Tool for Online Review of Communication Materials

primus consulting group GmbH

Contents

Objective

Requirements IT Infrastructure

Roles

Settings

Review Process

Substitutes

Examples– Screenshots

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Objective

Effective review process for communication materials (promotional and non-rpomotional)F−Fast

−Transparent−Documented−Workflows according to the company own requirements

No involvement of IT professionals necessary

Minor customization are necessary to adjust the software to serve other review processesMinor customization are necessary to adjust the software to serve other review processes of other marketing activities, such as:−Events

Sponsorship−Sponsorship−Unilateral relationships (Gifts, Business Meals, Donations)

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Inhalte

Objective

Requirements IT Infrastructure

Roles

Settings

Review Process

Substitutes

Examples– Screenshots

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Anforderungen IT Infrastruktur

Microsoft SharePoint is a content management system developed by Microsoft that allows users to work in a web-based collaborative environmentusers to work in a web based collaborative environment.

primus Review Tool was developed as a Sharepoint application

That means as long as Microsoft Office SharePoint Server (MOSS) or Windows Sharepoint g ( ) pServices (WSS) are installed, there are no other requirements to the infrastructure of the company

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Inhalte

Objective

Requirements IT Infrastructure

Roles

Settings

Review Process

Substitutes

Examples– Screenshots

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Roles

The Initiator:I ibl h iIs responsible to create the itemInitiates the review processIn most cases is a product or medical manager

The Reviewers:Are responsible to review and approve/ reject the item May vary in number and sequenceay a y u be a d seque ceAre in most cases medical and legal functions and/or superiors of the Initiator

The AdministratorIs responsible for the system settings− Business Units− Number of review levels− etc.Does not need any specific IT knowledge

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Contents

Objective

Requirements IT Infrastructure

Roles

Settings

Review Process

Substitutes

Examples– Screenshots

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Settings

Via the adminstration cock-pit the Administrator can adjust the following settings:

Create a new Business Unit (review path) with the following parameters:Number of Reviewers (review levels)Default time limit for the review for each review pathp% Distribution of the review time among the ReviewersSequence of the ReviewersRole of each Reviewero e o eac e e e

• Decision or opinion• Default setting for what happens if any Reviewer does not act in the defined time limit

Assign Initiators to each Business Unit review path

Assign Reviewers to each Business Unit review path depending on each single Initiator

Define default substitute for each Reviewer (in case of absence - day-off, ill, etc.)

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Inhalte

Objective

Requirements IT Infrastructure

Roles

Settings

Review Process

Substitutes

Examples– Screenshots

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The Review Process

The Initiator prepares an item and uploads it in the system. The review status is set to DraftDraft

The Initiator starts the review process and:The item is being forwarded to the first ReviewerThe item review status is set to “Clearance”If necessary, the Reviewer is being notified per Email

The first Reviewer (e.g. a medical manager) checks the item and submits his/her ownThe first Reviewer (e.g. a medical manager) checks the item and submits his/her own decision or opinion. Depending on it the system will:

Forward the item to the next ReviewerReturn the item to the Initiator for changesReturn the item to the Initiator for changes

After the item has been approved by all assigned Reviewers:The item status will be set to “approved”A copy of the item including complete documentation will be made available in the archiveIf necessary the Initiator may be notified per email

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Workflow Chart of a Review Process with 3 Review Levels

No1 2 3

The Initiator starts the review process

The 1st Reviewer(The Superior)

approves the item

The next Reviewer (e.g. responsible for

the scientific content) submitsapproves the item content) submits his/her opinion

No

4 5

The last Reviewer (e.g. a Superior -

responsible for the

Approval – Notification of the Initiator

pentire content)

approves the itemLibraries - all approved items and the

relevant documentation

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Inhalte

Objective

Requirements IT Infrastructure

Roles

Settings

Review Process

Substitutes

Examples– Screenshots

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Substitutes

Everyone that is involved in the review process may configure his/her own substitute settings:

Switch the substitute on and off

Select a substituteBy default (set by the administrator)Or another employee that the involved Reviewer may select from the company‘s active directory

Time interval for the substitute that may be:Time interval for the substitute that may be:Unlimtied (till it is turned-off by the the Reviewer him/herself)Certain date

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Inhalte

Objective

Requirements IT Infrastructure

Roles

Settings

Review Process

Substitutes

Examples– Screenshots

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Home Page

My Company

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Setting the Review Process for each Business Unit

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Assigning the Employees as Initiator and Reviewers

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Initiators Cock-pit

May have the following values:Draft – the Item has been created by the Initiator but still not submittedfor reviewClearance– item is currently being reviewed

My Companyy g

RejectedApproved with changesApproved

Who is the next Reviewer andProject the interim review final datefor this review level

Project Overview

A Link to the projectDetailed view (seenext slides fordetails)

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The Initiator May Start a Review Process by Clicking„Submit for approval“ Button

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The Review Process Has Been Started

Status was set to “Clearance”Clearance”

The first Reviewer is Samantha Swift – BU Director. She has to review the Item until March 6 1:46Item until March 6, 1:46 PM

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The Reviewer Cock-pit

My Company

Project OverviewProject OverviewThe item awaiting review my be opened byclicking „View Item“

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The Reviewer May Submit his/her Decision/ Opinion by Selecting “Decision” from the Item Detailed View

My Company

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The Substitutes Menu Allows Each Reviewer to Appoint a Substitute

My Company

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Contact

Todor Popov

-----------------------------------------------------------------primus consulting group GmbHFraunhoferstr. 15, 82152 Martinsried, GermanyPhone: +49 (0)89 30 90 664 14( )Fax: +49 (0)89 30 90 664 99E-Mail: t.popov@primus-consulting-group.deVisit us at: http://www.primus-consulting-group.de

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