best practices for vault qualitydocs implementations€¦ · best practices for vault qualitydocs...
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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
®2014 Veeva Systems – Company Confidential veeva.com | 24
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
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