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W-02: Improving Cost-Effectiveness by Automating the Aggregate Report Scheduling & Distribution

Poster Presenter

Jennifer Cichone

Director, GPV Strategic Management Office

Objectives

The tool was developed to automate the process of generating and maintaining aggregate report calendar (ARC) data. This was achieved by automating scheduling surveys, automating scheduled report submissions, collection of submission dates, and metrics to minimize user intervention and human errors.

Method

The team used a data analytics model by gathering source data requirements and mapping out the overall manual process. Total time saved for the annual survey activity and activities for collecting submission data and cost savings were calculated.

Results

The team developed a tool with the following features: • Automated creation of survey data from previous year’s data. • Automated sending and receiving survey data with time-bound hyperlink to web forms delivered using email engine from the tool. • Automated sending follow-ups for survey responses and acknowledgements. • Distribution of aggregate reports with time-bound hyperlink to web forms. • Automated sending follow-ups for acknowledgement and submission web forms. • Updated submission dates in the ARC with a push of a button. • Analytics, graphical visualizations, for review of survey data request and receipt, aggregate reports submitted and submission dates received. • Full data export, including user interaction metadata. • Managing contacts and product matrix as metadata. In 2018, the ARC Automation Tool eliminated human data entry activity and streamlined our process in several areas through the strategic use of web forms. The team was able to send annual surveys to both internal (n=27) and external (n=52) stakeholders, including business partners and contract research organizations, in less than an hour. The survey data were processed to generate schedule based on the ARC data from previous year. Survey responses were returned through a web form with underlying email engine. In addition, the ARC Automation Tool enabled users to distribute finalized aggregate reports to applicable stakeholders for submission by using email templates and a contact matrix that are maintained in the tool. This resulted in the simultaneous collection of submission dates and reporting metrics. The cost savings were determined by comparing the total number of hours spent on manually sending the survey and collating information, entering the survey results, the distribution of reports, follow-ups on submissions metrics, and entering submission dates into calendar versus utilizing the automation functionally with the ARC Automation Tool.

Conclusion

The ARC Automation tool has transformed a resource heavy and time-consuming manual process and made it more streamlined, accurate, and cost-effective. Therefore, it has provided the opportunity to reduce resource burdens involved in managing operational aggregate reporting activities. Furthermore, it has allowed the team to oversee the global submissions of aggregate reports through a dashboard interface and simplify the tedious and manual follow-up process. In addition, it has streamlined the collection of submission metrics. Finally, the internal project costs were calculated to be $55,200. The annual estimated cost-savings is projected to be $100,000 and it is expected that we will realize the full cost savings in 2019, meaning that this project will completely pay for itself in less than a year. In conclusion, through the use of technology and automation, the ARC Automation tool has allowed a more cost-effective process to operationally manage the aggregate reporting activities of the Global Pharmacovigilance organization.