Global unique device identification database (gudid) and udi

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Information about Global unique device identification database (gudid) and udi
Health & Medicine

Published on March 5, 2014

Author: JoeHage



Medical device companies are affected by the Unique Device Identification ruling from FDA. UDI experts Reed Tech help members of the Medical Devices Group understand the complexities.

You can find the audio replay and transcript at 1 +1‐800‐772‐8368

Agenda Reed Tech Company Profile FDA Unique Device Identifier (UDI) Requirements Medical Device Manufacturers’ GUDID Challenges Reed Tech GUDID Submission Solution Q&A Appendix 2

Questions Please send questions  during the session via  webinar “Chat” 3

Reed Tech Company Profile 4

Reed Tech Profile A recognized leader in providing solutions  for content and lifecycle management Over 50 years of experience; founded in 1961 Over 900 employees  Part of the LexisNexis family;  a business unit of Reed Elsevier Contractor to USPTO to process all patent  applications and grants Service Provider to over 725 Life Sciences companies ISO Certified  since 1998  (9001:2008) HL7  Member  since 2005 5 Philadelphia Headquarters Horsham, PA, USA Washington Operations Alexandria, VA, USA GS1  Solution  Partner

Reed Tech – Life Sciences Services Structured Product Labeling (SPL) Preparation, Submission, and Lifecycle Management • Service provider for over 725 life sciences companies 6 of 10 largest pharma manufacturers in the world;  large (200+ labels) to small (1 label) Over 28,000 SPLs created since FDA drug mandate in 2005 Most experienced SPL service provider in the industry • FDA Electronic Submissions Gateway (ESG) service Highest volume submitter of SPLs (over 14,000)  Over 400 companies 6 SPL

Reed Tech – Life Sciences Services (continued) Structured Product Labeling (SPL) Preparation, Submission, and Lifecycle Management • Expertise in all CDER, CBER, and CVM Drug SPL types Branded/Generic; Rx/OTC SPL Original/PLR, R3/R4/R5, LCR/ER/SID/LL Human Health, Biologics/Vaccines, Animal Health, etc. • Services for CDRH Medical Device UDI SPL (and IFU SPL) Analysis, Data Aggregation, and Data Validation SPL Build, Submission, and Change Management Participated in FDA SPL‐UDI pilot submission program (Oct 2012) 7 SPL

FDA UDI Requirements for  Medical Devices Please send questions during the session to “Staff” via webinar “Chat” 8

UDI Implementation Timeline Key FDA Documents 2013-09-24 2013-11-21 2014-02-13 TBD UDI Final Rule and Draft GUDID Guidance for Industry (database definition) Draft GUDID SPL Implementation Specification (SPL XML message definition) Revised Draft GUDID SPL Implementation Spec (folder name, FDA PT Code) Final GUDID GFI and Final GUDID SPL Implementation Spec Reference: FDA UDI website 9

UDI Regulation Overview Labeling UDI (Device Id + Production Id) on Device Label & Pkg UDI in plain-text (human readable) and Automatic Id and Data Capture (AIDC) technology • 1D/2D barcode, RFID, near-field communication… • If AIDC is not visible, add disclosure Date Format YYYY-MM-DD (2013-10-29) UDI on “Device” Software Direct Marking (DM) Multiple use and reprocessed devices Permanently mark UDI on device FDA Global UDI Database (GUDID) Submit DI and device attributes Public access, global model GUDID Reporting – include UDI as available 10

UDI on Label vs. GUDID Submission Data Definitions • UDI = DI + PI(s) • GUDID Data = DI (not PI) + Device Attributes = 55 Submitted Fields 11

GUDID Data From Label Reference: Indira Konduri, FDA, “The GUDID Account,” webinar Jan 30 2014 12

GUDID Data Elements 55 Submitted by Labeler (some can have multiple values) 7 Populated by FDA GUDID System (indicated by *) 13

GUDID Data Record GUDID Data Record 55 Submitted Data Elements Product ID Elements  (Pri DI, Sec DI, UoU DI, DPM DI,  GMDN) Regulatory Elements (FDA Listing #, Auth. #, ProCode) Labeler and Contacts Characteristics  (Sterile, Size, Production Control) Package Elements (Pkg DI, Qty) 14

Medical Device Manufacturers’  GUDID Submission Challenges Please send questions during the session to “Staff” via webinar “Chat” 15

Results of Attendees Survey How far along are you in identifying, collecting and organizing the UDI data that you will need to submit to the FDA? (407 responses) If you are submitting Class III UDI data to the FDA, and taking into consideration the September 24, 2014 deadline, when are you anticipating making your submissions? (369 responses) Have you decided what method you will use to submit your UDI data to the GUDID? (474 responses) If yes, which of the following methods do you prefer? (286 responses) 16

GUDID Data Submission Methods * SaaS – Software as a Service 17

GUDID Data Submission Methods Comparison Submission Method Description/Comments FDA GUDID Web Interface • You (or third party) enter data directly into the FDA GUDID • Best suited for low volume • Transcription error concern • “No” software cost • Admin, data entry, & QA labor (yours or third party) • Use external software to collect data, build, and submit SPLs to FDA via the ESG • High volume, electronic submissions • “Rent” software • Admin & operations labor • “No” Admin & operations labor • Service cost Hosted Software (Software as a Service) Technology Cost Operations Cost Outsourced Service • External provider accepts your data, builds, and submits SPLs to FDA via the ESG on your behalf • “No” software cost Internal Software • Buy / build / upgrade software (ERP, PLM, MDM, Labeling or other) to collect data and build SPLs • Submit SPLs to FDA via the ESG (AS2) • “Own” software (buy/build/upgrade, • Admin & install, validate, operations labor train, maintain) • ESG account (AS2) 18

GUDID Submission Method Evaluation Selection Criteria • Determine Submission Data Location and Management Data Entry, Hosted, Outsourced, or Internal  • Need 21 CFR Part 11 Compliance (for non‐FDA GUDID Tools) Device Labeler is responsible 3rd Party organization is not directly responsible • Consider Solution Capabilities and Expertise SPL Data Validation Controlled Vocabularies FDA ESG Submission  ACK Processing and Reporting Maintenance 19

Reed Tech GUDID SPL Submission Solution  (SaaS or Outsourced) Please send questions during the session to “Staff” via webinar “Chat” 20

Reed Tech GUDID SPL Solution (SaaS or Outsourced) 21

Reed Tech UDI Solution Benefits Simple  Complements your current internal processes Least intrusive  Accepts data from your existing systems, initially and for subsequent,  on‐going maintenance  • Flexible data import options: manual entry, text file, XLS, XML • Data Transformations available per Reed Tech Synonym Vocabulary • Data Collection assistance available Cost effective  • • Efficient, automated, bulk submissions  Save IT costs (e.g., hardware/software purchase, installation, validation,  maintenance)  Flexible UDI solution • • Accommodates additional custom/proprietary data fields beyond FDA  requirements Easy expansion for future UDI submissions to global regulatory authorities 22

Reed Tech UDI Solution Benefits (continued) Compliant (21 CFR Part 11) preparation & submission to FDA  • • Role‐based data management and approvals Preparation, submission, and acknowledgement reporting Leverage Reed Tech's significant SPL preparation and ESG submission  experience • • • Over 28,000 SPLs created for over 725 customers Over 14,000 ESG submissions for over 400 companies Participated in FDA SPL‐UDI pilot submission program (Oct 2012);  only company whose SPLs passed validation Gain an experienced corporate partner Over 50 years of knowledge and expertise in data collection, content conversion,  lifecycle management, and excellent customer service 23

Q&A Please send questions to “Staff” via webinar “Chat” 24

Reed Tech Contact Information Gary Saner Mark Bayer Haley Lentz Sr. Manager, Information Solutions – Life Sciences VP, Business Development Account Executive, Life Sciences Web:  Email: Phone: +1‐800‐772‐8368 25

Reed Tech UDI Resources Free upon request: Reed Tech GUDID Data Element List and Record Template Multiple Options To Weigh For Moving A UDI Into FDA’s Database “The Gray Sheet”  January 6, 2014 UDI Training Course  • • Interactive eLearning Course Collaborative with Lernia Training Solutions: www.Lernia‐ Contact: Haley Lentz  Account Executive, Life Sciences Email: Phone: +1‐800‐772‐8368 Web: 26

FDA UDI Resources UDI “Home Page” • UDI Rule, GUID Guidance, Compliance Dates, Resources • ntification/default.htm UDI Help Desk • ntification/ucm368904.htm GUDID Information • Basics, Guidance, Account Request, GUDID Web Interface, HL7 SPL, GUDID Status • ntification/GlobalUDIDatabaseGUDID/default.htm GUDID Web Interface (Login) • CDRH Learn (FDA Presentations) • • • • UDI System – The Final Regulation GUDID Overview (with UDI Introduction) GUDID ‐ Account Set‐up 27

GUDID Data Collection and Submission Steps 28

GUDID Data Submission Plans 1. Evaluate your “data situation” (location, gaps, owners, formats, etc.) 2. Determine your best GUDID data submission method/tool 3. Collect, Normalize, and Validate source GUDID data • Collect data from multiple sources; generate values as required • If necessary, capture data from Label (e.g., single use icon) • If desired, collect additional data fields for future UDI submissions to  • • international Regulatory Authorities and/or your internal purposes Merge partial records from multiple “data sources” “Normalize” data to FDA GUDID specs (e.g., Business Rules, Controlled Vocabularies) 4. Create FDA GUDID Account 5. Submit Data • For Manual, Individual Record Entry: enter data via FDA GUDID Web Interface • For Automated, Bulk Entry: Create fully‐valid SPL UDI submissions per FDA business rules Submit SPL UDIs to FDA via ESG (WebTrader, AS2) 6. Submit changes/revisions and new device records 29

Final Rule Highlights Label • • • • • • • UDI (DI+PI) required on product label and package in plain text and AIDC (e.g., bar code) format  Labeler creates UDI per FDA‐approved Issuing Agency specs (GS1, HIBCC, or ICCBBA) If Lot/Batch #, Serial #, Mfg date, Expir date, or HCT/P code appear on label, include each in PI If Mfg/Expiration dates are displayed on label, use YYYY‐MM‐DD format  (AIDC date format can be different) If AIDC is not visible, use disclosure statement (not proposed AIDC symbol)  If device is Stand‐alone Software, UDI required (on About or Help page), downloads exempt from  AIDC Different UDI required on Unit of Use, Base Product/Pkg, Level 1 Pkg, Level 2 Pkg, up to Shipping  Container Direct Marking: if multi‐use & reprocessed (not implants), permanent UDI is required  • “reprocessed” infers a cleaning, wipe down, sterilization, or similar process between patients • “mark” can be a durable label affixed or attached to device or a physical part identification  (engraving, etching, ball peen, etc.) GUDID: submit device DI+ Attributes to FDA GUDID by Class Compliance Dates Reporting: if UDI is available, include in Medical Device Reporting, Facility Annual Report, etc. 30

Final Rule Highlights (continued) Broad Exceptions: research (non clinical), investigational, vet device, exports, national stockpile Inventory Exception: +3 years after Class compliance date Class III Extension: +1 year, if request (by June 23, 2014) is approved  Class I GMP Exception: UDI not required Class I Exception: No PI required Class I Retail Exception: UPC can be UDI  Single Use Device Exception: if multiple in 1 Pkg (any class, except implants), then UDI required  on device package, not required on single use device label Convenience Kit Exception: UDI required on kit, UDI not required on components Combination Product Exception: UDI required on product, UDI not required on components  (special NDC cases) GMDN Code: temporary FDA Preferred Term code (4 characters) is freely available from FDA  GUDID Web Interface, actual GMDN Code (5 characters) is eventually needed All NHRICs and NDCs assigned to devices: rescinded by 2018‐09‐24, able to request use of  legacy labeler code UDI Updates: Manufacturer determines updates based on new version/model number 31

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