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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. SMART CALL......... USER PREFERENCES..............................3.......................... Transfer Out.........75 12.84 12......... Checking Synchronization Status .................77 12....69 12....................1.11............ Using a Smart Call .........82 12.....................71 12....54 12.................... Setup Marketing Messages .... Receiving Samples & Processing Returns ..............2..............3..95 16.................................3.................. Setting Default Startup Screen...86 13............3.... “GOING LIVE”..... HOME PAGE.92 16......86 13.2...... Sample Transfers ....................91 16......... Other Adjustments .......................................................2......95 16........................ GROUPS AND EVENTS ................................................87 13.........84 12.......4............................5.....58 12..........89 14.... Setting Default Calendar View .......... Reconciliation .. Setup Products List ........ Transfer In......... Linking a Professional/Account to a Group and Event ..95 AdvantEDGE User Guide Page iii 11 November 2008 ..............................4.1................. Processing Sample Returns .87 13....................................... Sample Adjustments .6.................79 12.. Sample Disbursement Adjustment ......................90 15....88 14.........60 12.......................................................................68 12.. Rep Reconciliation Summary Report (Currently N/A) ..... Received Samples Adjustment .......................63 12........ Setup your Calendar Access List ................................ Synchronizing your Database ........92 16........... Sent Samples Adjustment ....2....2................................ Changing Position ..............1..................63 12.93 16....4................................................................91 15........ Downloading your Database....5............................1....2.54 11..4............................................. Setting Default Queries . Reconciliation Status .......2........................2................. Inventory Count Adjustment ..72 12.5...75 12...................1.......5......................................................................56 12.... Changing Password..... Tips on Working with Samples..........3.......4.......86 13........3...........4............5...1.................................................................92 16.......................................2............ Sample History ........4...........1.........................1.......3..........................3.... SAMPLES MANAGEMENT .........................1.....1..............................................1.....................................58 12..........................................84 12............4.............3.4................3.....1..............................................6............ Changing the Home Page Layout .6..........................2........ Receiving a Sample Shipment....................66 12.......65 12.......87 13............ Viewing Sample History ................................................ Inventory Count ............... Creating a Smart Call.............. Inventory Count & Reconciliation .. Importing Syndicated Data Files ...................................85 13....89 14.......1.....................

............ Assistant Expense Reporting ........12.9.. 103 AdvantEDGE User Guide Page iv 11 November 2008 ............BEST PRACTICES FOR FIELD USERS .. 100 19.....................2..... Biopharm MLs – Special Considerations ..2......11.......10..... 101 19..........98 17....98 17.95 16....... Useful Hotkeys ....... 100 18..... Training Questionnaire ........ Biopharm MLs – FSA Z1Z ........ 102 20............2...........95 16............. My Professionals vs My Team’s Professionals.....................2...........................96 17.......................................... Recommended Columns Displayed..........1. Biopharm MLs – Applicable Call Types .......... APPENDIX A ......... Best Practices .......... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE .....16..... Setup Default Queries ...... 101 19.........................2.. Typical AdvantEDGE Usage ....................95 16.........2....................3.......................1.......1.............97 17.........................................................................................96 16...................4.....1.. Commonly Used Query Operators ..............................................4............ 101 19..8....... 102 20........ 103 20............ 101 20... Enter Time Allocation .........................................99 18.....95 16..... 101 19.. Recording a Call on any Professional ........................................... Recording a KOL Call using Groups & Events ..1..........7...... Private Call Notes ................. Setup Default Calendar ....................... Bypass Login Screen ...97 17............................................ APPENDIX B – DBM USAGE ...... Using Head Office AdvantEDGE to Record Calls ........3....... 102 20.. APPENDIX D – HEAD OFFICE USAGE ......................................

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

the first half of postal codes). 1.5. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. Benefits AdvantEDGE offers many benefits including: • • • • • • • Strategic System for Decision Making Analytic Reporting of Sales Metrics Data Targeting of Key Customers 360 View of Customers Streamlining Business Processes Sharing of Customer Information Transferring Customer Knowledge between Colleagues 1.pertains to their respective territory. 1. however.e. As the system is validated. Data for a territory is defined by FSAs (i.4. Screen Layout It’s important to first establish common terminology to facilitate training and support.. The following figures illustrate the different parts of the screens in AdvantEDGE. AdvantEDGE User Guide Page 2 11 November 2008 .3. This has provided us with significant cost-savings in the development and support of the system. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE.

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

Logging In 1. Value As provided by the Administrator. 2. Double-click the Field User ID Password 3.Show More/Less Previous Record Set Previous Record Hyperlinks Next Record Set Next Record Select button Drop Down arrow Calendar button Figure 1-3 – Navigation Tools 1. Accessing AdvantEDGE 1.6. As provided by the Administrator. Enter the following fields: 11 November 2008 .6. Click the Login icon. AdvantEDGE User Guide Page 4 icon on your Desktop.1.

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

Italics are used in the manual to represent processes that support the AdvantEDGE system. The chapters are arranged in the order in which they should be covered for training purposes.9. 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. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. Boxes are used to highlight Important Notes.8.1. AdvantEDGE User Guide Page 6 11 November 2008 . 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. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide.

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

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

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

Recording a Call To record a Call on a Professional: 1.3. Decile 10 (Low)) To generate a Pre-Call Analysis report. 2. It is recommended that you enter your call on the same day that the call was made (preferably. Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. 2.2. Click the New Call button. while accessing the Pre-Call View. immediately after the call). click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. AdvantEDGE User Guide Page 10 11 November 2008 . Enter “Marketing Messages” and “Issues”. click on Professionals / Professionals List / Pre-Call. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”. 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). Reps can see other details of the Call made by an ML. but the Comments field will be blanked out. Only “Face to Face” and “CHE” call types count towards your Call Plan compliance. Defaults to current Date & Time. Date 3.2. Pre-Call Analysis For Pre-Call Analysis. Reps cannot view the Comments field of the calls made by MLs.

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

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

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

Upon setting this relationship. 3. Activities To view all Call Activities on a Professional. Click Professionals / Profile / Professional Affiliations.. 4.6. 2. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. 2.5. Click the pick list icon in the Account field.. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account.g. A new row is inserted. Click New. Click Professionals / Profile / Account Affiliations. To record an Account Affiliation of a Professional: 1. B is affiliated from A). 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. however. You will be able to view both Public and Private (i. A Pick Account dialog box is displayed. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later). 3. Upon setting this relationship. AdvantEDGE User Guide Page 14 11 November 2008 . referrals). 2. 2. if A is affiliated to B. Select the Professional and click Add. This screen displays all Call Notes for the last 2 years. To record a Professional Affiliation: 1. Select the Account and click Pick. a corresponding relationship can be viewed for the associated Professional (i.4.. click Professionals / Profile / Activities.e.e.2. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. A dialog box listing Professionals is displayed.

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

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

2. set the Primary checkbox and click OK. the other Rep may no longer be able to find the Professional. . If you remove a valid Address that another Rep uses. Adding/Removing an Address To Add or Remove an Address for a Professional. A Change Requests List applet and Form applet are displayed.The Address is not flagged as the Primary Address. Note: • You can Remove an Address provided: . follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. From the “Selected” address list. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2.Professionals There are certain operations that only the Siebel Administrator is allowed to perform.2. • To Remove an Address outside of your Territory. Access the Professional and select the Professionals / Professionals List / Change Requests view.8. Be sure ONLY to remove an Address if you are sure the Professional no longer works there. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . 2. you must enter a Change Request as described in Section 2.7.10. step 3). These operations have to be submitted using a CR (Change Request).10. This allows several Reps to identify a specific Professional at the address of their choice. To set a Primary Address: 1.7. Setting a Primary Address Each person can set their own Primary Address for a Professional. To submit a Change Request: 1. IMPORTANT NOTE: • 2. Change Requests .9. step 3).The Address resides in your Territory.

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

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

Enter the Query criteria. 3. 3. 3. you are not saving the resultant list but rather the criteria for running the query.“ whereas US system-defined queries do not follow any naming convention. and 33 records the next day as your data changes. can be deleted It is difficult to distinguish between system-defined queries and user-defined queries as they look and work exactly the same. Canadian system-defined queries are prefixed with “Canada . Click the Query button. For example. when you save a query. Enter “OAKVILLE” in the City field. There are 2 types of queries as follows: • • System-Defined Queries – created by the Administrator.3. This chapter will provide examples to query on the Professionals screen. The query results are displayed. In other words.2. You will only know that a query is system-defined because you will not be able to delete it. Creating a Query To create a query from the Professionals List: 1.1. Queries are dynamic. if you created a query to search for all Nurses in Oakville. cannot be deleted User-Defined Queries – created by the User. Click the Go button. QUERYING Querying is a powerful function that is available on all List Applets to filter records. Follow the Steps above to Create a Query. 2. however the same functionality can be used on any List Applet. Saving a Query To Save a Query: 1. As a naming convention. you may get 32 records one day. • • Enter “Nurse – DNE” in the Specialty field. AdvantEDGE User Guide Page 20 11 November 2008 . Queries can be saved so that you can rerun them simply by selecting them from the Queries pick list. The List applet becomes blank so that you can enter your query criteria. As an example.

4. From the menu bar. SystemDefined Queries cannot be deleted. 3. Refining a Query To Refine the results of the currently run Query: 1. >. 3. 2. Deleting a Query To Delete a Query: 1. Sort the Records (if desired). The Query is now available to run anytime by selecting it from the Queries pick list.3.2. From the menu bar. 2. Click Go.5. <=. Note: Only User-Defined Queries can be deleted. select Query / Save Query As. Enter a Query Name and click OK. Update the Query criteria.4. Saving a Query will also save the Sort Order of the List. select Query / Refine Query. select Query / Delete Saved Query. From the menu bar. Useful Querying Operations 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’) ? SM?TH AdvantEDGE User Guide Page 21 11 November 2008 . The current query criteria are displayed. Select the Query Name and click OK. 3. 3. 3.

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

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

and drag to adjust the width.2. Figure 4-7a – Sorting Columns (Ascending) 2. Drag the column header. Sort Columns To sort columns: 1. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 .4.6. Move Columns To move columns: 1.4. Click on the same column header to sort in Descending order.6. 4. Figure 4-6 – Moving Columns 4.6. Resize Columns To resize columns: 1. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Click on the column header. Position the cursor between the column headers until a double-sided arrow appears.3.

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

g. Accounts List The Accounts List displays a complete list of all Accounts in your database. AdvantEDGE User Guide Page 29 11 November 2008 . Best Call Time List of Call Activities General Notes which are not part of a Call Note Professionals who are linked to the Account (e.1.. 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. Address. Telephone.Link Bar Accounts List View Tab Pre-Call Change Requests Call Plan Description of Information List of Call Activities recorded on the Account List of Change Requests Call Plans for the Account Type. 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.g. It is also very useful for querying Accounts as covered in Chapter 3. To query on all Targeted Pharmacies.

and then you link all Attendees to that Call at once. You will need to access the Accounts / Profile / Activities View.2. Only “Face-to-face” and “CHE” call types Page 30 11 November 2008 AdvantEDGE User Guide . fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face-to-face”. select the “XXXX CHE ENTRY ACCOUNT” (where “XXXX” is your Territory #). 2. To record a Group Call: 1. click on Accounts / Accounts List / Pre-Call. Access the Account to which the call was entered. 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. while accessing the Pre-Call View. Click the New Group Call button. 5. This entry appears at the top of your Account List when sorted alphabetically.g.Useful pre-defined queries on the Accounts screen are: • • Canada – My Targets Canada – Corporate Targets 5. A Group Call will save you time because you only have to enter the Call Information once at the Account Level. CHEs). Pre-Call Analysis For Pre-Call Analysis. 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. Note: If the Call was made outside of a Hospital or Clinic. Recording a Group Call A Group Call is very useful in recording calls when you call on several Professionals at the same time (e..3.

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

it results in the creation of 6 Calls (1 Account Call. you can highlight several records at once using <Ctrl>Click to selectively highlight. Recording a Pharmacy Call Recording Calls on Pharmacies is done in a unique way because Pharmacy Professionals (including Pharmacists) are not entered into AdvantEDGE. When a Group Call is “Submitted”. click on the record to highlight it. Repeat these steps to identify all Attendees of the Call. Continue all steps as entering a Professional Call as described in step 2. 5. or <Shift>Click to block highlight. 1. Click the Submit button to submit the call. Once “Submitted”. • 5. you record a Professional Call on the Pharmacy Account and it is recorded using a “DEFAULT PROFESSIONAL”. Later. 5 Attendee Calls). 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. The New Call screen allows you to record samples dropped off at the Pharmacy. • If you enter a Group Call to 5 Professionals. Access the Pharmacy and click the New Call button. In step 4 above. AdvantEDGE User Guide Page 32 11 November 2008 . b) The Attendee Calls remain as “Planned” and have a blank Call Type.• • Find an Attendee to the Call.4.3. Notes: • • The criteria for identifying a CHE is that the Call Type=’CHE’. the following occurs: a) The Comments of the Account Call are concatenated to any Comments recorded on the individual Attendees. These controls are similar to those used in Excel. following the running of a Nightly Process. and click OK.

Select the Account and click OK. Activities To view all Call Activities on an Account.5. To record a Professional Affiliation on an Account: 1. if A is affiliated to B. A dialog box listing Accounts is displayed. Upon setting this relationship. Click New in the “Professional Affiliations” applet. 5.g. ML) Call Notes in this view by positioning your cursor over the Comments field. 3. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account. click Accounts / Profile / Activities. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional. Click Accounts / Profile / Professional Affiliations.7..e. Hospital Affiliations). To record an Account Affiliation: 1.6. Click the pick list icon in the Last Name field. AdvantEDGE User Guide Page 33 11 November 2008 . A Pick Professional dialog box is displayed.e. 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. 2. 4. Click Accounts / Profile / Account Affiliations. however. A new row is inserted. Select the Professional and click Pick.. Upon setting this relationship. 2. Click New. 3.5. You will be able to view both Public and Private (i.. This screen displays all Call Notes for the last 2 years. B is affiliated from A). 5. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e.

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

2.Accounts There are certain operations that only the Siebel Administrator is allowed to perform. Access the Account and select the Accounts / Accounts List / Change Requests view. Change Requests .Address (current) AdvantEDGE User Guide Page 35 11 November 2008 . Each CR Type requires you to specify various fields. 3.Figure 5-3 – Changing the Address of an Account 5. These operations have to be submitted using a CR (Change Request). CR Type Duplicate Account Record Required Fields . Select the CR Type from the pick-list and applicable field values. Click New to create a new Change Request. 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. Use the table below as a guide. A Change Requests List applet and Form applet are displayed. To submit a Change Request: 1.9.

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

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

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

or you may click on the associated thread-bar. 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. Following a drill-down. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i. if you want to query for all calls made in April 2007. Professional Call. except the data is displayed in a list rather than on a calendar view. you can use the following criteria: • • • Date: >=4/1/2007 and <5/1/2007 Canada – Planned Calls Canada – Submitted Calls Useful pre-defined queries on the Activities screen are: 7.e. Click on the Activity hyperlink (i.2. Querying Activities Because the Activities screen displays calls in the form of a list applet. Attendee Call hyperlink).e. Drill-Down on Activities The Activities screen is also useful because it allows you to drill-down on a call to display the Call screen. To drill down on a Call: 1..1.. As an example. Call Activity). AdvantEDGE User Guide Page 39 11 November 2008 .7. to return to the previous screen: 2. it offers powerful querying capability. Use the Internet Explorer Back arrow to return to the previous screen. Account Call.

2. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. 7.. the name of the applet on the top left corner). Note • You need to set your Personal Call Topics before you can pick them on the call screen.7. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet.. Select the Personal Marketing Initiatives List from the Show pick list (i.e. Select the Activities / Personal List screen.e. 3. To delete a Planned Call: 1. the name of the applet on the top left corner). Planned Calls can be Cancelled/Deleted. However.4. Select the Activities / Activity List screen. Select the Personal Product Lists from the Show pick list (i. 3. and set the Status to “Cancelled”. 7. Select the Activities / Personal List screen. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. 2. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. AdvantEDGE User Guide Page 40 11 November 2008 . 2.3. Use Menu / Delete Record to delete the record.5. Access the Call record. 3.

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

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 .

All other Categories are for “Off Territory” Activities. Access the record. AdvantEDGE User Guide Page 43 11 November 2008 . Consider that you have the same activity for an entire week (e. Update the copies to set the Date and set the Status to “Submitted”. Note: When a record is copied. 3. the entire contents are duplicated except the Status which is set to “In Progress”. In Field. 2. Use the Copy button to copy the record 4 times for the remainder of the week. 3. 8.2. 2. Enter a Submitted record for the Monday. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”. 8. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. Change the Status from “Cancelled” to “In Progress”.3. Submitted Time Allocation records can be changed. or Vacation): 1. Change the Status from “Submitted’ to “Cancelled”. To Un-Submit a Time Allocation record: 1.g..Category “Worked” counts for “On Territory” Activity.

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

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

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 . MLs) Associated Fields: • • Description (optional) Period . select the Expense Reports screen to access My Expense Reports.These 3 Steps are covered in sections 9. and 9.1. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps. In the Form applet.1. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. DBMs. It is recommended that you use List applets for querying data and Form applets for entering data.3 respectively. 2.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. click New to create a new Expense Report.2. 9. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report. 9. 3. Fill in the associated fields. Select 1 of the 3 Names from the drop-down list as specified in the table below. first create the Header as follows: 1.

Enter each Line Item for the Expense Report. Click New to insert a Line Item.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. 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. 5. 6. the Report Header is entered and you are ready to enter the Line Items as described below: 4. 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 .

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

Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. Enter the Transaction Amount which is expense amount in the foreign currency. 3. Select the Currency Code from the pick-list (e. 4. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). 9. USD for US Dollars). The Expense Amount is calculated for you when you step off the field.9. perform the following: 1. An “Enter Amount” dialog box is displayed.1. except when you enter the Expense Amount. Use the rate that you are being charged by Visa or your bank. Enter the Internal Order Number in the “SAP Int Order” column.1. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1.2.1. Click the Expense Amount pick-list icon.g. 2.. 2.

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. 2. Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report . To create your Expense Package. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 . While accessing the Expense Report.9. 2. 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. you are ready to Submit the Expense Report by doing the following steps: 1.3. You want to be sure that everything is correct. click the Reports icon in the Toolbar. Reconcile your Expense Report Line Items with your Receipts. click the Submit button to change the Status from ‘In Progress’ to ‘Submitted’. If there are any errors. 9. If the Cost Centre has not been set. Only use the Foreign Expense Report when you have expenses in foreign currencies. perform the following steps: 1.2. STEP #3: Prepare the Expense Report Package You are now ready to create the paper-based Expense Package to support your electronically Submitted Expense Report. While accessing the Expense Report to print.Foreign These 2 Expense Reports are same except that the Foreign Expense Report has 2 additional columns displaying the Foreign Currency and Exchange Rate. Your completed Expense Report is displayed in the Siebel Report Viewer window. correct the Line Items and then step off the record to save. The Expense Report is now locked so that it can no longer be edited. STEP #2: Submit the Expense Report When all Expense Line Items are entered. it will be automatically populated once the Expense Report is submitted.

Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. No Staples or Paper-Clips You cannot submit an expense report that is more than 65 days old Failing to submit receipts for 2 consecutive expense reports will result in a hold of further reimbursement AdvantEDGE User Guide Page 51 11 November 2008 . Sign the Printed Expense Report. so you may have to click on it in your task bar to maximize the window so it can be viewed. 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. Send the Orange Envelope to the NNCI Office (not to Princeton). 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.4. 9. 4. 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. Click on the Print icon in the Toolbar to print the Expense Report on your printer.5”x11” paper. Do not use any staples or paper-clips. Tape the receipts to 8.5.minimized on your task bar. 3. 5.

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

10. Click the Recalculate button. 2. 10. Click on the POA Period hyperlink of the corresponding Professional/Account record. you can recalculate it using the following steps: 1.5.4. AdvantEDGE User Guide Page 53 11 November 2008 . Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. Highlight the appropriate Call Plan 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.

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

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

etc. Sample Details are tracked in AdvantEDGE using the following 3 attributes: “List No. 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.12.” specifies the Sample (and associated Product Description) • “Lot #” specifies the Lot (and associated Expiration Date) • “Quantity” specifies the number of units of the Sample The combination of all 3 of these attributes needs to be specified when detailing any sample transaction (e. SAMPLES MANAGEMENT The Samples Management module is used to track all samples involving Rep transactions and for which the Rep is responsible. These include: • • • Samples Received. Transfer.. These samples do not pass through the Reps possession and hence are excluded. 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 .).g. Return.

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

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

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

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

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

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

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

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

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

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

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

perform the following steps: 1. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. 2. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. click New. • To enter a Sent Samples Adjustment. click New. type “Miscount in transferred out quantity” 4. From the “My Samples Adjustments” applet. For the above scenario. Click the Samples / Samples Adjustments screen. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. 3. Consider the following scenario: • • You recorded a Transfer Out record of 10 units of “643993-Levemir Flexipen 1x3ml” and “Lot # F0906A” to another Rep. For the above scenario.3.1.12. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. Click OK. From the “Line Items” applet. Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out. use “Transfer Out – Adjustment” Pick-list. AdvantEDGE User Guide Page 68 11 November 2008 . You now need to record a Sent Samples “Transfer Out” Adjustment to correct your AdvantEDGE inventory. For the above scenario. The recipient acknowledged that only 5 units were “Transferred In”. A discrepancy is automatically recorded in your “Sent Samples Discrepancies” screen and you realize that you recorded the original Transfer Out record in error. Fill in the header values for the samples adjustment.

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

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

For the above scenario. Consider the following scenario: • A discrepancy occurred for a sample drop on Sep 13/07 for Dr. perform the following steps: 1.3. • To enter a Disbursement Adjustment.Levemir Flexipen 1x3ml. 2. 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. Sample Disbursement Adjustment Sample Disbursement adjustments are used when you record sample drops incorrectly. Click the Samples / Samples Adjustments screen. 6 units of “368392-Levemir Vial 1x10ml. Page 71 11 November 2008 Comments AdvantEDGE User Guide . You need to create a Samples Disbursement Adjustment with 2 line items to adjust your AdvantEDGE inventory as follows: 6 units of “643993. Field Description Transaction Type Reason Inventory Period Start Date Pick-list. Lot # F0906A” to be entered as a Positive integer. Click OK. You recorded 6 units of “643993. use “Disbursement – Adjustment” Pick-list. Lot # F0906A” instead of the 6 units of “368392-Levemir Vial 1x10ml. From the “My Samples Adjustments” applet. Wayne Newton. Fill in the header values for the samples adjustment. 3.12. For the above scenario. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. click New.3. For the above scenario.Levemir Flexipen 1x3ml. Lot # S50730” which was actually disbursed. Lot # S50730” to be entered as a Negative integer. use “Incorrect List # & Lot #” Pick-list from the “Stock Period” dialog box.

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

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

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

It is critical that you complete one inventory count per bimonthly period. AdvantEDGE User Guide Page 75 11 November 2008 . Your inventory for the affected Samples is updated. it creates the start of a new Inventory Period. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis. click Submit.3. Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. 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. 01211) VS60785 +10 11. 12.4. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count. 12. From the “My Samples Adjustments” applet. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. Each time you do an Inventory Count.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No.5.

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

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

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

. From the “My Samples History” applet. Note: If in step 9). Inventory Count) and your AdvantEDGE inventory (i. Click Submit.. From the “My Inventory Count” applet.e. If you access the Samples / Samples History screen. = Inv.4. enter the Counts by Lot # for your physical inventory. “Unreconciled”). 9. at Start of Inv. you will find that the current inventory period is “Closed” and has a “Reconciliation Status” of Null (i. 7. Reconciliation The Reconciliation Process is used to account for any discrepancies between your physical inventory (i. Your physical inventory is now recorded into the system with the quantities entered and you will notice that the counts you just entered have disappeared from the screen (which is normal functionality).e. you will not be able to Submit your Inventory Count and a corresponding error message is displayed.e. there are transactions (i. and a new inventory period has been opened for use with the physical inventory counts you just entered. Be careful to enter the values carefully as these values will become your AdvantEDGE inventory for the next inventory period. The next section describes how to Reconcile your Inventory Count for the inventory period you just closed. or Samples Adjustments) with a status of “In Progress”. Disbursements.. Click the Samples / Inventory Count screen. Sent Samples. The AdvantEDGE On Hand Inventory is calculated as follows: AdvantEDGE Inv.e. Set the “Inventory Type” field to Monthly to enter a regular bi-monthly Inventory Count..6. highlight the Active inventory period. Period + Shipments Received AdvantEDGE User Guide Page 79 11 November 2008 . what the system calculates you to have on hand). You will need to return to the appropriate screens to check for “In Progress” transactions and Submit them. 8.2. Received Samples. 12.

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

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

the final status of the Inventory Period is still pending SAC review. Synchronize. perform the following steps: 1. Close the window when done. Click the Samples / Samples History screen. 12. At this point.4. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. click the Reports icon and select Rep Reconciliation Report. The report is compiled in the “Siebel Report Viewer” as shown below. 3. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . 2. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation.3. To generate a Rep Reconciliation Summary Report.3. highlight the inventory period. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. From the “My Samples History” applet. Click the Print icon from the “Siebel Report Viewer” to print the report.

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

4. From the “My Samples History” applet. In some situations. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary.4.5. to display all transactions of a specified Sample Lot #.5. No further action is required. Sample History Viewing Sample History At anytime.12.1. highlight the desired Sample Lot #. The Reconciliation Status are described in the table below. The “Samples History” applet displays all respective transactions. The variances within the submitted inventory period are within corporate tolerances. Click the Samples / Samples History screen. From the “Inventory List”. 3. perform the following steps: 1. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. it has a status of Pending SAC Review. Unresolved Figure 12-12: Reconciliation Statuses 12. highlight the inventory period. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. AdvantEDGE User Guide Page 84 11 November 2008 . 2. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. 4. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. 12.

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

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

Select the desired Query and click OK. An applet is displayed listing the Positions to which you have access and also the “Active Position”. 13. you must switch back to your regular Position. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. You will now have access to all the data of the other Position / Territory. select the Site Map icon. The “Weekly (7 day)” view is recommended.5. perform the following steps: 1. To change a Position.3. you need access to the other territory’s data. Select your preferred Calendar views from the picklists. 2. 3.5. select the Site Map icon. From the tool bar. you may be covering a Vacant Territory on a temporary basis and as a result. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. Setting Default Calendar View To set your default Calendar View: 1. Occasionally you may be required to Change Positions in AdvantEDGE. Set the “Startup View” value as desired. Select Site Map / User Preferences / Change Position. 13. Select User Preferences / Behaviour. For example. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION.4. 3. Highlight the Position you wish to access and click the Change Position push-button. Important Note: • When you are finished assessing the other Position. 2. Select User Preferences / Calendar. 2. Page 87 11 November 2008 AdvantEDGE User Guide . 13. From the tool bar.

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

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

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

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

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

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

You do not get a progress bar to indicate the status of the import process. you do not need to highlight a particular row.To Import Syndicated Data Files. Click the Import push-button. perform the following steps: 1. Click the Syndicated Data Files link to access the Syndicated Data Files screen. From 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. Synchronize your data 1-2 more times to ensure that all of your Syndicated Data is picked up. A list of files to be imported is displayed. 2. 4. All files are imported at the same time. AdvantEDGE User Guide Page 94 11 November 2008 . click the Site Map icon. 3. The computer will work for several minutes to import the files.

16. Setup Default Calendar As described in the User Preferences section.5. 16. 16.7. use the User Preferences / Calendar screen to set your default Calendar. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. 16. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. Setup Default Queries As described in the User Preferences section. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. 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. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . 16.16.10. use the User Preferences / Default Queries screen to set your default queries.6.4. Setup Marketing Messages As described in the Activities section. Note: • You will not be able to enter a call until you setup your products list. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. 16.9. Setup your Calendar Access List As described in the Calendar section.8. Setup Products List As described in the Activities section.

Bypass Login Screen For quicker startups. 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. 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.12.11. please reference the following website to complete an one-line questionnaire: http://www.surveymonkey. 16.com/s.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 .

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

17.2.

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

17.3.

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

?

SM?TH

Today() And Or Is Null Is Not Null

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

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17.4.

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

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

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

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

you must first perform the following steps: 1.1. a special generic Position has been created (i. APPENDIX D – HEAD OFFICE USAGE 20.. 3. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. namely Comments. 20. AdvantEDGE User Guide Page 102 11 November 2008 .20.e. Click the Submit button and click OK to confirm. In order to record a call on anyone in the system using Head Office AdvantEDGE. 6. Enter the Call details. Click the Query button. To do this. Access the Professionals screen. or logout. An applet is displayed listing the Positions to which you have access and also the “Active Position”. You will continue to have access to CAN CALL ENTRY until you change the Position again. Recording a Call on any Professional To record a Call on a Professional: 1. You must do Expenses under your regularly assigned Position so that your Expenses are Submitted under the correct Cost Centre and approved by your Manager. Click the Go button.2. CAN CALL ENTRY) which has write access to all Professionals and Accounts. The Call Screen is displayed. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. Highlight CAN CALL ENTRY and click the Change Position push-button. and Call Topics. Type. 4. Date. 2. Enter the first few letters of the Professionals Last Name in the Last Name field. Select Site Map / User Preferences / Change Position. 5. Click the Last Name hyperlink of the Professional. 2. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. Click the New Call button.

and Call Topics.4. Date. A list of Professionals associated with the Group is displayed. Recording a KOL Call using Groups & Events To record a Call using Groups & Events: 1. Assistant Expense Reporting Often an Assistant is setup to enter expenses for a coworker. 2. you must ensure that the following fields are properly set: Field Prepared By Pay To Cost Centre Submit To Description Initials of Assistant Initials of Who is being Paid Cost Centre for the Expenses Initials of Approver AdvantEDGE User Guide Page 103 11 November 2008 . Click the New Call button. Call Type. when the Assistance accesses the Expense Reports screen. Access the Groups and Events screen. 20. 6. 3. Click the Name hyperlink for the appropriate KOL Group. click the Activities view tab. The Professionals Profile screen is displayed. 20. Optional Step: To review historic Call Activity for the Professional. Click the Submit button and click OK to confirm. In this circumstance. The Call Screen is displayed. Click the Last Name hyperlink of the Professional. It is recommended that you enter several calls for one login session rather than logging in each time to enter a call.Note: • Head Office AdvantEDGE is relatively slow. 4.3. Enter the Call details. they can choose between “My Expense Reports” and “Assistant’s Expense Reports”. 5. namely Comments. however the performance improves for repeated tasks. When entering expenses for a co-worker.

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