Experience sharing - Introducing a tool for announcing and tracking attendance at conferences and congresses Global Regulatory Policy – Regulatory Sciences: March 2011 Dr. Donna Ellender: Director of Regulatory Sciences Global Regulatory Policy – Global Regulatory Affairs For DIA SIAC PETD meeting 17 March 2011

Global Regulatory Policy – Regulatory Sciences: March Experience sharing within DIA PETD SIAC Objective: to share information; about a simple tool developed in-house by sanofi-pasteur for issues related to conferences –attendance, tracking, feedback… To explain what the tool does How we put the tool in place To provoke the idea…is conference attendance training?

Global Regulatory Policy – Regulatory Sciences: March Reasons for Introducing a Conferences & Congresses tool Centralizes processes and increases efficiency, saves time Ensures optimised participation and event coverage as a company Ensures coherent messages on regulatory matters By knowing who is going to conference (for staff and management) enables participants briefing and debriefing Many steps are automated with links to message service for example, to avoid sending large documents or general s to all department on one conference and targets only persons interested

Global Regulatory Policy – Regulatory Sciences: March What is the conferences & congresses tool? You can easily request permission to subscribe to a conference: Individual requests to attend a conference sent directly to line Manager for approval Know who else is attending a conference Use electronic alerts (via ) to announce a conference of interest to GRA, based on pre-selected, individual topic interests alert of conference information and feedback report, based on pre- selected, individual topic interests Searchable Central Repository for conference related materials, slides & documents Enables sharing & distribution of post- conference information without sending general s & attachments Web based tool designed to inform staff about conferences of strategic interest to the department and to share information post-conference - without sending lots of s & large documents List up-coming conferences Transparency

Global Regulatory Policy – Regulatory Sciences: March Is it easy to use? I’m afraid of new tools and I don't want to hit anymore buttons… No formal training is necessary to use the tool Designed to be user- friendly Automatic click button processes Need help? User guide is on intranet or contact administrators Central repository for conference information and feedback from conferences Different administrators can input key conferences found Staff can send details of a conference to any of the administrators to add to the system For the reports post- conference, users themselves add their own trip reports

Global Regulatory Policy – Regulatory Sciences: March Reality hits…provocation ensures future collaboration Some challenges to use: Publicizing Launch meetings and communication on tool “Compliance” gained by seeing tool in use: when using the system for a big conference organization showing “chaos”…resulted in compliance! when the time came to use the tool to optimize a conference attendance of an “important” conference 8/22 persons who were going were actually on the system, others had to be adjusted manually after arbitration as numbers too high Showed that a lot of energy had to be expended and many s had to be sent which could have been prevented Going to individuals to show how to fill out profiles (only 2 minutes needed per person)

Global Regulatory Policy – Regulatory Sciences: March What does the tool look like? Series of screens for starting…

Global Regulatory Policy – Regulatory Sciences: March The tool

Global Regulatory Policy – Regulatory Sciences: March Profile and Alerts

Global Regulatory Policy – Regulatory Sciences: March Request to attend a conference If you wish to attend a conference, it is suggested that you talk to your line manager in advance of making the formal request When you want to formally make the request, open the conference details then click on “Send Request to Attend”. A window will open, giving you the opportunity to add some comments, if you wish. Click on “Send Request”, this will send your request by to your manager. Your manager will then be able to click on “Approve or Disapprove”. Managers will also be given the opportunity to add a comment. In any case, you will receive an approving (or turning down) your request.

Global Regulatory Policy – Regulatory Sciences: March Request to attend form

Global Regulatory Policy – Regulatory Sciences: March Type of Mail Manager receives for approval

Global Regulatory Policy – Regulatory Sciences: March Manager’s decision manager can view conference and report history when reviewing requests before finalization of the decision (approval or not)

Global Regulatory Policy – Regulatory Sciences: March Post your report Access the report template Post your report

Global Regulatory Policy – Regulatory Sciences: March Access the report template To help standardize the way trip reports are made we suggest that your feedback is written using the report template to guide you on points to write. It usage whilst recommended, where possible, is not obligatory To use the report template, click on the “Reports” tab, then “C&C Report Template”. You can fill in the template and save your report on your computer.

Global Regulatory Policy – Regulatory Sciences: March Conference versus training Is conference attendance training?... Arbitrarily Definition given A “big” conference is not training as its too general and only for networking and asking specific business questions, to update information, not to learn something basic A conference is not a training except If a person has started from an outside function and knows nothing about our function What do YOU think?