best practices for vault qualitydocs implementations€¦ · best practices for vault qualitydocs...

Best Practices for Vault QualityDocs ImplementationsOctober 21, 2014

Dana SistiPractice Manager, Vault R&D Professional Services

Heather McHughSenior Consultant, Vault R&D Professional Services

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Session Goals

Illustrate primary phases in a Vault QualityDocs implementation

Planning

Design and Configuration

Validation

Deployment

Identify critical data needed for each phase

Explore common pitfalls

Planning

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Where do you want to go with Vault QualityDocs?

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Why Vault?Set Project Goals, Long-Term and Short-Term

Are you:

Coming from an inefficient, paper / manual process?

Do you:

Need to harmonize or standardize your processes, locally or globally?

Have you:

Been issued a finding and been cited for lack of compliance?

Does your:

Existing system not meet your users’ requirements?

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Planning Keys to Success

Validation Plan (Who, What, When)

Migration Plan (Who, What, When)

Project Plan

Have a Plan.

Project Sponsor

Design and Configuration

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Requirements Gathering & Design Workshops

Business representation is critical

Let’s meet face-to-face

Know your documents

Embrace the iteration

Configuration

Requirements

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Vault QualityDocs Key FeaturesFully understand product capabilities

Intuitive Design

Periodic Review

Controlled Copies

Configurable Workflows

Reports and Dashboards

Signature Manifestations

Integrated Change Control

Read & Understood

Watermarking and Overlays

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Building Out the Workflow and Lifecycle

Stay with the Basics

90% of typical scenarios addressed

by OOTB lifecycles and workflows

Don’t overcomplicate with

“special rules”

Stay Flexible

Expect processes for different

content types to work differently

Define the object model in the way

that makes sense to you

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Design Verification

Design Based

on Gathered

Requirements

Dry Run with

Process

Exercises

Incorporate

Feedback from

Testers

Design VerificationAccelerate user interaction and feedback

Build Design in

Vault through

Configuration

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Migration Considerations

Scope of Migrated

Content

Audit Trails

Document Numbering Migration

Phased or Complete

Migration

Configuration

Modifications

Template Adjustments

User Acceptance Testing and Validation

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Validation

Veeva provides a comprehensive package of validation

accelerators that will substantially reduce your validation effort

Reducing the Burden of Computer System ValidationBryan Ennis

Wednesday 11-11:45am

Deployment

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Ensuring a Successful Deployment

Gain internal awareness

Communication plan (emails, lunch & learns, website, etc.)

Identify and leverage super users

Plan for long-term training

After initial training, establish self-help training and onboarding process

Establish Internal help desk and support processes

Institute a Governance Model

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Summary

PlanningDesign and

ConfigurationValidation Deployment

Understand your

starting point -

“Why Vault?”

Set goals – and

regularly refer to

them

Establish a

validation and

migration strategy

Get the right

people in the

room

Know your

documents and

existing records

Plan for

migration

Execute

UAT/Validation

Plan

Leverage Veeva

validation

deliverables

where

appropriate

Veeva can help!

Hype Veeva

internally

Define training

plan

Institute support

processes and

governance model

Thank YouDana Sisti

dana.sisti@veeva.com

Heather McHugh

heather.mchugh@veeva.com

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