Preconference Workshops | Monday, 15 October 2018
Registration and Continental Breakfast
TMF Management Plan

Never created a TMF Plan? Need some help? Now is your chance! The TMF Management Plan is the first artefact of the TMF Reference Model created by the DIA Working Group. You may ask…why is that? Because it is important! It sets the expectations for the Trial Master File for each clinical study. While its content will vary from company to company, in this workshop we will review the constructs of the TMF Plan Template created by a subgroup of the DIA TMF Reference Model and use real examples of how to create your plan for your company.

This workshop will review the expectations of regulatory authorities as well as best practices from the presenters.
Topics that will be addressed during this workshop are:

  • View the TMF Management Plan through the eyes of health authorities
  • Clarify how critical the TMF Management Plan is to overall TMF Management processes
  • Take a walkthrough of the TMF Plan Template created by the TMF RM subgroup, reviewing and explaining each component
  • Get and generate ideas for quality reviews
  • Draft creation of your own TMF Plan Template (or how to customise a TMF Plan Template for your company)

*This workshop will include a 30-minute networking break.

Jamie Toth, Head of TMF Operations, DAIICHI SANKYO
Wendy Trimboli, Head of TMF Process Management and QC, ESAI
Luncheon for Workshop A Attendees
TMF Quality Control: Leveraging TMF Quality Data to Improve Study and Vendor Management

The TMF has traditionally been perceived as a detriment to the extent that its value as an asset has been eclipsed. Effective communication and indeed the demonstration of the TMF as a value-add is essential to counter the all-to-often disproportionate and misguided focus on the drain on resources and encumbrance of a TMF. This workshop will provide you with the knowledge and skills you need to ensure that your TMF contributes to the top-line investment rather than a line item among your expenses.

To assure compliance with regulatory requirements, it is necessary to monitor the quality of TMF content, in terms of completeness, timeliness and the quality of the documents themselves. These quality control (QC) processes can be conducted in many ways and can generate vast quantities of data.

During this workshop, attendees will look at different aspects of quality control to:

  • Determine what level of QC is appropriate
  • Identify the optimum level of QC and how to measure it
  • Understand how industry-developed tools can support and simplify QC processes
  • Discover what TMF QC data could support study and vendor management

*This workshop will include a 30-minute networking break.

Eldin Rammell, Managing Director, RAMMELL CONSULTING
Jane Twitchen, Associate Director, Global Clinical Operations, BIOGEN
Workshop Day Concludes
London TMF Walking Pub Tour

Join TMF professionals from around the world on this two-hour walking tour around Bankside in London, which includes stops at some of the most impressive pubs. This excursion will allow you to reconnect with past colleagues, meet new people, and get motivated before the main conference day.

*Drinks are included.

Conference Day One | Plenary Sessions | Tuesday, 16 October 2018
Registration and Continental Breakfast
Co-Chairs’ Opening Remarks
Lucy Hampshire, Director, Medicines Quality Organisation — Europe, ELI LILLY
Karen Roy, Chief Strategy Officer, PHLEXGLOBAL
Keynote Presentation By
Andrew Fisher, Senior GCP Inspection, MHRA
Leverage Benefits of Automation to Systems Interoperability
  • Survey the number of systems that use or contribute to eTMF content
  • Discuss automation benefits and limits to improving TMF systems and processes
  • Learn the TMF Exchange Mechanisms implications for TMF automation
  • Improve interoperability and speed with AI for extracting artefacts, emails and data
Martina Duevel, Systems Excellence Project Leader, BAYER
Panel Discussion
Advantages and Disadvantages of Automation
  • Learn how different companies are using automation for QC
  • Discuss the pitfalls and drawbacks of automation in maintaining Data Integrity
  • Debate whether automation is favourable or detrimental to the privacy and limited access stipulations of GDPR
  • Anticipate the impact of automation the work of TMF professionals with disparate responsibilities
  • Get tips for overcome challenges and hear lessons learned for TMF artefact management

Perry Steinberg, Regulated Content Management – General Manager and Product Leader, MEDIDATA

Networking Break
Wield Tactical and Practical Metrics and Methods for Monitoring and Management to Improve Quality
  • Determine and customise indicative areas to measure based on the needs of the trial
  • Identify and construct metrics for facets or components that indicate success in key areas
  • Avoid apparent and hidden pitfalls of assessing
  • Discuss limitations to what can be measured
  • Establish a proper system for detecting problems based on TMF metrics review
  • Hear lessons learned and go over a wish list of improvements
Gergana Koutsarova, Global TMF Process Owner, ASTRAZENECA
Apply Machine Learning and Artificial Intelligence
  • Hear case examples of AI application in TMF
  • Anticipate the skill sets that will need to be phased in/out
  • Learn the benefits and risks of AI and machine learning to Quality and inspection readiness
  • Determine where/how your particular needs should guide the level/ type of AI
  • Discuss the impact of AI on TMF processes and what adaptations are needed
  • Look at the future role of AI to TMF and the industry
Barry Sacks, Chief Technology Officer, PHLEXGLOBAL
Networking Luncheon
Conference Day One | Track Sessions | Tuesday, 16 October 2018
Preparations and accommodations essential to compliance and GCP for eTMF migration or times of change
QC strategies and metrics essential to improved compliance, inspection readiness and GCP
Acquisition Case Study: Amalgamate Historical File With eTMF Systems
  • Understanding and aligning TMF structure and metadata
  • Ensure Quality without sacrificing speed
  • Executing operationally whilst accessing the right document
  • Ensure inspection readiness
Jane Twitchen, Associate Director, Global Clinical Operations, BIOGEN
Improve Compliance Through Effective QMS
  • Understand regulatory requirements specific to TMF
  • Survey Inspection trends and statistics — and how not to be one of them!
  • Use audits as an added value QMS/oversight tool
  • Hear lessons learned: Auditors and auditees
  • Discuss CAPA and process improvement
Paul Stewart, Associate Director, Clinical Quality & Compliance, MEDIMMUNE
Transition Time
Case Study
Plan and Execute Migrations of Disparate Types of TMFs
  • Anticipate and avoid inspection readiness pitfalls
  • Determine what QC measures should be taken before and after migration
  • Hear about specific challenges and lessons learned in various scenarios, including:
    • CRO Paper TMF to Sponsor eTMF
    • CRO eTMF to Sponsor eTMF
    • Mid-Study Paper TMF to Sponsor eTMF
    • Transition from Acquisition TMF to Sponsor eTMF
Victoria Ho, Director, Clinical Operations, GILEAD
Case Study
Engage Internal Allies in eTMF Implementation and Remediation
  • Analyse the experience and impact of AZ’s hands-on global TMF Tour for post-migration support
  • Hear how multiple internal teams were activated to plan implementation and remediation
  • Compare and contrast functional team engagement with remediation committees and process work
  • Look at AZ’s process of surveying users’ experiences to discern or detect areas in need of solutions
  • Discuss lessons learned from including TMF stakeholders in regionalbased training and functional-based training
  • Engage all users and manager levels to onboard them in the remediation work
Catarina Bergman, TMF Adoption Lead, ASTRAZENECA
Networking Break
Case Study
Prepare for Inspections With Strategic Attendance to Archives
  • Survey different systems with archived TMF Documentation and get an overview of TMF makeup
  • Drive TMF inspection readiness, e.g., logistics, participants and cooperation between departments/areas
  • Ensure mapping of TMF documentation, including data outside the primary eTMF
  • Manag e inspector access to eTMF
Anna Szaff Lundsgaard, Senior Clinical Trial Administrator, NOVO NORDISK
Maria Nymann Jensen, Competency Development Professional, NOVO NORDISK
Ensure Productivity and Compliance of an eTMF
  • Streamline eTMF maintenance by assigning and clarifying responsibilities of stakeholders
  • Leverage filing efficiency within a complex TMF environment
  • Improve oversight by transitioning from manual to automated
  • Evaluate QC strategies — eTMF QC as one component of study risk management
Ute Kohlhaas, Head of CPM Gynecology, BAYER
Transition Time
Ensure GCP When Migrating Your eTMF
  • Migrate your eTMF: What does it bring you?
  • Migrate everything or migrating part — considerations for a risk-based approach
  • Determine QC measures to be taken before, during and after migration
  • Anticipate challenges and avoid pitfalls of extracting artefacts, emails and other document types
  • Maintain integrity and compliance of eTMF system data that is integrated with other systems
Mieke Borgs, Global Head Clinical Document Governance and Management, GDO Trial Management, NOVARTIS
TMF QC — to the Document Level and Beyond!
  • Ensure document-level compliance beyond completion requirements
  • Redefine/re-envision QC to encompass TMF Readiness factors (e.g., indexing, completeness, naming conventions, etc.)
  • Minimise risk caused by accounting for the human factor and inherently flexible tools
  • Construct or vet existing tools for completeness and efficacy
  • Delegate QC types to where the competencies are strongest
Meredith Lafond-Phésans, TMF QC Operational Manager, SANOFI PASTEUR
Day One Concludes
Conference Day Two | Wednesday, 17 October 2018
Continental Breakfast
Co-Chairs’ Recap of Day One
Lucy Hampshire, Director, Medicines Quality Organisation — Europe, ELI LILLY
Karen Roy, Chief Strategy Officer, PHLEXGLOBAL
Improve Inspection Readiness and QC Efficacy With Input and Insights From CROs
  • Hear tips for better communications to and governance of CROs
  • Promote collaboration by fostering CRO engagement, if not ownership
  • Identify QC and types of support that are helpful or counterproductive
  • Identify CRO stressors to inform your management plan and monitoring plan
  • Align KPIs to be compatible with a CRO’s operations, processes and system

Kathie Clark, Vice President, Product Management, WINGSPAN TECHNOLOGY, a QUINTILESIMS COMPANY

Case Study
Improve Processes Globally Using Data Analytics and a Risk-Based Approach
  • Move from a passive to an active TMF using harmonised key data elements and trial milestone information
  • Learn how technology can help to make better decisions faster
  • Look at a central TMF oversight process
  • Understand purpose of key document units for TMF quality trend analysis
  • Assess TMF completeness by defining time checkpoints
Martin Hausten, Team Lead Global Document Specialist, Head of Global Document Quality Content, BOEHRINGER INGELHEIM
Networking Break
Explore Areas of Focus That Relate to TMF Compliance With the GDPR
  • Know the impact of new European and member state privacy regulations on the TMF
  • Consider new or additional risks regarding the TMF due to the GDPR
  • Discuss practices for handling TMR data security breaches in the context of the GDPR
  • Define the role of
    • Data Controller vis-à-vis the TMR
    • Data Protection Officer vis-à-vis the GDPR
    • Data Supervisor vis-à-vis the GDPR
Francis P Crawley, Executive Director, GOOD CLINICAL PRACTICE ALLIANCE – EUROPE
Panel on GDPR
Learn What Other Companies Are Doing
  • Learn steps other companies have taken to change their systems
  • Discuss prioritisation drivers of your peers
  • Get insights on how your peers are educating, support, engaging or collaborating with internal departments
  • Compare the impact on third-party systems vs in-house
  • Look at how integration or interoperability will be affected by other systems

Eldin Rammell, Managing Director, RAMMELL CONSULTING


Wendy Koç, Senior Manager Clinical Compliance, GILEAD SCIENCES
Vittoria Sparacio, Head, Clinical Documentation Operations, GSK R&D Processes, Clinical Compliance Platforms and Sciences, GSK

Networking Luncheon
Hear From Sites About Tactical Improvements That Streamline Processes to Improve Inspection Readiness
  • Enhance the collection and management of eISF documents
  • Learn what QC and types of support that are helpful or counterproductive
  • Provide user-driven operations and protocols for site adherence
  • Prepare the site and sponsor teams to use TMF and site tools
  • Identify site stressors to inform your management plan and monitoring plan
Prepare for Audits and Inspections and Follow Up With Intent
  • Compare and contrast what inspectors will look for in TMFs versus eTMFs
  • Take advantage of routine QC to determine what to focus on
  • Conduct mock inspections
  • Learn from audits in preparation for inspection
  • Identify red flags and language/responses that indicate issues

Lucy Hampshire, Director, Medicines Quality Organisation — Europe, ELI LILLY


Jenny Savva, Clinical Operations Manager, CANCER RESEARCH UK
Anne-Mette Varney, Principal Competency Development Specialist, NOVO NORDISK

Co-Chairs’ Closing Remarks
Lucy Hampshire, Director, Medicines Quality Organisation — Europe, ELI LILLY
Karen Roy, Chief Strategy Officer, PHLEXGLOBAL
Conference Concludes

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