Kill the Tracker

Excel trackers are one of the most persistent inefficiencies in clinical operations. CRAs use them because it's faster than entering notes directly into a CTMS during a visit. But they create a second data entry job after the visit, a reconciliation risk between tracker and Veeva, and a potential failure point at the report write-up stage when details have been forgotten.

The OnTheMove Assistant eliminates the need for trackers. CRAs capture notes from anywhere within OnTheMove, at any point during the visit, and tag them to the relevant monitoring event sections as they go. When it's time to write up, the notes are already there, structured and ready to pull through. No trackers. No double entry. No forgotten items.

In OnTheMove, CRAs capture notes from anywhere within OnTheMove, at any point during the visit, and tag them to the relevant monitoring event sections as they go. When it's time to write up, the notes are already there, structured and ready to pull through. This means the data that lands in Veeva is cleaner, more consistent, and less dependent on individual CRA interpretation at write-up time.

The result for data quality: fewer queries raised against monitoring reports, and fewer reconciliation issues between field observations and Veeva records. For CROs managing data quality commitments across multiple sponsor studies simultaneously, this consistency is operationally significant.

You know the pattern: you enter notes in a tracker during the visit, and then spend an hour (or two) back at your desk re-entering everything into Veeva. And somewhere between the two, a detail gets missed.

The OnTheMove Assistant lets you capture notes as you go, from anywhere in the app. When you're writing up your monitoring event, they're already there, waiting to be pulled through with a click or tap. The AI can even suggest how to apply them into the questionnaire.

Your tracker is retired. Your Friday afternoon is yours again.

The Excel tracker is one of the most persistent inefficiencies in clinical operations and its cost compounds at CRO scale. CRAs use trackers because they're faster than entering notes directly into a CTMS during a visit. But they create a second data-entry job after the visit, a reconciliation risk between tracker and Veeva, and a failure point at report write-up when details have been forgotten — often days after the visit.

At a CRO running hundreds of concurrent monitoring visits across multiple sponsors, even a 30-minute saving per visit write-up represents a material reduction in delivery cost. And every late or incomplete MVR is a risk to sponsor satisfaction scores and, ultimately, to contract renewals.

The OnTheMove Assistant eliminates the tracker. CRAs capture notes from anywhere within OnTheMove, at any point during the visit, and tag them to the relevant monitoring event sections. When it's time to write up, the notes are already there, structured and ready to pull through. No trackers. No double entry. No forgotten items.

AI that works for the CRA, not instead of them AI that works for you, not instead of you

AI in a GxP environment only has value if it's governed correctly. OnTheMove's AI is configurable and operates on a review-and-approve model. It suggests and the CRA decides. Nothing is written to Veeva without explicit CRA sign-off.

Ultimately, the AI acts as a preparation and write-up assistant. It can draft questionnaire responses from ad-hoc notes, suggest comments for improvement, and support translation for international studies. Suggestions are not applied automatically. Instead, each one is presented to the CRA for review and approval.

For sponsors concerned about AI risk in validated processes, this model preserves CRA accountability and audit trail integrity by design. The AI accelerates the work; the CRA remains responsible for it.

For CROs, the translation capability is particularly relevant. When CRAs are monitoring studies across multiple geographies and working with sites in different languages, AI-assisted translation of comments and findings reduces one of the most time-consuming aspects of international monitoring write-up — without requiring a separate workflow or tool.

The AI layer in OnTheMove sits entirely in the interface — it takes information from Veeva and the CRA's inputs, and presents suggestions to the CRA. Nothing is written to Veeva until the CRA has reviewed and approved a suggestion. There is no autonomous AI action in the system of record.

This architecture means the existing validation baseline for Veeva is unaffected by the AI capability.

For teams developing internal AI governance frameworks: this is a concrete example of the interface-layer model in a GxP context. We're happy to discuss the architecture in more detail.

Think of it as having a very organized colleague sitting next to you during write-up.

The AI can take your ad-hoc notes and draft a structured questionnaire response. It can suggest how to phrase a finding. It can translate a comment if you're working across languages.

You always see suggestions before anything goes into the system. You review them, adjust them if you want, and approve them. It doesn't write anything without you but it does mean that you spend less time staring at a blank field wondering where to start.

See what matters, in the moment

OnTheMove embeds relevant analytics directly into the monitoring workflow. When a CRA is answering a question about, for example, a site's SAE reporting, they could see, right there and in context, how many times that site has been late. When they're reviewing protocol deviations, they could see the site's deviation history.

This changes what CRAs catch and what they raise. Issues are identified earlier, escalated more appropriately, and documented with the supporting data already attached. For sponsors focused on risk-based monitoring, it closes the loop between the central and site monitoring teams.

For CROs managing sponsor relationships, inline analytics also serve a second purpose: they give CRAs the site performance context they need to have credible, data-backed conversations with site staff during the visit — rather than raising issues retrospectively in a written report that the site sees days later. Earlier issue identification means earlier resolution, which means cleaner data and better sponsor satisfaction scores.

The analytics in OnTheMove are read-only queries that surface information to the CRA within the interface but do not write to or alter the underlying records. The analytics layer is configured to align with your precise requirements, existing data structure and reporting fields.

What's different to standard tools is that, with OnTheMove, analytics are presented contextually within the monitoring workflow, which makes it much simpler for CRAs to include relevant items in monitoring reports.

You're mid-visit, answering a question about the site's SAE reporting. Wouldn't it be useful to see, right there, how many times they've actually been late?

OnTheMove can show you. Relevant site data appears inline as you work through the monitoring event, not in a separate dashboard you'd have to navigate to, but right next to the question it's relevant to. If you see something worth raising, you can capture it as a follow-up or issue directly from the same screen, in one step.

Less switching between systems, more context when it counts.

Built for CRAs Built for you

Veeva CTMS is an enterprise system built to manage the full complexity of a clinical trial portfolio. OnTheMove is built for the specific, high-frequency task of completing a monitoring event in the field — where every extra click, scroll and navigation costs time and makes a CRA's job harder.

The OnTheMove interface reduces the mechanical overhead of monitoring event completion: fewer screens to navigate and a layout that reflects the actual flow of a monitoring visit rather than a database structure. The result is faster completion and fewer errors — not because CRAs are working harder, but because the tool is better matched to their workflow.

The OnTheMove interface is configuration driven so what CRAs see reflects your existing Veeva setup, not a fixed template. Study-specific fields, questionnaire structures, follow-up categories, and so on are all drawn from your Veeva configuration. OnTheMove adapts to your processes rather than requiring your processes to adapt to it.

This also simplifies deployment. OnTheMove delivers an optimized, more efficient user experience, but the fundamental flow for a CRA is unchanged.

Monitoring events are complex, but completing them shouldn't feel like navigating a filing system.

OnTheMove is designed around how a monitoring visit actually flows — reducing the number of screens you move between, surfacing the fields you need when you need them, and making it harder to miss something important. Less scrolling. Fewer clicks. A layout that makes sense when you're mid-visit, not just when you're at a desk with time to think.

It won't make a difficult site visit easy. But it will make the documentation of it significantly less painful.