Provide Meeting Support
Written by Michelle Henley
Updated at January 22nd, 2024
Table of Contents
Use Case
- Provide Meeting Support request type is used to seek pre-approval to provide travel and accommodation support for meeting attendance to a HCP or Government Official (GO) in connection with different types of meetings outside of a consulting engagement.
- This request type is typically used to get approval for a planned activity, where the types and amount of support are either known upfront or can be estimated.
- This request type is used when travel and accommodation support is not included as part of the contract with the consultant. Consultant Engagements requests are used in cases where travel is planned to be provided as part of a contract with a HCP or GO for events related to Advisory Board, Speaking engagements, etc.
- The request can be configured to approve of payments with numerous recipients under one activity.
Key Features
- Provide Meeting Support requests are separated into two sections:
- Activity Details section to capture the details related to the event.
- Recipient Details section to capture the details of the recipients and type of support requested for them in the pre-approval request.
Things to Note
• Submitting
- Multiple recipients can be added to a single engagement request.
- Additional recipients can be added, even after the initial submission. Added recipients are still subject for review and approval based on the approval workflow configuration.
- Spending can be monitored at a more granular level by adding different Support Categories and assigning them to different recipients within a single engagement.
- Integrate with Veeva or Reltio (IQVIA) Master Data Management Providers (MDM) to allow search and selection of HCPs from those MDM databases.
- Ability to adjust the overall Support Category amount above and/or below the default Support Category amount within the request.
- Changes can be made after a request is approved. However, any changes will require the request to be re-approved by all approvers based on the workflow configuration.
- Initially selected approvers can not be changed at the time of re-submitting the activity or the consultants.
- Spend Amounts can be entered in any currency. However, the totals are calculated in the default currency set for the application.
- The recipient does not need to be profiled for this request as service fee is not a type of support category available in this request type.
• Approving
- In order to enable more dynamic and faster approvals, separate approval processes for the activity and consultants can be configured. For example, if the activity and 5 out of 6 HCPs are approved, the 6th HCP can remain under review. This means the business can start contracting and other logistics without compliance being a bottlenecked by the 6th HCP.
- Approvers can approve or reject the activity or recipients. Once an activity is rejected, it moves all recipients to canceled status. A Rejected request can not be re-submitted.
- Approver needs to approve the activity and recipients separately. Activity must be approved first before taking approved action on the recipients.
- Approvers have the ability to request for more information from the submitter on the activity and/or on individual consultants during the approval process. In such instances, the activity or consultant needs to be re-submitted by the submitter after the updates have been made. Depending on the approval workflow configuration, the request will go back to the same approver for review or the approval workflow can be initiated from the beginning.
• Spending
- Aggregate Spend and Count analysis at support category and request level. Data is aggregated across recipients to provide a total request value.
- Specify local and regional limits for each category of support.
• Oversight
- In-request screening using either Refintiv or RDC to compare individual and organization names against watchlist data.
• Request Features
Key Features
- Editor Collaboration allows different users to collaborate on filling details of the engagement.
- Approver Collaboration allows one of many approver collaborators to approve in any one approval step.
- Automated Approver Collaboration is used to automatically assign approver collaborators.
- Assign tasks to yourself, other users, or even third-parties.
- Easy-to-follow Request History tracks a complete audit trail of the changes and actions taken on the request throughout the approval process.
- Request Version Comparison allows for the ability to compare between different versions of the request if updates are made to the request before, during, and after the approval process.
- Business Owner configuration allows for requests to be submitted on behalf of someone else or to identify the actual business owner of the request.
Configurable Components
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Request Configurations |