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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..63 12............. Sample Disbursement Adjustment .............................................. GROUPS AND EVENTS ...........1............................................. Changing Position ..........2................ Received Samples Adjustment .......................................... Rep Reconciliation Summary Report (Currently N/A) .....................87 13........6.54 11.................................................5.......... Viewing Sample History .........75 12.......86 13. Using a Smart Call ..................2........ Inventory Count .............. Inventory Count & Reconciliation ........................84 12...92 16.............................................................................. Setup Products List ............................2....2............................................3............ Transfer In..................90 15............92 16.... Linking a Professional/Account to a Group and Event .91 15....................82 12.......... Checking Synchronization Status ........ HOME PAGE....5.........................................54 12....95 16.............75 12.... USER PREFERENCES.......... Changing the Home Page Layout ....................1.......2.....56 12..... Setup your Calendar Access List ..............................58 12.........2...69 12... Receiving Samples & Processing Returns .........63 12.............................................4..3................. Receiving a Sample Shipment..68 12........ Setting Default Startup Screen............ Sample History ...............86 13.......................................85 13..............................58 12.. SAMPLES MANAGEMENT .3...72 12..................1......................................................................3..............1......3.4..5... Setup Marketing Messages ....5... Inventory Count Adjustment ....1........................................4....86 13..................4...................2. Synchronizing your Database ..........................2...87 13........11... Creating a Smart Call.............................4.88 14.......1............1.....................................................................................................1...........................1....................92 16..........89 14..............1..........84 12.....1..........2.........................91 16...71 12.........................4..4.........60 12....4...... “GOING LIVE”. Processing Sample Returns ........................................87 13.... Other Adjustments .............. Tips on Working with Samples.........93 16......3... Transfer Out..6............................................ Importing Syndicated Data Files .........79 12................................................... Sample Adjustments .......................6..........................4....... Reconciliation Status .3..........................................................2.............. Changing Password.77 12..........95 16.....................................84 12.....3..... Sample Transfers ................66 12..........1...3.........................5. Setting Default Calendar View ........ Reconciliation ....65 12. Setting Default Queries . SMART CALL.1..............................3..... Sent Samples Adjustment ........89 14..95 AdvantEDGE User Guide Page iii 11 November 2008 ............ Downloading your Database......

.............11...........................1........... 102 20....8..........98 17....96 17.............. 101 20............................97 17...............1............................ Bypass Login Screen .......... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE . APPENDIX D – HEAD OFFICE USAGE ............99 18........95 16...........12..9...........7.....1.................2...... 103 AdvantEDGE User Guide Page iv 11 November 2008 ................ Recording a KOL Call using Groups & Events ............ Biopharm MLs – Applicable Call Types ............ Typical AdvantEDGE Usage ...................... 101 19........95 16......................................................................1...................4.. 102 20.................. Best Practices ...... APPENDIX B – DBM USAGE ......................... Biopharm MLs – Special Considerations ..............95 16.. 100 19.......2............10...2.... Setup Default Calendar ..2. 101 19.3.. Assistant Expense Reporting ... Recommended Columns Displayed. Private Call Notes ....... Biopharm MLs – FSA Z1Z ....................96 16......................................97 17..................... Enter Time Allocation ................ Commonly Used Query Operators .4..... Recording a Call on any Professional .. Training Questionnaire ........2....3..........1..............16..........98 17....95 16............................................... My Professionals vs My Team’s Professionals............ 101 19.........................BEST PRACTICES FOR FIELD USERS . 100 18.... 101 19. Setup Default Queries .................................... Useful Hotkeys ...... Using Head Office AdvantEDGE to Record Calls ...................2....................................... 102 20........................ 103 20.......... APPENDIX A ..................

1. no data is stored locally). DBM) – These users have a local copy of the subset of data on the central database that AdvantEDGE User Guide Page 1 11 November 2008 .2. b) Field User (e.S. INTRODUCTION 1. Architectural Overview The following is a schematic overview of the AdvantEDGE system. 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. 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.e. U. Rep.1.1.. These users must be attached to the network whenever they use the system. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization. What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007.g.

they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. 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 . it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. however. 1. Screen Layout It’s important to first establish common terminology to facilitate training and support. Data for a territory is defined by FSAs (i. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US.4. 1. the first half of postal codes). This has provided us with significant cost-savings in the development and support of the system.5.e.pertains to their respective territory. Benefits AdvantEDGE offers many benefits including: • • • • • • • Strategic System for Decision Making Analytic Reporting of Sales Metrics Data Targeting of Key Customers 360 View of Customers Streamlining Business Processes Sharing of Customer Information Transferring Customer Knowledge between Colleagues 1. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE..3.

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. AdvantEDGE User Guide Page 3 11 November 2008 . you will find an example of each type of applet displaying information about Professionals. b) A Form applet displaying detailed information about 1 record. Applets are of 2 types: a) A List applet displaying many records in the form of a list. In the example above.

Click the Login icon. 2. Double-click the Field User ID Password 3. Value As provided by the Administrator.6. Enter the following fields: 11 November 2008 . Accessing AdvantEDGE 1. AdvantEDGE User Guide Page 4 icon on your Desktop.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 1.6.1. As provided by the Administrator. Logging In 1.

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

Italics are used in the manual to represent processes that support the AdvantEDGE system. Boxes are used to highlight Important Notes.9. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. The chapters are arranged in the order in which they should be covered for training purposes.1. AdvantEDGE User Guide Page 6 11 November 2008 . Additional information for other users is detailed in the Appendices. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods.8. 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.

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

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

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

Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. 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). Only “Face to Face” and “CHE” call types count towards your Call Plan compliance. immediately after the call). Date 3. Reps can see other details of the Call made by an ML.3. Reps cannot view the Comments field of the calls made by MLs. while accessing the Pre-Call View. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”.2. Enter “Marketing Messages” and “Issues”. Pre-Call Analysis For Pre-Call Analysis. 2.2. but the Comments field will be blanked out. 2. Decile 10 (Low)) To generate a Pre-Call Analysis report. It is recommended that you enter your call on the same day that the call was made (preferably. Defaults to current Date & Time. AdvantEDGE User Guide Page 10 11 November 2008 . Recording a Call To record a Call on a Professional: 1. click on Professionals / Professionals List / Pre-Call. Click the New Call button.

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 .g. b) Non-Prescription Samples (e. Activelle) can only be dropped off to the Doctor and requires the doctor’s signature. Important Notes: 1) Be careful to enter Sample information carefully.. 4) Samples can only be dropped off to Professionals having a License #. 3) If a signature is collected for a Non-Prescription Sample from someone other than the Professional for which the Call is recorded. Gluconorm. 2) All Sample Drops require a Signature.g. record the information on the Sample Disbursement Form.. Insulin. Record Samples Dropped by specifying: • • • • List No/Product Lot #/Exp Date Quantity Click Sign button and record an electronic signature (preferred). Vagifem. 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. a) Prescription Samples (e. To enter a License # from the Call Screen. and record the Form ID in the Document # (Paper Sign) field.5. Devices) require the signature of a Health Care Professional).

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

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

referrals). A Pick Account dialog box is displayed.4.. Click the pick list icon in the Account field. Select the Professional and click Add.e. B is affiliated from A).e. Click Professionals / Profile / Account Affiliations. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. 4. A dialog box listing Professionals is displayed. Select the Account and click Pick. Activities To view all Call Activities on a Professional. click Professionals / Profile / Activities. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink.g. 3. if A is affiliated to B. To record a Professional Affiliation: 1. ML) Call Notes in this view by positioning your cursor over the Comments field. Click New in either the “Affiliations From” or “Affiliations To” applets.. 2. A new row is inserted. 2. 2.2. Click Professionals / Profile / Professional Affiliations. You will be able to view both Public and Private (i. Upon setting this relationship. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later). 3. Click New. AdvantEDGE User Guide Page 14 11 November 2008 . This screen displays all Call Notes for the last 2 years.. Upon setting this relationship. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account.6.5. however. 2. To record an Account Affiliation of a Professional: 1. a corresponding relationship can be viewed for the associated Professional (i.

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

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

A Change Requests List applet and Form applet are displayed. set the Primary checkbox and click OK. Access the Professional and select the Professionals / Professionals List / Change Requests view. Adding/Removing an Address To Add or Remove an Address for a Professional.9. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 .The Address resides in your Territory. If you remove a valid Address that another Rep uses.The Address is not flagged as the Primary Address. 2. These operations have to be submitted using a CR (Change Request).Professionals There are certain operations that only the Siebel Administrator is allowed to perform. Be sure ONLY to remove an Address if you are sure the Professional no longer works there. 2. Note: • You can Remove an Address provided: . you must enter a Change Request as described in Section 2. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2.8. To set a Primary Address: 1. • To Remove an Address outside of your Territory. Setting a Primary Address Each person can set their own Primary Address for a Professional. step 3).7.10. step 3).7. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2.10. . the other Rep may no longer be able to find the Professional. From the “Selected” address list.2. To submit a Change Request: 1. IMPORTANT NOTE: • 2. This allows several Reps to identify a specific Professional at the address of their choice. Change Requests .

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

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

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

2. select Query / Refine Query. Note: Only User-Defined Queries can be deleted. Click Go. <=. Refining a Query To Refine the results of the currently run Query: 1.5. From the menu bar. Enter a Query Name and click OK. 3. Useful Querying Operations Operator Example <. Select the Query Name and click OK.2. 3. >= <> * <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 .4. Sort the Records (if desired). >. From the menu bar. select Query / Delete Saved Query. The Query is now available to run anytime by selecting it from the Queries pick list. From the menu bar. select Query / Save Query As. Deleting a Query To Delete a Query: 1. 4. The current query criteria are displayed. 3.3. 2. Saving a Query will also save the Sort Order of the List. SystemDefined Queries cannot be deleted. 3. 3. Update the Query criteria.

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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Click Next. Another dialog box is displayed for the File Download. From the List Applet.5. A dialog box is displayed to help you specify the details of the Export. 2. Use Tab Delimited Text File as the Output Format. Export To Export the data of a List Applet: 1. 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. 3. Use Visible Columns to export all columns in the list.Figure 4-3 – Advanced Sort 4.

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

4.3.6.4. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Resize Columns To resize columns: 1. and drag to adjust the width. Click on the column header. Figure 4-7a – Sorting Columns (Ascending) 2. Click on the same column header to sort in Descending order.6. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 .2. Move Columns To move columns: 1. Position the cursor between the column headers until a double-sided arrow appears. 4. Drag the column header. Figure 4-6 – Moving Columns 4.6. Sort Columns To sort columns: 1.

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

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

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

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

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

Account Affiliations Account Affiliations are used to identify relationships between Accounts (e.e..5. 3. Click New.g. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. a corresponding relationship can be viewed for the associated Account (i. 3. Upon setting this relationship. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional. 2. 4. To record a Professional Affiliation on an Account: 1. A dialog box listing Accounts is displayed. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account. Activities To view all Call Activities on an Account. if A is affiliated to B.. Select the Account and click OK. however. 5.e. To record an Account Affiliation: 1. AdvantEDGE User Guide Page 33 11 November 2008 . ML) Call Notes in this view by positioning your cursor over the Comments field. This screen displays all Call Notes for the last 2 years. A Pick Professional dialog box is displayed. Click Accounts / Profile / Professional Affiliations.7. click Accounts / Profile / Activities. 2. Hospital Affiliations). A new row is inserted. Click the pick list icon in the Last Name field. Upon setting this relationship.6. Click Accounts / Profile / Account Affiliations. B is affiliated from A). You will be able to view both Public and Private (i. Select the Professional and click Pick. 5.5.. Click New in the “Professional Affiliations” applet.

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

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

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).Address (current) . Set the Status of the CR to “Submitted”. 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. • AdvantEDGE User Guide Page 36 11 November 2008 ..

You can also drill-down to the Call Screen by clicking on the Call hyperlink.1. Figure 6-1 – Monthly Calendar Notes • • • To quickly view Call information. There are 3 calendars accessed via the View tabs: Monthly. position the cursor over the Call to invoke a pop-up. The “Weekly (7 day)” view is recommended. Monthly Calendar The Monthly Calendar is displayed below. CALENDAR The Calendar screen is an excellent screen for viewing and accessing all calls recorded. Useful pre-defined queries on the Calendar screen are: • • Canada – Planned Calls Canada – Submitted Calls AdvantEDGE User Guide Page 37 11 November 2008 . and Daily. Weekly. 6.6. The Weekly Calendar is the most popular. You can set your default Calendar view using Site Map / User Preferences / Calendar.

AdvantEDGE User Guide Page 38 11 November 2008 . Select the Calendar / Access List screen. To grant Calendar access to a colleague: 1.2. The Add Employees dialog box is displayed.6. 2. Click New. 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. Query and select the appropriate name and click OK.

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. To drill down on a Call: 1. Use the Internet Explorer Back arrow to return to the previous screen. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i. it offers powerful querying capability. Call Activity). As an example. Following a drill-down. or you may click on the associated thread-bar. Click on the Activity hyperlink (i. Account Call.2. AdvantEDGE User Guide Page 39 11 November 2008 . except the data is displayed in a list rather than on a calendar view.. Professional Call.7.e. Drill-Down on Activities The Activities screen is also useful because it allows you to drill-down on a call to display the Call screen. if you want to query for all calls made in April 2007. to return to the previous screen: 2.1. Attendee Call hyperlink).e. 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.. Querying Activities Because the Activities screen displays calls in the form of a list applet.

Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet.e. the name of the applet on the top left corner). 2. 3. 3. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. Select the Activities / Activity List screen. Select the Activities / Personal List screen.5. Select the Personal Marketing Initiatives List from the Show pick list (i. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. Access the Call record.e.. 2. Select the Activities / Personal List screen.. and set the Status to “Cancelled”. 2. Planned Calls can be Cancelled/Deleted.4. 3. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. the name of the applet on the top left corner). 7. Select the Personal Product Lists from the Show pick list (i. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. However. To delete a Planned Call: 1.3. 7. AdvantEDGE User Guide Page 40 11 November 2008 .7. Note • You need to set your Personal Call Topics before you can pick them on the call screen. Use Menu / Delete Record to delete the record. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted.

or 8 hour durations. 6. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. Time is recorded in 2. 2. Recording Time Allocation To record Time Allocation: 1. Select the Time Allocation screen.8. Click New. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. 8.1. 4. Fill in the fields. The following table lists the Time Allocation categories. 4. Note: Fields identified with a red asterisk are mandatory. Set the Status to “Submitted” to lock the record from being updated. 3. 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 .

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 .

In Field.. 2. 3. Note: When a record is copied. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”. 8. Update the copies to set the Date and set the Status to “Submitted”. AdvantEDGE User Guide Page 43 11 November 2008 . To Un-Submit a Time Allocation record: 1. Enter a Submitted record for the Monday.Category “Worked” counts for “On Territory” Activity. All other Categories are for “Off Territory” Activities. Change the Status from “Cancelled” to “In Progress”. the entire contents are duplicated except the Status which is set to “In Progress”. Change the Status from “Submitted’ to “Cancelled”. Consider that you have the same activity for an entire week (e. 3. Submitted Time Allocation records can be changed. or Vacation): 1. Access the record. 8. Use the Copy button to copy the record 4 times for the remainder of the week. 2.g.2.3.

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

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

Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data.These 3 Steps are covered in sections 9. A list of previous Expense Reports for the user is displayed. From the menu bar. 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 . select the Expense Reports screen to access My Expense Reports.3 respectively.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. Select 1 of the 3 Names from the drop-down list as specified in the table below. Fill in the associated fields.1. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report. and 9. first create the Header as follows: 1. DBMs. In the Form applet. 2.1. MLs) Associated Fields: • • Description (optional) Period . 3. 9. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps.2. 9. click New to create a new Expense Report.

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

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

9. except when you enter the Expense Amount. Enter the Internal Order Number in the “SAP Int Order” column. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. perform the following: 1.. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . Select the Currency Code from the pick-list (e. The Expense Amount is calculated for you when you step off the field. Enter the Transaction Amount which is expense amount in the foreign currency. 3. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). Use the rate that you are being charged by Visa or your bank. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. 4.9.1. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. USD for US Dollars). An “Enter Amount” dialog box is displayed.g.2. 2. 2.1. Click the Expense Amount pick-list icon.1.

click the Submit button to change the Status from ‘In Progress’ to ‘Submitted’. correct the Line Items and then step off the record to save. 2. you are ready to Submit the Expense Report by doing the following steps: 1. If the Cost Centre has not been set. While accessing the Expense Report to print.9. STEP #2: Submit the Expense Report When all Expense Line Items are entered. Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report .Foreign These 2 Expense Reports are same except that the Foreign Expense Report has 2 additional columns displaying the Foreign Currency and Exchange Rate. 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. perform the following steps: 1. 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. Only use the Foreign Expense Report when you have expenses in foreign currencies. it will be automatically populated once the Expense Report is submitted. click the Reports icon in the Toolbar. If there are any errors. While accessing the Expense Report. To create your Expense Package. Note: • You can recall a “Submitted” Expense Report that has not yet been “Approved” by highlighting the Expense Report in the Expense List applet and clicking the Recall button. 2. 9. You want to be sure that everything is correct. The Expense Report is now locked so that it can no longer be edited.2.3. Reconcile your Expense Report Line Items with your Receipts. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 . Your completed Expense Report is displayed in the Siebel Report Viewer window.

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. 3. Tape the receipts to 8. 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 . Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”.minimized on your task bar. Do not use any staples or paper-clips. 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. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences.5”x11” paper. 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. 9.5. Sign the Printed Expense Report.4. Click on the Print icon in the Toolbar to print the Expense Report on your printer. 4. so you may have to click on it in your task bar to maximize the window so it can be viewed.

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

AdvantEDGE User Guide Page 53 11 November 2008 . you can recalculate it using the following steps: 1.5. Click on the POA Period hyperlink of the corresponding Professional/Account record. 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. Click the Recalculate button.10. 2. 10. Highlight the appropriate Call Plan record. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable.

Note: • You can also delete Associations for those created by your Territory using the Delete push-button. Click on the Name hyperlink of the Group and Event. Note: • You can only update Groups and Events that are not flagged as “Secure”. Select the Groups and Events screen tab. Linking a Professional/Account to a Group and Event 1.11. and click the Pick push-button. The Associations view screen is displayed. For Groups and Events that are not “Secure”. 5. The Professional/Account is added to the Groups and Events Associations. 11. highlight it. These programs can include such things as: • • • • • CHEs Promotional Programs Clinical Study Information Society Memberships KOL Status Groups and Events may be identified as “Secure” which means that only the Administrator can change which Professionals and Accounts are linked to them. GROUPS AND EVENTS The Groups and Events screen is used to track programs to which Professionals and Accounts are linked. Click the Add push-button. 3. A blank row is created. Click the pick-list icon in the Last Name/Name field. AdvantEDGE User Guide Page 54 11 November 2008 . Query the desired record. you can add/remove links to the Professionals and Accounts pertaining to your territory.1. Select the Professionals or Accounts sub-view. 4. Note: • A Professional/Account can only be linked to a specific Group and Event once. 2.

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

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

AdvantEDGE User Guide Page 57 11 November 2008 .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. Received. Sample Drop) is covered in the “Call Recording” section of this document. or Disbursed when there is an error in sample counts Used to generate a history of the activity for a given Sample Lot # Samples Adjustments Samples History Figure 12-1: Screens of Sample Management Note: • The actual Disbursement of Samples to a Professional (i.e..

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

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

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

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

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

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

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

5.2. you do not need to change anything. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. Enter the sample counts for each Lot # in the Received Quantity field. The record will have a status of “In Progress”. The “Line Items” list applet at the bottom of the screen will display the details of the transfer. The values default to those entered by the Rep who recorded the Transfer Out. you need to perform the following steps: 1. Click Submit to complete the receipt of the Transfer In. update them and enter a brief description in the Comments field. To record a Transfer In transaction. 3. 4. 2. This will pickup the Transfer In transaction triggered from the sending Rep.2. Fill in the Date / Time Received field to specify the date/time that the transfer was received. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. so if all quantities are correct. The Lot #s are now part of your sample inventory balance in AdvantEDGE. 6. Click the Samples / Received Samples screen. From the “My Received Samples” applet. If however the quantities are incorrect. Synchronize. The field defaults to the current date/time. 12. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. highlight the corresponding Transfer In record. Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. AdvantEDGE User Guide Page 65 11 November 2008 . This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received.

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

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 . A Negative Adjustment will decrease your AdvantEDGE Inventory.Notes: • You always make Adjustments to your AdvantEDGE Inventory so that it is consistent with your Physical Inventory. • • It is very important that you enter Sample Adjustments with the correct integer. A Positive Adjustment will increase your AdvantEDGE Inventory. BE CAREFUL TO SELECT THE CORRECT INVENTORY PERIOD WHEN ENTERING AN ADJUSTMENT.

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

the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing. Consider the following scenario: • During a Sample Transfer with another Rep. Due to this mistake. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory. Remember. 12. Fill in the line item values for each lot number adjustment. 6. 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. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. Repeat steps 4-5 for all sample transfer line items. click Submit. 7. enter “5”. For the above scenario. • • AdvantEDGE User Guide Page 69 11 November 2008 . The adjustment needs to be made by the person who entered the incorrect quantity.5. Your inventory for the affected Samples is updated. You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”.3. one Samples Transaction can have several line items. You need to confirm with the other Rep what occurred so that he understands the discrepancy and that there is no action required on his part. From the “My Samples Adjustments” applet. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number.2.

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

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

Enter a Second Sample Inventory Adjustment for the Inventory Period that you have just Started. 12.4. Your inventory for the affected Samples is updated. 643993) F0906A 6 6.3. Line Item 1: Field Product Description Lot # Quantity (+/-) Line Item 2: Field Product Description Lot # Quantity (+/-) Description Levemir Vial 1x10ml (List No. 7. For the above scenario. AdvantEDGE User Guide Page 72 11 November 2008 . Remember./Lot # when recording Sample Drop on 9/13/2007 to Dr Wayne Newton” 4. click Submit. 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. From the “My Samples Adjustments” applet. Repeat steps 4-5 for all sample transfer line items.type “Entered wrong product List No. click New. 368392) S50730 -6 Description Levemir Flexipen 1x3ml (List No. 5. one Samples Transaction can have several line items. you would enter 2 line items as specified below. From the “Line Items” applet. Fill in the line item values for each lot number adjustment.

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

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

Your inventory for the affected Samples is updated.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No.3. 01211) VS60785 +10 11. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. AdvantEDGE User Guide Page 75 11 November 2008 . it creates the start of a new Inventory Period. 12.4. 12. click Submit. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count. From the “My Samples Adjustments” applet. It is critical that you complete one inventory count per bimonthly period. Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. Each time you do an Inventory Count.5. The SAC department does not mandate a certain date but rather lets the Rep control the best time to conduct an inventory count within a bi-monthly timeframe. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation.

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

c) Verify and Submit all Received Samples. once you take an Inventory Count. Note: Inventory Count An Inventory Count represents the Rep’s Sample Inventory at the end of the day on which it is counted. Before starting an Inventory Count. Figure 12-9: Inventory Count & Reconciliation Process 12. and Samples Adjustments transactions. b) Return any Samples that are Damaged. Expired. AdvantEDGE User Guide Page 77 11 November 2008 .1. or within 60 days of Expiring.4. 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. d) Synchronize. Sent Sample.The Inventory Count and Reconciliation Process is depicted below. you cannot make any sample transactions until the next day. Consequently.

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

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

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

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

3. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . click the Reports icon and select Rep Reconciliation Report. highlight the inventory period. 12. Click the Print icon from the “Siebel Report Viewer” to print the report. 2.3. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. From the “My Samples History” applet.3. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. Click the Samples / Samples History screen. the final status of the Inventory Period is still pending SAC review. perform the following steps: 1. Synchronize. To generate a Rep Reconciliation Summary Report. Close the window when done.4. At this point. The report is compiled in the “Siebel Report Viewer” as shown below.

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. Prod. In Rep. Shp. Return Rep. Tr. Return Rep. Desc. Out AdvantEDGE User Guide Page 83 11 November 2008 . Tr. Column List No.The columns of the Rep Reconciliation Summary Report are described in the table below. Start Inv. Rec’d Rep Disb. for this inventory period Corporate Returns: Total quantity of samples that Corporate indicates to have been returned by the Rep Rep Returns: Total quantity of samples that the Rep indicates to have been returned Rep Transfer In: Total quantity of sample Transfer Ins Rep Transfer Out: Total quantity of sample Transfer Outs Corp. Rec’d Rep Shp. Corp.

4. 4.5. From the “My Samples History” applet. highlight the inventory period. 3. Click the Samples / Samples History screen. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. From the “Inventory List”. it has a status of Pending SAC Review. 2. perform the following steps: 1. The variances within the submitted inventory period are within corporate tolerances. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. The Reconciliation Status are described in the table below. Sample History Viewing Sample History At anytime. No further action is required. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review.1. 12. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled.4. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. Unresolved Figure 12-12: Reconciliation Statuses 12.12. highlight the desired Sample Lot #. In some situations. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. to display all transactions of a specified Sample Lot #.5. AdvantEDGE User Guide Page 84 11 November 2008 . The “Samples History” applet displays all respective transactions.

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

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

select the Site Map icon. An applet is displayed listing the Positions to which you have access and also the “Active Position”. For example. 2. 2. Occasionally you may be required to Change Positions in AdvantEDGE. Page 87 11 November 2008 AdvantEDGE User Guide . Select User Preferences / Calendar. Select Site Map / User Preferences / Change Position. 13. 13.3.4. From the tool bar. perform the following steps: 1. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. Setting Default Calendar View To set your default Calendar View: 1. To change a Position. you may be covering a Vacant Territory on a temporary basis and as a result. You will now have access to all the data of the other Position / Territory. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. 3. you need access to the other territory’s data. Select User Preferences / Behaviour. you must switch back to your regular Position. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. Set the “Startup View” value as desired. 2. Important Note: • When you are finished assessing the other Position. Highlight the Position you wish to access and click the Change Position push-button. Select the desired Query and click OK. Select your preferred Calendar views from the picklists.5. From the tool bar. The “Weekly (7 day)” view is recommended.5. 3. select the Site Map icon. 13.

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

Click on the Name hyperlink. SMART CALL Smart Call is a powerful utility which is used to enter calls with less clicks and less effort. These Smart Calls should be kept updated as Sales and Marketing strategies change. and “Issues”. 3. and the call screen with immediately populate with all of the details of the Smart Call. 14. you must be sure to edit the call details on the call screen appropriately to reflect what happened during the call. Smart Call is used to create “templates” of the call details that the Rep typically records on a call. Enter a “Name” by which you will reference the Smart Call (e. edited. Typically. 5.. Complete the details of the Smart Call including “Call Topics”. Click New. each Rep has their own set of Smart Calls that they manage). 4.g. Note: • Smart Calls are meant to give the Rep a “head start” on recording a call.. Enter “Comments”. This will drill-down into the details of the Smart Call. AdvantEDGE User Guide Page 89 11 November 2008 . “Marketing Messages”. Smart Calls are user-specific (i. Smart Calls can be added.14. and then delete the Smart Call. When using Smart Calls. and deleted at any time. 6. Select Site Map / Smart Calls. 2.1. A Rep may decide to create a Smart Call to record the same call on only a handful of Professionals. Levemir Acceleration).e. Creating a Smart Call 1. The Rep can then select a Smart Call when recording a call on the call screen. Reps have 5-10 Smart Calls to represent their most common calls. This is the text which will populate the Comments section of the call screen.

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

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

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

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

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

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.8. Setup Default Calendar As described in the User Preferences section. Note: • You will not be able to enter a call until you setup your products list. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . Setup Default Queries As described in the User Preferences section. use the User Preferences / Default Queries screen to set your default queries. 16. 16.7. 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.5.10. 16. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. Setup Marketing Messages As described in the Activities section.6. use the User Preferences / Calendar screen to set your default Calendar. Setup your Calendar Access List As described in the Calendar section.16. 16. Setup Products List As described in the Activities section.9. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. 16.4. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. 16.

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

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

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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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. MLs however can see all details of the Reps’ Call Notes from the Activities view. 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. Date. but the Comments field is blanked out because it is Private. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML.1.2. Comments) cannot be viewed by Reps.e. 19.19. 19. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. 19. territory) but sometimes require the capability to call on select Professionals throughout the country. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19.1. For this reason. They are allowed to see some Call Note details but only on the Activities view. The Biopharm MLs typically call on Professionals within their own geographical area (i. Biopharm MLs – Applicable Call Types For all Reps & MLs... the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. 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 ..2. When a Professional’s address is added to FSA Z1Z. Medical Liaisons Call Notes (i.e. Call Type.2. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs.2. All other fields (e.g.

Click the Submit button and click OK to confirm. The Call Screen is displayed. Enter the Call details.e. 20. Click the New Call button. 4. namely Comments. CAN CALL ENTRY) which has write access to all Professionals and Accounts. APPENDIX D – HEAD OFFICE USAGE 20. You will continue to have access to CAN CALL ENTRY until you change the Position again. and Call Topics. Click the Go button. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. you must first perform the following steps: 1. Click the Query button.1. or logout. Select Site Map / User Preferences / Change Position. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. 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. 2. 3.20. To do this. Recording a Call on any Professional To record a Call on a Professional: 1. Access the Professionals screen.. Date. Type.2. 5. In order to record a call on anyone in the system using Head Office AdvantEDGE. Highlight CAN CALL ENTRY and click the Change Position push-button. Click the Last Name hyperlink of the Professional. a special generic Position has been created (i. Enter the first few letters of the Professionals Last Name in the Last Name field. An applet is displayed listing the Positions to which you have access and also the “Active Position”. 2. AdvantEDGE User Guide Page 102 11 November 2008 . The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. 6.

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

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