Veeva Vault implementations are strategic decisions that are disruptive to normal operations in several contexts. These implementations are cost and effort intensive. To ensure that these improvement initiatives are a seamless process, we have compiled a list of key steps that need to be addressed prior to implementation:
Evaluating organizational needs and opportunities
- Assessing existing IT systems and processes
- Obtaining organizational buy-in and commitment
- Building a dream team
- Ensuring the readiness of stakeholders and other actors
In our experience, we have found that the following preparations are vital in achieving a smooth execution of Veeva implementation projects.
Need and opportunity
We recommend evaluating needs and opportunities by using a questionnaire or score card as part of a technological and business assessment. Performing statistical analysis of your data to identify your needs (identifying high vs. low priority) will help to achieve buy-in amongst stakeholders and help optimize investment/allocation of resources.
Assessment of existing IT systems and processes
We recommend that our clients have their enterprise architecture team catalog their existing IT systems and processes upfront. This ensures a clearly defined IT portfolio that can assess potential risks.
In our experience, a successful risk assessment involves performing a failure mode and effects analysis (FMEA) and creating a Risk Estimation Matrix. These analyses provide insight into decision-making, trigger actions for risk mitigation, and provide opportunities for improving operational efficiency.
Organizational commitment
Organizational commitment is oftentimes a major challenge for any implementation. One common problem is that end users sometimes claim that they are too busy for Veeva training or workshops. Commitment from leadership to have the team prioritize training in an appropriate manner is integral. Once an organizational commitment is secured, the next step is to prepare the teams involved for the change.
Readiness of stakeholders and actors
At times, there are concerns related to implementation. For instance: what will happen to my job? If you are working on certain manual preparations for submission, and it is now prepared automatically, what will happen to you?
Addressing these fears and concerns is crucial to ensure onboarding success. This is a team effort. The more key players that are involved, the better the results are. Veeva implementation is a cultural shift; it is a revolution for your organization. It is important to ensure your company is ready to embrace the change. Ensure that your organization is proactive, not reactive. This step is often overlooked, as a common misconception is that project implementation occurs ‘automatically.’
Building a Dream Team
Ideally, a dream team has an assortment of people with a balance of experience/wisdom and fresh ideas. Preparing a dream team is crucial for the success of any implementation initiative.
The above recommendations are based on our experiences in successful Veeva implementations (sometimes experiencing a lot of trial and error and multiple back and forth decisions!). In conclusion, our experiences with implementing Veeva applications have led us to these recommendations to ensure a smooth implementation of Veeva.
Please note that Veeva Vault is a proprietary trademark of Veeva Systems. Please visit Veeva’s site for more details: www.veeva.com
You may also be interested in our other blog articles:
- Reducing Submission Time with Veeva Vault RIM – Prana Life Sciences LLC (prana4life.com)
- Reduce Time for Study Migration into Veeva Vault – Prana Life Sciences LLC (prana4life.com)
- Using Veeva Vault Training for GxP and Non-GxP Content – Prana Life Sciences LLC (prana4life.com)
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