Situation
Our client was the Global Medical Affairs team of a leading pharmaceutical company. They contacted us because they wanted to conduct a series of Delphi consensuses studies but
needed each step of the consensuses to be managed virtually as they were recruiting regional
expert from many countries. Most importantly, they wanted the process to be streamlined and
intuitive for the participants who would be giving up their time and who had varying technical capabilities.
The issues we must address
Our client wants to conduct multiple regional Delphi consensuses, which would be time-consuming and costly if held face-to-face
• Manually collecting, collating and analysing data from multiple rounds can be cumbersome and error-prone
• The panellists have varying technical capabilities, which shouldn’t affect their participants in the Delphi
• The panellists have busy schedules, so communication with them should be efficient and deadlines should be clear
The Solution
Our ADVISA platform was chosen to be adapted to our client’s specific needs. There were three user roles we needed to implement: super admin, admin and panellists. Super admins had the ability to create advisory board initiatives, set the duration and deadlines for each step, mange user roles, and generate detailed reports. The key functionalities for admins were to manage expert profiles and documentation, set up and send customisable emails, track the engagement of panellists, create and edit statements for voting, and schedule virtual meetings. For panellists the key tasks were to set up their profiles and sign documents, vote and comment on statements, suggest additional experts to participate, review and comment on reports, and attend virtual meetings. It was crucial that the entire process was simple and efficient for panellists, so the onboarding process was streamlined as much as possible, and the interface was designed to be clean and intuitive. Integrations were also implemented with Adobe Sign and Zoom.
Outcomes
Seamless Virtual Execution - ADVISA enabled the entire Delphi consensus process to be conducted virtually, eliminating the need for costly and time-consuming face-to-face meetings. Experts from multiple regions could participate efficiently without geographical constraints.
Improved Data Accuracy and Efficiency - The automated data collection, collation, and analysis features significantly reduced manual effort and the risk of errors. Reports were generated in real-time, ensuring timely insights for decision-making.
User-Friendly Experience for Panellists - The intuitive interface and streamlined onboarding process made it easy for experts with varying technical capabilities to participate seamlessly. Adobe Sign integration simplified document approvals, while Zoom integration facilitated virtual meetings.
Enhanced Engagement and Compliance - Customizable email notifications and deadline reminders ensured panellists stayed informed and engaged throughout the process. The ability to track engagement helped admins identify and address potential drop-offs in participation.
Increased Scalability for Future Studies - The ADVISA platform was tailored to accommodate multiple regional Delphi consensus studies efficiently. The structured workflow allowed for easy replication of the process for future initiatives.
Optimized Time Management for Experts - Clear deadlines and automated communication reduced the administrative burden on panellists, allowing them to focus on their expertise. The ability to review and comment on reports asynchronously improved flexibility for participants with busy schedules.
Customizable and Adaptable to Client Needs - ADVISA was successfully adapted to fit the specific requirements of the Global Medical Affairs team, ensuring a tailored and effective approach. The role-based access structure (Super Admin, Admin, Panellists) facilitated efficient management and collaboration.
Strong Foundation for Evidence-Based Decision-Making - The structured and transparent Delphi consensus process enabled the client to gather reliable expert insights to support medical and strategic decisions. Final reports were comprehensive and well-documented, supporting regulatory and scientific validation.
