Digitalizing Events for Olympus

The lack of an adequate digital tool made coordination between different roles within the organization, such as administrators, territory managers, and product managers, difficult. Additionally, manual management involved a significant consumption of time and resources, limiting Olympus’s ability to organize events in an agile and effective manner.

Olympus needed a solution that not only digitalized event management but also improved operational efficiency, minimized errors, and facilitated collaboration between different teams. The tool had to be intuitive and accessible for all users. Moreover, it needed to allow for comprehensive and centralized management of all aspects related to events.

The solution proposed by Itequia for Olympus aimed to digitize event organization. The project was approached in three main phases: MVP Prototyping, MVP Construction, and Refinements.

First Phase:

In the first phase, a detailed prototype was developed with a clear focus on automating the event management process. This prototype significantly reduced manual work, facilitating early validation. This helped identify and resolve potential issues from the start.

Second Phase: 

The second phase focused on the design of the solution. A clear and understandable design was created, avoiding technical jargon to ensure that all involved areas could easily review and understand the project. This phase was crucial to align all participants with the project’s objectives, ensuring effective understanding and collaboration.

Third Phase:

Finally, in the third phase, a comprehensive 360-degree approach was adopted, providing support at all stages of the project, from prototyping to development and subsequent operation. This comprehensive approach ensured the project’s success through continuous support.

The tool developed by Itequia included several key features that optimized event management.

These features included the visualization, creation, editing, and deletion of events, as well as filtering and exporting to Excel.

Additionally, it facilitated the administration of collaboration requests and attendee management, with direct integration with systems like SAP and Salesforce.

The automation of the approval workflow, with email notifications and state change traceability, was another highlighted feature.

It also included the automatic generation of emails using predefined templates in multiple languages, including event, attendee, and hospital data.

Furthermore, an intelligent contact search engine was built, importing contacts from SAP/Salesforce with daily synchronization.

Regarding architecture and technology, the solution is hosted on Azure and uses SQL Server as the repository for all generated information, except for documentation associated with an event and/or participant, which is stored in Azure Blob Storage containers.

The architecture is robust and scalable, as well as easy to maintain and extend. It uses technologies and products recognized as industry standards and is developed to operate in an M365/Azure environment.

The benefits of this solution were numerous, including error reduction, increased efficiency, and improved coordination between the different roles within Olympus. The digitalization of events also allowed for more agile and effective management. Additionally, the solution is scalable and eliminated the need for server administration, which represented a significant advantage in terms of maintenance and operational costs.

Technology