Grow Your IT Operating Leverage with an Integrated Platform Approach

Veeva’s Vault Platform (Vault) provides a unified and secure data environment that serves as an essential foundation for AI applications. By consolidating data and documents on a single platform, Veeva’s solutions ensure consistent data taxonomies and integration capabilities, which are critical for training AI models. This readiness enables organizations to leverage AI for predictive analytics, trend analysis, and real-time decision-making, driving innovation and operational efficiency.

Veeva Vault is designed to fit into any customer’s system ecosystem and supports modern integration patterns. Each Veeva customer brings unique integration requirements based on their current landscape.

The Veeva Professional Services team offers a large breadth of experience in partnering with enterprise companies to build complex integrations. Sharing best practices from these engagements ensures a sound integration architecture strategy regardless of the specific applications required to integrate with Vault. Our dedicated Technical Services team can help you plan and design integrations leveraging your current landscape.

Data security is paramount for Veeva and our customers. Veeva protects customer data with world-class physical, network, application, and data-level security. In addition, Veeva invests in the most advanced and modern infrastructure available to provide an innovative, scalable, global, predictable, and secure environment.

To learn more about our approach to security, please visit our Security Program Overview (Trust) page.

A customer’s data is their own data; neither Veeva nor its processing partners has access to that data stored within a customer’s environment.

Customers have a range of tools that allow them to always get access to their data at any time. These include the ability to export data and content on a scheduled basis to flat files; an API layer to retrieve data in near-real time; and Vault Loader, a UI-based tool to facilitate export of data and content. In addition, the Direct Data API allows for high-speed, read-only access to large volumes of data on an incremental basis, as a basis for supporting AI applications to access and process the data stored in Vault.

Vault offers significant scalability benefits, making it ideal for large enterprises. As a multitenant cloud platform, it can easily accommodate large numbers of users, larger datasets, and expanding business processes without compromising performance. The platform's scalability ensures that as your organization grows and evolves, Vault can seamlessly support additional workloads, new functional areas, and complex integrations. This flexibility allows IT teams to focus on strategic initiatives rather than infrastructure limitations, ensuring continuous business growth and innovation.

Vault is designed to streamline compliance with industry regulations and standards by providing a robust, audit-ready platform. Our solutions include comprehensive document control, automated workflows, and built-in compliance features such as version control, electronic signatures and audit trails. These capabilities ensure that all processes adhere to regulatory requirements, reducing the risk of non-compliance and enhancing overall operational integrity. Vault's flexible platform enables customers to stay up-to-date with the latest regulatory changes, helping to ensure continuous compliance.

Vault applications come pre-configured with domain-specific best practices, including workflow processes and document lifecycles. These provide industry best practice processes as a starting point. In addition, we allow for additional business requirements and functionality, which can be achieved with simple drag-and-drop configuration via the administration user interface.

While we do permit more complex requirements via native SDK tools and coding, our approach is one of keeping solutions simple, to make adoption by end users easier, as well as ensuring the ability to take advantage of rapid innovation in subsequent releases. Interested to learn more about this? Contact one of our Veeva Professional Services leaders.

Veeva has extensive experience leading our customers through the data and content migration element of their programs. Most data and document migration scenarios can be handled by the Veeva Professional Services team, but for more complex or specialist data migrations, we are able to engage our network of approved migration partners.

The appropriate pre-planning efforts around inventory definition, such as establishing and categorizing data based on guidance, has led to a simplified approach and reduction of effort in the overall migration scope. Veeva’s Professional Services team offers several options to accommodate the migration of documents and metadata from other repositories into Vault.

Veeva has performed transfers from a variety of validated environments and many different types of content. The migration methodology for moving data from a source system into Vault can be flexible to support either a one-time, linear migration approach or one that supports migration iterations (or waves), structured by groups of documents/data based on selected criteria, which can be completed over time. Loading, augmenting and testing the source data is executed through an iterative process.

While customers are ultimately responsible for the migration of their data from legacy systems into Vault, Veeva provides a range of tools, processes and support from our Veeva Professional Services team, to streamline the data migration process as much as possible.

For more information about Veeva’s data and content migration experience and methodology, we encourage you to contact one of our Veeva Professional Services leaders.

Digital migration involves moving existing processes and data to digital formats, while digital transformation encompasses a broader rethinking of how technology can enhance business operations and strategies. Veeva’s solutions for the consumer products industry support both by not only migrating legacy data, processes and systems to a modern cloud environment, but also enabling comprehensive digital transformation. Vault applications streamline and digitize processes across R&D, supply chain, and manufacturing, fostering innovation and improving efficiency.

Almost all of our projects will be integrated with other systems, starting with single sign-on (SSO) as the simplest form of integration up to fully bi-directional integrations with ERP systems and other typical master data sources.

Veeva products are able to operate independently from other customer systems and interfaces. Integration with other systems may be achieved through the Vault open, REST-based API. The Vault API provides programmatic access to Vault information and functionality using a simple, powerful, and secure application programming interface. The API provides streamlined data access, and can be leveraged with custom applications and integrations, or to develop higher-level tools such as data loaders or schema visualization. The API provides methods to read and write to Vault securely, so your application can import, update, and retrieve data and documents. It respects all the same business rules and security model as if you were in the Vault Web UI directly

Veeva also provides the Vault API Library (VAPIL) which is an open-source Java library for the Vault REST API that includes coverage for all Platform APIs. This library allows developers to quickly build and test API integrations that can be hosted on any Java-based external system.

Please see the Veeva Vault API webpage for additional details. In addition to the API reference documentation, developers can download the official Vault Platform Postman™ Collection which includes all Platform APIs with matching API endpoint names and variables. This collection allows developers to test and analyze integration designs.

Veeva’s Technical Services team is also able to provide advice and guidance to customers regarding options for integration with other systems in their solution landscape.

Vault Platform enables organizations to build and manage data graphs by integrating structured and unstructured data across various functions that are running their processes in Veeva applications such as QualityOne or RegulatoryOne, and/or through connections with external data sources.

With a common product data model, Veeva facilitates the connection of data points from R&D, manufacturing, and supply chain operations. This integration supports advanced analytics and insights, enhancing transparency and decision-making throughout the product lifecycle.

Veeva utilizes an agile project methodology that focuses on configuration definition and review, rigorous planning around project timelines and overall project resourcing, as well as continuous tracking and monitoring of progress throughout the project. This methodology is designed to provide project agility, increase the quality of the overall solution, and reduce risk.

Veeva’s implementation methodology is different from others in that:

• Subsequent testing and training stages are faster to execute
• User requirements are defined and reviewed in context in the live system
• Critical change management activities occur naturally as part of the system implementation process
• All of Veeva’s applications are built on the common Vault platform, greatly expediting testing and acceptance

Each Vault implementation is unique. To meet our customer’s unique business requirements, Veeva has designed two implementation approaches. A thorough scoping exercise is conducted before determining which implementation approach will best achieve our customer’s program goals and objectives.

• Pre-Defined Configuration – Ultra rapid implementation with focus on a review of the standard, prebuilt Vault object model, workflows, and lifecycles. Suitable for customers with small project teams (e.g., 4-6 core team members), little to no change to the standard pre-built model, no system integrations, no legacy data migrations, a focused group for training efforts and leveraging Veeva’s UAT package.

• Client-Specific – A project scoped specifically to meet a customer’s implementation needs and goals. These projects begin with the standard prebuilt Vault object model, workflows and lifecycles which are configured to meet a customer’s specific business process. Suitable for customers with larger project teams, existing business processes, larger training initiatives, system integration needs and/or legacy document migrations.

A high-level overview of our proven implementation methodology and approach follows below.

Project Methodology Overview

A Vault implementation typically includes some or all of the below project phases.

1. Project Planning
2. Solution Design and Configuration
3. Integration
4. Migration
5. Validation Testing Support
6. Training and Deployment
7. Post-Production Support

Implementations will vary by customer needs and requirements but, expected roles during an implementation could include:

• IT Support – As with any integration, Veeva may require access to applications and systems. IT resources should be ready to support access requests and other technical discussions
• System Administrator(s) – As the project nears deployment, customers generally identify one or more application business and/or system administrators who will be responsible for the daily management of change requests to the application during and after deployment. For larger projects, it’s recommended that a primary system administrator is assigned, as well as administrative sponsors for each of the business or functional teams.
• Project Management- Some of our customers have dedicated PMO teams and we typically will see them leading from a program management perspective.
• Migration Lead – A migration lead is responsible for managing the customer’s migration activities. The migration lead is the primary customer resource for identifying the content to be migrated, reviewing the migration approach, and managing the population of migration templates. The resource is responsible for working with Veeva resources through the iterative testing cycles to achieve final content inventory for execution.

Veeva has a wide range of post-go-live support options to ensure sustained customer success. These include:

• Product Support: Veeva provides 24/7/365 product support at no additional cost as part of the Veeva license subscription fee. Product support is intended for system administrators working for or on behalf of the customer to configure, maintain, manage, and support the Veeva solution. There is no limit to the number of support cases that can be filed.
• Post Go-live Configuration Services: For customers seeking support administering and maintaining their Veeva application, Veeva offers a Post Go-live Configuration Services program which provides a named consultant to assist with ongoing, ad hoc administrative needs. Also referred to as Managed Services, this is a cost-effective way for customers to maintain their Veeva applications, implement configuration changes and enhance applications when new product features are released. Consultants are by your side, serving as an extension of your internal team as you embark on the journey with Veeva’s applications.
• Technical Managed Services: For customers who have customized their Vaults with SDK or complex integrations, Veeva can provide a named Technical Managed Services Consultant to assist with retaining familiarity with your code, addressing defects or minor changes, monitoring system performance and acting as a technical subject matter expert on all things Vault. Technical Managed Services is a supplemental service to Post Go-live Configuration Services.
• Product Education: These experts are assigned to select customers to act as post go-live product and application management advisors. They increase the value of Veeva applications by ensuring application owners are up-to-date on releases, best practices, and existing functionality.

We recommend that each customer have at least one team member complete the Veeva Certification Program.

Beyond formal certification, the Veeva Services team works with the customer to build an educational curriculum and training materials based on the final configuration of the application(s).

Once this is developed, they prepare the training environment and conduct a Train the Trainer (TTT) session. The customer’s core project team or an in-house training resource is responsible for additional end-user training.

We upgrade the Vault Platform and applications three times per year, or approximately every 120 days. Veeva customers benefit from instant deployment of new versions, meaning the entire customer base is always working on the latest version, eliminating wasteful upgrade projects that plague their industries. Veeva’s multitenant model delivers long term value for all customers since new features and innovation in these upgrades are immediately available across the entire platform and provided at no additional cost to the customer.

Several weeks in advance of a release, all customers have access to an informational webinar, detailed release notes, and the ability to connect with Veeva Services Representatives for more information about the release. Customers who are actively engaged with Veeva Services also have the option to receive a customized Impact Assessment for their Vault(s) for every release. Releases include many features, some of which may be "auto on" and automatically activated when the new release is deployed. Other new features may be optional and require additional configuration changes in order to utilize.

All of our customers also have access to a pre-release environment for several weeks in advance of the official release deployment, to allow for testing and familiarization of their specific configuration alongside the new release features.

Interested to learn more about this? Contact one of our Veeva Product leaders.