We discussed the importance of developing a compliance strategy ( Develop a Compliance Strategy ) in the last article; now let's list the data elements that you may need to report to verify your meeting/event compliance requirements.
If you are using a Strategic Meetings Management (SMM) technology that has all of the functionality listed in this article ( SMM Technology Functionality), then there is a good chance your data element fields will be available to capture the information needed. If, however, you are not using an SMM technology, you should be capturing your meetings data using this spreadsheet (download below) or a database that includes the headings in this linked document. I do not support manual data entry such as using an Excel spreadsheet for thorough meetings management data intelligence, but we've all been there at one point and many of my clients still use databases and spreadsheets. Yet, it is important to find a full-functionality meeting management technology that is well-suited to track and report many, if not all, of your reporting requirements.
In addition to what is listed in your SMM technology or the Excel spreadsheet, more data should be captured for pharmaceutical, medical device, and financial services industries; the most rigorous data collection being in pharmaceutical and medical devices.
Whereas pharmaceutical and medical device companies may capture more thorough data for meetings that include Healthcare Providers (HCP), financial companies may capture more thorough data from government officials, representatives of a government entity or fund, and media representatives. Even though I have used the list of data collection elements below for clients, I encountered some gaps and appreciate StarCite's input and guidance that I received last week.
Debi's list of PhRMA (and Financial Services) compliance data gathering requirements
Pharmaceuticals, medical devices and other organizations may be required to comply with a variety of reporting requirements. Often, multiple systems are used to collect data in order to produce reports. Each HCP is uniquely identified to aggregate all payments and transfers of value to a single individual for reporting purposes. Below is a sampling of data requirements that may be expected as a standard functionality of meeting management technologies.
Unique identifier of the meeting/event
Name of the meeting/event
Description of the meeting/event
Meeting type (may be one or two levels of types, e.g. business unit, type of meeting, customer event, promotional programs, etc)
Total number of attendees
Number of Heathcare Provider (HCP) attendees (or government officials, representatives of funds, etc.)
Number of non-HCP (or non-government officials) attendees
Number of (organization’s) employee attendees
Meeting Location Information
Unique identifier of the meeting/event location
Name of the meeting location
Fields for the meeting location (address, city, state, region, postal codes, country, etc.)
Attendee Information – Note that every place it says "HCP" for Healthcare Provider, you could replace it with the language government officials for the financial services market)
Unique identifier of the HCP
Last name of the HCP
First name of the HCP
Middle name or initial of the HCP
Suffix of the HCP
Professional designation of the HCP (may be a drop down for consistency purposes)
State of Licensure
State License Number
National Provider Identifier
Medical Education Number
Additional custom field(s)
Type of address supplied
Unique identifier of the address supplied
Address line 1 of the HCP
Address line 2 of the HCP
City of the HCP
State of the HCP
Postal code of the HCP
Health Care Organization Information
Unique identifier of the HCO
Tax ID of the HCO
Hospital identification number
Name of the HCO
Alternate name of the HCO
Unique identifier of the address of the HCO
Type of address supplied (may be a drop down)
Address line 1 of the HCO
Address line 2 of the HCO
City of the HCO
State of the HCO
Postal code of the HCO
Country of the HCO
Unique identifier of the product
Product group name or product name
The percentage of spend to allocate to this product
Unique identifier of the transaction
Type code of the spend (expense category)
Secondary purpose of the spend used to further clarify the purpose of the spend
Date of payment or date returned funds were received
Amount of payment (in U.S. Dollars)
Education item / Give Away Information
Unique identifier for non-product item
Name or description of the non-product item
Type code of the non-product item
Retail value of the non-product item
Quantity of the item given
Source of Spend
Unique identifier of the source
Identification of the type of spend data
Global ID of the (organization) employee who entered the data for this transaction
Unique identifier of the vendor
If you need help selecting a technology, collecting your data, or developing your compliance strategy, please contact me.
A BIG THANK YOU to all of the meetings and travel leaders who continue to support me through the T&E blog, LinkedIn groups, client engagements and most important, your friendship.
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Debi Scholar, GLP, CMM, CMP, SSGB, CTE, CTT
• Author, Strategic Meetings Management: The Strategy Quick Reference Guide (2011)
• Meetings Management Mover and Shaker as selected by Corporate and Incentive Travel Magazine (2010)
• Top 20 Changemaker who influenced the meetings management industry by Corporate Meetings and Incentives (2008)
• Best Meeting Practitioner as selected by Business Travel News (2007)
*Debi is proud to be a regular contributor to Business Travel Executive Magazine.
*Debi is proud to be one of only seven 2011 Editorial Board members for Hotel Business Review at http://www.hotelexecutive.com/ for Conferences & Meetings.
*Debi created two LinkedIn groups (GBTA SMM and T&E Plus) that now claim over 2,000 worldwide members combined.
Visit me at one of my upcoming speaking engagements; Topics vary per conference
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November 9 – NJBTA and ISM joint meeting
December 1 – EMC Venue’s MEET
January – PCMA
March 1 – VA MPI
March – Meetings Technology Expo