Veeva Vault is a cloud-based content management platform and suite of applications leveraged by many life sciences companies. For organizations that use Veeva, implementing Veeva Vault Connections can enable greater visibility and operational flexibility. One of the more recent additions to Veeva’s offerings, Vault Connections are productized integrations between select Vault applications, which allow for documents and data to be seamlessly transferred across select Vault applications. These connections between Vaults aim to streamline business processes and ensure compliance by reducing duplication and risk when there are documents and data that intersect and affect both related Vaults.
For example, Vault Clinical Operations and Vault RIM are two applications with distinct differences in business processes, ownership, and user populations – but certain documents and data may overlap between the two. Vault Connection allows for the exchange of those documents and data between the two Vaults without the risk of redundant data entry, data quality, or non-compliance. The implementation of this automation introduces significant cross-functional benefits with no impact to the operation of both applications.
While the required configuration to establish the Vault Connection is straight-forward, we have identified some business process considerations for cross-functional teams prior to implementing Veeva Vault Connections in order to achieve the intended elimination of silos and increased organizational visibility.
- Involving the Right Decision Makers
Customers will first need to identify which documents and data will be exchanged automatically via the established connection. Agreement on the list of documents and data to be shared depends on the client’s business processes and requires input from stakeholders of both Vaults. Implementing a Vault Connection between two Vaults requires identification of a source Vault and a target Vault for each type of shared document or data point. The decision on which Vault will act as the source and which will be the target requires discussion and alignment with the appropriate decision makers before and during the implementation. This important decision must not only weigh risk and consider audit readiness, but is also critical with regard to compliance requirements, such as what may be necessary from a regulatory submission perspective.
- Business Process Impact Analysis
When information is generally kept within one department, there may not be a robust process outlined for how to share these documents and data or what requirements must be satisfied to make them ready for sharing. Developing business processes that clearly outline this detail is key not only as an input to the implementation of the Vault Connection, but also in support of audit or inspection readiness.
- Communication and Change Management
Implementation of a Vault Connection may impact where end users will go to access documents or data. Identification of licensing or permission impacts and updates as well as preparation of any necessary change controls required for permission updates is an important consideration during the implementation. Communication to the business on any anticipated changes, including necessary training on revised business processes, will help to eliminate confusion and promote adoption after a Vault Connection is implemented.
- Validation Strategy
Defining an effective validation strategy contributes significantly to the success of implementing a Vault Connection. Because information is being exchanged from one source Vault to a target Vault, it’s essential that the connection functions as intended and exchanges information accurately. Validation and QA (Quality Assurance) representatives will want to coordinate on a documentation and testing strategy, since the Connector will cover user requirements from both Vaults. Appropriate testing of the data and documents included in the Vault Connection will ultimately result in a successful implementation and smooth user experience for the teams involved.
- Data Governance and Release Management
Once the Vault Connection is established, both teams must now be involved in decisions such as updating configuration or planning for releases. Establishing a cross-functional governance team to collectively review, evaluate risk, and align on decisions regarding any necessary changes to configuration or related business processes ensures that all impacted stakeholders are properly considered and informed.
Ensuring Smooth Connections
Considering impacts and ensuring that the appropriate people and processes are in place will help to ensure smooth connections between your Vaults. Clarkston’s Veeva consultants have the experience and resources to guide these discussions and decisions within your organization. We can help to develop processes, analyze risk, align teams, and establish governance to ensure your organization is ready for all the above considerations.
If your organization is looking to implement Veeva Vault, contact us today.