expansion of the topology to include ULT refrigerators
• Management of refrigerator operating hours (to strictly maintain ultra-low temperatures)
• Integration of a new host system for goods-in and order data
• Integration of an additional shipping system
• Enhancements to goods receipt
• Implementation of a new putaway process for ULT products (including clarification procedures)
• Enhancements to goods issue (including adjustments to order management, order picking, shipping unit formation, packaging process, and labeling)
• Implementation of a new stock-out process for ULT products
• Other adjustments to ULT processes (e.g., inventory corrections/counts, quality control)

This use case impressively demonstrates that TUP’s warehouse management systems are not only custom-tailored and durable, but also highly adaptable when needed. Even under extreme conditions, new processes and technologies can be integrated quickly at any time. The collaboration on this project underscores the added value of long-term, trust-based partnerships—built on highly flexible software solutions that continue to meet the demands of the times without compromise, even decades after their implementation.

In this project, TUP not only delivered a functional solution at the logistical level but also made an active contribution to ensuring the supply of urgently needed medications during turbulent times.