Speakers Bureau Overview
This multi-user, web-enabled, client/server system is used to manage all aspects of Speaker Bureau and other meetings for the pharmaceutical industry, from initial invitations, booking of speaker and venue, tracking and reporting, payments of honorarium and expenses, through to entering final attendance and tests for CME credit.
There are 3 main meeting modules, reflecting the 3 general types of meetings managed in the system (each of these are described in more detail below):
- Chron: Grand Rounds, dinner meetings, etc.
- Faculty Meeting: Faculty training meetings
- Meeting: General meetings, symposia, teleconferences, etc.
Table Relations
Following is an overview of the main modules/tables and their relations:
The 5 modules at the bottom of the graphic are integrated with all areas of the system.
Chron
This module is used to manage lecture type meetings, such as Grand Rounds, dinner meetings, etc. The Meeting Coordinator (see the Personnel section below) sets up the meeting record, specifying the date, time, site (linked to the Institution and Host), Speaker, Reps (all levels, including Local, District, and Regional), and Attendees (MD table). The processing of the meeting is tracked through different status levels (Pending, Scheduled, Completed, Cancelled). Correspondence is generated automatically, keeping all involved informed of the meeting. Reports can be generated showing overall status and costs for all meetings in the system. At the completion of the meeting, attendance, evals, and tests can be entered into the record. A log system automatically tracks all changes to the record, and coordinators can enter additional notes regarding the booking process (summary of phone conversations, etc.)
Faculty Meeting
This module is used to manage a faculty training meeting (for training Speakers who will then give lecture meetings). It includes sending the initial “save the date” mailing, entering hotel and travel arrangements, reminders, attendance, honorarium and expense tracking and check generation, and post meeting evaluations. It links to the Speaker table
Meeting
This module handles all other types of meetings. It functions in a similar manner as the Chron and Faculty Meeting modules, but with fewer restrictions and automatic “business rules” governing the booking process (although these can be specified in the “Action Module” section below). For instance, there is no limit on the number of Speakers and Reps that can be linked to a meeting. It can even be used to manage non in-person events, such as teleconferences, mailings and remote learning. The module manages the entire event, from initial mailing through post test and certificate mailing. The Meeting record links to the Attendees (MD table), Speakers and Reps
Speaker
This table houses the contact information for the Speakers used in the program. It links to the Chron, Faculty Meeting, Meeting, Evals, Auto Letters, etc. Updates to a person’s address, phone or e-mail is reflected immediately in all places throughout the database. The person’s preferences are stored here, such as Institutional address, Mailing address, where they would like honorarium checks sent, and a profile form with complete details about the speaker (such as travel preferences, biography, photo, etc.). You can also view a list of all linked meetings, as well as track and classify the speaker in any manner desired using the keyword module (allowing the administrator to create and apply an unlimited number of keywords in the database)
MD
This is similar to the Speaker table (described above), with similar functionality (links, profile, keywords, etc.). This area of the database is where attendees, who are linked to the Chron and Meeting modules, are stored.
Host/Institution
The sponsoring Institution and the Host contacts are stored in these tables. They link to the Chron record. You can also perform bulk mailings, such as invitations, meeting announcements, etc.
Rep
This is the client contact area. The names are linked and classified into 3 levels: Local Rep, District Manager, and Regional Manager (usually provided in bulk and directly pre-loaded into the database). The Local Rep is linked to a meeting, and the person’s DM and RM are automatically linked as well. You can generate reports sorted by Region and District to see the activity taking place across the field force, as well as regional financial summaries and budget totals.
Evals
This module handles all of the following related items:
- Evaluations submitted by Attendees, Reps, etc.
- Questionnaires and surveys
- Tests and exams administered after a meeting
Reports can be generated showing all responses, summarizing responses by answer, and calculating overall rating score averages. For the tests and exams, these can be graded automatically and a Pass/Fail result applied, including the automatic generation of completion certificates and cover letters. These can also be entered on-line via the web.
Letters
The database has a built-in word processor (4D Write); you can store and edit all merge letters directly in the system. You can merge letters with any selection of records in any table, including choice of print, PDF, or e-mail output. All letters generated are automatically tracked in the record’s Log. The database generates e-mailing directly from within the program via the company SMTP server.
Auto Letter
This module is designed to handle all correspondence output. As the Meeting Coordinator progresses with the management of the various programs in the system (Grand Rounds, dinner meetings, faculty meetings, symposia, etc.), at various points correspondence is generated automatically. For example, when a meeting moves from Pending to Scheduled status, confirmation letters can be automatically generated to the Speaker, Host, Rep, and Attendees. Letters can also be programmed to go out automatically a certain number of days before a meeting takes place (ie, a reminder e-mail 2 days before the meeting).
There can be a dedicated Fulfillment Coordinator, who is responsible for managing the output of merge letters. The Meeting Coordinator focuses on the task of managing the meeting, and all letters are managed and output by the Fulfillment Coordinator. Having a dedicated Fulfillment Coordinator also allows for more efficient and better management of large volume of correspondence, particularly in the case of printed materials.
Each person in the database has a preference of how they would like to receive their correspondence (ie, printed or e-mailed); when auto letters are generated, the system automatically respects this preference for the letter output. However, if there is a problem with a particular output method (ie, incorrect e-mail address), the Fulfillment Coordinator can easily override the preference and output the letter in another manner, such as printing.
Money
Reports
There are a number of reports built into the system, including status, regional, financial, eval summaries, speaker frequency, etc. There is also a Quick Report editor for the end user to create their own custom reports on demand; these report layouts can be stored in the database and reused with a click of a button, and shared among all users. Reports can be output to paper, PDF or text files that are easily imported into other programs (such as Excel) for additional manipulation
Action Module
For completely flexible business logic and control, there is an “Action Module” to allow the managers to specify the exact steps required in the processing of the meeting for each program. Each step can be marked off as applicable (yes/no), whether it has been done, and/or to enter additional information/notes regarding each step. An action can also trigger the generation of an Auto Letter to be printed or e-mailed.
There are several types of Action Lists; for instance, in the Meeting module there is a “Main” action list covering the overall processing of the meeting; a “Meeting Planner” action list for this person to track their specific steps in setting up and preparing for the meeting, as well as individual action lists for each attendee. The manager has complete control over what information is covered, and can add or modify the lists at any time. Searches can be easily performed finding specific criteria that has been entered (for instance, finding all the Attendees that have a particular item marked as "Done"). Likewise, data from the action lists can be easily incorporated into user-generated reports. The action lists can be duplicated from meeting to meeting for ease in setting up new meetings patterned after previous ones.
Web
There is a 4D Web Server that is connected to the database, and web sites can be built for virtually any purpose. The web server supports multiple domains, SSL, and has robust security and session control. The web pages use a server-side scripting language, Active4D, which can be programmed to access and manipulate the database using the same 4D programming language. The Web Server runs on a separate computer from the 4D Server, and can be located in the company DMZ for better security and control. As the data files resides on a separate system, if the Web Server computer is compromised, no database data resides on this server’s drive.
Personnel
Typically there are 6 categories of users:
- Meeting Coordinator
- Fulfillment Coordinator
- Meeting Planner
- Database Administrator
- Manager
- Clients, Reps, Speakers, Attendees, etc. via web pages
Depending on the size and number of projects being handled, these positions may overlap or be expanded. The system is designed to be multi-user, and can easily support 40-50 simultaneous users using the 4D Client application to connect to the server (as well as many thousands of users per day via the web or web services).
The Meeting Coordinator handles the tasks of scheduling the meeting, communicating with the speakers, hosts and client reps, and entering all data into the database. In the process of managing the meeting, certain correspondence is generated automatically (such as confirmation letters to the Speaker, Rep and Host once a meeting has been formally scheduled). These letters are stored in the Auto Letters module, and are output by the Fulfillment Coordinator according to the preference of the person (e-mail or printed).
The Fulfillment Coordinator also manages generating the check requests to accounting (following proper protocol specified by accounting), recording the checks printed by accounting in the system, and sending them (with a cover letter) to the Speakers.
The Meeting Planner can update the database with details of booking the venue; this can be done via a special web page without requiring access to the entire database.
The Database Administrator takes care of IT issues (computer and network configuration), setting up the merge letter templates and Quick Report layouts, as well as other database administration tasks (batch loading lists of names, etc.).
The manager oversees the entire system, reviewing reports, setting parameters, budgets, and business rules, initiating new programs, requesting new features to be built, and resolving issues between the different users of the system as well as with the client.
Access can also be granted to the client, speakers, attendees, etc. via dedicated web pages; for instance, a portal can be built for a speaker to log on and view their meetings, payments, etc. Or a calendar can be built showing upcoming meetings and events for the reps or client to view.
Expansion
The database is completely extensible at any time. Reports, letters, keywords & popups, lists of names, meeting parameters, etc. can be added to or modified in the system directly using custom modules, with no down time to the users. These operations do not require any change to the underlying code or structure of the database.
Likewise, web pages and entire web sites and portals can be constructed and easily updated without any down time to the system. Using Active4D, a complete web system can be built that can perform most tasks and activities of the 4D Client software, tying directly into the database and generating real-time reports, data updates, and web applications.
Additional Services
Briefly, the database supports Web Services (SOAP), as well as JSON, LDAP, PHP, SQL, SVG and XML. Extensive coding has been made for SOAP data transfers for specific client projects; this is handled on the Web Server computer. And the system uses the Windows Active Directory for login access, integrating directly into the corporate security system without requiring separate passwords for database access.
More information about 4D
The database, built using the RAD (Rapid Application Development) program 4th Dimension, stores the code (methods, layouts, structure, etc.) and data in separate files. For changes to the actual system structure (modifications, enhancements or additions), the programmers can work on a copy of the code file to build and test any new features. To incorporate these changes on the production system, all that is required is a brief shutdown to simply replace the old code file with the new one. 4D automatically updates the data file with any new table and field definitions, and all existing data is always preserved. This updating operation can be completed in a matter of seconds, with minimal disruption to the users of the system.
The database server requires virtually no administration. Studies have shown that 4D has the lowest requirements for administration compared with all other client/server systems. This means maximum time can be dedicated to using the system, rather than time consuming and disruptive maintenance. The system is transparently cross-platform; the server and/or clients can run on any mix of PCs or Macintoshes.
Many large corporations successfully use 4D in their business, such as NASA, the Social Security Administration, HBO, Christie’s Art Auctions, etc. More information regarding the company and its products can be found here:
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