Nominated Signatory Portal
Biopharmaceutical Company
Managing Expert Communications With SharePoint Solutions
Introduction ....
One of Coreshare’s most extensive projects to date was being commissioned by one of the world’s largest biopharmaceutical companies, to create SharePoint solutions which would enable the organisation to record, store and manage its expert communications and interactions - whilst meeting compliance in a complex regulatory environment.
The Challenge
This multinational organisation required an electronic system that would capture all the necessary information related to interactions with external experts, including healthcare professionals for global functions and local markets, interacting with experts outside of their home market.
The Solution
Coreshare designed and implemented a SharePoint-based solution that captures all the engagement details, such as business justification, internal and external participants, online approvals by country-specific nominated signatories, reference to service contracts and agreed compensation.
The new site also provides an opportunity to attach relevant materials created for virtual and face-to-face meetings, market research and patient support programmes. This includes invitations, agendas, meeting venues and travel arrangements, materials presented, and final outcomes/actions as a result of the engagement.
The system serves as a repository of compliance-related guidance in general and country-specific guidance on fair market values, local regulation and approvals and contact information for regional approvers.
Workflows were integrated into the system to automatically support approvals and send reminders to finalise and close-out engagement records, as well as create bespoke reports to enable engagement analytics and filter out engagements related to specific countries or activity types.
There were clear roles and responsibilities defined to assure system access by relevant team members whilst ensuring confidentiality and data privacy were managed as required.
The new site also provides an opportunity to attach relevant materials created for virtual and face-to-face meetings, market research and patient support programmes. This includes invitations, agendas, meeting venues and travel arrangements, materials presented, and final outcomes/actions as a result of the engagement.
The system serves as a repository of compliance-related guidance in general and country-specific guidance on fair market values, local regulation and approvals and contact information for regional approvers.
Workflows were integrated into the system to automatically support approvals and send reminders to finalise and close-out engagement records, as well as create bespoke reports to enable engagement analytics and filter out engagements related to specific countries or activity types.
There were clear roles and responsibilities defined to assure system access by relevant team members whilst ensuring confidentiality and data privacy were managed as required.
The Approach
Coreshare's dedicated development team worked closely with the company’s project team to understand its business needs and tailor a bespoke solution to best serve its specific requirements within a set timeframe.
A panel of end-users was recruited for User Acceptance Testing. And once approved, Coreshare continued to liaise with the project team to discuss and plan the solution installation and any transition work needed from the previous repository.
To ensure seamless implementation, Coreshare worked in Hypercare mode after the system went live to answer any questions or concerns from users and address any smaller improvements as needed.
Coreshare’s specialist team demonstrated a high degree of flexibility to balance business needs, technical opportunities, and incorporate additional requirements that may not have been part of the initial business case.
Constant communication with the client was a key factor in the success of the project, with requirements and technical issues discussed openly every step of the way.
A panel of end-users was recruited for User Acceptance Testing. And once approved, Coreshare continued to liaise with the project team to discuss and plan the solution installation and any transition work needed from the previous repository.
To ensure seamless implementation, Coreshare worked in Hypercare mode after the system went live to answer any questions or concerns from users and address any smaller improvements as needed.
Coreshare’s specialist team demonstrated a high degree of flexibility to balance business needs, technical opportunities, and incorporate additional requirements that may not have been part of the initial business case.
Constant communication with the client was a key factor in the success of the project, with requirements and technical issues discussed openly every step of the way.
The Results
The end product was a user-friendly system which met the company’s high expectations and incorporated solutions for added requirements. End-user feedback has been positive.
The SharePoint solutions delivered helped the business to manage expert interactions whilst ensuring compliance in a complex regulatory environment. It offers engagement owners clear guidance and has reduced the number of questions and discussions needed to follow the company’s standard operating procedures and guidelines.
The structure of information in the system has also made the organisation audit-ready.
Overall, Coreshare’s solution has improved operational efficiency, created stronger connections across teams and upgraded capabilities by migrating workflow, document collaboration and knowledge management to the SharePoint platform.
The SharePoint solutions delivered helped the business to manage expert interactions whilst ensuring compliance in a complex regulatory environment. It offers engagement owners clear guidance and has reduced the number of questions and discussions needed to follow the company’s standard operating procedures and guidelines.
The structure of information in the system has also made the organisation audit-ready.
Overall, Coreshare’s solution has improved operational efficiency, created stronger connections across teams and upgraded capabilities by migrating workflow, document collaboration and knowledge management to the SharePoint platform.
I would recommend Coreshare as a professional, technical and flexible expert to work with bespoke solutions for business supporting systems.
The solution developed and implemented by Coreshare, in partnership with our organisation, provides a clear process, automated workflows and a source of relevant information to assure engagement owners can interact with external experts in a compliant way.
The solution developed and implemented by Coreshare, in partnership with our organisation, provides a clear process, automated workflows and a source of relevant information to assure engagement owners can interact with external experts in a compliant way.
