Quabbin Clinical Research / BG-Demo – Onboarding
Callcompleted
Quabbin Clinical Research · 28 May 2026 16:30
On the 28 May 2026 call, the study load was running again, but finance invoice totals did not match B-Viz and permissions were unsigned. Usage is thin against 150 licensed users, and Meredith would not promise budget or expansion.
What was said
What this says
As at Fri 9 Oct 2026On the 28 May 2026 call, the study load was running again, but finance invoice totals did not match B-Viz and permissions were unsigned. Usage is thin against 150 licensed users, and Meredith would not promise budget or expansion.
What happened: The study management load has run each night since IT issued a new credential, and Hamza confirmed refreshes finished before 07:00. A biotech sponsor's open issues view was pulled together without a spreadsheet chase.
Open issues: Credit notes load as negative lines without being tied to the original invoice, so one sponsor's totals do not match. Permissions are mapped, but people in two sponsor groups still need checking.
Customer view: The first sponsor relations group found the sponsor pages useful but felt the question box was blank. Rachel said usage looks thin against 150 licensed users.
Commercial: Meredith said budget and expansion are finance's call and they will want to see people using it.
Themes
As at Fri 9 Oct 2026Theme
Onboarding fixes and adoption
Importance
neutral
Sentiment
mixed
Voice
champion
Who was there
BG-Demo
CRMmade from
Them
CRMmade from
Follow-up
Next steps
As at Fri 9 Oct 2026- Hamza to fix the credit note mapping, re-run, and have a finance person check one trusted sponsor.
- Rachel to list people in more than one sponsor group, and Meredith to review that list before access is given.
- Hamza to propose a time for a sponsor relations training session in the write-up.
Risks
As at Fri 9 Oct 2026- Finance totals for one sponsor do not match B-Viz because credit notes are not tied to invoices, which could undermine trust in the numbers.
- Usage is very small against 150 licensed users, and Meredith said finance will want to see people actually using it before any budget or expansion.
- Permissions for people in two sponsor groups are unsigned, and Meredith will not approve mixed visibility without checking.
Opportunities
As at Fri 9 Oct 2026- A short training session built around real weekly questions could turn the blank box feeling into regular use.
- Widening to study management, then finance, would deepen use across teams if the fixes hold.
Transcript
Hamza AkhtarHi both. Can you hear me? I've just rejoined, my headset dropped.
Rachel FeldmanYes, we hear you. Hello. Meredith's here too, she's just unmuting.
Meredith SullivanHi, Hamza, hi, Rachel. Good to see you. Late afternoon for you now, I guess?- Hamza AkhtarYes, but it's fine. Last call of the day. How are you doing?
- Meredith SullivanGood, thanks. Sponsor update first, short one. A biotech sponsor asked us last week for a view of open issues across all their studies, and for the first time my team pulled it together without a spreadsheet chase. Not perfect, but it's the direction. One portfolio, one story.
- Hamza AkhtarThat's good to hear. Was that from the new connector data?
- Meredith SullivanPartly. Rachel can say more.
- Rachel FeldmanSo, the study management load is running again since IT issued the new credential. It's been moving each night. I'm still a bit nervous, to be honest, I keep checking it in the morning.
- Hamza AkhtarThat's fair, and I've been checking too. The refresh has finished before seven each business day since we re-ran it. I'd keep watching for another week or so, then we can stop babysitting it.
- Rachel FeldmanGood. But we've got new tickets, haven't we? I lose track.
- Hamza AkhtarTwo in the last stretch, both high priority. One is the permissions mapping, which is nearly there, and the other is the finance connector, where invoices aren't matching up to the sponsor records.
- Rachel FeldmanRight, that one. Our finance team say the invoice totals for one sponsor don't line up with what B-Viz shows. They're not happy, and I don't blame them.
- Hamza AkhtarOkay. Let me share the screen so we can look. Here's the sponsor in question and the invoices as loaded. What I think is happening is that credit notes are coming in as negative lines but aren't being tied back to the original invoice.
- Rachel FeldmanAh. That would explain it. Finance does a lot of credit notes at the end of a study.
- Hamza AkhtarExactly the pattern. It's a mapping fix on our side, not a data problem on yours. I'll make the change and re-run, and then ask your finance team to check one sponsor they know well.
- Meredith SullivanGood. Please make sure it's a sponsor they trust the numbers for. I don't want a debate about the numbers when we show this around.
- Hamza AkhtarUnderstood. On permissions, Rachel, you sent the group list, thank you. We've mapped the sponsor groups and I've tested with two test accounts. One sees only its own sponsor, the other sees nothing, as expected.
- Meredith SullivanAnd a person who sits in two sponsor groups?
- Hamza AkhtarThat's the open point. Today they'd see both, which is correct if they genuinely work on both, but I'd like you to confirm that for each of them rather than assume.
- Rachel FeldmanThere are only a few like that. Mostly the senior project leads. I can list them.
- Meredith SullivanSend me that list too. I want to look at it before anyone gets access. I'm not signing off on mixed visibility without checking.
- Hamza AkhtarOf course. Now, usage. The first group from sponsor relations has been in. How did it feel from your side?
- Meredith SullivanMixed. They like the sponsor pages. They got stuck on asking questions, they didn't know what to ask. Two of them said it felt like a blank box.
- Rachel FeldmanI think that's training. We haven't really shown them anything yet beyond the intro.
- Hamza AkhtarI agree. I'd suggest a short session built around their real week. What does the sponsor know, what's open, what's overdue. If they can ask those three things and get a good answer, they'll keep going.
- Meredith SullivanI like that. Let's use my own question as the example. I ask it every Monday anyway.
- Rachel FeldmanStill a very small number of people, though. We've licensed 150 and we're nowhere near it. I'm conscious it looks thin.
- Hamza AkhtarIt does for now, and I won't pretend otherwise. But it's early, and the earlier problems were ours to fix. If the finance numbers are right and permissions are signed off, the next step is widening to study management, then finance.
- Meredith SullivanThat's the order I'd want. And I'll tell you now, I can't promise anything about budget or expansion. That's finance, and they'll want to see people actually using it.
- Hamza AkhtarCompletely fair. Our job is to give them something to see. Let's agree actions. I fix the credit note mapping and re-run. Rachel, the list of people in more than one sponsor group, and a finance person to check one sponsor. Meredith, you review that list.
- Rachel FeldmanFine. And the training session?
- Hamza AkhtarI'll propose a time in the write-up. Keep it to the sponsor relations team first, and then we look at the next group.
- Meredith SullivanPerfect. Thanks, Hamza. Thanks, Rachel.
- Rachel FeldmanThanks. Speak soon.
- Hamza AkhtarCheers both. Bye.
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