AdvantEDGE User’s Guide

Canada (English) Version January 1, 2009

Table of Contents
1. INTRODUCTION .................................................................. 1.1. What is AdvantEDGE? .................................................... 1.2. Architectural Overview ................................................... 1.3. Validated System .......................................................... 1.4. Benefits........................................................................ 1.5. Screen Layout ............................................................... 1.6. Accessing AdvantEDGE................................................... 1.6.1. Logging In .............................................................. 1.6.2. Logging Out ............................................................ 1.7. Terminology.................................................................. 1.8. Support........................................................................ 1.9. Using This Manual ......................................................... 1 1 1 2 2 2 4 4 5 5 6 6

2. PROFESSIONALS................................................................. 7 2.1. Professionals List ........................................................... 9 2.2. Pre-Call Analysis...........................................................10 2.3. Recording a Call ...........................................................10 2.3.1. Smart Call..............................................................13 2.3.2. List Button (Samples Dropped) .................................13 2.3.3. Planned Button (Samples Dropped) – FUTURE ............13 2.4. Activities .....................................................................14 2.5. Account Affiliations .......................................................14 2.6. Professional Affiliations..................................................14 2.7. Adding a New Professional .............................................15 2.8. Adding/Removing an Address.........................................17 2.9. Setting a Primary Address .............................................17 2.10. Change Requests - Professionals ....................................17 2.11. Querying Rx Data - Professionals....................................18 3. QUERYING ........................................................................20 3.1. Creating a Query ..........................................................20 3.2. Saving a Query ............................................................20 3.3. Deleting a Query ..........................................................21 3.4. Refining a Query ..........................................................21 3.5. Useful Querying Operations ...........................................21 4. MENU FUNCTIONS .............................................................23 4.1. Undo Record ................................................................23 4.2. Record Count ...............................................................23 4.3. Columns Displayed .......................................................23 4.4. Advanced Sort .............................................................24 4.5. Export.........................................................................25 4.6. Column Functions .........................................................26
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4.6.1. 4.6.2. 4.6.3. 4.6.4.

Freeze Columns ......................................................26 Move Columns ........................................................27 Resize Columns ......................................................27 Sort Columns .........................................................27

5. ACCOUNTS........................................................................28 5.1. Accounts List ...............................................................29 5.2. Pre-Call Analysis...........................................................30 5.3. Recording a Group Call..................................................30 5.4. Recording a Pharmacy Call ............................................32 5.5. Activities .....................................................................33 5.6. Professional Affiliations..................................................33 5.7. Account Affiliations .......................................................33 5.8. Adding a New Account ..................................................34 5.9. Change Requests - Accounts ..........................................35 6. CALENDAR ........................................................................37 6.1. Monthly Calendar .........................................................37 6.2. Access List...................................................................38 7. ACTIVITIES .......................................................................39 7.1. Querying Activities........................................................39 7.2. Drill-Down on Activities .................................................39 7.3. Deleting a Planned Call .................................................40 7.4. Setting Call Topics ........................................................40 7.5. Setting Marketing Messages...........................................40 8. TIME ALLOCATION .............................................................41 8.1. Recording Time Allocation..............................................41 8.2. Copying Time Allocation Records ....................................43 8.3. Un-Submitting Time Allocation Records ...........................43 9. EXPENSE REPORTS ............................................................44 9.1. STEP #1: Enter the Expense Report into AdvantEDGE .......46 9.1.1. To Enter an Internal Order Number ...........................49 9.1.2. To Enter Foreign/US Expenses ..................................49 9.2. STEP #2: Submit the Expense Report .............................50 9.3. STEP #3: Prepare the Expense Report Package ................50 9.4. Other Cost Centre Expense Report..................................51 9.5. Expense Report Rules ...................................................51 10. CALL PLAN ........................................................................52 10.1. Viewing your Call Plan...................................................52 10.2. Recording a Call from the Call Plan Screen.......................52 10.3. Viewing Call Activity from the Call Plan Screen .................52 10.4. Viewing Submitted Call Plan Calls ...................................53 10.5. Recalculating Call Plan Calls ...........................................53
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...... Inventory Count ..............82 12...2.......................1.. Setup your Calendar Access List ......75 12............1.5..........................................68 12...... Other Adjustments ... Receiving Samples & Processing Returns ..................79 12.................................4............3............3. Inventory Count & Reconciliation ...................................95 16.84 12.. Setting Default Calendar View .......................3.................. Changing the Home Page Layout ...............92 16. Sample Disbursement Adjustment ........... Changing Password...... Setting Default Startup Screen...................2...............87 13.....86 13........1. Reconciliation ................ “GOING LIVE”................87 13.3....................................2............................. Setup Products List ..........65 12...................71 12................................1..... Setting Default Queries ...........4............... Processing Sample Returns ....84 12...... Checking Synchronization Status .....3..............3.........3..........................60 12.............................72 12.......1......77 12..... SMART CALL.... Setup Marketing Messages ........89 14.............1..........................86 13....58 12...........2.....85 13......... Viewing Sample History ..................................................................................................95 16................1. Inventory Count Adjustment .................91 15.............................................58 12................87 13..........1................. Sample Transfers ................................4.........75 12............2......................69 12.........................93 16...............6. HOME PAGE........4.3.. Creating a Smart Call...........5......................................5.....1.3...............................91 16........6.............4.................. Sample History ...2...........90 15..2...... Received Samples Adjustment .....54 11............4.. Using a Smart Call ... USER PREFERENCES.............. Downloading your Database........................... Transfer In....1..... GROUPS AND EVENTS .......... Sample Adjustments .......................................................................................92 16...54 12..95 AdvantEDGE User Guide Page iii 11 November 2008 ....1.................................4....1.......................86 13....2..............................2............................................................... Receiving a Sample Shipment.............. Sent Samples Adjustment ..... SAMPLES MANAGEMENT ............89 14...........88 14. Changing Position ............................5.6.............11......... Importing Syndicated Data Files ..................................4.... Reconciliation Status .............................. Transfer Out.........4.......... Tips on Working with Samples.. Rep Reconciliation Summary Report (Currently N/A) .... Linking a Professional/Account to a Group and Event ..63 12................1.........................................................63 12.....................2.....84 12.. Synchronizing your Database ............92 16..............................................................................5.............3....56 12...............66 12..................................

.......................... APPENDIX B – DBM USAGE ....1......... Biopharm MLs – Special Considerations ........95 16............................2........ Setup Default Calendar ... Assistant Expense Reporting .......3.....16............ Enter Time Allocation ....... Typical AdvantEDGE Usage . Training Questionnaire ............................. 102 20...........................12....... APPENDIX D – HEAD OFFICE USAGE ........... Biopharm MLs – FSA Z1Z ....... 100 18.............9..............................1........ 102 20.......1..98 17.......11........................... 102 20......1........ Useful Hotkeys ......8. Bypass Login Screen ........................................... Biopharm MLs – Applicable Call Types .....7................3....2.........................96 16............................................................. Recording a KOL Call using Groups & Events ........... 101 19.....................99 18........4.........97 17.........95 16....2...1.........97 17................95 16.......4.............. 101 19.... Best Practices .............. 103 AdvantEDGE User Guide Page iv 11 November 2008 ................................. Setup Default Queries ............... 101 19............ Commonly Used Query Operators ............... 103 20.................................. 101 20. Using Head Office AdvantEDGE to Record Calls .......... Private Call Notes ...................96 17...................... 101 19................BEST PRACTICES FOR FIELD USERS ..95 16........ Recording a Call on any Professional ...... My Professionals vs My Team’s Professionals............ Recommended Columns Displayed............ 100 19................... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE .........98 17.......2......... APPENDIX A ........2...10........................2........

Users are setup as 1 of the following 2 types: a) Head Office User – Connects directly to the Central Database using a “thin client” (i. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization..e.S.2. Architectural Overview The following is a schematic overview of the AdvantEDGE system. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007. Rep. Canada NNCI Field User (Rep) NNCI Field User (DBM) Central Database NNCI Head Office User NNCI Head Office User Figure 1-1 – Schematic Overview of AdvantEDGE The Central Database contains all AdvantEDGE data.1. 1. These users must be attached to the network whenever they use the system.1. no data is stored locally). DBM) – These users have a local copy of the subset of data on the central database that AdvantEDGE User Guide Page 1 11 November 2008 .g. What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America. b) Field User (e. INTRODUCTION 1. U.

it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. The following figures illustrate the different parts of the screens in AdvantEDGE. 1.4. As the system is validated.3.pertains to their respective territory. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. AdvantEDGE User Guide Page 2 11 November 2008 . the first half of postal codes). This has provided us with significant cost-savings in the development and support of the system. Screen Layout It’s important to first establish common terminology to facilitate training and support. 1. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. Benefits AdvantEDGE offers many benefits including: • • • • • • • Strategic System for Decision Making Analytic Reporting of Sales Metrics Data Targeting of Key Customers 360 View of Customers Streamlining Business Processes Sharing of Customer Information Transferring Customer Knowledge between Colleagues 1. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE.5.e. however. Data for a territory is defined by FSAs (i..

you will find an example of each type of applet displaying information about Professionals. b) A Form applet displaying detailed information about 1 record. Applets are of 2 types: a) A List applet displaying many records in the form of a list. In the example above. AdvantEDGE User Guide Page 3 11 November 2008 .Application level menu Queries tool bar Screen Application tool bar Link bar Thread Bar List applet View tabs Previous – Next Record Form applet Select button Figure 1-2 – Screen Layout You will notice that all the information that is stored in AdvantEDGE is displayed in the form of applets.

As provided by the Administrator. Enter the following fields: 11 November 2008 . 2. Double-click the Field User ID Password 3.Show More/Less Previous Record Set Previous Record Hyperlinks Next Record Set Next Record Select button Drop Down arrow Calendar button Figure 1-3 – Navigation Tools 1. Accessing AdvantEDGE 1. AdvantEDGE User Guide Page 4 icon on your Desktop. Click the Login icon.6.1. Logging In 1. Value As provided by the Administrator.6.

and the bottom menu bar is for AdvantEDGE.g. we use the term “SAC” throughout this document. For consistency. Terminology Term Description AdvantEDGE Name of Siebel system used by Novo Nordisk in North America (i. Columns Displayed) set within AdvantEDGE will not be saved.6. As such. you will notice that you have 2 menu bars: the top menu bar is for Internet Explorer. 1. From the menu bar.2. SC is used interchangeably with SAC (Sample Accountability & Compliance) which is the term used in the US.e. AdvantEDGE User Guide Page 5 11 November 2008 . select File / Logout.. Canada & US) DBM Rep SC or SAC District Business Manager Sales Representative Sample Compliance (team at Head Office which addresses all Samples Management concerns). You may also get an error when restarting AdvantEDGE. only use the bottom menu bar for AdvantEDGE.Note: • AdvantEDGE runs within Internet Explorer.. Logging Out 1. 1. When running AdvantEDGE. Note: • It is important to logout properly otherwise some of your User Preferences (e.7.

Boxes are used to highlight Important Notes.8. The chapters are arranged in the order in which they should be covered for training purposes.9.1. AdvantEDGE User Guide Page 6 11 November 2008 . The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. Italics are used in the manual to represent processes that support the AdvantEDGE system. Support Field Users – Call 1-866-633-6686 (NOVO) • • • • • Monday to Friday: 7am – Midnight (EST) Saturday: Closed Sunday: 10am – Midnight (EST) Bilingual Support Tickets are escalated to NNCI IT as required Head Office Users – Call x-3939 1. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. Additional information for other users is detailed in the Appendices.

g. the Link Bar displays the Professionals List.2. By default. Figure 2-1 – Professionals Screen The Link Bar and View tabs allow you to access the many applets of information regarding the selected Professional. The screen (as shown below) consists of 2 sections: a) List Applet of Professionals on the top. The following table displays a summary of the applets on the Professionals screen.. The selection made in the Link Bar will determine which View tabs are displayed. PROFESSIONALS The Professionals screen contains all the information about the People we call on (e. AdvantEDGE User Guide Page 7 11 November 2008 . and Pharmacists). b) Form Applet displaying detailed information of the highlighted Professional on the bottom. Health Care Professionals. Doctors.

Hospitals) Professionals to which the selected Professional is associated (e. Address. Rx & Profile Selection Prof. Patient Referrals) Samples given Groups to which the Professional is linked General Notes which are not part of a Call Note Computer files Querying Professionals based on Rx Data Querying Professionals based on Rank & Decile Data Professionals Pre-Call List Change Requests Call Plan Profile Professional Info Activities Provincial Licenses Account Affiliations Professional Affiliations Sample History Groups and Events Notes Attachments Filters Prof.g. Telephone.Link Bar View Tab Description of Information / Usage List of Call Activities recorded on the Professional over the past 6 months AND Rx Information List of Change Requests Call Plans for the associated Professional Specialty. Best Call Time List of All Call Activities Professional Licenses Accounts to which the Professional is associated (e..g.. Rank & Deciles Selection Figure 2-2 – Views of the Professionals Screen AdvantEDGE User Guide Page 8 11 November 2008 .

Hyperlinks allow you to drill down to get more detailed information about a record..Throughout the AdvantEDGE system. You can use the Thread-Bar to back out of your drill-downs and navigate back to previous screens from which you hyperlinked. Note: • You can return to any previous screen by clicking the Back button of Internet Explorer. You can otherwise use “CREDIT VALLEY*” if desired. All Anesthetists at Credit Valley Hospital). Note: Useful pre-defined queries on the Professionals screen are: • • Canada – My Targets Canada – Corporate Targets AdvantEDGE User Guide Page 9 11 November 2008 . Clicking on this hyperlink will bring you to the Profile/Activities applet displaying Calls on the Professional. An example of a hyperlink is the Last Name as shown on the Professionals screen of Figure 2-1. the cursor will change to a “finger pointer”. When you click on a hyperlink. When you position your cursor over a hyperlink. 2.1. It is very useful to query Professionals as covered in Chapter 3. To query on all Professionals of a specific Location and Specialty (e.g. a Thread-Bar will appear just above the screen tabs. Professionals List The Professionals List displays a complete list of all Professionals in your database. use the following criteria: • • Location: CREDIT VALLEY HOSPITAL Specialty: Anesthesia It is very important that you enter the criteria with the exact spelling. You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4. you will find hyperlinks which are displayed in blue.

AdvantEDGE User Guide Page 10 11 November 2008 . Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. while accessing the Pre-Call View. This view displays the following 3 applets: a) Rx Trend by Product for the last 12 months b) Calls on the Professional for the last 12 months c) Decile by Market (Decile 1 (High).3. Defaults to current Date & Time. 2. Enter “Marketing Messages” and “Issues”. Only “Face to Face” and “CHE” call types count towards your Call Plan compliance. Reps can see other details of the Call made by an ML. Reps cannot view the Comments field of the calls made by MLs.2. 2. It is recommended that you enter your call on the same day that the call was made (preferably. Decile 10 (Low)) To generate a Pre-Call Analysis report.2. click on Professionals / Professionals List / Pre-Call. but the Comments field will be blanked out. Date 3. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. Recording a Call To record a Call on a Professional: 1. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”. immediately after the call). Click the New Call button. Pre-Call Analysis For Pre-Call Analysis.

Vagifem. Important Notes: 1) Be careful to enter Sample information carefully. click the New Provincial License # button and enter a New License # by specifying: a) Province (from a pick-list) b) License Number (enter 0) AdvantEDGE User Guide Page 11 11 November 2008 .5. a) Prescription Samples (e. Gluconorm.g. OR • (if it is not possible to record the signature on the tablet PC) Record signature by: Click the Paper Sign checkbox.. 3) If a signature is collected for a Non-Prescription Sample from someone other than the Professional for which the Call is recorded. Insulin. you must collect the person’s initials by: a) Having them print them alongside their signature when signing the tablet b) Writing them on the Sample Disbursement Form The initials are used to identify the person who signed for the samples.g.. and record the Form ID in the Document # (Paper Sign) field. Devices) require the signature of a Health Care Professional). 4) Samples can only be dropped off to Professionals having a License #. Record Samples Dropped by specifying: • • • • List No/Product Lot #/Exp Date Quantity Click Sign button and record an electronic signature (preferred). 2) All Sample Drops require a Signature. To enter a License # from the Call Screen. b) Non-Prescription Samples (e. record the information on the Sample Disbursement Form. Activelle) can only be dropped off to the Doctor and requires the doctor’s signature.

c) Status (set to Active) 6. Note: • You can only Submit a Call if either a “Call Topics” or “Samples Dropped” record has been entered. Once “Submitted”. The Sample Disbursement Process is depicted below. Figure 2-3 – Sample Disbursement Process (tracking the HCP’s Signature electronically vs using the paper-based SDF) AdvantEDGE User Guide Page 12 11 November 2008 . the contents of the Call Screen cannot be changed with the exception of the “Comments” field. The diagram indicates the differences between tracking the Health Care Professional’s signature electronically versus using the paper-based Sample Disbursement Form. Click the Submit button to submit the call.

Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. To hide hidden line items.3. Whenever the List applet is displayed. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen. hidden line items are not displayed unless the “Show All” button is clicked. There is a sweet spot to the number of samples to provide.3. 2.3. To save your changes.2.1. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items. too few samples do not have an effective impact.3. Smart Call You can reduce the amount of clicks and effort required to enter a call through the use of Smart Calls which is described in a separate section in this document. To cancel your changes. This function displays a list of Product and Lot #s in your inventory so that samples can be recorded by only entering their respective quantities.2. 2. use the Hide function to only show the Samples you are currently working with. AdvantEDGE User Guide Page 13 11 November 2008 . This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. To show all line items. and too many samples cut into a Representative’s sales. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped.

2. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later).4. 3.e. This screen displays all Call Notes for the last 2 years..g. a corresponding relationship can be viewed for the associated Professional (i. A Pick Account dialog box is displayed. Select the Professional and click Add.e. 3.5. Click Professionals / Profile / Account Affiliations.2.6. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. 2.. Select the Account and click Pick. A new row is inserted. 2. You will be able to view both Public and Private (i. 4. Click New. Upon setting this relationship.. To record an Account Affiliation of a Professional: 1. AdvantEDGE User Guide Page 14 11 November 2008 . Upon setting this relationship. click Professionals / Profile / Activities. A dialog box listing Professionals is displayed. however. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account. 2. Activities To view all Call Activities on a Professional. ML) Call Notes in this view by positioning your cursor over the Comments field. referrals). Click Professionals / Profile / Professional Affiliations. Click New in either the “Affiliations From” or “Affiliations To” applets. B is affiliated from A). Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. if A is affiliated to B. To record a Professional Affiliation: 1. Click the pick list icon in the Account field.

2.2. A dialog box is displayed of Available & Selected addresses.7. It is recommended that you search & sort by Postal Code. AdvantEDGE User Guide Page 15 11 November 2008 . click the New button. • Query the Available addresses to find the correct address.g. This is the only icon that will allow you to link an Address to a Professional. Perform an exhaustive query to ensure that the Professional doesn’t already exist. Enter the following mandatory fields: • • Last Name. 3) 3. This avoids entering a duplicate record. • Update any additional information regarding: Staff/Gatekeeper Site Phone Number / Site Fax Number (e. From the Professionals / Professionals List screen. First Name Specialty (don’t worry about enter Sub-Specialty 1. phone/fax of clinic or hospital) Main Phone / Main Fax (specific to Professional) Suite Department • Click OK. 2. Adding a New Professional To add a New Professional: 1.. The Address is Selected as Primary if it is the only linked Address. Link the Professional to an Address • Click the Address MVG icon (in the Professionals form applet below the Professionals List applet). • Highlight the Address and click Add. Notes (Managing Addresses): • You must use the Address MVG icon in the Professionals form applet below the Professionals List applet (as indicated in the diagram below).

• In the unlikely scenario that the address could not be found. access another Professional) and then step back on the record to allow the system to Save the Professional before entering a call. Figure 2-4 – Changing the Address of a Professional Note: • When adding a “New” Professional. scroll to the right to check the Location & Location Type.. You need to step off the record (i. It is likely that one Location is a Pharmacy and should not be used. click New to create a new address.• If you find multiple addresses at the same location. • If the Available address list is blank. AdvantEDGE User Guide Page 16 11 November 2008 .e. please call the Help Desk to be sent the Address Syndicated Data File. you cannot immediately enter a call.

Change Requests .8. Access the Professional and select the Professionals / Professionals List / Change Requests view. Adding/Removing an Address To Add or Remove an Address for a Professional.10.2.The Address resides in your Territory. Setting a Primary Address Each person can set their own Primary Address for a Professional. step 3). you must enter a Change Request as described in Section 2. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. A Change Requests List applet and Form applet are displayed.10. the other Rep may no longer be able to find the Professional. .The Address is not flagged as the Primary Address. These operations have to be submitted using a CR (Change Request). To set a Primary Address: 1. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 .9. • To Remove an Address outside of your Territory. This allows several Reps to identify a specific Professional at the address of their choice. step 3). set the Primary checkbox and click OK. 2. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. From the “Selected” address list.Professionals There are certain operations that only the Siebel Administrator is allowed to perform. To submit a Change Request: 1. Note: • You can Remove an Address provided: . IMPORTANT NOTE: • 2.7.7. If you remove a valid Address that another Rep uses. Be sure ONLY to remove an Address if you are sure the Professional no longer works there. 2.

to query Professionals who write more than 1800 TRx Market Share of Total Insulin: 1.Address (current) . Click New to create a new Change Request.Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll. Querying Rx Data . Select the CR Type from the pick-list and applicable field values.Address (to remove) Moved Out of TerrAddr Unknown Name Change / Address Edit No Longer Practicing Remove 1 Address Figure 2-4: Change Request Types for Professionals 4. For example.Professionals AdvantEDGE provides some limited functionality for querying Professionals for Rx Data. 3.Address (current) .Address (current) .11. 2. Notes: • Every CR Type requires the specification of an Address for the Professional (as indicated by the red asterisk on the field). Use the table below as a guide. CR Type Required Fields Duplicate Professional . City. Postal Code) . Only 1 CR can be “Submitted” per Professional until the CR has been Processed.Out of Territory Address Fields (Address. Set the Status of the CR to “Submitted”.Comments From Rep Moved Out of TerrAddr Known . • 2. AdvantEDGE User Guide Page 18 11 November 2008 .Address (current) .Comments From Rep . Each CR Type requires you to specify various fields. Province. Access the Professionals / Filters screen.Address (current) Record .

A list of Professionals matching the query criteria is displayed.2. Click the Query button on the Rx Volumes Selection applet. 3. Enter the criteria below. Field Product TRx Market Share Value Total Insulin > 1800 4. Click the Go button. AdvantEDGE User Guide Page 19 11 November 2008 .

In other words. you may get 32 records one day. Saving a Query To Save a Query: 1. however the same functionality can be used on any List Applet. Enter “OAKVILLE” in the City field. 2. and 33 records the next day as your data changes. Creating a Query To create a query from the Professionals List: 1. when you save a query. You will only know that a query is system-defined because you will not be able to delete it. Queries are dynamic. 3. 3. if you created a query to search for all Nurses in Oakville.3. There are 2 types of queries as follows: • • System-Defined Queries – created by the Administrator. Click the Query button. can be deleted It is difficult to distinguish between system-defined queries and user-defined queries as they look and work exactly the same. Queries can be saved so that you can rerun them simply by selecting them from the Queries pick list. 3. The query results are displayed. The List applet becomes blank so that you can enter your query criteria.“ whereas US system-defined queries do not follow any naming convention. you are not saving the resultant list but rather the criteria for running the query. Enter the Query criteria. Click the Go button. As a naming convention. cannot be deleted User-Defined Queries – created by the User. Canadian system-defined queries are prefixed with “Canada . As an example. QUERYING Querying is a powerful function that is available on all List Applets to filter records. This chapter will provide examples to query on the Professionals screen.1. For example. Follow the Steps above to Create a Query. AdvantEDGE User Guide Page 20 11 November 2008 . • • Enter “Nurse – DNE” in the Specialty field.2.

Deleting a Query To Delete a Query: 1.2. select Query / Save Query As.5. select Query / Refine Query. The current query criteria are displayed. >= <> * <25/4/2007 <>’General Practice’ SMI* Usage Calls before Apr 25/07 Professionals who are not GPs Represents any combination of characters including no characters Represents 1 and only 1 character (to return both ‘SMITH’ & ‘SMYTH’) ? SM?TH AdvantEDGE User Guide Page 21 11 November 2008 . Click Go. Saving a Query will also save the Sort Order of the List. 3. From the menu bar. 3. Note: Only User-Defined Queries can be deleted. From the menu bar. From the menu bar. Refining a Query To Refine the results of the currently run Query: 1. >.3. Enter a Query Name and click OK.4. 2. 3. Select the Query Name and click OK. Sort the Records (if desired). 3. <=. 3. Update the Query criteria. 2. Useful Querying Operations Operator Example <. The Query is now available to run anytime by selecting it from the Queries pick list. select Query / Delete Saved Query. 4. SystemDefined Queries cannot be deleted.

Today() And Or Is Null Is Not Null

>today()-7 ‘OAKVILLE’ And ‘GUELPH’ ‘OAKVILLE’ Or ‘GUELPH’ Is Null Is Not Null

To retrieve all calls within the last 7 days Returns Professionals located in both cities Returns Professionals located in either city To find Professionals without a Phone # To find Professionals with a Phone #

Figure 3-1: Useful Query Operators

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4. MENU FUNCTIONS
The Control Menu button is a standard Siebel function and contains many useful functions. Recall that all information in Siebel is stored in applets. Almost all applets have a Menu button for the respective applet. You will notice that the Menu functions for List applets and Form applets are slightly different because some functions only apply to lists (e.g., Sorting). This chapter will only focus on the commonly used Menu functions using examples from the Professionals screen.

4.1.

Undo Record
To undo the current adding/editing of a record: 1. Click Menu/Undo Record. The Undo function will only work if you have not yet moved off the screen.

4.2.

Record Count
To get a count of all records in a list (rather than scrolling through to the end of the list): 1. Click Menu/Record Count.

Figure 4-1 – Determining Record Count

4.3.

Columns Displayed
To adjust the Columns Displayed: 1. Click Menu/Columns Displayed. A window is displayed showing the columns available for display and the columns selected for display.

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Figure 4-2 – Setting Columns Displayed

• • • • •

To display a column, select the column in the Available Columns list and click . To hide a column, select the column in the Selected Columns list and then click . To display all the columns, click To hide all the columns, click .

To rearrange the display of columns, select the column in the Selected Columns list, and then click or . To move the column to the top or the bottom of the list, click or . Use to return the display to its “factory installed” settings.

4.4.

Advanced Sort
To sort a list applet by multiple columns: 1. Click Menu/Advanced Sort. A dialog box is displayed allowing you to sort, using up to 3 columns, in Ascending or Descending order.

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From the List Applet.5. Another dialog box is displayed for the File Download. Accepting the defaults is recommended as indicated below: Figure 4-4a – Exporting Data • • • • Use All Rows in Current Query to export all rows. select Menu/Export. Use Tab Delimited Text File as the Output Format. Export To Export the data of a List Applet: 1. Use Visible Columns to export all columns in the list. AdvantEDGE User Guide Page 25 11 November 2008 . Click Next. 2. 3.Figure 4-3 – Advanced Sort 4. A dialog box is displayed to help you specify the details of the Export.

Excel opens with the exported data. To Save the data.g. click File/Save As from the Excel menu bar and specify the following attributes: • • Navigate to an appropriate Folder (e. Column Functions To freeze/unfreeze columns (as in Excel): 1. Freeze Columns Figure 4-5 – Freezing Columns This is a useful feature when scrolling horizontally.6.csv by default.6. Double-click on the column header you wish to freeze.xls)”. Set Save as type to “Microsoft Office Excel Workbook (*. 4. AdvantEDGE User Guide Page 26 11 November 2008 . Note: Siebel uses output[1]. Repeat to toggle off.Figure 4-4b – Exporting Data Click Open. 5.1. Note: Siebel exports data in a raw Unicode Text format by default. • 4. Set the File name of the file.. 4. My Documents).

4. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Move Columns To move columns: 1. Position the cursor between the column headers until a double-sided arrow appears. 4. Drag the column header.2.6. Click on the same column header to sort in Descending order.6.6. and drag to adjust the width.4. Figure 4-7a – Sorting Columns (Ascending) 2. Sort Columns To sort columns: 1. Click on the column header.3. Resize Columns To resize columns: 1. Figure 4-6 – Moving Columns 4.

AdvantEDGE User Guide Page 28 11 November 2008 . By default. the Link Bar displays the Accounts List. The screen (as shown below) consists of 2 sections: a) List applet of Accounts on the top b) Form applet displaying detailed information of the highlighted Account on the bottom. Figure 5-1 – Accounts Screen The Link Bar and View tabs allow you to access the many applets of information regarding the selected Account.. Medical Clinics. The following table displays a summary of the applets on the Accounts screen. The selection made in the Link Bar will determine which View tabs are displayed. ACCOUNTS The Accounts screen contains all the information about Buildings (e. Hospitals.5. and Pharmacies).g.

use the following criteria: • • Type: My Targets: Pharmacy/Store Checked You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4. Telephone.Link Bar Accounts List View Tab Pre-Call Change Requests Call Plan Description of Information List of Call Activities recorded on the Account List of Change Requests Call Plans for the Account Type..g. Accounts List The Accounts List displays a complete list of all Accounts in your database.g. To query on all Targeted Pharmacies. Hospital Network) Groups to which the Account is linked Computer files Profile Address Info Activities Notes Professional Affiliations Account Affiliations Groups and Events Attachments Figure 5-2: Views of Accounts Screen 5. It is also very useful for querying Accounts as covered in Chapter 3. Address. Best Call Time List of Call Activities General Notes which are not part of a Call Note Professionals who are linked to the Account (e.1. Hospital Service Roster) Accounts to which the selected Account is associated (e. AdvantEDGE User Guide Page 29 11 November 2008 ..

. 2. click on Accounts / Accounts List / Pre-Call. and then you link all Attendees to that Call at once. This view displays the following 2 applets: • • Calls on the Account for the last 6 months Professional Affiliations To generate a Pre-Call Analysis report. CHEs).3. fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face-to-face”. Note: If the Call was made outside of a Hospital or Clinic. As with a Professional Call.Useful pre-defined queries on the Accounts screen are: • • Canada – My Targets Canada – Corporate Targets 5. while accessing the Pre-Call View. Recording a Group Call A Group Call is very useful in recording calls when you call on several Professionals at the same time (e.g. A Group Call will save you time because you only have to enter the Call Information once at the Account Level.2. Pre-Call Analysis For Pre-Call Analysis. To record a Group Call: 1. click on the Reports icon Notes: • You will not be able to see notes made by MLs on the Pre-Call View. Only “Face-to-face” and “CHE” call types Page 30 11 November 2008 AdvantEDGE User Guide . select the “XXXX CHE ENTRY ACCOUNT” (where “XXXX” is your Territory #). This entry appears at the top of your Account List when sorted alphabetically. Click the New Group Call button. You will need to access the Accounts / Profile / Activities View. 5. Access the Account to which the call was entered.

4. Enter the “Call Topics” by specifying: • • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) In the Attendees applet. Identify the Attendees of the Call: Figure 5-3: Add Attendees applet • If you want to view all Professionals rather than just those affiliated with the Account. It is recommended that you enter your call on the same day that the call was made (preferably. click New.5 & 5. Date Defaults to current Date & Time.count towards your Call Plan compliance. Do not worry about setting the Time of the Call. An “Add Attendees” dialog box is displayed listing all Professionals affiliated with the Account. Refer to section 2. 3. immediately after the call). AdvantEDGE User Guide Page 31 11 November 2008 .4 on how to setup an Affiliation. click the All Professionals button.

AdvantEDGE User Guide Page 32 11 November 2008 . b) The Attendee Calls remain as “Planned” and have a blank Call Type. 1. Repeat these steps to identify all Attendees of the Call. Continue all steps as entering a Professional Call as described in step 2. Notes: • • The criteria for identifying a CHE is that the Call Type=’CHE’. click on the record to highlight it. following the running of a Nightly Process. • 5. These controls are similar to those used in Excel. • If you enter a Group Call to 5 Professionals. and click OK. Click the Submit button to submit the call. 5 Attendee Calls). The New Call screen allows you to record samples dropped off at the Pharmacy. you can highlight several records at once using <Ctrl>Click to selectively highlight. the contents of the Call Screen cannot be changed with the exception of the “Comments” field. the Attendee Calls are set to “Submitted” and the Call Types are set to that of the corresponding Account Call. it results in the creation of 6 Calls (1 Account Call.3.• • Find an Attendee to the Call. As a result. Later. the following occurs: a) The Comments of the Account Call are concatenated to any Comments recorded on the individual Attendees. When a Group Call is “Submitted”. Recording a Pharmacy Call Recording Calls on Pharmacies is done in a unique way because Pharmacy Professionals (including Pharmacists) are not entered into AdvantEDGE. In step 4 above. you record a Professional Call on the Pharmacy Account and it is recorded using a “DEFAULT PROFESSIONAL”. Once “Submitted”. or <Shift>Click to block highlight. Access the Pharmacy and click the New Call button. 5.4.

To record an Account Affiliation: 1. Upon setting this relationship. 4. 2. B is affiliated from A).5. Click the pick list icon in the Last Name field. 5.6. A dialog box listing Accounts is displayed. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional.. Select the Professional and click Pick. This screen displays all Call Notes for the last 2 years. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. To record a Professional Affiliation on an Account: 1. however.e. 3.g. a corresponding relationship can be viewed for the associated Account (i. Click New in the “Professional Affiliations” applet. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account. You will be able to view both Public and Private (i. Activities To view all Call Activities on an Account. Click Accounts / Profile / Professional Affiliations. ML) Call Notes in this view by positioning your cursor over the Comments field. Hospital Affiliations).. Click New. A Pick Professional dialog box is displayed. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e.7. 5. AdvantEDGE User Guide Page 33 11 November 2008 . Click Accounts / Profile / Account Affiliations. Upon setting this relationship. A new row is inserted. Select the Account and click OK. click Accounts / Profile / Activities. if A is affiliated to B.5.. 2. 3.e.

• If you find multiple addresses at the same location. 2.8. scroll to the right to check the Location & Location Type. • In the unlikely scenario that the address could not be found. • If the Available address list is blank. Link the Account to an Address: • Click the Address MVG icon (in the Accounts form applet below the Accounts List applet).5. Perform an exhaustive query to ensure that the Account doesn’t already exist. Adding a New Account To add a New Account: 1. “CREDIT VALLEY HOSPITAL”) Type (e.. click the New button. A dialog box is displayed of Available & Selected addresses. “Hospital”) 3. It is likely that one Location is a Pharmacy. • Highlight the Address and click Add. • Update any additional information regarding: Site Phone Number / Site Fax Number (e. Notes • You must use the Address MVG icon in the Accounts form applet below the Accounts List applet (as indicated in the diagram below). The Address is Selected as Primary if it is the only linked Address. AdvantEDGE User Guide Page 34 11 November 2008 . please call the Help Desk to be sent the Address Syndicated Data File. This avoids entering a duplicate record. This is the only icon that will allow you to link an Address to a Account. From the Accounts / Accounts List screen. phone/fax of clinic or hospital) • Click OK. It is recommended that you search & sort by Postal Code..g. click New to create a new address. • Query the Available addresses to find the correct address. Enter the following mandatory fields: • • Account (e.g.g..

Change Requests . It is recommended that you work with the Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll. CR Type Duplicate Account Record Required Fields . 3. Access the Account and select the Accounts / Accounts List / Change Requests view. 2. These operations have to be submitted using a CR (Change Request).9. A Change Requests List applet and Form applet are displayed. To submit a Change Request: 1. Each CR Type requires you to specify various fields.Address (current) AdvantEDGE User Guide Page 35 11 November 2008 . Select the CR Type from the pick-list and applicable field values. Use the table below as a guide.Accounts There are certain operations that only the Siebel Administrator is allowed to perform. Click New to create a new Change Request.Figure 5-3 – Changing the Address of an Account 5.

Only 1 CR can be “Submitted” per Account until the CR has been Processed. • AdvantEDGE User Guide Page 36 11 November 2008 .Comments From Rep Figure 5-4 – Change Request Types for Accounts 4.Address (current) .. Notes • Every CR Type requires the specification of an Address for the Account (as indicated by the red asterisk on the field).Comments From Rep Name Change / Address Edit . Set the Status of the CR to “Submitted”.

position the cursor over the Call to invoke a pop-up. Useful pre-defined queries on the Calendar screen are: • • Canada – Planned Calls Canada – Submitted Calls AdvantEDGE User Guide Page 37 11 November 2008 . CALENDAR The Calendar screen is an excellent screen for viewing and accessing all calls recorded. and Daily. You can set your default Calendar view using Site Map / User Preferences / Calendar. You can also drill-down to the Call Screen by clicking on the Call hyperlink. 6. Weekly.6. Monthly Calendar The Monthly Calendar is displayed below.1. The “Weekly (7 day)” view is recommended. There are 3 calendars accessed via the View tabs: Monthly. The Weekly Calendar is the most popular. Figure 6-1 – Monthly Calendar Notes • • • To quickly view Call information.

Query and select the appropriate name and click OK. 2. AdvantEDGE User Guide Page 38 11 November 2008 .6. Access List It is very useful to share your Calendar with your DBM or mirror Rep to allow them to see your Calendar of Call Activities.2. Select the Calendar / Access List screen. The Add Employees dialog box is displayed. Click New. To grant Calendar access to a colleague: 1.

except the data is displayed in a list rather than on a calendar view. to return to the previous screen: 2. Following a drill-down. or you may click on the associated thread-bar.1.e.. Drill-Down on Activities The Activities screen is also useful because it allows you to drill-down on a call to display the Call screen. To drill down on a Call: 1. Account Call. if you want to query for all calls made in April 2007. The different Call Types are summarized in the following table: Professional New Call Professional Call Account Professional Call on Pharmacy (using Default Professional) Account Call & associated Attendee Calls New Group Call Not Applicable 7.2.e. Attendee Call hyperlink). Professional Call. AdvantEDGE User Guide Page 39 11 November 2008 .7. it offers powerful querying capability.. you can use the following criteria: • • • Date: >=4/1/2007 and <5/1/2007 Canada – Planned Calls Canada – Submitted Calls Useful pre-defined queries on the Activities screen are: 7. Use the Internet Explorer Back arrow to return to the previous screen. Querying Activities Because the Activities screen displays calls in the form of a list applet. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i. Call Activity). As an example. Click on the Activity hyperlink (i.

and set the Status to “Cancelled”.. Select the Personal Product Lists from the Show pick list (i. Use Menu / Delete Record to delete the record.7. Select the Activities / Personal List screen.. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. 3. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. 7. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. the name of the applet on the top left corner).e. 2. AdvantEDGE User Guide Page 40 11 November 2008 . Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. Select the Activities / Personal List screen. Select the Personal Marketing Initiatives List from the Show pick list (i. 2. 3. 3.e.4. Access the Call record. Note • You need to set your Personal Call Topics before you can pick them on the call screen.5. However. Planned Calls can be Cancelled/Deleted.3. Select the Activities / Activity List screen. the name of the applet on the top left corner). 7. 2. To delete a Planned Call: 1.

6. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. Set the Status to “Submitted” to lock the record from being updated. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. Time is recorded in 2. Category Worked Account Management Admin Reason CHE Event In Field Account Management Business Plan CHE Planning DBM-Recruitment/Interview Office Time (for Admin Work) PA/Review Samples Accountability admin Customer Meetings Community Event Convention Display/Rounds InServices Patient Training NNCI Meetings Counterpart Meetings District Meetings AdvantEDGE User Guide Page 41 11 November 2008 .1. or 8 hour durations. 3. 2. 4. Select the Time Allocation screen. Fill in the fields. Recording Time Allocation To record Time Allocation: 1. Note: Fields identified with a red asterisk are mandatory. 8.8. The following table lists the Time Allocation categories. 4. Click New.

Head Office Meeting International Meeting National Meeting SLT Meeting Special Project Team Meeting Teleconference Other Family Leave Jury Duty Marriage/Compassionate Leave Moving Sick Days Illness-Family Illness-Self Medical Leave/LTD Medical Leave/STD Staff Management Training DBM-Training/Coaching Compliance Training Field Training Other Phase I Phase II Vacant Disability/Leave Territory Did Not Exist Territory Vacant Vacation/Holiday Float Day (also used for ‘Personal Day’) Lieu Day Stat holiday Vacation Weather Travel Inclement Weather Travel to/from territory AdvantEDGE User Guide Page 42 11 November 2008 .

. Change the Status from “Submitted’ to “Cancelled”. Change the Status from “Cancelled” to “In Progress”. 8. 2. Use the Copy button to copy the record 4 times for the remainder of the week. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. Note: When a record is copied. All other Categories are for “Off Territory” Activities. 8.Category “Worked” counts for “On Territory” Activity. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”.3. 2. Submitted Time Allocation records can be changed. 3. AdvantEDGE User Guide Page 43 11 November 2008 . Access the record.g. 3.2. Consider that you have the same activity for an entire week (e. Update the copies to set the Date and set the Status to “Submitted”. To Un-Submit a Time Allocation record: 1. Enter a Submitted record for the Monday. the entire contents are duplicated except the Status which is set to “In Progress”. In Field. or Vacation): 1.

Mgr reviews Expense Report within AdvantEDGE & sets Status to ‘Approved’ or ‘Rejected’.9. If ‘Approved’.5x11 paper. tapes receipts to 8. the Employee will be paid before the paper receipts are reviewed by Auditors. Expense Reports are processed electronically and the paper receipts are sent afterwards to support the electronic submission. & places Expense Report package in Orange Envelope (which is sent to the Mississauga Office). Status=’Completed’ STEP #3: Employee prints & signs Expense Report. STEP #2: Employee sets Status of Expense Report to ‘Submitted’. Receptionist at Head Office forwards all Orange Envelopes to the Princeton Finance Office. The Expense Report Process is depicted below. Expense Report is automatically sent to the Princeton Finance Dept. $ $ $ Employee Incurs Expenses STEP #1: Employee Enters Expenses into AdvantEDGE (create Expense Report Header & individual Line Items) Status=’In Progress’ If ‘Rejected’. Mgr receives e-mail notification to approve Expense Report. Status=’Processed’ Funds are deposited into the Employee’s Bank Account using Electronic Fund Transfer. It is a very efficient system for processing Expense Reports and employees are typically paid within a few business days. $ Princeton Finance processes payment. Expense Report is now locked & cannot be changed. Auditors in Princeton validate that the Expenses entered electronically in AdvantEDGE match those of the receipts... Employee receives e-mail notification to indicate that Expense Report has been Approved. EXPENSE REPORTS The Expense Reports module of AdvantEDGE is used by all NNCI employees. Status=’Audited’ Figure 9-1: Expense Report Process AdvantEDGE User Guide Page 44 11 November 2008 . Employee can set the Status back to ‘In Progress’ to unlock the Expense Report so that Expenses can be updated & re-Submitted. Often.

PROCESS FOR SUBMITTING EXPENSE REPORTS STEP #1) STEP #2) STEP #3) Enter the Expense Report (including Header & Line Items) into AdvantEDGE.Expenses are entered . the Employee can change the status to ‘In Progress’ to reopen the Expense Report so that it can be updated and then re-Submit it Submitted Manager Approved Processed Princeton Finance Dept . Steps 1-3 as depicted in Figure 9-1).Princeton has Processed the Expense Report . Submit the Expense Report.e.Initial Status . In this case.. In Progress Employee .An Expense Report may be ‘Rejected’.Manager Approves Report and the Employee receives an eMail notification of Approval .The following diagram depicts the overall processing of Expense Reports from the perspective of the Expense Report Status for the most common Statuses.Manager receives an e-Mail notification that an Expense Report has been Submitted .Funds have been deposited into the Employee’s Bank Account Completed Figure 9-2: Overall Processing of Expense Reports This chapter focuses on the Steps performed by the Employee to Submit an Expense Report (i. AdvantEDGE User Guide Page 45 11 November 2008 .Report is Locked . Prepare the Expense Report Package.

From the menu bar. Select 1 of the 3 Names from the drop-down list as specified in the table below. DBMs.2.1. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps. 9. MLs) Associated Fields: • • Description (optional) Period . 3. It is recommended that you use List applets for querying data and Form applets for entering data. 2. the second period is from the 15th to the last day of the month Start Date / End Date are populated based on the Period selected Pay To / Prepared By / Submit To are pre-populated to indicate the Users’ Initials involved with the Expense Report Status is pre-populated as ‘In Progress’ • • • AdvantEDGE User Guide Page 46 11 November 2008 . A list of previous Expense Reports for the user is displayed.These 3 Steps are covered in sections 9. and 9. first create the Header as follows: 1. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. click New to create a new Expense Report. In the Form applet.3 respectively.1. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. 9. select the Expense Reports screen to access My Expense Reports. Fill in the associated fields.

A new applet is displayed showing the Expense Report Header at the top and the Line Items at the bottom. Enter each Line Item for the Expense Report. the Report Header is entered and you are ready to enter the Line Items as described below: 4. Click the Name hyperlink of the Expense Report. The following table provides guidelines for some common expenses. It is recommended that you use the Form AdvantEDGE User Guide Page 47 11 November 2008 . 5.Name: Usage: Home Office Report – CANADA Regular Expense Reporting for Head Office Users Associated Fields: • • • • Description (optional) Start Date End Date Pay To / Prepared By / Submit To are pre-populated to indicate the Users’ Initials involved with the Expense Report Status is pre-populated as ‘In Progress’ • Name: Usage: Other Cost Ctr Report – CANADA Used to claim Expenses to be paid by a Cost Centre other than your own Associated Fields: • • • • • Description (optional) Start Date End Date Cost Centre – You must only include items for 1 Cost Centre per Expense Report Pay To / Prepared By / Submit To are pre-populated to indicate the Users’ Initials involved with the Expense Report Status is pre-populated as ‘In Progress’ • At this stage. 6. Click New to insert a Line Item.

e..g. AdvantEDGE User Guide Page 48 11 November 2008 . Expense Incurred Hotel Parking Expense Type to use in AdvantEDGE Lodging .g. Field Business Purpose Details Payment Type Credit Card # Description Pick-list detailing activity (e.50) Start / End / Expense Amount Expense Sub-Type Professional (to specify participating Professionals) Employee (to specify participating Employees) Personal Mileage • • Meal Meals • • • • The following table describes other fields on the Expense List Items screen. $0.e.g. the out-of-pocket expense). Cash... District Meeting. Do not enter your Credit Card # in AdvantEDGE.. Grand Rounds) Description of Expense Pick-list detailing payment method (e. Visa) Do not use. All amounts are entered inclusive of all taxes (i.applet rather than the List applet for entering Line Items so that you can see all input fields as you edit them.Hotel KM/Mileage Allowance & Parking KM/Mileage Allowance & Parking Fields to Enter Data • • Start / End / Expense Amount Start / End / Expense Amount Start / End Business Miles (amount is automatically calculated based on a per km rate.

3. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 .2.9. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item.1. Click the Expense Amount pick-list icon. Use the rate that you are being charged by Visa or your bank.1. The Expense Amount is calculated for you when you step off the field.1. Select the Currency Code from the pick-list (e.. An “Enter Amount” dialog box is displayed. Enter the Internal Order Number in the “SAP Int Order” column. 2. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet).g. USD for US Dollars). 9. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. 2. 4. Enter the Transaction Amount which is expense amount in the foreign currency. perform the following: 1. except when you enter the Expense Amount.

2. click the Reports icon in the Toolbar. If there are any errors. You want to be sure that everything is correct. it will be automatically populated once the Expense Report is submitted. correct the Line Items and then step off the record to save. 9. click the Submit button to change the Status from ‘In Progress’ to ‘Submitted’. you are ready to Submit the Expense Report by doing the following steps: 1. If the Cost Centre has not been set. To create your Expense Package. perform the following steps: 1.3.9. Reconcile your Expense Report Line Items with your Receipts. STEP #2: Submit the Expense Report When all Expense Line Items are entered. Your completed Expense Report is displayed in the Siebel Report Viewer window. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 . While accessing the Expense Report. It is likely that your Expense Report will be Approved by your Manager and Processed by the Princeton Finance Department before they even receive your paperbased Expense Package. Note: • You can recall a “Submitted” Expense Report that has not yet been “Approved” by highlighting the Expense Report in the Expense List applet and clicking the Recall button. Only use the Foreign Expense Report when you have expenses in foreign currencies. 2.Foreign These 2 Expense Reports are same except that the Foreign Expense Report has 2 additional columns displaying the Foreign Currency and Exchange Rate.2. STEP #3: Prepare the Expense Report Package You are now ready to create the paper-based Expense Package to support your electronically Submitted Expense Report. While accessing the Expense Report to print. The Expense Report is now locked so that it can no longer be edited. Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report .

Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. No Staples or Paper-Clips You cannot submit an expense report that is more than 65 days old Failing to submit receipts for 2 consecutive expense reports will result in a hold of further reimbursement AdvantEDGE User Guide Page 51 11 November 2008 . be careful to correctly set the following fields: Field Cost Centre Submit To Description Cost Centre to which the items are being Expensed Cost Centre Manager who will approve the Expenses 9. Send the Orange Envelope to the NNCI Office (not to Princeton). Expense Report Rules • • • • • • 1 Expense Report per Orange Envelope Sort sheets in Chronological order Multiple receipts can be taped to a page using both the front and back pages. Click on the Print icon in the Toolbar to print the Expense Report on your printer. Place your Printed Expense Report and associated receipts (taped) into an Orange Envelope so that your name on page 1 of the Printed Expense Report shows through the window of the Orange Envelope. 5. 9. 4.5”x11” paper. so you may have to click on it in your task bar to maximize the window so it can be viewed. Do not use any staples or paper-clips.5.minimized on your task bar.4. 3. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences. Tape the receipts to 8. Sign the Printed Expense Report.

a nightly process needs to run before you can see the associated record in the Unspecified Calls view. as well as their respective Assigned Calls and Submitted Calls as defined below: Field Submitted Calls Definition Number of Calls Submitted by the Rep within the Period. Targeted Number of Calls within the Period as set by Sales Operations. 2.10. Viewing your Call Plan To view your Call Plan: 1. 10.1. The Call Plan Calls view is displayed. Only ‘Face to Face’ and ‘CHE’ Call Types are counted.3. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. 2007 Canada POA). AdvantEDGE User Guide Page 52 11 November 2008 . Submitted Calls. The corresponding Profile/Activities view is displayed. Select the Call Plan screen.g. Assigned Calls 10. 10. and Segment are displayed as columns. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts. The Call Screen used to enter a new call is displayed.. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. Click the POA Period hyperlink (e. When creating your first non-Targeted call on a Professional/Account.2. The Assigned Calls. There are 2 sub-views to view Professionals or Accounts. Click the Last Name/Account hyperlink. Highlight the desired Professional/Account and click the New Call button. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1.

Highlight the appropriate Call Plan record.10. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable.5. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1. Click the Recalculate button. Click on the POA Period hyperlink of the corresponding Professional/Account record. you can recalculate it using the following steps: 1.4. 2. AdvantEDGE User Guide Page 53 11 November 2008 . 10.

2. 5. highlight it. and click the Pick push-button. Note: • You can only update Groups and Events that are not flagged as “Secure”. Note: • You can also delete Associations for those created by your Territory using the Delete push-button. A blank row is created.1. you can add/remove links to the Professionals and Accounts pertaining to your territory. The Professional/Account is added to the Groups and Events Associations. 3. Click the Add push-button. Click the pick-list icon in the Last Name/Name field. 4. 11. Click on the Name hyperlink of the Group and Event.11. Select the Groups and Events screen tab. Linking a Professional/Account to a Group and Event 1. For Groups and Events that are not “Secure”. AdvantEDGE User Guide Page 54 11 November 2008 . Note: • A Professional/Account can only be linked to a specific Group and Event once. Select the Professionals or Accounts sub-view. The Associations view screen is displayed. Query the desired record. These programs can include such things as: • • • • • CHEs Promotional Programs Clinical Study Information Society Memberships KOL Status Groups and Events may be identified as “Secure” which means that only the Administrator can change which Professionals and Accounts are linked to them. GROUPS AND EVENTS The Groups and Events screen is used to track programs to which Professionals and Accounts are linked.

6. AdvantEDGE User Guide Page 55 11 November 2008 . Set the “Program Date” and enter “Comments” (optional) for the association.

Shipment. These samples do not pass through the Reps possession and hence are excluded. Sample Details are tracked in AdvantEDGE using the following 3 attributes: “List No. SAMPLES MANAGEMENT The Samples Management module is used to track all samples involving Rep transactions and for which the Rep is responsible. etc.g..” specifies the Sample (and associated Product Description) • “Lot #” specifies the Lot (and associated Expiration Date) • “Quantity” specifies the number of units of the Sample The combination of all 3 of these attributes needs to be specified when detailing any sample transaction (e. Transfer.12. Return. These include: • • • Samples Received.). The Samples Management module consists of the following screens: Screen Samples Orders Received Samples Description Not Used Used to acknowledge the Receipt of Samples via: • Received Shipments • Transfer In (from another Rep) Used to track discrepancies regarding Received Samples Used for Sending Samples as: Page 56 11 November 2008 • Received Samples Discrepancies Sent Samples AdvantEDGE User Guide . Samples Returned Sample Transfers between Reps Sample Disbursements The Samples Management module excludes samples that are ordered by Reps to be shipped directly to DECs/Customers.

Sample Drop) is covered in the “Call Recording” section of this document. Received..Sent Samples Discrepancies Inventory Count Reconciliation • Returns • Transfer Out (to another Rep) Used to track discrepancies regarding Sent Samples Used to Count Inventory Used to Reconcile an Inventory Count by comparing the “Actual Samples on hand” with the “Sample Calculated to be on hand” Used to adjust the recorded number of Samples Sent. or Disbursed when there is an error in sample counts Used to generate a history of the activity for a given Sample Lot # Samples Adjustments Samples History Figure 12-1: Screens of Sample Management Note: • The actual Disbursement of Samples to a Professional (i.e. AdvantEDGE User Guide Page 57 11 November 2008 .

Figure 12-2: Receiving Samples Shipment Process You must follow proper procedures to ensure the stability of your samples (e. a) Verify that the cartons are labeled with your name and address.12.g.1. you may authorize another adult provided they are aware of NNCI policies and procedures.1. synchronize your data so that your sample delivery information will appear in the Received Samples view. When receiving a sample shipment.1. refrigeration) when receiving a shipment Your signature is required for sample deliveries. On the morning of your sample delivery. 12. if you cannot sign for a shipment. AdvantEDGE User Guide Page 58 11 November 2008 .. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below. On occasion. b) Sign the carrier’s delivery slip indicating the correct number of cartons.

. 1. Click the Samples / Received Samples screen. The record will have a status of “In Progress”. Fill in the Date / Time Received field to specify the date/time that the shipment was received. From the “My Received Samples” applet. update them and enter a brief description in the Comments field. The values default to the samples shipped as entered by MLS. so if all quantities are correct. If however the quantities are incorrect. 3. shortage. Enter the sample counts for each Lot # in the Received Quantity field. MLS Contact Information: 905-568-2511 x-3234 or 1-800-215-5310 To record Receiving the Sample Shipment in AdvantEDGE. Count all samples shipped even if there are damaged samples that need to be returned. Click Submit to complete the receipt of your sample shipment. highlight the corresponding shipment record. The “Line Items” list applet at the bottom of the screen will display the details of the shipment. 5. you do not need to change anything. you need to perform the following steps.c) Verify that the contents of each carton match the carton’s packing slip. d) Count the number of samples in the shipment down to the Lot #. The Lot #s are now part of your sample inventory balance in AdvantEDGE. AdvantEDGE User Guide Page 59 11 November 2008 .g. or damage) immediately by calling MLS. 4. overage. e) Report discrepancies (e. 2.

Figure 12-3: Sample Returns Process Sample Returns may occur for any of the following reasons: • • • • 60 days or less from expiration expired damaged subjected to an incident such as refrigeration malfunction. If the Returns are part of a ‘Shipment Received’.2. Samples are delivered back to MLS. Rep returns Samples to MLS.1. AdvantEDGE User Guide Page 60 11 November 2008 . The ‘Sample Return Transmittal Form . you need to: a) Determine the lot numbers and quantities of your inventory that need to be returned. Processing Sample Returns A good practice to follow before taking your inventories is to return any lot numbers that need to be returned. Rep prints the ‘Sample Return Transmittal Form Canada’ which contains the Sample Return details.12. recall. etc.Canada’ serves as the packing slip for the shipment. Rep identifies Damaged. To Return Samples. The Samples Returns Process is depicted below. or Soon-to-Expire Samples to be Returned to MLS Rep records Sample Returns into AdvantEDGE & ‘Submits” the Transaction. problem with device. Expired. the Rep calls MLS so that MLS can replace the Returned Samples.

Repeat steps 4-5 for all sample return line items.b) Create a Sent Samples transaction. and select the Samples Return Transmittal Form CANADA. From the “Line Items” applet. Field Description Product Description Lot # Quantity Select value from pick-list Select from pick-list Specify number 6. Field Description Transaction Date Defaults to current date/time but can be updated if the Transaction Date occurred earlier Return MLS DIRECT RETURNS Select appropriate value from pick-list As required Transaction Type To (Last Name) Reason Comments 4. and then physically return the product using a ground carrier service. Click the Reports icon from the application toolbar. 2. 3. 5. you need to perform the following steps: 1. To record a Sent Samples transaction. AdvantEDGE User Guide Page 61 11 November 2008 . print the Samples Return Transmittal Form . Your inventory for the affected Lot #s is reduced accordingly. Click the Samples / Sent Samples screen. Click the Printer Icon to print the form. click Submit. Fill in the line item values for each lot number being returned. From the “My Sent Samples” applet. 8. A report is prepared in the Siebel Report Viewer (which may take several moments to prepare). click New. 7.CANADA that must accompany the product when shipped back. click New. Remember. Fill in the header values for the samples being returned. one Samples Transaction can have several line items. From the “My Sent Samples” applet.

9. and include the form in your shipment of the returned samples. Figure 12-4: Samples Return Transmittal Form AdvantEDGE User Guide Page 62 11 November 2008 . Sign and Date the form.

2. This is to be done on the SAME day as the transfer and can be done during the face-to-face meeting. This should be done in a face-to-face meeting. c) The Rep receiving the samples performs a data synchronization and acknowledges the receipt of the samples as a Transfer In transaction. Lot #/Expiration Date. The Rep then performs a data synchronization to send the Transfer Out transaction. b) The Rep transferring out the samples needs to create a Transfer Out transaction. you need to perform the following: a) Both parties need to confirm the Product List No. you need to perform the following steps: 1.2. and Quantity being transferred.1. 12.12. AdvantEDGE User Guide Page 63 11 November 2008 . Transfer Out To record a Transfer Out transaction. Click the Samples / Sent Samples screen. Figure 12-5: Samples Return Transmittal Form To Transfer Samples between Reps. Sample Transfers The Sample Transfer Process is depicted below.

If the recipient records values differently from the Transfer Out data. Remember. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Sent. Repeat steps 4-5 for all sample transfer line items. From the “My Sent Samples” applet. Lot #/Expiration Date. click Submit. From the “My Sent Samples” applet. Fill in the line item values for each lot number being transferred. Notes (regarding Sent Samples Discrepancies): • When transfers occur. it is important that both parties agree on the Product List No. 7. one Samples Transaction can have several line items. Your inventory for the affected Lot #s are reduced accordingly. 5. click New. From the “Line Items” applet. 3. a discrepancy transaction is automatically created in the Sent Samples Discrepancies screen of the sender. Synchronize. Fill in the header values for the samples being transferred. Field Description Transaction Date Defaults to current date/time but can be updated if the Transaction Date occurred earlier Transfer Out Select Rep to which samples are being transferred Transfer As required Transaction Type To (Last Name) Reason Comments 4.2. and Quantity being transferred. 8. click New. AdvantEDGE User Guide Page 64 11 November 2008 . Field Description Product Description Lot # Quantity Select value from pick-list Select from pick-list Specify number 6.

Click the Samples / Received Samples screen. The field defaults to the current date/time. The “Line Items” list applet at the bottom of the screen will display the details of the transfer. The values default to those entered by the Rep who recorded the Transfer Out. you do not need to change anything. If however the quantities are incorrect. This will pickup the Transfer In transaction triggered from the sending Rep. update them and enter a brief description in the Comments field. 4. Fill in the Date / Time Received field to specify the date/time that the transfer was received. The Lot #s are now part of your sample inventory balance in AdvantEDGE. Click Submit to complete the receipt of the Transfer In. 5. 3.2. you need to perform the following steps: 1. From the “My Received Samples” applet. The record will have a status of “In Progress”.2. Synchronize. 12. 6. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. 2. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. Enter the sample counts for each Lot # in the Received Quantity field. highlight the corresponding Transfer In record.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. AdvantEDGE User Guide Page 65 11 November 2008 . so if all quantities are correct. Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. To record a Transfer In transaction.

3. Sample Adjustments The Sample Adjustments Process is depicted below. AdvantEDGE User Guide Page 66 11 November 2008 • • . Figure 12-7: Sample Adjustment Process Consider that you have 2 sample inventories as follows: Physical Inventory – what you have on hand AdvantEDGE Inventory – what the AdvantEDGE system calculates you have on hand Samples Adjustments are used to adjust for any differences between your physical inventory and your AdvantEDGE inventory. Figure 12-6: Received Samples Discrepancies screen 12.• As noted earlier. a discrepancy transaction is also automatically created on the Sent Samples Discrepancies screen of the sender.

A Negative Adjustment will decrease your AdvantEDGE Inventory. BE CAREFUL TO SELECT THE CORRECT INVENTORY PERIOD WHEN ENTERING AN ADJUSTMENT. A Positive Adjustment will increase your AdvantEDGE Inventory. • • It is very important that you enter Sample Adjustments with the correct integer. Samples Adjustments consist of the following Transaction Types: Transaction Type Transfer In – Adjustment Transfer Out – Adjustment Return – Adjustment Sample Order – Adjustment Disbursement – Adjustment Shipment Received – Adjustment Demo – Adjustment Usage Refer to section on “Received Samples Adjustment” Refer to section on “Sent Samples Adjustment” Refer to section on “Sent Samples Adjustment” NOT USED Refer to section on “Sample Disbursement Adjustment” Refer to section on “Received Samples Adjustment” To reduce inventory to account for samples used for demo purposes Refer to section on “Inventory Count Adjustment” Inventory Adjustment Figure 12-8: Types of Sample Adjustments AdvantEDGE User Guide Page 67 11 November 2008 .Notes: • You always make Adjustments to your AdvantEDGE Inventory so that it is consistent with your Physical Inventory.

You now need to record a Sent Samples “Transfer Out” Adjustment to correct your AdvantEDGE inventory. The recipient acknowledged that only 5 units were “Transferred In”. • To enter a Sent Samples Adjustment. Click OK. click New. 2. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. use “Transfer Out – Adjustment” Pick-list.12. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. From the “My Samples Adjustments” applet. Click the Samples / Samples Adjustments screen. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. 3. AdvantEDGE User Guide Page 68 11 November 2008 . click New. A discrepancy is automatically recorded in your “Sent Samples Discrepancies” screen and you realize that you recorded the original Transfer Out record in error. For the above scenario. From the “Line Items” applet.1. Fill in the header values for the samples adjustment. perform the following steps: 1. Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. type “Miscount in transferred out quantity” 4. Consider the following scenario: • • You recorded a Transfer Out record of 10 units of “643993-Levemir Flexipen 1x3ml” and “Lot # F0906A” to another Rep. For the above scenario. For the above scenario.3.

Consider the following scenario: • During a Sample Transfer with another Rep. Your inventory for the affected Samples is updated. enter “5”. click Submit. For the above scenario. From the “My Samples Adjustments” applet. • • AdvantEDGE User Guide Page 69 11 November 2008 . the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing. Due to this mistake. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. one Samples Transaction can have several line items.2.5.3. 7. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory. Repeat steps 4-5 for all sample transfer line items. You need to confirm with the other Rep what occurred so that he understands the discrepancy and that there is no action required on his part. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. 12. 6. You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. The adjustment needs to be made by the person who entered the incorrect quantity. Remember. Received Samples Adjustment Received Samples adjustments are used when you record sample transactions incorrectly compared to what you actually acknowledged as a Shipment Received or Transferred In. Fill in the line item values for each lot number adjustment. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”.

use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. type “Made a mistake when acknowledging the quantity received” 4.To enter a Received Samples Adjustment. From the “My Samples Adjustments” applet. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. enter “-5”. For the above scenario. 7. 3. click New. 2. 6. Click OK. Click the Samples / Samples Adjustments screen. Fill in the header values for the samples adjustment. click Submit. From the “My Samples Adjustments” applet. Fill in the line item values for each lot number adjustment. Repeat steps 4-5 for all sample transfer line items. From the “Line Items” applet. Remember. 5. Your inventory for the affected Samples is updated. one Samples Transaction can have several line items. For the above scenario. For the above scenario. use “Transfer In – Adjustment” Pick-list. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. click New. perform the following steps: 1. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. For the above scenario. AdvantEDGE User Guide Page 70 11 November 2008 .

Fill in the header values for the samples adjustment. You recorded 6 units of “643993. Be sure to select the Inventory Period corresponding to the Date of the Sample Drop even if the Inventory Period has been closed Free text. From the “My Samples Adjustments” applet. Field Description Transaction Type Reason Inventory Period Start Date Pick-list. 2. For the above scenario. Lot # S50730” which was actually disbursed.3. For the above scenario. Page 71 11 November 2008 Comments AdvantEDGE User Guide .3. Click the Samples / Samples Adjustments screen. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. 3. Sample Disbursement Adjustment Sample Disbursement adjustments are used when you record sample drops incorrectly. Click OK.Levemir Flexipen 1x3ml. click New. use “Disbursement – Adjustment” Pick-list. • To enter a Disbursement Adjustment. Wayne Newton. 6 units of “368392-Levemir Vial 1x10ml. Lot # F0906A” to be entered as a Positive integer. You need to create a Samples Disbursement Adjustment with 2 line items to adjust your AdvantEDGE inventory as follows: 6 units of “643993. perform the following steps: 1. Lot # F0906A” instead of the 6 units of “368392-Levemir Vial 1x10ml.Levemir Flexipen 1x3ml. Lot # S50730” to be entered as a Negative integer.12. Consider the following scenario: • A discrepancy occurred for a sample drop on Sep 13/07 for Dr. use “Incorrect List # & Lot #” Pick-list from the “Stock Period” dialog box. For the above scenario.

4. Enter a Second Sample Inventory Adjustment for the Inventory Period that you have just Started. From the “Line Items” applet.3. Line Item 1: Field Product Description Lot # Quantity (+/-) Line Item 2: Field Product Description Lot # Quantity (+/-) Description Levemir Vial 1x10ml (List No. 643993) F0906A 6 6. click New.type “Entered wrong product List No. Your inventory for the affected Samples is updated. AdvantEDGE User Guide Page 72 11 November 2008 . Repeat steps 4-5 for all sample transfer line items. For the above scenario. Fill in the line item values for each lot number adjustment. 7. 5. Inventory Count Adjustment Entering the Wrong Quantities when doing an Inventory Count is the hardest mistake to recover from because you need to enter 2 Sample Adjustments as follows: • • Enter One Sample Inventory Adjustment for the Inventory Period that you are Closing./Lot # when recording Sample Drop on 9/13/2007 to Dr Wayne Newton” 4. 12. one Samples Transaction can have several line items. From the “My Samples Adjustments” applet. click Submit. you would enter 2 line items as specified below. 368392) S50730 -6 Description Levemir Flexipen 1x3ml (List No. Remember.

For the above scenario. 2. For the above scenario. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box.Consider the following scenario: • You have just recorded an Inventory Count of 25 units of “01211-NovoMix 30 Penfill 5x3ml. Click OK. Your 2 most current Inventory Periods are as follows: Sep 6/08 – Nov 6/08 which you must Reconcile Nov 6/08 – blank which is your Active Period You have since realized that you have another 10 units of the same Sample Lot # that you forgot to include in your Count. From the “My Samples Adjustments” applet. Click the Samples / Samples Adjustments screen. +10 units for the Active Period starting on Nov 6/08 to make your On Hand Quantity be 35 and match your Physical Quantity. • • To enter the first Inventory Adjustment. use “Inventory Adjustment” Pick-list. choose “Sep 6/08” Free text. type “Entered wrong Inventory AdvantEDGE User Guide Page 73 11 November 2008 . click New. This will set the On Hand Quantity to 25 so that you can Reconcile to a Difference of 0. For the above scenario. You need to enter 2 Sample Inventory Adjustments as follows: -10 units for the Period “Sep 6/08 – Nov 6/08”. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. For the above scenario. Fill in the header values for the samples adjustment. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. perform the following steps: 1. AdvantEDGE indicates that your On-Hand Inventory for this Lot # is 35 and so there is a Difference = (On Hand Quantity – Counted Quantity) of 10. 3. Lot # VS60785” which you have “Submitted” on Nov 6/08.

you would enter: Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. click New. Remember. Fill in the line item values for each lot number adjustment. one Samples Transaction can have several line items. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. click Submit. 8. choose “Nov 6/08” Free text. Your inventory for the affected Samples is updated. type “Entered wrong Inventory Count” 9. For the above scenario. From the “My Samples Adjustments” applet. click New. For the above scenario. From the “Line Items” applet. For the above scenario. Fill in the line item values for each lot number adjustment. one Samples Transaction can have several line items.Count” 4. To enter the second Inventory Adjustment. From the “Line Items” applet. Click OK. From the “My Samples Adjustments” applet. For the above scenario. 10. Remember. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box. use “Inventory Adjustment” Pick-list. click New. 5. For the above scenario. For the above scenario. Fill in the header values for the samples adjustment. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. 01211) VS60785 -10 6. you would enter: AdvantEDGE User Guide Page 74 11 November 2008 . perform the following steps: 7.

5. 01211) VS60785 +10 11. It is critical that you complete one inventory count per bimonthly period.4. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. Each time you do an Inventory Count. Your inventory for the affected Samples is updated. Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. 12. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis. 12.3. The SAC department does not mandate a certain date but rather lets the Rep control the best time to conduct an inventory count within a bi-monthly timeframe. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. it creates the start of a new Inventory Period. click Submit. AdvantEDGE User Guide Page 75 11 November 2008 . From the “My Samples Adjustments” applet.

Note: We use the term “Monthly” even though the Inventory Counts are actually “Bi-Monthly”.e.. Audited yearly inventory count If a theft or loss occurs Inventory request generated by the SAC Department Mandatory bi-monthly inventory count. Inventory Count) and your AdvantEDGE inventory AdvantEDGE User Guide Page 76 11 November 2008 . Promotion or separation of a Representative When a random audit is conducted by the SAC department or other Home Office or field personnel Closed Inventory Type Annual Theft/Loss For Cause Monthly Closeout Random There are 2 stages that you need to complete as follows: • • Inventory Count – to count your physical inventory Reconciliation – to account for any discrepancies between your physical inventory (i. An inventory period having both an Inventory Period Start Date and an Inventory Period End Date. Term Inventory Period Status Values Active Definition/Usage An inventory period which has a Inventory Period Start Date but no Inventory Period End Date.The following is a definition of terms you will need to understand when entering an Inventory Count into AdvantEDGE.

or within 60 days of Expiring. Sent Sample. Note: Inventory Count An Inventory Count represents the Rep’s Sample Inventory at the end of the day on which it is counted.The Inventory Count and Reconciliation Process is depicted below. Before starting an Inventory Count.4. once you take an Inventory Count. you must ensure that there are no Un-Submitted Sample Transactions by performing the following: a) Be sure that all paper-based Sample Disbursement Forms have been entered and that all Calls have been Submitted into AdvantEDGE. Figure 12-9: Inventory Count & Reconciliation Process 12.1. you cannot make any sample transactions until the next day. Expired. Consequently. d) Synchronize. c) Verify and Submit all Received Samples. b) Return any Samples that are Damaged. and Samples Adjustments transactions. AdvantEDGE User Guide Page 77 11 November 2008 .

This screen allows you to drill-down and Submit any “Planned” Calls. perform the following steps: 1. The system will not allow you to submit an Inventory Count if there are any “In Progress” transactions. Click the Print icon from the “Siebel Report Viewer” to print the report. To enter an Inventory Count. Use the printed worksheet to record your physical inventory down to the individual Lot #. Click the Samples / Inventory Count screen. You are now ready to enter your physical inventory count into AdvantEDGE by continuing with the following steps: 5.Hint: To check for “Planned” Calls that need to be Submitted. AdvantEDGE may take 10-20 seconds to compile the data. 4. Close the window when done. Figure 12-10: Inventory Count Worksheet 3. query the My Activities screen. 2. click the Reports icon and select Inventory Count Worksheet. Click the Samples / Samples History screen. From the “My Inventory Count” applet. The worksheet is compiled in the “Siebel Report Viewer” as shown below. AdvantEDGE User Guide Page 78 11 November 2008 .

From the “My Samples History” applet. Note: If in step 9). there are transactions (i. “Unreconciled”). The next section describes how to Reconcile your Inventory Count for the inventory period you just closed. Set the “Inventory Type” field to Monthly to enter a regular bi-monthly Inventory Count.6. enter the Counts by Lot # for your physical inventory.4. highlight the Active inventory period. Be careful to enter the values carefully as these values will become your AdvantEDGE inventory for the next inventory period. you will not be able to Submit your Inventory Count and a corresponding error message is displayed. at Start of Inv.. Click the Samples / Inventory Count screen. Period + Shipments Received AdvantEDGE User Guide Page 79 11 November 2008 . what the system calculates you to have on hand). = Inv. 12. The AdvantEDGE On Hand Inventory is calculated as follows: AdvantEDGE Inv. If you access the Samples / Samples History screen.e. Inventory Count) and your AdvantEDGE inventory (i. Disbursements. you will find that the current inventory period is “Closed” and has a “Reconciliation Status” of Null (i. 7.e. 8. You will need to return to the appropriate screens to check for “In Progress” transactions and Submit them. and a new inventory period has been opened for use with the physical inventory counts you just entered.e. 9.2.. Your physical inventory is now recorded into the system with the quantities entered and you will notice that the counts you just entered have disappeared from the screen (which is normal functionality).. Click Submit.e. Sent Samples.. Reconciliation The Reconciliation Process is used to account for any discrepancies between your physical inventory (i. From the “My Inventory Count” applet. Received Samples. or Samples Adjustments) with a status of “In Progress”.

For all Differences not equal to 0. • Samples History In order to Submit for Reconciliation an inventory period.Sample Disbursements + Sample Adjustments The Samples / Reconciliation screen consists of 3 applets as described below: Applet Unreconciled Inventory Periods Unreconciled Inventory Description Displays the Unreconciled Inventory Periods based on the dates for which inventory counts were submitted. Use the Samples History applet to help with this process. This applet is helpful when researching for sample activity relevant to an inventory period.. Once an Inventory Count is Submitted.Samples Returned .e.Transfer Outs + Transfer Ins . you need to enter adjustments under the Samples Adjustment screen. On AdvantEDGE User Guide Page 80 11 November 2008 . you will need to enter a Negative adjustment to reduce your AdvantEDGE Inventory (i. the Difference of all associated Unreconciled Inventory must be 0. and Lot # for the respective Inventory Period highlighted in the top applet. this applet displays: On Hand Quantity – what the system calculates to be in your possession • Counted Quantity – the physical counts that you entered • Difference = (On Hand Quantity – Counted Quantity) Displays all transactions recorded for each Lot # in the “Unreconciled Inventory” applet.. For Differences > 0. Details the Samples by List No.

Click the Samples / Reconciliation screen. 2. you will need to enter a Positive adjustment. To Submit an Inventory Period for Reconciliation. and click Submit for Reconciliation. perform the following steps: 1. a Sample Adjustment of -1 would need to be entered to Reconcile the Inventory Count. Highlight the Unreconciled Inventory Period. 2 10 1 3 0 5 0 3 Important Notes: Look at the “Reconciliation” screen immediately after submitting an inventory count to determine if adjustments are needed to bring the Differences to 0. AdvantEDGE User Guide Page 81 11 November 2008 .Hand Quantity). If you do not Submit for Reconciliation the closed inventory period prior to taking your next inventory count. A message box is displayed if there are any Differences not equal to 0. Consider the following scenario for a specific sample: Number of Samples at Start of Inv Period Samples Received from Shipments Samples Returned Transfer Outs Transfer Ins Sample Disbursements Sample Adjustments Number of Samples at End of Inv Period (2 + 10 – 1 – 3 + 0 – 5 + 0) If only 2 Sample Units are counted when performing the Inventory Count. For Differences < 0. the system will prevent you from submitting your next inventory count.

the final status of the Inventory Period is still pending SAC review. click the Reports icon and select Rep Reconciliation Report. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . 2.3. perform the following steps: 1. Close the window when done. The report is compiled in the “Siebel Report Viewer” as shown below. 12. Click the Print icon from the “Siebel Report Viewer” to print the report. Synchronize. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period.3. Click the Samples / Samples History screen. From the “My Samples History” applet. At this point. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation. 3.4. To generate a Rep Reconciliation Summary Report. highlight the inventory period.

The columns of the Rep Reconciliation Summary Report are described in the table below. Shp. Tr. Start Inv. Return Rep. Column List No. Rec’d Rep Disb. for this inventory period Corporate Returns: Total quantity of samples that Corporate indicates to have been returned by the Rep Rep Returns: Total quantity of samples that the Rep indicates to have been returned Rep Transfer In: Total quantity of sample Transfer Ins Rep Transfer Out: Total quantity of sample Transfer Outs Corp. Tr. Prod. Desc. Corp. Rec’d Rep Shp. In Rep. Out AdvantEDGE User Guide Page 83 11 November 2008 . Description Sample List Number: Number printed on the sample Product Description: Brand name of the sample Starting Inventory: Physical count of all samples in a Rep’s possession at the beginning of an inventory period Corporate Shipment Received: Quantity of samples Corporate (MLS) states to have sent to Rep Rep Shipment Received: Quantity of samples Rep acknowledges having received from Corporate (MLS) Rep Disbursements: Total quantity of samples disbursed for a given product List No. Return Rep.

The Reconciliation Status are described in the table below.5. perform the following steps: 1. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. 4. AdvantEDGE User Guide Page 84 11 November 2008 . Unresolved Figure 12-12: Reconciliation Statuses 12. 2. In some situations. Click the Samples / Samples History screen. highlight the inventory period. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. No further action is required. highlight the desired Sample Lot #. Sample History Viewing Sample History At anytime. 12. From the “My Samples History” applet.4. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. 3. From the “Inventory List”. to display all transactions of a specified Sample Lot #. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. it has a status of Pending SAC Review. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled.1. The “Samples History” applet displays all respective transactions. The variances within the submitted inventory period are within corporate tolerances.5.12.4. it may take the SAC department 30-90 days to complete their review of a submitted inventory period.

quantities or dates are grounds for dismissal. Orient different Lot #s in opposite directions.6.12. Note: Falsifying signatures. Ensure Calls are “Submitted” on a timely basis. Use electronic signatures to minimize the work regarding paper-based forms. This technique can only be used for DECs and cannot be extended to Medical Clinics or Hospitals. Ensure refrigerated samples are cool to the touch. You can record Sample Drops to Diabates Education Centres (DECs) as you would for a Pharmacy. Rehearse your routine for collecting an e-Signature so that the Signature screen is ready when you need the Professional to sign the Tablet PC. This is useful when you recorded Sample Data on the Call Screen and the original Professional when you started the Sample Drop is no longer available. Take Inventory Counts prior to Receiving Sample Shipments when your inventory is at its lowest. Use zip-lock bags or elastics to organize samples & lot #s. do not leave calls in a “Planned” status. Do not remove samples from practitioner offices or pharmacies. Tips on Working with Samples • • • • • • • Avoid sharing refrigerators or lockers. Work with 1 Lot # at a time on a first-in/first-out basis. AdvantEDGE User Guide Page 85 11 November 2008 . • • • • Note: You can change the Professional directly on the Call Screen by clicking the “Last Name” pick-list icon. Do not distribute samples during symposiums or conventions. The call is recorded using “Default Professional”.

13. Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information. select Tools / User Preferences. AdvantEDGE Passwords do not expire. and Verify Password in the respective fields. Note: • Unlike your Windows login passwords. the following system-defined queries have been created for you: Query Canada – My Targets Canada – Corporate Targets Usage To query your Targets (using the “My Targets” flag) To Query Corporate Targets (using the “Corporate” flag). 3. Click Save. 13. From the tool bar. You then need to perform the following steps: 1. Click the pick-list in the Default Query field. On the Professionals and Accounts screens. From the AdvantEDGE menu bar. Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. USER PREFERENCES 13. the query must first be created and saved. 4. and then click the desired Screen View. AdvantEDGE User Guide Page 86 11 November 2008 . Enter your Password. Select User Preferences / Default Queries. 2. Changing Password To change your AdvantEDGE password: 1. you may want to default the query on your Professionals screen to display your Targeted Professionals.2.1. Click the desired Screen. select the Site Map icon. 3. 2. As an example. A “Pick Query” dialog box is displayed.

Page 87 11 November 2008 AdvantEDGE User Guide . Set the “Startup View” value as desired. 2.5. To change a Position. You will now have access to all the data of the other Position / Territory. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. The “Weekly (7 day)” view is recommended. From the tool bar. 2. 13.5. Setting Default Calendar View To set your default Calendar View: 1. Select User Preferences / Behaviour. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. Occasionally you may be required to Change Positions in AdvantEDGE. select the Site Map icon. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel.4. 13. you must switch back to your regular Position. Select your preferred Calendar views from the picklists. 3. Important Note: • When you are finished assessing the other Position. Select the desired Query and click OK. perform the following steps: 1. select the Site Map icon. An applet is displayed listing the Positions to which you have access and also the “Active Position”. Select Site Map / User Preferences / Change Position. For example. Highlight the Position you wish to access and click the Change Position push-button. Select User Preferences / Calendar. you may be covering a Vacant Territory on a temporary basis and as a result. 2. 3. From the tool bar. you need access to the other territory’s data.3. 13.

Checking Synchronization Status 1. 13. 2. A list of synchronization sessions and their respective results is displayed. Select User Preferences / Remote Status. click the Site Map icon.6. From the tool-bar. your Position reverts back to your Primary Position automatically.• If you logout. AdvantEDGE User Guide Page 88 11 November 2008 .

Smart Call is used to create “templates” of the call details that the Rep typically records on a call.g.1. SMART CALL Smart Call is a powerful utility which is used to enter calls with less clicks and less effort. This will drill-down into the details of the Smart Call.14. Reps have 5-10 Smart Calls to represent their most common calls. A Rep may decide to create a Smart Call to record the same call on only a handful of Professionals. Select Site Map / Smart Calls. These Smart Calls should be kept updated as Sales and Marketing strategies change. “Marketing Messages”. Levemir Acceleration). The Rep can then select a Smart Call when recording a call on the call screen. 6. and then delete the Smart Call. and “Issues”. Complete the details of the Smart Call including “Call Topics”. and deleted at any time. Note: • Smart Calls are meant to give the Rep a “head start” on recording a call. each Rep has their own set of Smart Calls that they manage). and the call screen with immediately populate with all of the details of the Smart Call. 5. When using Smart Calls. Creating a Smart Call 1.e. 14.. 4. Click on the Name hyperlink. AdvantEDGE User Guide Page 89 11 November 2008 . 2. Smart Calls are user-specific (i. Enter a “Name” by which you will reference the Smart Call (e. 3. Click New. Smart Calls can be added. This is the text which will populate the Comments section of the call screen. you must be sure to edit the call details on the call screen appropriately to reflect what happened during the call. Enter “Comments”. Typically. edited..

AdvantEDGE User Guide Page 90 11 November 2008 . Using a Smart Call 1. When the Call Screen is first displayed after clicking the New Call button. Highlight the Smart Call and click OK.2. The Call Screen will populate with the details of the Smart Call.14. click on the Smart Call pick-list icon.

maximized/minimized. Displays Change Requests that are “In Progress” or “Submitted”. Displays your Last Synch Date/Time and Status. The Home Page consists of the following applets: Applet Where Do I Go Next? Description Displays the Call Plan Professionals and Accounts for which the Submitted Calls is less than the Assigned Calls. they no longer appear in this applet. On the Home Page. Click on the Professional or Account hyperlink to drill down to the Call Plan view of the Professional or Account screen. AdvantEDGE User Guide Page 91 11 November 2008 .15. Changing the Home Page Layout To change the Home Page Layout: 1. The various applets can be rearranged. click the Edit Layout button. Once you reach your Assigned Calls for a Professional or Account.1. HOME PAGE The Home Page is used as a “Dashboard” to display the most relevant information from the various AdvantEDGE modules. My Expense Reports My Change Requests My Last Synch My Calendar 15. only applicable to Field Users. Displays the Current Days Call Activities. Displays Expense Reports that are “In Progress” or “Submitted”. and hidden/showed. 2.

Downloading your Database takes 5-30 minutes depending on your Territory size and connection speed. 16. 16.2. “GOING LIVE” Upon the completion of your AdvantEDGE Training. Downloading your Database When AdvantEDGE is first rolled out to you. we can restore your AdvantEDGE database up to the time of your last synchronization session. select File / Synchronize Database. Let the process continue uninterrupted. These Synchronizations will be much quicker and will ensure that you have picked up all files and that your database is complete.1. If you get an error or your connection is terminated. Also on occasion. you can click AdvantEDGE User Guide Page 92 11 November 2008 . Alternatively. If your computer fails or is stolen. re-try and AdvantEDGE will continue from where it left off. you will be prompted to enter your AdvantEDGE Password and Confirm Password.16. the system will determine that you need a database and prompt you to confirm that you want to connect to the server to initiate your local database. 2. Establish your VPN connection. the Administrator may send you an updated Database for maintenance purposes. Synchronizing your database offers the following benefits: • • It ensures your system is up-to-date. DBMs may even take longer. Synchronizing your Database You should synchronize your AdvantEDGE system daily. It backs-up your AdvantEDGE data. Finally. this section details the steps to “Go Live” on your Production database. you will have an AdvantEDGE icon but no database. The first time you try to synchronize. perform 2 more Synchronizations. AdvantEDGE passwords do not expire. To Synchronize your Database: 1. From the AdvantEDGE menu-bar. When downloading your database for the first time. You will know everything is complete when the Home Page is displayed.

AdvantEDGE will begin icon displayed in synchronizing as indicated by the the service tray at the bottom right of your computer. 16. Click the Synchronize button. there are 2 types of data that are kept updated via Syndicated Data Files. 3. AdvantEDGE User Guide Page 93 11 November 2008 .3. The Siebel Remote dialog box is displayed. Importing Syndicated Data Files Although most data is kept synchronized by performing the synchronization process. This icon will stay displayed during the synchronization session and it will disappear when synchronization is complete. You will know when you have Syndicated Data Files for importing because you will get a Notification Message that you have Syndicated Data Files to import after you synchronize your database.the icon in the tool-bar. If you wish. specifically: • • Address Information Rx Prescription Data This data is usually sent monthly. you can click on the icon to view the Siebel Remote dialog box to check that the synchronization is progressing.

2. All files are imported at the same time. The computer will work for several minutes to import the files. click the Site Map icon. perform the following steps: 1. Click the Import push-button. you do not need to highlight a particular row. 4. AdvantEDGE User Guide Page 94 11 November 2008 . From the tool-bar. 3. You do not get a progress bar to indicate the status of the import process. Click the Syndicated Data Files link to access the Syndicated Data Files screen. Synchronize your data 1-2 more times to ensure that all of your Syndicated Data is picked up. A list of files to be imported is displayed. but you will know that the Import is complete when the screen no longer displays any syndicated data files in the applet.To Import Syndicated Data Files.

Setup Products List As described in the Activities section. Setup Marketing Messages As described in the Activities section. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. Setup Default Calendar As described in the User Preferences section. 16.7. 16. 16.8. Note: • You will not be able to enter a call until you setup your products list.6. use the User Preferences / Default Queries screen to set your default queries. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. 16.5. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen. Setup Default Queries As described in the User Preferences section. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage.9.16. 16. 16. use the User Preferences / Calendar screen to set your default Calendar.10.4. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. Setup your Calendar Access List As described in the Calendar section.

Weekly Enter Time Allocation Enter Expenses Check for ‘Planned’ Calls Monthly Process Syndicated Data Files Check Rx Data 16.11.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 .12. Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training.surveymonkey. 16.com/s. Bypass Login Screen For quicker startups. the AdvantEDGE login screen can be bypassed by setting the following parameters in the argument list of the AdvantEDGE icon: • • /u userid /p password Please arrange for an IT resource to set these parameters for you. please reference the following website to complete an one-line questionnaire: http://www.

Use the system defined “Canada –“ queries to check for “Planned” & “In Progress” records. then drilldown on these records to “Submit” them.. Ensure that you remove your computer from the docking station properly (using Start/Undock Computer). APPENDIX A . Close AdvantEDGE before connecting or disconnecting from the Internet and VPN. Do not use the Standby or Hibernate options for weeks at a time. Use the Menu / Columns Displayed function to customize your list applets so that you can readily access the most important information (e. Daily).1. • • • • • • • • • • • • AdvantEDGE User Guide Page 97 11 November 2008 . When the data is entered.BEST PRACTICES FOR FIELD USERS 17.. Be sure to close AdvantEDGE by accessing the menu bar and clicking File/Log Out rather than simply closing the Internet Explorer window. Maintain Account to Professional Affiliation data to facilitate Group Call entry. Enter CHEs by recording the Call Type as ‘CHE’. set the Activities list applet to view the Comments field without having to scroll horizontally to see it).e. Best Practices • Keep your AdvantEDGE Data Accurate by maintaining correct Address and Telephone information on your Professionals and Accounts.g. Do not leave Calls in a “Planned” state. Shutdown or Restart your Computer every few days (if not daily) to clear the memory.17. “Submit” it. When using AdvantEDGE on a network or wireless environment. Synchronize often (i. Carefully record accurate Lot #s when working with Samples. close AdvantEDGE before disconnecting from the network or moving out of the wireless environment.

17.2.

Useful Hotkeys
Hotkey Ctrl-C Ctrl-V Ctrl-Click Shift-Click Usage Copy Paste Selectively highlight records of a table Block highlight records of a table

17.3.

Commonly Used Query Operators
Operator <, <=, >, >= <> * Example <25/4/2007 <>’General Practice’ SMI* Usage Calls before Apr 25/07 Professionals who are not GPs Represents any combination of characters including no characters Represents 1 and only 1 character (to return both ‘SMITH’ & ‘SMYTH’) To retrieve all calls within the last 7 days Returns Professionals located in both cities Returns Professionals located in either city To find Professionals without a Phone # To find Professionals with a Phone #

?

SM?TH

Today() And Or Is Null Is Not Null

>today()-7 ‘OAKVILLE’ And ‘GUELPH’ ‘OAKVILLE’ Or ‘GUELPH’ Is Null Is Not Null

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17.4.

Recommended Columns Displayed
Screen Professionals List Recommended Columns Last Name First Name My Target Specialty Address Sub-Territory City / Province / Postal Code Main Phone My Last Call Date Location Segment Accounts List Account Name My Target Type Address Sub Territory City / Province / Postal Code Main Phone Activities List Activity Date Last Name First Name Account Call Type Status Comments Assigned To

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18. APPENDIX B – DBM USAGE
18.1. My Professionals vs My Team’s Professionals
When using the Professionals screen, DBMs have 2 choices to show Professionals: • My Professionals – To see all Professionals which have been assigned to them by the Administrator by allocating them FSAs. My Team’s Professionals – To see all Professionals which have been assigned to the Reps that report to them and for which the Rep has been identified as Primary.

Because very few Reps are identified as the Primary Rep for Professionals, the “My Team’s Professionals” list is incomplete and should not be used. DBMs are advised to use the “My Professionals” list only. This circumstance also applies to the Accounts screen.

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1.e. 19. MLs however can see all details of the Reps’ Call Notes from the Activities view.2. Date. the following additional Call Types are also counted towards their Call Plan: • • Conference SVC (Significant Value Call) AdvantEDGE User Guide Page 101 11 November 2008 .1. Private Call Notes MLs and Reps have separate Pre-Call views which disallow them from seeing each other’s notes on the Pre-Call view. a special fictitious FSA Z1Z has been created to identify Professionals who are assigned to the core group of Professionals that the Biopharm ML Team accesses. When a Professional’s address is added to FSA Z1Z. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. but the Comments field is blanked out because it is Private. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. Biopharm MLs – Applicable Call Types For all Reps & MLs. 19.2. Call Type.g.. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19. The Biopharm MLs typically call on Professionals within their own geographical area (i.2. Medical Liaisons Call Notes (i.19. 19. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. For this reason. They are allowed to see some Call Note details but only on the Activities view. territory) but sometimes require the capability to call on select Professionals throughout the country..e. Comments) cannot be viewed by Reps. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML. All other fields (e..2.

3. Date.e. 2. Enter the Call details. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. a special generic Position has been created (i. The Call Screen is displayed.. and Call Topics. Click the New Call button. To do this. 5. Recording a Call on any Professional To record a Call on a Professional: 1. You must do Expenses under your regularly assigned Position so that your Expenses are Submitted under the correct Cost Centre and approved by your Manager. In order to record a call on anyone in the system using Head Office AdvantEDGE.1.2. APPENDIX D – HEAD OFFICE USAGE 20. Type. or logout. Highlight CAN CALL ENTRY and click the Change Position push-button. An applet is displayed listing the Positions to which you have access and also the “Active Position”. You will continue to have access to CAN CALL ENTRY until you change the Position again. Click the Go button. namely Comments. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. CAN CALL ENTRY) which has write access to all Professionals and Accounts. Access the Professionals screen. 20. you must first perform the following steps: 1. Click the Last Name hyperlink of the Professional. Click the Query button. 2. 4. Click the Submit button and click OK to confirm. Select Site Map / User Preferences / Change Position. AdvantEDGE User Guide Page 102 11 November 2008 . 6.20. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. Enter the first few letters of the Professionals Last Name in the Last Name field.

Enter the Call details. Assistant Expense Reporting Often an Assistant is setup to enter expenses for a coworker. you must ensure that the following fields are properly set: Field Prepared By Pay To Cost Centre Submit To Description Initials of Assistant Initials of Who is being Paid Cost Centre for the Expenses Initials of Approver AdvantEDGE User Guide Page 103 11 November 2008 . The Call Screen is displayed.3. 3. When entering expenses for a co-worker. Recording a KOL Call using Groups & Events To record a Call using Groups & Events: 1. 2. Click the Name hyperlink for the appropriate KOL Group. The Professionals Profile screen is displayed. Click the Last Name hyperlink of the Professional. Access the Groups and Events screen. however the performance improves for repeated tasks. A list of Professionals associated with the Group is displayed. Click the New Call button. 6.Note: • Head Office AdvantEDGE is relatively slow. 5. click the Activities view tab. Optional Step: To review historic Call Activity for the Professional. and Call Topics. It is recommended that you enter several calls for one login session rather than logging in each time to enter a call. Call Type. Date.4. In this circumstance. 20. namely Comments. 4. 20. they can choose between “My Expense Reports” and “Assistant’s Expense Reports”. Click the Submit button and click OK to confirm. when the Assistance accesses the Expense Reports screen.

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