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VEEVA VAULT CASE STUDY
The Evolution of Submission and RIM Processes at Karyopharm
Craig Gassman, M.S.Associate Director Regulatory Technology and Operations
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Disclaimer
The views and opinions expressed in this presentation are
solely those of the author and do not reflect the official
policy or position of Karyopharm Therapeutics, Inc.
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│ THE FIRST 30 (DAYS)
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Jan 2015 – New Position, Expanded Role, Let’s Assess…
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Imminent and/or Planned Submissions (like…today)?
Technology Assessment
Process Assessment
Cross-Functional Relationship Assessment
URGENT
NEED FOR
eDMS
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Individual Assessments Results
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Tech• Shared ‘Public’ Drive
• Loose Collection of
‘Immature’
SharePoints
• ‘Band-Aid / Budget’
SaaS Document
Repository (…Just
Awful, but a Necessity)
• Death by Excel…
Proc• Source Documents
Scattered
• Document Storage
Inconsistent, Varied by
Content Provider
• Documents Emailed to
Submission Provider
• No Authoritative Source
X-Func• Information Silos
• No Uniform Flow of
Information, Docs, etc.
• Functional Scope &
Responsibility Varied
Tech/Proc was Responsible for this…
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│ PRIMARY CONCERN
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B.V.E. (Before Veeva Era)
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Planning for submissions…Where are the source documents?
Network? SharePoint? Desktop? Email? Black hole…
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B.V.E. (Before Veeva Era) – Content Retrieval
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Functional
Area
Product OR
Study OR
Who Knows
> 6
Additional
Levels
Single-Dimension SearchUncertainty
is High…
?
?
?
??
?
?
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D.V.E. (During Veeva Era) – Content Retrieval
Multi-Dimension Search
Type
SubType
Classif.
Product
Clin
Study
Doc
State
App
Seq
ETC...
1) Authoritative source
2) Streamlined retrieval
3) Direct connection of source to published doc
1) Document ‘safari’
2) Incorrect versions usage
3) Uncertainty
Gain
Prevent
METADATA
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│ SUBMISSION OVERVIEW
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Typical Submission Process
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BINDERS TEMPLATES &
DOCUMENT TEMPLATES
BINDER
STRUCTURE
& METADATA
PLANNED
DOCUMENTS
VIEWABLE
RENDITIONS
BINDER EXPORT FOR
SUBMISSION VENDOR
Content
Planning
Templates or
Documents
Initialized
Content
Authoring
and Review
Final
Formatting
(Limited)
Publishing,
QC &
DispatchArchive
Content
Approval
RAPID ENHANCED CHECK OUT / IN
VIA SUBMISSION BINDER*
*Amazing Feature
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│ BINDERS
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Sample View – Submission Binder
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Content Report and Plan
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Why build and maintain a
separate plan if your binder
IS your submission plan
with the addition of some
‘smart’ metadata and
reporting?
Submission binder enhances
the content plan
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Metadata Drives the Content Plan
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Submission Email, Content Links and Access Instructions
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Content Providers and RA Colleagues are noticeably more confident
when provided ‘just-in-time’ instructions pending on their activity
Ex: Check out/in instructions, downloading renditions, etc.
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│ REG INFO MANAGEMENT
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Correspondence Reporting
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RA colleagues verdict = AwesomePrevious: Numerous (versions of) Excel trackers
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ESG Acknowledgements Report
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│ OTHER REPORTING
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Nonclinical Report Review
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Metadata-Driven Reporting
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Literature Reference Example
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│ OTHER DISCOVERIES
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AutoNaming
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Configurable Tabs
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Sub-Container
Submission OBJECTSubmission BINDER
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Evolving Process – Submission Pilot (Summary)
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Sequence Initialization
Submission Binder & Doc
Templates Initialized
Metadata SetDocuments
set to DRAFT
Submission Notification
Sent
Content Generation
Content R / F / ASubmission Documents Published
Publishing QCDocs Set to Steady-State
Metadata Final Check
Binder Exported
Submission Content Report
Exported
Submission-Ready
Document Vendor Transfer
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Evolving Process – Submission Pilot (Details)
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Sequence Created (Submission
Object)
Submission Binder Created w/Binder
and Doc Templates
Binder and Document
Metadata Set
Doubles as Content Plan
Documents set to DRAFT
Submission notification w/J.I.T. Instructions sent to Content Providers
w/ Binder Link
Content Checked Out, Edited, Checked In
Content (Source) Reviewed,
Formatted and Approved
Doc PDF renditions downloaded,
published, imported as Viewable
Rendition
Documents Pub-QC’d (Issue
Resolution Cycles as Required)
Final Pub Doc Set to Submission-
Ready (our Steady State)
Metadata Final Check
Binder Exported
Submission Content Report
Run, exported to Excel
Binder and Content Plan Transferred to Publishing Vendor
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Lessons Learned
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eDMS is one of your most important tools for submission management and execution
Form an effective implementation team with diverse skills (SMEs, Tech, Quality, etc.)
Continued use of Veeva leads to expanded use of advanced system functionality which ultimately drives process evolution – Change is GOOD.
Implementation vs. Day 1 Process vs. Day 1+X will not be identical, and that is OK! It must be an organic flow to determine best use of Submission Vault functionality.
OPT FOR MANAGED SERVICES & ADMIN TRAINING (Key for user enablement)
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THANK YOU!