Discover the Legality of Online Signature for Drug Testing Consent Agreement

How to eSign a document: online signature legality for Drug Testing Consent Agreement

hello everyone welcome Alcor is pleased to welcome you all to today's webinar Alcor is a global cloud advisory and implementation services company serving fortune 500 government agencies and other leading organizations in multiple industry verticals across the Americas Canada and India Alcor is also a ServiceNow Gold Services and gold sales partner we partner with leading technology companies including AWS fireEye Microsoft octa in kurta and big panda we advise leading businesses on cloud platforms architecture enterprise service management and integrating IT service delivery we also provide business process consulting to capture re-engineer and improve processes that can easily be automated to deliver real value the AL core consulting team has excellence in business strategy cloud technology and organizational change management our ongoing webinar series is designed to inform enlighten and start discussions within your own organizations if you require any additional information after listening to today's webinar please reach out to us through our website wwlp.com we have time reserved at the end of the webinar for Q&A so please feel free to type any questions into the questions section of the dashboard today's webinar topic is get compliant with signatures for ServiceNow approvals presented by Padma Ravi Shankar Padma is a ServiceNow Solutions Architect with over 12 years of experience in ITSM service portal asset management orchestration and integrations Padma has completed multiple projects and architected solutions for customers in a wide variety of industries including financial services and healthcare Padma also has a bachelor's degree in engineering I will now turn the webinar over to Padma thank you so much Jeff for the great introduction today we are going to talk about getting compliant with signatures for ServiceNow approvals we briefly talked about who we are we are going to look into 21 CFR part 11 we will understand capabilities and how it can be integrated with ServiceNow and a demo would follow shortly Alcor is one of the top five ServiceNow partners in the continent and we are constantly ranked nine plus on the C's heads course our times are across domains like healthcare retail financial services who have regulatory and compliance requirement let's take a look at what CFR part 11 is all about 21 CFR part 11 stands for path levan of the title 21 under the code of federal regulation section 21 CFR applies primarily to audit and compliance requirements there are many industries like medical form of food and cosmetics that are heavily regulated and why are they regulated that is a good reason regulations are in place to track product quality safety and record integrity everything that is necessary for Public Health consider a farmer company's quality management system that is used to manage and resolve deviations in drug testing validations of changes on such systems might not seem to be needed but even if they are not directly involved in the corrective and preventive actions process of fixing deviations they still need to be audited and that is where a risk validation to be recorded with electronic signatures for compliance that's the reason comes into the picture is a provider of electronic signature technology like everybody knows it's fully compliant with many acts like a sine beta Etsy and HIPAA HIPAA stands for Health Insurance Portability and Accountability Act it facilitates exchange of electronic contracts and signed document here is how facilitates exchange of electronic documents between people and organizations nowadays we have the convenience of being at home and sign electric rental agreements using I'm sure each one of us might have done that provides a workflow around sharing and signing of documents adhering to security encryption and authentication standards all the data that is stored in is encrypted at rest let's look at how helps with 21 CFR has a specific module for CFR there is prepackaged and tailored with a functionality around specific requirements laid out by the FDA it has gone through multiple discussions with industry experts to get the functional requirements match let's consider a medical professional being on board in the ServiceNow terms there is a lot of verification process involved in different agencies and certification authorities to credential eyes a person being on board we also need to understand the meaning conveyed by signatures on a particular document does the signature mean that I'm authorizing an action or I am approving a process after a due diligence and a risk validation or it's just that I agree to any certain terms and conditions that is laid out in the document so there are three main capabilities that docucentre brings to the table the signature level credentialing signature meaning meaning what is the reason what is the meaning of my signature on the document and the signature manifestation which is bringing together all the data related to my signature this particular slide shows some highlights of the differences between a non-regulated user and a regulated user and war can provide in addition to a non related user module you can provide additional authentication signature manifestation me meets the need of the audit by providing signature the printed name of the person who is signing it the reason the time stamp and the time zone and also a unique identifier to identify the signature that's this is the person who has signed it let's look at the advantages of alcor's integration solution now ServiceNow as you all know can manage wide variety of processes like the quest management and change management that involve approvals our solution extends value of the ServiceNow investment by adding convenience to receive and track approvals wire yucch natures it can be easily configured for any workflow on any base table in the system or any custom table as well that supports workflows it is packed with templates and watermarks that part eleven a sign is requiring a solution also provides data aggregation and dynamic document creation techniques like for example in a particular change request process they can not only can there be one set of stages for approvals but there can be multiple series for approvals and approvers can be gathered across CI items and we have to have an application to what is the data or content on the document that the approvers are going to sign there are six basic steps for the integration in our solution the first step is the template management an organization can use the templates that are provided by alcohol or create any new ones when you go into the document site we can click on the new and create a new template and also pull from any folder into the UI to make the document as a template what a template means is actually it's a blueprint the next step is to identify who is going to approve the document or who are the you who is the user who's the audience is there is there a single user or a group of users ServiceNow can send dynamic list of users based on the card in question for such instances we can create a group indicated as a workflow stage say if you see on the document this is a typical screenshot from we can specify the stage out here that is dynamically populating all the users email ids as comma separated values now the next step is to update the template width watermark technique what did what we are doing here is we are dragging and dropping fields into the template where the signatures will be filled we can also add custom fields that signers can ask can be asked to filled out fill out for example I'm approving this document I go in and place my signatures at this particular place but I also have a field that where the user can type in the reason or the action that I'm doing and I'm authorizing it so a type a string field that the signature me meaning is provided here's a screenshot of the template with the field so if you see the change requires your description requested by these are typical fields on our change records and they are part of the template but then we also have these placeholders which can be created by these fields on the left hand side and these placeholders are populated with the dynamic data that ServiceNow is sending through REST API to the document the next step is to configure the REST API and Alcor already provides the methods for the REST API so the only part that would be needed is to update the integral in interface key and any other configurations that are needed on the methods to send any additional information from the chase record so our solution currently works on a non-standard change as well as a standard change the screenshot of our REST API and the endpoint can be seen just the integration key would change and the username and password that is applied as part of the HTTP header the next step is to update the change workflow alcohol is a goal partner and ServiceNow solutioning and can help understand the change processes and provide best practices to build the workflow in its simplest form the change workflow needs to be updated to trigger the bi-directional integration with part 11 for the process approvals the script include provided by al Kerr is already compatible with flow designer as well and in case in future there is a use of the integration hub spoke for the script include provides additional functionality then what is provided an out of the box for the aggregation and also understanding the envelopes and then uploading the envelope into the ServiceNow so this is a typical basic workflow and we could extend the workflow to any levels we could add error handling capabilities we have not added this in the in the screenshot it is just a basic so that we we explain how easy it is to just plug and play to your existing change workflows as well so we are setting the approvers from the workflow and then we are just triggering the rest message all of that is taken care of by the script includes integrating with the rest methods getting back the response and then updating the change workflow from the background the last step to this is how we update the results from our into ServiceNow so if there is an approval or if there is a rejection and if there is any comments that users had all of that information how it flows back into service now is through inbound email actions now let's look at the demo so for the purpose of the demo I've created two users one is able and able to tur which is a favorite user for any demo and Bryan another user on one of the CIS as an approver so like I showed you on the on the slide this is the rest message from the endpoint the account ID would be modified and then these are so much to be methods that provides we can we have added of you from RN to contemplate with what the change template is and then how we pass that information into the envelope these are the inbound email actions that were created so that the information that comes back from is used to a lady Chitra culture let's go ahead and create a new change ticket I will select the normal change to which my solution is integrated with currently I'll also use a template just to populate all of this data we know that the changes request form is huge so I select the template all of this data has come up and then I hit submit now once I create this particular change ticket I see that I have selected a CI in my template I could add more sea ice to the list when I go into the CI I have these two fields that are my current approvers in my workflow the managed by an owned by the CI can have any set of fields that can be pointed out by the workflow as an approver so I'll go ahead and hit request approval now for this CI there were two approvers so both of them have come up here now if there were multiple CI is associated to the same ticket all those approvers from those see eyes would also appear here on the schedule tab I see the system up reverse system owner approvers that are present in the system this is the interface that we provide for you for submitters to be able to change any system owner functional or technical approvals on the fly if necessary based on any changes or any additional requirement once the request is triggered for the approval we would see some emails coming in into both of these accounts so when you go back to the change able to turn as one approver and Bryan Ovilus another set email ids for these two people so this is Abel's account and yes so there's a change email this is a typical email that we receive we could we have added this information from our templates to show what that email would contain this is highly configurable based on the template that is provided now we also see there is a link for the rejection this is a typical requirement in service now we're clicking this particular link would trigger an inbound email action into ServiceNow and reject the change there is also a link for viewing the change request from the email and let's go ahead and click on review document to see you what ServiceNow has sent us now when we see this email the first thing is I'm agreeing to use electronic records and signatures and I hit continue now we see that there is an envelope ID created and there are there is there is under there is some red in here this will not be available in the Enterprise Edition this is just for the demo now we see that all the data that was present in the change request has come out here this is a change ticket number which is present on the form and all of the data is populated now let's say if there were multiple CI selected then all of the corresponding data would be comma separated I will show the end of the demo a different example which has multiple six sort of approvers and multiple see eyes now when we go down we could also click and start here it would directly take me to the to the place where evil is allowed to modify this document and that is this section this is controlled revision work marks hidden watermarks now if you see there were two approvers but evil is the first person signing so that's why he cannot see who else is there pending for approval once the signature is done and adopted sign I see there is a unique identifier here for Enterprise editions there will be additional fields like I showed on the slide there will be a signature reason that the user has to has to type in and other such fields that would be available we are using a demo version of the e that's why those fields are not available but the slide provides that information now I click finish said no thanks I don't want to save a copy and then I go to Brian's email id and I do the same action now and I am opening the document based on the workflow I would see the signature that is already there on the document that evil already signed so I click on agree I click on continue have the same document now this same document was sent to two different users and all the information was populated on the fly now when I go here I see that Abel has already signed I go ahead and sign the document and I hit finish soon after I do that I will receive an email that the complete change process for approvals is done for the stage both Abel and Brian would receive a completed document copy of whatever they signed now when we click on the view completed document it would have the complete document with both the signatures but the most essential part of the is the certificate and that is available here the view certificate section I see that there is a certificate of completion I have the time zone captured of when the certification was complete and I have the signer event what was the email ID used to sign the document what does the IP address and other details so for for for an enterprise edition it would have other details under the same signature like I explained the signature reason and other information would also come up here now it is essential that this completion certificate is going into ServiceNow to update my ticket now I go to ServiceNow and see what what is the status of my change just hit reload and see if there is any bid it does certainly take some time to do the update the time this comes up ok let's go back to the email and see ok close from here and also see what Bryan received and it goes from here and I go back to the change record to see if there are any emails that came in for the approval so we go back to the chase record I wanted to show by the time if there are multiple approvers how would it show so we see here that there are multiple CIS and all of these CIS are having each approval like for example Beth has Beth CI has two approvers I said CI has two approvers and annie has two approvers so all of this information would go into one particular record and create this document for us it would have all the names of the users and if some users have roles then the roles information also would come up here and the corresponding signatures and it would get tied to the change record okay by the time we saw that this has gone into scheduled phase and we see that the changes are approved and we also see the document that sent us this is a complete document that was signed and with the two signatures for the change record that we were working on that is for zero to four and the certificate and time stamps on it as to when it was actually signed so this is the update you embalm email action that takes the document and then updates the records with approved and also attaches the documents into the change request so that was the demo can go ahead and open up for any questions all right thanks very much Padma very interesting there are a few questions I'll get to them in a moment as a reminder please use the questions section of the webinar dashboard to answer your question on today's topic I sorry ask a question on today's topic Padma first question do I need to any additional plugins the short answer is no so as I said this particular script include and the set of functionality that we are providing is available and pluggable to the core functionality that ServiceNow provides so there is no additional plugin that is needed okay great for the integration would Alcor develop the inbound email actions or is is this something the customer has to complete as part of the solution this complete inbound email action would be provided and additional configuration can be done based on the consulting with our team okay can this service now integration be used with other catalog items forms that are routed through requested items yeah the main purpose of the solution is to understand what 21 CFR is all about it has credentialing that can that is needed for passing documents to various vendors various users and so the complete functionality is through the workflows so the workflow can be attached to any table and it doesn't need to be just for change it can be applied for request items as well so onboarding also is one of the key Fiji functionalities that this particular solution supports okay we've got two questions that are sort of the same so I'll read them both is there a cost for the script includes and functionality or is it free and then the other question is is there any additional cost or licensing requirement so I'll answer the licensing requirement first so as part of the solution we don't have any licenses to give away it is code that has been written in-house homegrown and it can be aware it can be availed by reaching to our sales team for the pricing for the solution and if ideas have implementation or any change implementation is done as part of the consulting through alcohol then we would provide this custom functionality as an add-on based on the ARS needed for the configuration to come back to the licensing point we definitely need the account for the Enterprise Edition and based on your needs you can avail the 21 CFR module by or you can use the a non-regulated user version as well and the workflow the solution from our and can provide those additional details of trees reasoning to provide those additional fields on the form that the user can add okay all right can the sequence of approvers be customized and maintained yes so as part of the document as part of the workflow there is a functionality for enabling sequencing and the workflow provides functionality to do the same so the stages can be controlled at various levels and the users who get these envelopes can be controlled as well like I would first send it to Abel and months Abel signs it the stage you would move forward and then the second set of approvers would trigger who would get the envelopes so that's how the sequencing can be controlled okay where else where is them where is the meaning of signature captured it is captured as part of the signature reason and if regulated 21 CFR module is purchase from that is available out of box and if not then on the template like we showed we can add custom fields to provide signature reason so when you saw Abel was providing signature for his section we can also provide a custom field just below it for providing the signature reason all right can be used on documents that are outside of ServiceNow or any other application yes so primarily what we want to see here is is just the for storing our documents and the workflow management of it as to sending the documents to users so the document the first step that we went through was to create the template and that template can be anything it and it can be just terms and conditions that are nowhere related with ServiceNow so tantras yes the template can be anything where we add value is to to dynamically populate the template with some information from the change or the request or the list of users who are getting on board or the provers are what the actual implementation of the processes are the steps that a person is actually approving or authorizing action on so that's the Dynamis city that we are providing through the solution okay and then there's a related question can a document be sent outside the organization for vendors to sign any document as example for vendors Kay yes so as you know in ServiceNow there are vendors records and then there can be email ID lists associated to it so on your CI record or on a record in ServiceNow if there is a relationship with the vendor then the script includes is capable of dot walking to the email ids list getting the email ids and sending it to to send those envelopes at runtime to those vendors there is no need for the vendors to have a login into ServiceNow to authorize the action okay excellent is there any impact on system upgrades as part of any custom solution so we have tried to use best practices as much as possible and and we are continuously monitoring at the solution as part of any new upgrades as well so when a new upgrade occurs basic sanitary testing of the functionality needs to be done Kasane workflow is not something that sm scope for ServiceNow solutioning but that's not going anywhere so the functionality that sends the document to different email ids is pretty static so that doesn't probably need to be tested but the only part that needs to be tested is how we are generating those email ids and how the aggregation is happening across the ice to get multiple approvers and multiple stages the sequencing these are the certain steps that should be part of our unit test cases before rolling out of production upgrade right right okay and last question unless anything else comes in here how does the solution for multiple workflow how does the solution work for multiple workflows and templates yes so the template multiple mechanism used here is where we are replacing envelope details at runtime using watermark techniques all approvers are dynamic based on data card selected process users are approvals and document changes are static so the approvers section that we saw that can be dynamic and that can be added to any base table in ServiceNow or any extended custom table as well at runtime the templates are used to create the envelopes so for each change if there is a document created and if there are two approvers on the particular change or a request a new document is created for that particular user record and watermarks are used to populate that information and these documents are sent by our envelopes that are dynamically created so the template is the key here if we have templates and we can identify templates for change and we can identify templates for requests then that is how we are implementing support for multiple workflows so the method the rest methods need to pro need to pass on the template ID that I am using and that's how we are supporting multiple workflows multiple documents within the same table in Israel okay alright and another question came in if the vendor if the vendors email is not present in the CI can it still be sent to a vendor for signing the document or the email first has to be added to service now CI now so like I said the vendor is a relationship with the CI the vendor field would have a string field with the list of emails on it and that string field can be used and passed on to the script to fetch those email ids and at the completion of the signatures sends an email to service now so it's not relying on the email ids of end-users to track the approvals so that information can be done by creating placeholder users for vendors and that is how the approval record would be updated based on the vendor record and approvals mark on the ticket okay I think that's all the questions excellent very well done Padma thank you very much the recording of today's webinar will be available on our website WWL core tech comm and we will also send everyone attending today a link to the recording via email so thanks everyone for joining have a wonderful rest of your day and we'll see you at the next webinar thank you so much everyone for taking the time to join please reach out to our car for any questions thank you thanks partner