Many life science organizations leverage Veeva Vault RIM to enhance efficiency, compliance and transparency in their regulatory operations. However, even the most robust system needs occasional check-ups to maintain effectiveness. Here are five signs your Veeva Vault RIM needs a health check.
As the life science regulatory landscape evolves, it’s crucial to ensure that your organization’s regulatory information management (RIM) systems keep up. This allows you to manage crucial documents and data effectively throughout the product lifecycle.
Veeva Vault RIM, a cloud-based platform developed by Veeva Systems, has become an increasingly popular choice because of its advanced capabilities in streamlining regulatory processes and data management. Pharmaceutical, biotechnology, and medical device companies utilize Veeva Vault RIM to bring safe and effective products to market faster.
However, Veeva Vault RIM isn’t a “set and forget” type of system. Veeva releases three Veeva Vault RIM updates per year, offering new features and better functionality. If you don’t keep up with these releases and changes in your organization, your Veeva Vault RIM may not perform at optimal levels, which can hinder your ability to operate effectively. Therefore, forward-thinking life science companies give their Veeva Vault RIM a health check to see how their system is performing and where there are areas for optimization.
What Is the Veeva Vault RIM Health Check?
The Veeva Vault RIM Health Check is a consulting offering designed to review the configuration and usage of your organization’s system. It aims to maximize the investment made in the Veeva Vault RIM platform by evaluating its alignment with your organization’s business needs and assessing the user experience and actual usage of the system.
The Health Check process involves a comprehensive review conducted in four stages:
- RIM application analysis: Evaluates the efficiency, utilization, and alignment of Veeva Vault RIM with best practices, identifying opportunities for improvement and optimization to enhance overall system performance and user satisfaction.
- Vault platform analysis: Assesses reporting capabilities, dashboards, system performance, process efficiency, security, and maintenance within your Veeva Vault RIM platform.
- Support and administration: Investigates administrative processes, change management, user provisioning, issue resolution, and synchronization methodologies within your Veeva Vault RIM system.
- Validation: Reviews existing processes and compliance documentation to identify gaps and areas where improvements can be made to ensure your system is maintained in a validated state.
Whether you have used Veeva Vault RIM for years or have implemented it recently, you can utilize the Veeva Vault RIM Health Check to improve your operations. But when is the best time to perform a Health Check? The answer is simple: If you are experiencing any of these warning signs, your Veeva Vault RIM needs a check-up.
When Do You Need a Veeva Vault RIM Health Check? 5 Signs
1. Outdated Configuration
Sign
The first sign of concern is when the system falls behind the regular Veeva Vault release schedule, potentially missing out on beneficial features that haven’t been activated due to a lack of implementation process. It’s important to regularly review release notes and updates, especially Veeva’s three annual releases, to avoid falling behind and overlooking helpful features that could enhance job performance.
Solution
The Health Check involves assessing user processes and activities to identify how new features could benefit them, followed by providing a detailed plan for implementing those features to improve user experience.
2. Poor Workflows
Sign
Your users may encounter difficulties with Veeva Vault RIM, such as cumbersome processes or workarounds due to ineffective workflows hindering their job performance.
Solution
The Health Check provides a comprehensive overview, allowing the company to prioritize actions and implement necessary improvements promptly. It offers a thorough diagnostic of the current state and areas for enhancement.
3. Security Challenges
Sign
If your security models are leading to challenges like the manual addition of users to roles just to enable them to perform their job duties effectively, or if there are unmanaged groups within the system, these issues can indicate significant dysfunction within the system’s security framework.
This dysfunction can result in inefficiencies, inconsistencies, and potential security vulnerabilities, ultimately impeding the smooth operation of your organization’s processes and workflows.
Solution
Either there is no configuration in place, or there is an existing configuration that may need adjustments. The Health Check assesses your company’s current needs and recommends a tailored security configuration to address those requirements.
While the consultant doesn’t directly perform the configuration as part of the Health Check, they provide detailed recommendations for potential changes. These changes can be implemented either through Veeva managed services or with the consultant’s assistance.
4. Leftover Articles
Sign
Another important aspect to consider is the presence of redundant or obsolete configuration items, such as reports, document types, and object types, within the system. Over time, these items can accumulate, resulting in clutter and inefficiency. For instance, a company may have initially set up numerous document types, but upon closer examination, it becomes evident that only a fraction of them are consistently utilized.
Solution
The Health Check helps to evaluate whether there are unused or rarely utilized items lingering in the system that could be safely removed. Trimming down unnecessary items not only declutters the system but also simplifies user interactions, reducing the risk of errors or confusion when selecting options.
5. New Processes or Modules
Sign
When your company is about to implement new processes or modules, especially in regulatory contexts like submissions publishing, it’s essential to ensure Veeva Vault RIM is updated to support these changes.
Similarly, if you’re planning to integrate with another Vault, you should assess system readiness.
Solution
The Veeva Vault RIM Health Check ensures your system is up-to-date and capable of supporting the latest versions of processes, while also verifying compatibility with multiple Veeva Vault connectors to ensure seamless functionality.
What Happens After the Veeva Vault RIM Health Check?
As part of the Health Check, the consultant delivers a comprehensive system review in a detailed Word document. This document encompasses their findings from user interviews, system checks, and process evaluations. It also outlines identified issues and proposes potential solutions tailored to your company’s needs.
These solutions are categorized based on their level of effort, ranging from major to medium, and we also provide a cost breakdown for implementing the recommended actions. This enables you to make informed decisions about addressing the identified issues and optimizing your system effectively.
Conclusion
While Veeva Vault RIM offers advanced capabilities, it requires periodic check-ups to address potential issues and optimize performance. The Veeva Vault RIM Health Check provides a comprehensive assessment of your system’s configuration, usability, and security, identifying areas for improvement and recommending tailored solutions.
If your Veeva Vault RIM is experiencing outdated configuration, poor workflows, security challenges, leftover articles, or preparing for new processes or modules, consider the Health Check. This allows you to enhance their operational effectiveness and maximize the value of their Veeva Vault RIM investment.
Daelight Solutions offers a custom Veeva Vault RIM Health Check that is tailored to your business needs. Contact us today to discuss how our Health Check can take your Veeva Vault RIM to the next level.