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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........ Rep Reconciliation Summary Report (Currently N/A) ...4........3...4..........................87 13....3...................... GROUPS AND EVENTS ............ Tips on Working with Samples............ HOME PAGE.............6..................................2....... Received Samples Adjustment ....56 12.1...........................................4.......................2... Receiving a Sample Shipment........ Setting Default Calendar View ............................1........... Sample Disbursement Adjustment ...75 12................................95 AdvantEDGE User Guide Page iii 11 November 2008 ............1..1......................................1........95 16.......84 12.......2........ Inventory Count ........88 14.....................86 13....4...............92 16.3........86 13..........................91 15.. Viewing Sample History ............. Sample Adjustments .................82 12.4..................1.1... Reconciliation ...................... Inventory Count Adjustment .......84 12...........................2.....4.........4.....3....... Inventory Count & Reconciliation ....... Sample Transfers .............71 12..2.........2.....6......1............................. Creating a Smart Call..11................58 12.......... Sent Samples Adjustment ..... Synchronizing your Database ........2.......................................... Changing Position .............4................... Downloading your Database.....1.............5.........3..................... Checking Synchronization Status .....89 14..............................90 15...........66 12......... Linking a Professional/Account to a Group and Event ...........................................1.............................5................................................... Setting Default Queries ..........................87 13......................54 11....91 16.............................. Setting Default Startup Screen.......................85 13...... Reconciliation Status .. Receiving Samples & Processing Returns ..............................1..........3............72 12.............. Setup Products List ..........................84 12................................1.......................4.................. Processing Sample Returns ... Setup your Calendar Access List .....................5... “GOING LIVE”.. Transfer In.....79 12.................................................58 12........87 13.75 12....77 12..............................3...................3..93 16.......... Sample History .65 12.....63 12................. Other Adjustments ....... SAMPLES MANAGEMENT .. Using a Smart Call .......89 14...... Transfer Out......5................95 16....3.5..........................................................92 16..................................................................................................................................63 12.... Changing the Home Page Layout ..........86 13...60 12..........................................................69 12...............2...54 12.............................1.....92 16... SMART CALL...........................................6....2................................................................ Importing Syndicated Data Files .... Changing Password......... Setup Marketing Messages ...3.....68 12..2...................... USER PREFERENCES.......

.................... 100 18................ Commonly Used Query Operators . 101 20.......95 16.........96 16.............................. 102 20. Setup Default Queries .. Setup Default Calendar ............... My Professionals vs My Team’s Professionals........................7.3.....2. 103 AdvantEDGE User Guide Page iv 11 November 2008 ....2............................................................................ Recording a Call on any Professional .11.................. Biopharm MLs – Special Considerations ............99 18.......3.4........... Biopharm MLs – FSA Z1Z .......2........................ Training Questionnaire ............ 101 19..95 16.97 17........... Enter Time Allocation ....1. Bypass Login Screen .............BEST PRACTICES FOR FIELD USERS .......................95 16............4.....................16............1........................1... 101 19. Best Practices .............................................2..95 16.....2.... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE .....96 17....................................98 17................................... Recommended Columns Displayed........ 101 19... Useful Hotkeys .1.10. 102 20... 103 20........ 100 19............. Biopharm MLs – Applicable Call Types .......2...................................................................98 17...................................... 101 19............. 102 20..........12............................. Assistant Expense Reporting ......................... APPENDIX A ......8......9.... APPENDIX B – DBM USAGE .......... Private Call Notes ... Typical AdvantEDGE Usage ..1...... APPENDIX D – HEAD OFFICE USAGE ............... Recording a KOL Call using Groups & Events ..97 17............................................ Using Head Office AdvantEDGE to Record Calls ...........

Architectural Overview The following is a schematic overview of the AdvantEDGE system.2.g. b) Field User (e.e.1. 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. Rep. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007. What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America. 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 ..S. These users must be attached to the network whenever they use the system. U. 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. no data is stored locally). INTRODUCTION 1.

pertains to their respective territory. the first half of postal codes). 1. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year.4.5.. 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. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. Data for a territory is defined by FSAs (i. 1. The following figures illustrate the different parts of the screens in AdvantEDGE. As the system is validated. AdvantEDGE User Guide Page 2 11 November 2008 . Screen Layout It’s important to first establish common terminology to facilitate training and support.e. This has provided us with significant cost-savings in the development and support of the system.3. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. however.

b) A Form applet displaying detailed information about 1 record. 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. you will find an example of each type of applet displaying information about Professionals. Applets are of 2 types: a) A List applet displaying many records in the form of a list. In the example above.

Logging In 1. 2. Double-click the Field User ID Password 3. Accessing AdvantEDGE 1.1. Value As provided by the Administrator. Enter the following fields: 11 November 2008 .6.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 1.6. Click the Login icon. As provided by the Administrator. AdvantEDGE User Guide Page 4 icon on your Desktop.

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

8.1. AdvantEDGE User Guide Page 6 11 November 2008 .9. Boxes are used to highlight Important Notes. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. 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. Additional information for other users is detailed in the Appendices. Italics are used in the manual to represent processes that support the AdvantEDGE system. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. The chapters are arranged in the order in which they should be covered for training purposes.

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

Rank & Deciles Selection Figure 2-2 – Views of the Professionals Screen AdvantEDGE User Guide Page 8 11 November 2008 . 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.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.. Rx & Profile Selection Prof.g.g.. Best Call Time List of All Call Activities Professional Licenses Accounts to which the Professional is associated (e. Hospitals) Professionals to which the selected Professional is associated (e. Address. Telephone.

Hyperlinks allow you to drill down to get more detailed information about a record. the cursor will change to a “finger pointer”. When you position your cursor over a hyperlink.Throughout the AdvantEDGE system. use the following criteria: • • Location: CREDIT VALLEY HOSPITAL Specialty: Anesthesia It is very important that you enter the criteria with the exact spelling. Clicking on this hyperlink will bring you to the Profile/Activities applet displaying Calls on the Professional. a Thread-Bar will appear just above the screen tabs. An example of a hyperlink is the Last Name as shown on the Professionals screen of Figure 2-1.g. When you click on a hyperlink. You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4. To query on all Professionals of a specific Location and Specialty (e. You can use the Thread-Bar to back out of your drill-downs and navigate back to previous screens from which you hyperlinked. It is very useful to query Professionals as covered in Chapter 3.1. 2. Professionals List The Professionals List displays a complete list of all Professionals in your database. Note: Useful pre-defined queries on the Professionals screen are: • • Canada – My Targets Canada – Corporate Targets AdvantEDGE User Guide Page 9 11 November 2008 . Note: • You can return to any previous screen by clicking the Back button of Internet Explorer.. you will find hyperlinks which are displayed in blue. You can otherwise use “CREDIT VALLEY*” if desired. All Anesthetists at Credit Valley Hospital).

3. Reps can see other details of the Call made by an ML. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”. while accessing the Pre-Call View. click on Professionals / Professionals List / Pre-Call. Decile 10 (Low)) To generate a Pre-Call Analysis report. Pre-Call Analysis For Pre-Call Analysis. 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). It is recommended that you enter your call on the same day that the call was made (preferably. Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. Click the New Call button. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. Only “Face to Face” and “CHE” call types count towards your Call Plan compliance. AdvantEDGE User Guide Page 10 11 November 2008 .2. Recording a Call To record a Call on a Professional: 1.2. 2. Enter “Marketing Messages” and “Issues”. Reps cannot view the Comments field of the calls made by MLs. immediately after the call). but the Comments field will be blanked out. Date 3. 2. Defaults to current Date & Time.

and record the Form ID in the Document # (Paper Sign) field. record the information on the Sample Disbursement Form.g. Insulin. Vagifem. b) Non-Prescription Samples (e. Devices) require the signature of a Health Care Professional). Gluconorm. Important Notes: 1) Be careful to enter Sample information carefully. 4) Samples can only be dropped off to Professionals having a License #. Activelle) can only be dropped off to the Doctor and requires the doctor’s signature.g. 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.. To enter a License # from the Call Screen. OR • (if it is not possible to record the signature on the tablet PC) Record signature by: Click the Paper Sign checkbox. 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.. 2) All Sample Drops require a Signature. 3) If a signature is collected for a Non-Prescription Sample from someone other than the Professional for which the Call is recorded. Record Samples Dropped by specifying: • • • • List No/Product Lot #/Exp Date Quantity Click Sign button and record an electronic signature (preferred).

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

use the Hide function to only show the Samples you are currently working with. hidden line items are not displayed unless the “Show All” button is clicked. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped.3. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen.3. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. and too many samples cut into a Representative’s sales. To cancel your changes. Whenever the List applet is displayed. 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.3. To save your changes. There is a sweet spot to the number of samples to provide.2. To show all line items. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items. AdvantEDGE User Guide Page 13 11 November 2008 . 2.2. 2. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. too few samples do not have an effective impact.1.3. To hide hidden line items. 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.

Click New in either the “Affiliations From” or “Affiliations To” applets. ML) Call Notes in this view by positioning your cursor over the Comments field. You will be able to view both Public and Private (i.g. 2. A new row is inserted. A dialog box listing Professionals is displayed. Activities To view all Call Activities on a Professional.4. Upon setting this relationship. Click Professionals / Profile / Professional Affiliations. Click the pick list icon in the Account field. AdvantEDGE User Guide Page 14 11 November 2008 . Private Notes are hidden if you drill-down into the call by clicking on the hyperlink... if A is affiliated to B. Click New. however. To record a Professional Affiliation: 1. referrals). Select the Professional and click Add. click Professionals / Profile / Activities. a corresponding relationship can be viewed for the associated Professional (i. A Pick Account dialog box is displayed. Upon setting this relationship. 2. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account. 2. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later).. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. B is affiliated from A). Click Professionals / Profile / Account Affiliations. 3.6. Select the Account and click Pick.e.5. 2.e. 4. To record an Account Affiliation of a Professional: 1. 3.2. This screen displays all Call Notes for the last 2 years.

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

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

7. • To Remove an Address outside of your Territory. To set a Primary Address: 1. Access the Professional and select the Professionals / Professionals List / Change Requests view. Setting a Primary Address Each person can set their own Primary Address for a Professional. IMPORTANT NOTE: • 2. Be sure ONLY to remove an Address if you are sure the Professional no longer works there. Adding/Removing an Address To Add or Remove an Address for a Professional. 2. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. This allows several Reps to identify a specific Professional at the address of their choice. step 3). . the other Rep may no longer be able to find the Professional. Note: • You can Remove an Address provided: .10. Change Requests . To submit a Change Request: 1.The Address resides in your Territory.2. step 3). you must enter a Change Request as described in Section 2. These operations have to be submitted using a CR (Change Request). If you remove a valid Address that another Rep uses.9.10.Professionals There are certain operations that only the Siebel Administrator is allowed to perform. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . 2.The Address is not flagged as the Primary Address. A Change Requests List applet and Form applet are displayed.8. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2.7. set the Primary checkbox and click OK. From the “Selected” address list.

Set the Status of the CR to “Submitted”.Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll. City. Postal Code) .Address (current) . CR Type Required Fields Duplicate Professional .11. Click New to create a new Change Request. Querying Rx Data .Address (current) Record .Comments From Rep .Address (current) .Out of Territory Address Fields (Address. 2.Address (current) .Professionals AdvantEDGE provides some limited functionality for querying Professionals for Rx Data. to query Professionals who write more than 1800 TRx Market Share of Total Insulin: 1.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. 3. Access the Professionals / Filters screen. Notes: • Every CR Type requires the specification of an Address for the Professional (as indicated by the red asterisk on the field).Comments From Rep Moved Out of TerrAddr Known . Select the CR Type from the pick-list and applicable field values. Only 1 CR can be “Submitted” per Professional until the CR has been Processed. For example. • 2. Province. AdvantEDGE User Guide Page 18 11 November 2008 .Address (current) . Use the table below as a guide. Each CR Type requires you to specify various fields.

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

Queries are dynamic. Click the Query button. 3. 3. For example. Enter “OAKVILLE” in the City field. however the same functionality can be used on any List Applet. The query results are displayed. Saving a Query To Save a Query: 1. Click the Go button. AdvantEDGE User Guide Page 20 11 November 2008 . you are not saving the resultant list but rather the criteria for running the query. and 33 records the next day as your data changes. This chapter will provide examples to query on the Professionals screen. Creating a Query To create a query from the Professionals List: 1. Canadian system-defined queries are prefixed with “Canada . There are 2 types of queries as follows: • • System-Defined Queries – created by the Administrator. you may get 32 records one day. • • Enter “Nurse – DNE” in the Specialty field. when you save a query.2.“ whereas US system-defined queries do not follow any naming convention. Enter the Query criteria. can be deleted It is difficult to distinguish between system-defined queries and user-defined queries as they look and work exactly the same. In other words. QUERYING Querying is a powerful function that is available on all List Applets to filter records. Queries can be saved so that you can rerun them simply by selecting them from the Queries pick list. The List applet becomes blank so that you can enter your query criteria. As an example. cannot be deleted User-Defined Queries – created by the User.1. 3.3. 2. You will only know that a query is system-defined because you will not be able to delete it. As a naming convention. Follow the Steps above to Create a Query. if you created a query to search for all Nurses in Oakville.

From the menu bar.4. Note: Only User-Defined Queries can be deleted. 3. From the menu bar. <=. 2. 4. Sort the Records (if desired). Click Go. Update the Query criteria. Useful Querying Operations Operator Example <. SystemDefined Queries cannot be deleted. From the menu bar. select Query / Refine Query. Enter a Query Name and click OK.2. >= <> * <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 . >. 3. 3. 3. 3. 2. Deleting a Query To Delete a Query: 1.3.5. The Query is now available to run anytime by selecting it from the Queries pick list. Refining a Query To Refine the results of the currently run Query: 1. select Query / Delete Saved Query. The current query criteria are displayed. Saving a Query will also save the Sort Order of the List. Select the Query Name and click OK. select Query / Save Query As.

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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Use Visible Columns to export all columns in the list. Use Tab Delimited Text File as the Output Format. 3. 2. Click Next. Export To Export the data of a List Applet: 1.Figure 4-3 – Advanced Sort 4.5. From the List Applet. Another dialog box is displayed for the File Download. A dialog box is displayed to help you specify the details of the Export. AdvantEDGE User Guide Page 25 11 November 2008 . select Menu/Export. Accepting the defaults is recommended as indicated below: Figure 4-4a – Exporting Data • • • • Use All Rows in Current Query to export all rows.

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

6. Resize Columns To resize columns: 1. Drag the column header.4. Figure 4-6 – Moving Columns 4. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . and drag to adjust the width.2. Click on the column header. 4. Sort Columns To sort columns: 1.4. Move Columns To move columns: 1.6. Click on the same column header to sort in Descending order. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header.6. Position the cursor between the column headers until a double-sided arrow appears. Figure 4-7a – Sorting Columns (Ascending) 2.3.

By default. and Pharmacies). Medical Clinics. ACCOUNTS The Accounts screen contains all the information about Buildings (e.5. Hospitals. Figure 5-1 – Accounts Screen The Link Bar and View tabs allow you to access the many applets of information regarding the selected Account.g. AdvantEDGE User Guide Page 28 11 November 2008 . 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. 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..

g..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. To query on all Targeted Pharmacies.1. It is also very useful for querying Accounts as covered in Chapter 3. Hospital Service Roster) Accounts to which the selected Account is associated (e. Accounts List The Accounts List displays a complete list of all Accounts in your database. AdvantEDGE User Guide Page 29 11 November 2008 .g. Address. 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. 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.. Telephone. 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.

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

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

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

7.6. A Pick Professional dialog box is displayed. You will be able to view both Public and Private (i. Upon setting this relationship. A dialog box listing Accounts is displayed. Activities To view all Call Activities on an Account. Select the Professional and click Pick. 3. 2. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink.. 5. This screen displays all Call Notes for the last 2 years. Hospital Affiliations).g. Click Accounts / Profile / Professional Affiliations.e.e. Click Accounts / Profile / Account Affiliations. click Accounts / Profile / Activities. To record a Professional Affiliation on an Account: 1. however. 3.5. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account. 5. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional. AdvantEDGE User Guide Page 33 11 November 2008 . B is affiliated from A). Click New in the “Professional Affiliations” applet.. Click the pick list icon in the Last Name field. ML) Call Notes in this view by positioning your cursor over the Comments field. Upon setting this relationship. To record an Account Affiliation: 1. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e. Click New. 2. if A is affiliated to B.. A new row is inserted. 4. Select the Account and click OK. a corresponding relationship can be viewed for the associated Account (i.5.

It is recommended that you search & sort by Postal Code.5. • Update any additional information regarding: Site Phone Number / Site Fax Number (e. • If the Available address list is blank. This avoids entering a duplicate record. 2. Enter the following mandatory fields: • • Account (e. From the Accounts / Accounts List screen. AdvantEDGE User Guide Page 34 11 November 2008 .. This is the only icon that will allow you to link an Address to a Account. click the New button. A dialog box is displayed of Available & Selected addresses. Link the Account to an Address: • Click the Address MVG icon (in the Accounts form applet below the Accounts List applet). Notes • You must use the Address MVG icon in the Accounts form applet below the Accounts List applet (as indicated in the diagram below). • If you find multiple addresses at the same location.. “CREDIT VALLEY HOSPITAL”) Type (e. scroll to the right to check the Location & Location Type. • Query the Available addresses to find the correct address. please call the Help Desk to be sent the Address Syndicated Data File. phone/fax of clinic or hospital) • Click OK.g. “Hospital”) 3. It is likely that one Location is a Pharmacy. • In the unlikely scenario that the address could not be found. Adding a New Account To add a New Account: 1..8. click New to create a new address. The Address is Selected as Primary if it is the only linked Address. Perform an exhaustive query to ensure that the Account doesn’t already exist. • Highlight the Address and click Add.g.g.

Each CR Type requires you to specify various fields. Select the CR Type from the pick-list and applicable field values. Access the Account and select the Accounts / Accounts List / Change Requests view. Change Requests . Use the table below as a guide. 3. Click New to create a new Change Request. A Change Requests List applet and Form applet are displayed.Address (current) AdvantEDGE User Guide Page 35 11 November 2008 .Figure 5-3 – Changing the Address of an Account 5. 2. 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 . These operations have to be submitted using a CR (Change Request).9.Accounts There are certain operations that only the Siebel Administrator is allowed to perform. To submit a Change Request: 1.

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

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

2. 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. To grant Calendar access to a colleague: 1. The Add Employees dialog box is displayed. Select the Calendar / Access List screen. Click New. 2.6. AdvantEDGE User Guide Page 38 11 November 2008 . Query and select the appropriate name and click OK.

2. 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. if you want to query for all calls made in April 2007. 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.e. Account Call. or you may click on the associated thread-bar.. Following a drill-down. As an example. Querying Activities Because the Activities screen displays calls in the form of a list applet. To drill down on a Call: 1.7. Attendee Call hyperlink). ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i.1. Call Activity). Click on the Activity hyperlink (i.e. Professional Call. 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. it offers powerful querying capability. to return to the previous screen: 2. Use the Internet Explorer Back arrow to return to the previous screen. except the data is displayed in a list rather than on a calendar view.. AdvantEDGE User Guide Page 39 11 November 2008 .

2. Select the Activities / Activity List screen. Planned Calls can be Cancelled/Deleted. 7. the name of the applet on the top left corner). the name of the applet on the top left corner). Note • You need to set your Personal Call Topics before you can pick them on the call screen. Select the Personal Product Lists from the Show pick list (i. 3.e. Access the Call record. AdvantEDGE User Guide Page 40 11 November 2008 ..5. and set the Status to “Cancelled”. 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 Products on the Personal Product Lists applet. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Select the Activities / Personal List screen. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. 3. Select the Personal Marketing Initiatives List from the Show pick list (i.3.7. 7.e.. 2. However. 3. 2. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. To delete a Planned Call: 1. Select the Activities / Personal List screen. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. Use Menu / Delete Record to delete the record.4.

Time is recorded in 2. Click New. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. or 8 hour durations. 6. 4. Note: Fields identified with a red asterisk are mandatory. Select the Time Allocation screen. 3.8. Fill in the fields.1. Recording Time Allocation To record Time Allocation: 1. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. Set the Status to “Submitted” to lock the record from being updated. 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 . 2. The following table lists the Time Allocation categories. 4. 8.

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 .

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

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

In this case..The following diagram depicts the overall processing of Expense Reports from the perspective of the Expense Report Status for the most common Statuses. Submit the Expense Report.Initial Status .Expenses are entered . In Progress Employee .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.Manager receives an e-Mail notification that an Expense Report has been Submitted . AdvantEDGE User Guide Page 45 11 November 2008 . Prepare the Expense Report Package.Princeton has Processed the Expense Report . PROCESS FOR SUBMITTING EXPENSE REPORTS STEP #1) STEP #2) STEP #3) Enter the Expense Report (including Header & Line Items) into AdvantEDGE.Manager Approves Report and the Employee receives an eMail notification of Approval .Report is Locked .e. Steps 1-3 as depicted in Figure 9-1).An Expense Report may be ‘Rejected’. 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 .

and 9. In the Form applet. select the Expense Reports screen to access My Expense Reports. A list of previous Expense Reports for the user is displayed. 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 .1.These 3 Steps are covered in sections 9. click New to create a new Expense Report. first create the Header as follows: 1.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. It is recommended that you use List applets for querying data and Form applets for entering data.1. 2. 9. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps.3 respectively.2. DBMs. Fill in the associated fields. From the menu bar. 3. MLs) Associated Fields: • • Description (optional) Period . 9. Select 1 of the 3 Names from the drop-down list as specified in the table below. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report.

5. Click the Name hyperlink of the Expense Report. Click New to insert a Line Item. The following table provides guidelines for some common expenses. 6. the Report Header is entered and you are ready to enter the Line Items as described below: 4. A new applet is displayed showing the Expense Report Header at the top and the Line Items at the bottom. It is recommended that you use the Form AdvantEDGE User Guide Page 47 11 November 2008 . Enter each Line Item for the Expense Report.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.

District Meeting. $0. AdvantEDGE User Guide Page 48 11 November 2008 .g. the out-of-pocket expense).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. All amounts are entered inclusive of all taxes (i... Expense Incurred Hotel Parking Expense Type to use in AdvantEDGE Lodging . Visa) Do not use..e. Do not enter your Credit Card # in AdvantEDGE. e.g.. Cash.g.applet rather than the List applet for entering Line Items so that you can see all input fields as you edit them. Grand Rounds) Description of Expense Pick-list detailing payment method (e.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. Field Business Purpose Details Payment Type Credit Card # Description Pick-list detailing activity (e.

3. 2. Select the Currency Code from the pick-list (e.1. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). perform the following: 1. USD for US Dollars). except when you enter the Expense Amount. 9. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. The Expense Amount is calculated for you when you step off the field. Enter the Internal Order Number in the “SAP Int Order” column. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . Click the Expense Amount pick-list icon. Enter the Transaction Amount which is expense amount in the foreign currency.1. 4.2..g.1. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. Use the rate that you are being charged by Visa or your bank. 2. An “Enter Amount” dialog box is displayed.9.

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. While accessing the Expense Report to print. Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report . 2. Reconcile your Expense Report Line Items with your Receipts. it will be automatically populated once the Expense Report is submitted. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 .2. correct the Line Items and then step off the record to save. click the Reports icon in the Toolbar. 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. STEP #2: Submit the Expense Report When all Expense Line Items are entered. If there are any errors. 9. Only use the Foreign Expense Report when you have expenses in foreign currencies.9. perform the following steps: 1.3. The Expense Report is now locked so that it can no longer be edited.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. You want to be sure that everything is correct. To create your Expense Package. click the Submit button to change the Status from ‘In Progress’ to ‘Submitted’. If the Cost Centre has not been set. 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. Your completed Expense Report is displayed in the Siebel Report Viewer window. While accessing the Expense Report. you are ready to Submit the Expense Report by doing the following steps: 1.

9. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. Sign the Printed Expense Report. 3. Tape the receipts to 8. 4. Send the Orange Envelope to the NNCI Office (not to Princeton). 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 . 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. so you may have to click on it in your task bar to maximize the window so it can be viewed.5”x11” paper. 5.minimized on your task bar.5. 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. Click on the Print icon in the Toolbar to print the Expense Report on your printer. Do not use any staples or paper-clips. 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. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences.4.

The Call Plan Calls view is displayed. Submitted Calls. 2007 Canada POA). 2. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. Select the Call Plan screen. 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. 10. 10. and Segment are displayed as columns. The Call Screen used to enter a new call is displayed.g. a nightly process needs to run before you can see the associated record in the Unspecified Calls view. The Assigned Calls.. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts.1. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. AdvantEDGE User Guide Page 52 11 November 2008 . The corresponding Profile/Activities view is displayed. Assigned Calls 10.3.10. When creating your first non-Targeted call on a Professional/Account. Only ‘Face to Face’ and ‘CHE’ Call Types are counted. There are 2 sub-views to view Professionals or Accounts.2. Click the POA Period hyperlink (e. Viewing your Call Plan To view your Call Plan: 1. Click the Last Name/Account hyperlink. 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 desired Professional/Account and click the New Call button. Targeted Number of Calls within the Period as set by Sales Operations.

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

The Professional/Account is added to the Groups and Events Associations. Click the Add push-button. Note: • You can also delete Associations for those created by your Territory using the Delete push-button. 11. Click on the Name hyperlink of the Group and Event. Note: • You can only update Groups and Events that are not flagged as “Secure”. and click the Pick push-button. 2.11. Query the desired record.1. 4. The Associations view screen is displayed. A blank row is created. For Groups and Events that are not “Secure”. Click the pick-list icon in the Last Name/Name field. Linking a Professional/Account to a Group and Event 1. you can add/remove links to the Professionals and Accounts pertaining to your territory. 3. 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. AdvantEDGE User Guide Page 54 11 November 2008 . Select the Groups and Events screen tab. highlight it. Note: • A Professional/Account can only be linked to a specific Group and Event once. Select the Professionals or Accounts sub-view. GROUPS AND EVENTS The Groups and Events screen is used to track programs to which Professionals and Accounts are linked. 5.

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

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 .12. Transfer.g. These include: • • • Samples Received. Shipment.” 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. 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 Details are tracked in AdvantEDGE using the following 3 attributes: “List No. These samples do not pass through the Reps possession and hence are excluded. Return.). SAMPLES MANAGEMENT The Samples Management module is used to track all samples involving Rep transactions and for which the Rep is responsible. etc..

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. 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..e. AdvantEDGE User Guide Page 57 11 November 2008 . Sample Drop) is covered in the “Call Recording” section of this document.

12. if you cannot sign for a shipment.g.. a) Verify that the cartons are labeled with your name and address. synchronize your data so that your sample delivery information will appear in the Received Samples view. you may authorize another adult provided they are aware of NNCI policies and procedures.1. refrigeration) when receiving a shipment Your signature is required for sample deliveries. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below. On the morning of your sample delivery. AdvantEDGE User Guide Page 58 11 November 2008 . On occasion. 12.1. Figure 12-2: Receiving Samples Shipment Process You must follow proper procedures to ensure the stability of your samples (e. b) Sign the carrier’s delivery slip indicating the correct number of cartons.1. When receiving a sample shipment.

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

The ‘Sample Return Transmittal Form . Processing Sample Returns A good practice to follow before taking your inventories is to return any lot numbers that need to be returned. the Rep calls MLS so that MLS can replace the Returned Samples. Expired. problem with device.Canada’ serves as the packing slip for the shipment.2.12. Rep identifies Damaged. or Soon-to-Expire Samples to be Returned to MLS Rep records Sample Returns into AdvantEDGE & ‘Submits” the Transaction. If the Returns are part of a ‘Shipment Received’. 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. AdvantEDGE User Guide Page 60 11 November 2008 .1. To Return Samples. Samples are delivered back to MLS. The Samples Returns Process is depicted below. you need to: a) Determine the lot numbers and quantities of your inventory that need to be returned. Rep returns Samples to MLS. Rep prints the ‘Sample Return Transmittal Form Canada’ which contains the Sample Return details. recall. etc.

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

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

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

From the “Line Items” applet. Your inventory for the affected Lot #s are reduced accordingly. Fill in the line item values for each lot number being transferred. 5. click New. Repeat steps 4-5 for all sample transfer line items. 3. Notes (regarding Sent Samples Discrepancies): • When transfers occur. click New. Remember. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Sent. one Samples Transaction can have several line items. 7.2. click Submit. Lot #/Expiration Date. AdvantEDGE User Guide Page 64 11 November 2008 . it is important that both parties agree on the Product List No. 8. Synchronize. Field Description Product Description Lot # Quantity Select value from pick-list Select from pick-list Specify number 6. a discrepancy transaction is automatically created in the Sent Samples Discrepancies screen of the sender. From the “My Sent Samples” applet. 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. If the recipient records values differently from the Transfer Out data. From the “My Sent Samples” applet. Fill in the header values for the samples being transferred. and Quantity being transferred.

3. 4.2. To record a Transfer In transaction. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. 5. The values default to those entered by the Rep who recorded the Transfer Out. The Lot #s are now part of your sample inventory balance in AdvantEDGE.2. If however the quantities are incorrect. 12. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. The field defaults to the current date/time.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. you do not need to change anything. 6. Synchronize. From the “My Received Samples” applet. Enter the sample counts for each Lot # in the Received Quantity field. This will pickup the Transfer In transaction triggered from the sending Rep. Fill in the Date / Time Received field to specify the date/time that the transfer was received. Click the Samples / Received Samples screen. highlight the corresponding Transfer In record. The “Line Items” list applet at the bottom of the screen will display the details of the transfer. Click Submit to complete the receipt of the Transfer In. Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. update them and enter a brief description in the Comments field. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. 2. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. you need to perform the following steps: 1. AdvantEDGE User Guide Page 65 11 November 2008 . The record will have a status of “In Progress”. so if all quantities are correct.

a discrepancy transaction is also automatically created on the Sent Samples Discrepancies screen of the sender. Figure 12-6: Received Samples Discrepancies screen 12. 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.• As noted earlier. Sample Adjustments The Sample Adjustments Process is depicted below.3. AdvantEDGE User Guide Page 66 11 November 2008 • • .

• • 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. BE CAREFUL TO SELECT THE CORRECT INVENTORY PERIOD WHEN ENTERING AN ADJUSTMENT. A Negative Adjustment will decrease your AdvantEDGE Inventory. A Positive Adjustment will increase your AdvantEDGE Inventory.

Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out. click New. From the “My Samples Adjustments” applet. For the above scenario. Click the Samples / Samples Adjustments screen. • To enter a Sent Samples Adjustment. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. For the above scenario.1. Consider the following scenario: • • You recorded a Transfer Out record of 10 units of “643993-Levemir Flexipen 1x3ml” and “Lot # F0906A” to another Rep. use “Transfer Out – Adjustment” Pick-list. click New. perform the following steps: 1. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. A discrepancy is automatically recorded in your “Sent Samples Discrepancies” screen and you realize that you recorded the original Transfer Out record in error. AdvantEDGE User Guide Page 68 11 November 2008 .12. 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”. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. Click OK. 2.3. 3. Fill in the header values for the samples adjustment. From the “Line Items” applet. For the above scenario. type “Miscount in transferred out quantity” 4. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list.

Due to this mistake.2. the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing. The adjustment needs to be made by the person who entered the incorrect quantity. enter “5”. Consider the following scenario: • During a Sample Transfer with another Rep. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. Your inventory for the affected Samples is updated.3. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. 6. You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory. Fill in the line item values for each lot number adjustment. 12. Repeat steps 4-5 for all sample transfer line items. From the “My Samples Adjustments” applet. 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. 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. • • AdvantEDGE User Guide Page 69 11 November 2008 . 7.5. Remember. click Submit. one Samples Transaction can have several line items. For the above scenario.

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

You need to create a Samples Disbursement Adjustment with 2 line items to adjust your AdvantEDGE inventory as follows: 6 units of “643993. • To enter a Disbursement Adjustment.Levemir Flexipen 1x3ml. use “Disbursement – Adjustment” Pick-list. Page 71 11 November 2008 Comments AdvantEDGE User Guide . For the above scenario. 6 units of “368392-Levemir Vial 1x10ml. Sample Disbursement Adjustment Sample Disbursement adjustments are used when you record sample drops incorrectly. Fill in the header values for the samples adjustment. From the “My Samples Adjustments” applet. You recorded 6 units of “643993. Click the Samples / Samples Adjustments screen. click New.Levemir Flexipen 1x3ml. Consider the following scenario: • A discrepancy occurred for a sample drop on Sep 13/07 for Dr. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. Field Description Transaction Type Reason Inventory Period Start Date Pick-list. Lot # S50730” to be entered as a Negative integer. Lot # S50730” which was actually disbursed.3. perform the following steps: 1. 2.12. Lot # F0906A” to be entered as a Positive integer. 3. Click OK. For the above scenario. For the above scenario. 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.3. Wayne Newton. Lot # F0906A” instead of the 6 units of “368392-Levemir Vial 1x10ml. use “Incorrect List # & Lot #” Pick-list from the “Stock Period” dialog box.

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

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

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

it creates the start of a new Inventory Period. Each time you do an Inventory Count. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. 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. From the “My Samples Adjustments” applet. 12.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No.4. It is critical that you complete one inventory count per bimonthly period.5. AdvantEDGE User Guide Page 75 11 November 2008 . It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count. 12. click Submit. 01211) VS60785 +10 11.3. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation. 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. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis.

Audited yearly inventory count If a theft or loss occurs Inventory request generated by the SAC Department Mandatory bi-monthly inventory count.The following is a definition of terms you will need to understand when entering an Inventory Count into AdvantEDGE.e. Inventory Count) and your AdvantEDGE inventory AdvantEDGE User Guide Page 76 11 November 2008 .. An inventory period having both an Inventory Period Start Date and an Inventory Period End Date. 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. Term Inventory Period Status Values Active Definition/Usage An inventory period which has a Inventory Period Start Date but no Inventory Period End Date. Note: We use the term “Monthly” even though the Inventory Counts are actually “Bi-Monthly”.

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. c) Verify and Submit all Received Samples. once you take an Inventory Count.1.The Inventory Count and Reconciliation Process is depicted below. Note: Inventory Count An Inventory Count represents the Rep’s Sample Inventory at the end of the day on which it is counted. or within 60 days of Expiring. d) Synchronize. Figure 12-9: Inventory Count & Reconciliation Process 12.4. AdvantEDGE User Guide Page 77 11 November 2008 . Sent Sample. Before starting an Inventory Count. Expired. Consequently. b) Return any Samples that are Damaged. you cannot make any sample transactions until the next day. and Samples Adjustments transactions.

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

Click Submit.. 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).e. at Start of Inv. From the “My Inventory Count” applet.6. 9.e. you will find that the current inventory period is “Closed” and has a “Reconciliation Status” of Null (i. Reconciliation The Reconciliation Process is used to account for any discrepancies between your physical inventory (i.. Click the Samples / Inventory Count screen. 8. Period + Shipments Received AdvantEDGE User Guide Page 79 11 November 2008 . From the “My Samples History” applet. You will need to return to the appropriate screens to check for “In Progress” transactions and Submit them. Disbursements. what the system calculates you to have on hand). “Unreconciled”). 7.e. The AdvantEDGE On Hand Inventory is calculated as follows: AdvantEDGE Inv. there are transactions (i. Note: If in step 9). enter the Counts by Lot # for your physical inventory. 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. Sent Samples. Inventory Count) and your AdvantEDGE inventory (i. The next section describes how to Reconcile your Inventory Count for the inventory period you just closed. Received Samples. = Inv. you will not be able to Submit your Inventory Count and a corresponding error message is displayed. Set the “Inventory Type” field to Monthly to enter a regular bi-monthly Inventory Count. or Samples Adjustments) with a status of “In Progress”. and a new inventory period has been opened for use with the physical inventory counts you just entered. 12..2.4. If you access the Samples / Samples History screen..e.

Use the Samples History applet to help with this process.e. 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.Samples Returned . Details the Samples by List No. Once an Inventory Count is Submitted. the Difference of all associated Unreconciled Inventory must be 0. you will need to enter a Negative adjustment to reduce your AdvantEDGE Inventory (i. This applet is helpful when researching for sample activity relevant to an inventory period.. For all Differences not equal to 0. you need to enter adjustments under the Samples Adjustment screen. On AdvantEDGE User Guide Page 80 11 November 2008 .Transfer Outs + Transfer Ins .. and Lot # for the respective Inventory Period highlighted in the top applet. • 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.

If you do not Submit for Reconciliation the closed inventory period prior to taking your next inventory count. For Differences < 0. A message box is displayed if there are any Differences not equal to 0. perform the following steps: 1. the system will prevent you from submitting your next inventory count.Hand Quantity). you will need to enter a Positive adjustment. Highlight the Unreconciled Inventory Period. 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. 2. and click Submit for Reconciliation. To Submit an Inventory Period for Reconciliation. 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 . Click the Samples / Reconciliation screen. a Sample Adjustment of -1 would need to be entered to Reconcile the Inventory Count.

The report is compiled in the “Siebel Report Viewer” as shown below. Click the Samples / Samples History screen. the final status of the Inventory Period is still pending SAC review.3. To generate a Rep Reconciliation Summary Report. Click the Print icon from the “Siebel Report Viewer” to print the report. 12.4.3. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. click the Reports icon and select Rep Reconciliation Report. Synchronize. From the “My Samples History” applet. perform the following steps: 1. 2. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . Close the window when done. 3. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. At this point. highlight the inventory period.

Tr. 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. In Rep. Start Inv. Return Rep.The columns of the Rep Reconciliation Summary Report are described in the table below. Tr. Column List No. Desc. Out AdvantEDGE User Guide Page 83 11 November 2008 . Corp. Return Rep. Shp. Prod. Rec’d Rep Shp. Rec’d Rep Disb. 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.

4. highlight the inventory period. highlight the desired Sample Lot #. The variances within the submitted inventory period are within corporate tolerances. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. Click the Samples / Samples History screen. 2. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. 3.5.5. No further action is required. it has a status of Pending SAC Review. The “Samples History” applet displays all respective transactions. Unresolved Figure 12-12: Reconciliation Statuses 12. In some situations. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. AdvantEDGE User Guide Page 84 11 November 2008 . it may take the SAC department 30-90 days to complete their review of a submitted inventory period. The Reconciliation Status are described in the table below.4. 12.12.1. Sample History Viewing Sample History At anytime. 4. to display all transactions of a specified Sample Lot #. From the “Inventory List”. perform the following steps: 1. From the “My Samples History” applet. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled.

quantities or dates are grounds for dismissal. do not leave calls in a “Planned” status. Take Inventory Counts prior to Receiving Sample Shipments when your inventory is at its lowest. Work with 1 Lot # at a time on a first-in/first-out basis. Use zip-lock bags or elastics to organize samples & lot #s.12. Use electronic signatures to minimize the work regarding paper-based forms. Orient different Lot #s in opposite directions. Note: Falsifying signatures. Do not remove samples from practitioner offices or pharmacies. • • • • 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. Ensure refrigerated samples are cool to the touch. This technique can only be used for DECs and cannot be extended to Medical Clinics or Hospitals. The call is recorded using “Default Professional”. 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. AdvantEDGE User Guide Page 85 11 November 2008 . 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.6. Ensure Calls are “Submitted” on a timely basis. Tips on Working with Samples • • • • • • • Avoid sharing refrigerators or lockers.

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

Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. Select User Preferences / Behaviour. perform the following steps: 1. you may be covering a Vacant Territory on a temporary basis and as a result. 13. You will now have access to all the data of the other Position / Territory. 3. Highlight the Position you wish to access and click the Change Position push-button.4. Occasionally you may be required to Change Positions in AdvantEDGE.3. select the Site Map icon.5. From the tool bar. Select User Preferences / Calendar. you need access to the other territory’s data. you must switch back to your regular Position. Page 87 11 November 2008 AdvantEDGE User Guide . 2. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION.5. The “Weekly (7 day)” view is recommended. 2. For example. To change a Position. 2. 13. Select your preferred Calendar views from the picklists. An applet is displayed listing the Positions to which you have access and also the “Active Position”. Select the desired Query and click OK. select the Site Map icon. Select Site Map / User Preferences / Change Position. Important Note: • When you are finished assessing the other Position. 3. Set the “Startup View” value as desired. From the tool bar. Setting Default Calendar View To set your default Calendar View: 1. 13.

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

6. you must be sure to edit the call details on the call screen appropriately to reflect what happened during the call. Levemir Acceleration). 14. Enter a “Name” by which you will reference the Smart Call (e. and the call screen with immediately populate with all of the details of the Smart Call. 4.14. These Smart Calls should be kept updated as Sales and Marketing strategies change. Click on the Name hyperlink. Smart Call is used to create “templates” of the call details that the Rep typically records on a call.1. AdvantEDGE User Guide Page 89 11 November 2008 . A Rep may decide to create a Smart Call to record the same call on only a handful of Professionals. 3. Select Site Map / Smart Calls. Creating a Smart Call 1.g. and then delete the Smart Call.. The Rep can then select a Smart Call when recording a call on the call screen. edited. Complete the details of the Smart Call including “Call Topics”. 2. 5. Smart Calls can be added. Smart Calls are user-specific (i.. Enter “Comments”. and “Issues”. This will drill-down into the details of the Smart Call. Typically. and deleted at any time. This is the text which will populate the Comments section of the call screen. Reps have 5-10 Smart Calls to represent their most common calls. “Marketing Messages”. Note: • Smart Calls are meant to give the Rep a “head start” on recording a call. Click New. SMART CALL Smart Call is a powerful utility which is used to enter calls with less clicks and less effort. When using Smart Calls. each Rep has their own set of Smart Calls that they manage).e.

When the Call Screen is first displayed after clicking the New Call button. Using a Smart Call 1. The Call Screen will populate with the details of the Smart Call.2.14. click on the Smart Call pick-list icon. Highlight the Smart Call and click OK. AdvantEDGE User Guide Page 90 11 November 2008 .

Displays Change Requests that are “In Progress” or “Submitted”. only applicable to Field Users. click the Edit Layout button. Displays your Last Synch Date/Time and Status. and hidden/showed. Displays the Current Days Call Activities.1. they no longer appear in this applet. Changing the Home Page Layout To change the Home Page Layout: 1. On the Home Page. My Expense Reports My Change Requests My Last Synch My Calendar 15. HOME PAGE The Home Page is used as a “Dashboard” to display the most relevant information from the various AdvantEDGE modules. Once you reach your Assigned Calls for a Professional or Account. Displays Expense Reports that are “In Progress” or “Submitted”. 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. 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 . The various applets can be rearranged. 2.15. maximized/minimized.

It backs-up your AdvantEDGE data. Synchronizing your database offers the following benefits: • • It ensures your system is up-to-date. 2. Let the process continue uninterrupted. the Administrator may send you an updated Database for maintenance purposes. you can click AdvantEDGE User Guide Page 92 11 November 2008 . Alternatively. From the AdvantEDGE menu-bar. AdvantEDGE passwords do not expire. Downloading your Database When AdvantEDGE is first rolled out to you. 16.2. These Synchronizations will be much quicker and will ensure that you have picked up all files and that your database is complete. “GOING LIVE” Upon the completion of your AdvantEDGE Training. When downloading your database for the first time. 16. perform 2 more Synchronizations. Finally. you will be prompted to enter your AdvantEDGE Password and Confirm Password. Also on occasion. Establish your VPN connection. you will have an AdvantEDGE icon but no database. 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. this section details the steps to “Go Live” on your Production database. If you get an error or your connection is terminated. re-try and AdvantEDGE will continue from where it left off. To Synchronize your Database: 1. DBMs may even take longer. You will know everything is complete when the Home Page is displayed. If your computer fails or is stolen.16.1. Synchronizing your Database You should synchronize your AdvantEDGE system daily. The first time you try to synchronize. select File / Synchronize Database. we can restore your AdvantEDGE database up to the time of your last synchronization session. Downloading your Database takes 5-30 minutes depending on your Territory size and connection speed.

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

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

Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. Setup Products List As described in the Activities section. 16.5.9.7. 16. Setup your Calendar Access List As described in the Calendar section. 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. 16.4. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . Enter Time Allocation Enter your Time Allocation records for your time spent in Training.8. use the User Preferences / Calendar screen to set your default Calendar. 16. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. Note: • You will not be able to enter a call until you setup your products list. Setup Default Calendar As described in the User Preferences section. 16. 16.6.10. Setup Default Queries As described in the User Preferences section. use the User Preferences / Default Queries screen to set your default queries.16. Setup Marketing Messages As described in the Activities section. 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.

Bypass Login Screen For quicker startups.11.12. 16.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 .Weekly Enter Time Allocation Enter Expenses Check for ‘Planned’ Calls Monthly Process Syndicated Data Files Check Rx Data 16.com/s.surveymonkey. 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. Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training. please reference the following website to complete an one-line questionnaire: http://www.

17. 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). Synchronize often (i.1.g. Best Practices • Keep your AdvantEDGE Data Accurate by maintaining correct Address and Telephone information on your Professionals and Accounts. Do not leave Calls in a “Planned” state. When the data is entered. When using AdvantEDGE on a network or wireless environment. Ensure that you remove your computer from the docking station properly (using Start/Undock Computer). Carefully record accurate Lot #s when working with Samples. APPENDIX A .BEST PRACTICES FOR FIELD USERS 17. then drilldown on these records to “Submit” them. Maintain Account to Professional Affiliation data to facilitate Group Call entry. Be sure to close AdvantEDGE by accessing the menu bar and clicking File/Log Out rather than simply closing the Internet Explorer window.. Do not use the Standby or Hibernate options for weeks at a time.. close AdvantEDGE before disconnecting from the network or moving out of the wireless environment.e. Close AdvantEDGE before connecting or disconnecting from the Internet and VPN. Shutdown or Restart your Computer every few days (if not daily) to clear the memory. Use the Menu / Columns Displayed function to customize your list applets so that you can readily access the most important information (e. Use the system defined “Canada –“ queries to check for “Planned” & “In Progress” records. Daily). • • • • • • • • • • • • AdvantEDGE User Guide Page 97 11 November 2008 . “Submit” it.

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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the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML. 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. Comments) cannot be viewed by Reps. MLs however can see all details of the Reps’ Call Notes from the Activities view.2. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. 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 .. Date. 19. territory) but sometimes require the capability to call on select Professionals throughout the country.1. When a Professional’s address is added to FSA Z1Z.19.e. They are allowed to see some Call Note details but only on the Activities view. All other fields (e. 19.2.2.1. The Biopharm MLs typically call on Professionals within their own geographical area (i. For this reason. Medical Liaisons Call Notes (i. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. 19.e. 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. Call Type..g. but the Comments field is blanked out because it is Private.. Biopharm MLs – Applicable Call Types For all Reps & MLs. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19.2.

Highlight CAN CALL ENTRY and click the Change Position push-button. Click the Last Name hyperlink of the Professional. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. Date. Enter the Call details. 5. The Call Screen is displayed. Type. or logout. CAN CALL ENTRY) which has write access to all Professionals and Accounts. 2. 6. 4. a special generic Position has been created (i. namely Comments. You will continue to have access to CAN CALL ENTRY until you change the Position again. 20.2. Access the Professionals screen. Recording a Call on any Professional To record a Call on a Professional: 1. 2. Click the Go button. An applet is displayed listing the Positions to which you have access and also the “Active Position”. and Call Topics. 3. you must first perform the following steps: 1. 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. In order to record a call on anyone in the system using Head Office AdvantEDGE.20.1. Select Site Map / User Preferences / Change Position. To do this. AdvantEDGE User Guide Page 102 11 November 2008 . Click the Submit button and click OK to confirm.e. APPENDIX D – HEAD OFFICE USAGE 20. Click the Query button. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. 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. Click the New Call button..

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 . Click the Last Name hyperlink of the Professional. when the Assistance accesses the Expense Reports screen. Click the Submit button and click OK to confirm. 2. and Call Topics. Date. Click the New Call button. 20. 4. 5. 3. It is recommended that you enter several calls for one login session rather than logging in each time to enter a call. Enter the Call details. A list of Professionals associated with the Group is displayed.Note: • Head Office AdvantEDGE is relatively slow. Access the Groups and Events screen. however the performance improves for repeated tasks. Optional Step: To review historic Call Activity for the Professional. The Call Screen is displayed. they can choose between “My Expense Reports” and “Assistant’s Expense Reports”. When entering expenses for a co-worker. namely Comments. Click the Name hyperlink for the appropriate KOL Group. Call Type.3. Assistant Expense Reporting Often an Assistant is setup to enter expenses for a coworker. 6. In this circumstance. 20. The Professionals Profile screen is displayed. Recording a KOL Call using Groups & Events To record a Call using Groups & Events: 1.4. click the Activities view tab.

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