We implemented KEA-Event Management to automate event processes for a leading pharma company, enabling faster event execution, compliance, and better stakeholder experience through streamlined attendance tracking, digital signatures, and real-time analytics.

Event Management - A Case Study

- [Business Context](#business-context)
- [Challenges in Piloting a CME](#challenges-in-piloting-a-cme)
- [Our Solution](#our-solution)
- [Benefits from Our Solution](#benefits-from-our-solution)

A leading Pharma Company needed to automate the end-to-end event management process with features like tracking participation, event details, and participation through digital signatures, accompanied with well-defined compliance controls.

[Challenges in Piloting a CME](#challenges-in-piloting-a-cme)

Without a system for CME, many controls get skipped. Budget deviation, less control on the honorarium paid to speakers, attendance of the invitees, and proper approval for the event being planned are some of the challenges faced. The attendance holds key for compliance and understanding the involvement of the customers. The participant attendance is one of the core data for Pharma Company to initiate post-facto processes like approvals, bill verification, payments to speakers and vendors in a more quick and effective way.

We built a robust and seamless solution designed to automate the Event Management process. The process involved:

 Event creation with basic details like event date, event name, speaker details, participant, budget planning, and reference document inclusion for each event type. Events can be HO-driven or self-driven by the sales team.

 Well-defined compliance controls like speaker usage, speaker honorarium fee, and budget-based workflow are included at the time of event creation.

 Event approval based on defined workflow; product holds configurable workflow.

 During event execution, the event pilot can initiate taking participant signatures one after the other, provision to take speaker signature and employees as well. These signatures could act as attendance for the event.

 On event submission, the full event attendance and speaker letter can be downloaded and also mailed.

 Analytics to give a comparison between planned vs. actual event execution.

 A well-defined analytics to get structured information on events.

**Step 1:** Event creation with basic details like event date, event name, speaker details, participant, budget planning, and reference document inclusion for each event type. Events can be HO-driven or self-driven by the sales team.  
**Step 2:** Well-defined compliance controls like speaker usage, speaker honorarium fee, and budget-based workflow are included at the time of event creation.  
**Step 3:** Event approval based on defined workflow; product holds configurable workflow.  
**Step 4:** During event execution, the event pilot can initiate taking participant signatures one after the other, provision to take speaker signature and employees as well. These signatures could act as attendance for the event.  
**Step 5:** On event submission, the full event attendance and speaker letter can be downloaded and also mailed.  
**Step 6:** Analytics to give a comparison between planned vs. actual event execution.  
**Step 7:** A well-defined analytics to get structured information on events.

[Benefits from Our Solution](#benefits-from-our-solution)

Use of the KEA-Event Management model leads to quicker closure of events:

Reduced the timeline for the attendance process vs. the manual method.

Commendable reduction in waiting time for other stakeholders.

**Improved the participant’s experience**.

Analytics specific to Event and across events, just at your fingertips.

Generation of alerts or enforcement rules to prevent delays and incomplete data.

Reusability of the solution to repeat events with quick analytics and dashboards.

Segmentation and targeting done for the leads.

Environment-friendly – reduced paperwork, and being time and cost-effective.