SoftwareOne logo

SoftwareOne case study

Planning as a success factor: Efficient participant planning for events at Dr Falk Pharma GmbH

dr-falk-pharma-congress-app-adobe-262223178-square

Dr Falk Pharma GmbH is a leading specialist in digestive and metabolic medicine. As a family-owned company with a global network, it has focused over 60 years on developing and marketing innovative treatments to help people with chronic inflammatory bowel diseases and digestive and metabolic disorders.

The vision of the company's founder, Dr Herbert Falk, 'Progress through exchange,' remains central to the company's culture and values. The company regularly attends congresses organized by international professional societies to exchange information on the latest digestive and metabolic medicine developments. Dr Falk Pharma turned to SoftwareOne to drive the development of an app to improve participant management efficiency.

  • Organization

    Simplified management through digitized processes

  • User experience

    Improved experience for all participants

  • Error rate

    Errors reduced through automation

dr_falk_pharma_logo
Client
Dr Falk Pharma
Industry
Healthcare
Platform
Microsoft Azure
Services
Development of a Congress Management App with the Power Platform
Country
Germany
Download PDF

The Congress App was developed to optimize internal support for employees and subsidiaries. Previously, organizing these events was a tedious, manual process using various Excel spreadsheets. Event information was sent via email, and registrations also had to be processed manually through email. Managing registrations and attendance was done in Excel, making changes and cancellations difficult to handle and often leading to errors.

To make future event planning and organization more efficient and less error-prone, the company sought a solution to streamline the entire process. The new solution needed to offer greater automation, reduce the workload for employees, and seamlessly integrate with the existing Microsoft 365 products.

Efficient Congress Management with a New App

Dr Falk Pharma GmbH chose the Microsoft Power Platform to take advantage of its seamless integration with its existing M365 products. Customized applications and workflows can be quickly created using the Power Apps and Power Automate services. The combination is cost-effective and ensures efficient, error-free event organization.

Power Apps enable user-friendly applications across various platforms and devices to interact with data from multiple sources. Power Automate establishes automated processes and actions that respond to specific events or triggers, such as emails, forms, messages, or calendar events. Both services are part of the Microsoft Power Platform and are helping streamline congress management.

SoftwareOne also assumed overall project management to ensure a smooth process. Among other responsibilities, the agile project management team coordinated the harmonization of the various individual services, managed tasks, created meeting minutes, organized meetings, and reported to the steering committee.

The new web application can efficiently manage participation in congresses and organize information for participants. The main functions are:

Congress Management

  • Create and edit conventions: Administrators can create new and edit existing conventions.
  • Scheduling: The app sets start, end, kick-off, and dinner dates.
  • Location details: Enter the congress, kick-off, and Falk Dinner locations.
  • Program details: Enter and edit the scientific program and industry exhibition details.
  • Check hotel bookings: Checklists verify hotel bookings.
  • Dinner options: Enable a selection of dinner options.
  • Logo Upload: An option is included to upload a convention logo.
  • Automation with Power Automate: Automatic reminders are sent for upcoming exams and appointments.

Attendee Management

  • Attendee registration: Enter attendee information, including name, institution, country, department, and registration status.
  • Congress assignment: Assign attendees to specific congresses.
  • Confirmation management: Manage attendee confirmations, hotel reservations, and dinners.
  • Badge management: Select attendee badge type.
  • Arrival and departure dates: Record attendee arrival and departure dates.

Automation with Power Automate

  • Automatically send confirmation emails after registration and deregistration.
  • Send reminder emails to attendees for upcoming confirmations and appointments.
  • Generate status reports on registrations, hotel bookings, and event attendance.
By implementing these digital solutions, we can make participant management at international congresses more efficient and less error-prone, resulting in a better experience for participants and a reduced workload for employees. We successfully implemented this project thanks to SoftwareOne's excellent collaboration and extensive expertise.

Alexander Fischer

Head of IMT-Projects & -Partner-Management at Dr Falk Pharma GmbH

Error reduction and process optimization

  • Reduction of errors through automation and digitization
  • Relief for employees through more efficient processes - time savings
  • Improved user experience for participants
  • Seamless integration with existing M365 products
  • Fast and cost-effective development using low-code
  • Improved data availability and security through the Azure cloud
  • Potential to customize and extend the app for new requirements
  • Easy scaling for larger or smaller events
dr-falk-pharma-congress-app-adobe-262223178-cta-banner

Can we support you with a similar service?

Get in touch with us today!

Can we support you with a similar service?

Get in touch with us today!