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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...........92 16........4................................................................3...................71 12.............. Linking a Professional/Account to a Group and Event ..3...............84 12..........58 12.... “GOING LIVE”... Inventory Count & Reconciliation .............. Received Samples Adjustment .......4...........................1............4............................. Changing Password........ Setup Marketing Messages .... Setup Products List ..65 12.... Setting Default Queries ...92 16......3....................................................................................79 12.2..........................3..................77 12.1..... Importing Syndicated Data Files ...................................................4........75 12.......4......2..2......85 13............................... Reconciliation Status ....... Synchronizing your Database ........................... Rep Reconciliation Summary Report (Currently N/A) ............... Checking Synchronization Status ...1......87 13......................6................56 12.................11.......................... Setting Default Calendar View ............................................87 13.... Transfer In........................................54 11.................................88 14.2......3.......89 14. USER PREFERENCES............................ Changing the Home Page Layout ....................... Creating a Smart Call..... Sent Samples Adjustment .................... Reconciliation .......... HOME PAGE..... Sample Transfers ... Receiving Samples & Processing Returns .......3........1....1........................... Inventory Count Adjustment ... Sample Disbursement Adjustment ............................... Using a Smart Call ................95 16.............. SMART CALL...................................................89 14..4........................................................ Tips on Working with Samples.................. Downloading your Database...84 12....................3.............84 12.... SAMPLES MANAGEMENT .........1......................................................6...............1..3...... Viewing Sample History ........68 12......5.........58 12. Receiving a Sample Shipment................................... Inventory Count .......86 13......................................................................63 12.....82 12..................2..............................5................ GROUPS AND EVENTS ....60 12.....1..69 12....86 13.95 16..1....4..... Transfer Out.......90 15...................... Setup your Calendar Access List ...91 15..............72 12.........................................................3...................87 13..2............... Sample History ................. Other Adjustments ..............................................................75 12...............5..............2.91 16.92 16..................1............95 AdvantEDGE User Guide Page iii 11 November 2008 ............1.......5.............3.......66 12..93 16..... Processing Sample Returns ................5.................................... Setting Default Startup Screen...........4.................................1........6.................2....................................2.....54 12......4.. Sample Adjustments ......... Changing Position ...1.86 13.2.......63 12..................

............................1...... Recording a Call on any Professional ..... Bypass Login Screen ...............11.......95 16...........12.......8.1...97 17.. 103 AdvantEDGE User Guide Page iv 11 November 2008 ....97 17..... 102 20.........9............3............ Biopharm MLs – Applicable Call Types .... Typical AdvantEDGE Usage .............................................2................ Assistant Expense Reporting ......... 101 20......................2. 102 20.........................................................................4.........................BEST PRACTICES FOR FIELD USERS . Using Head Office AdvantEDGE to Record Calls ................. Recommended Columns Displayed.......... Setup Default Queries ..........98 17. Enter Time Allocation .... Best Practices ..................95 16. 102 20....... Useful Hotkeys ................................................... Training Questionnaire ....10......................98 17.... APPENDIX A .... Commonly Used Query Operators ....... 103 20......................... 100 18....................2................................. 101 19....................1...2.........2......1....... Setup Default Calendar ............................................... Recording a KOL Call using Groups & Events .. Private Call Notes ..3......................... 101 19..........7........... APPENDIX D – HEAD OFFICE USAGE .............................96 16.. 101 19.... Biopharm MLs – Special Considerations ..... My Professionals vs My Team’s Professionals.....4...16............. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ...........................2.............................. 101 19...... APPENDIX B – DBM USAGE .................... 100 19..........99 18.....96 17............ Biopharm MLs – FSA Z1Z ..........1.........95 16...95 16.....

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

Screen Layout It’s important to first establish common terminology to facilitate training and support.e. This has provided us with significant cost-savings in the development and support of the system.pertains to their respective territory.3. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. The following figures illustrate the different parts of the screens in AdvantEDGE. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. Data for a territory is defined by FSAs (i. however. AdvantEDGE User Guide Page 2 11 November 2008 .5.. Benefits AdvantEDGE offers many benefits including: • • • • • • • Strategic System for Decision Making Analytic Reporting of Sales Metrics Data Targeting of Key Customers 360 View of Customers Streamlining Business Processes Sharing of Customer Information Transferring Customer Knowledge between Colleagues 1. the first half of postal codes). Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US.4. As the system is validated. 1. 1.

you will find an example of each type of applet displaying information about Professionals. b) A Form applet displaying detailed information about 1 record.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. AdvantEDGE User Guide Page 3 11 November 2008 .

2. AdvantEDGE User Guide Page 4 icon on your Desktop.Show More/Less Previous Record Set Previous Record Hyperlinks Next Record Set Next Record Select button Drop Down arrow Calendar button Figure 1-3 – Navigation Tools 1. Accessing AdvantEDGE 1.1. Logging In 1. Click the Login icon. Value As provided by the Administrator.6. Enter the following fields: 11 November 2008 .6. Double-click the Field User ID Password 3. As provided by the Administrator.

From the menu bar. only use the bottom menu bar for AdvantEDGE.Note: • AdvantEDGE runs within Internet Explorer. For consistency. 1. As such. Terminology Term Description AdvantEDGE Name of Siebel system used by Novo Nordisk in North America (i. Canada & US) DBM Rep SC or SAC District Business Manager Sales Representative Sample Compliance (team at Head Office which addresses all Samples Management concerns). select File / Logout..7. Columns Displayed) set within AdvantEDGE will not be saved. When running AdvantEDGE. you will notice that you have 2 menu bars: the top menu bar is for Internet Explorer. Note: • It is important to logout properly otherwise some of your User Preferences (e. AdvantEDGE User Guide Page 5 11 November 2008 . and the bottom menu bar is for AdvantEDGE. 1. Logging Out 1.2.e.g. we use the term “SAC” throughout this document. SC is used interchangeably with SAC (Sample Accountability & Compliance) which is the term used in the US. You may also get an error when restarting AdvantEDGE..6.

1. AdvantEDGE User Guide Page 6 11 November 2008 . Boxes are used to highlight Important Notes. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. Italics are used in the manual to represent processes that support the AdvantEDGE system. Support Field Users – Call 1-866-633-6686 (NOVO) • • • • • Monday to Friday: 7am – Midnight (EST) Saturday: Closed Sunday: 10am – Midnight (EST) Bilingual Support Tickets are escalated to NNCI IT as required Head Office Users – Call x-3939 1. The chapters are arranged in the order in which they should be covered for training purposes. Additional information for other users is detailed in the Appendices.9.8. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods.

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

Rank & Deciles Selection Figure 2-2 – Views of the Professionals Screen AdvantEDGE User Guide Page 8 11 November 2008 .Link Bar View Tab Description of Information / Usage List of Call Activities recorded on the Professional over the past 6 months AND Rx Information List of Change Requests Call Plans for the associated Professional Specialty. Best Call Time List of All Call Activities Professional Licenses Accounts to which the Professional is associated (e.g. 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. Telephone. Rx & Profile Selection Prof. Address. Hospitals) Professionals to which the selected Professional is associated (e..g..

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

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

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

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

2. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items.3. Smart Call You can reduce the amount of clicks and effort required to enter a call through the use of Smart Calls which is described in a separate section in this document. 2. and too many samples cut into a Representative’s sales.3. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen. To show all line items. To cancel your changes. hidden line items are not displayed unless the “Show All” button is clicked. There is a sweet spot to the number of samples to provide. too few samples do not have an effective impact.3. use the Hide function to only show the Samples you are currently working with. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. Whenever the List applet is displayed. AdvantEDGE User Guide Page 13 11 November 2008 . To hide hidden line items.2.2.1. To save your changes. This function displays a list of Product and Lot #s in your inventory so that samples can be recorded by only entering their respective quantities.3.

3.e. a corresponding relationship can be viewed for the associated Professional (i. B is affiliated from A). a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account. To record an Account Affiliation of a Professional: 1. referrals). Select the Professional and click Add. Select the Account and click Pick. AdvantEDGE User Guide Page 14 11 November 2008 .6. This screen displays all Call Notes for the last 2 years.4. Click New in either the “Affiliations From” or “Affiliations To” applets. 2. 3. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. You will be able to view both Public and Private (i...5. 2.. 4. Upon setting this relationship. Click the pick list icon in the Account field. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later).2. A Pick Account dialog box is displayed.g. however. 2. Click Professionals / Profile / Account Affiliations. To record a Professional Affiliation: 1.e. ML) Call Notes in this view by positioning your cursor over the Comments field. Click New. if A is affiliated to B. A new row is inserted. click Professionals / Profile / Activities. Upon setting this relationship. A dialog box listing Professionals is displayed. Click Professionals / Profile / Professional Affiliations. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. 2. Activities To view all Call Activities on a Professional.

First Name Specialty (don’t worry about enter Sub-Specialty 1. Link the Professional to an Address • Click the Address MVG icon (in the Professionals form applet below the Professionals List applet).. 2.g. Perform an exhaustive query to ensure that the Professional doesn’t already exist. 2. This avoids entering a duplicate record. AdvantEDGE User Guide Page 15 11 November 2008 . • Query the Available addresses to find the correct address. phone/fax of clinic or hospital) Main Phone / Main Fax (specific to Professional) Suite Department • Click OK.7. 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). Adding a New Professional To add a New Professional: 1.2. • Update any additional information regarding: Staff/Gatekeeper Site Phone Number / Site Fax Number (e. It is recommended that you search & sort by Postal Code. Enter the following mandatory fields: • • Last Name. The Address is Selected as Primary if it is the only linked Address. From the Professionals / Professionals List screen. A dialog box is displayed of Available & Selected addresses. 3) 3. • Highlight the Address and click Add. click the New button. This is the only icon that will allow you to link an Address to a Professional.

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

• To Remove an Address outside of your Territory. Adding/Removing an Address To Add or Remove an Address for a Professional. Note: • You can Remove an Address provided: . IMPORTANT NOTE: • 2.10. . 2.2.7. Setting a Primary Address Each person can set their own Primary Address for a Professional. These operations have to be submitted using a CR (Change Request).8. To set a Primary Address: 1. you must enter a Change Request as described in Section 2. the other Rep may no longer be able to find the Professional. A Change Requests List applet and Form applet are displayed.Professionals There are certain operations that only the Siebel Administrator is allowed to perform.The Address is not flagged as the Primary Address. step 3).10. set the Primary checkbox and click OK. To submit a Change Request: 1. 2. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . Be sure ONLY to remove an Address if you are sure the Professional no longer works there.7. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. step 3).The Address resides in your Territory. Access the Professional and select the Professionals / Professionals List / Change Requests view. This allows several Reps to identify a specific Professional at the address of their choice. If you remove a valid Address that another Rep uses. Change Requests .9. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. From the “Selected” address list.

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

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

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

2. Useful Querying Operations Operator Example <. From the menu bar. select Query / Refine Query. 2. >. 3. From the menu bar. Refining a Query To Refine the results of the currently run Query: 1.2. Select the Query Name and click OK. select Query / Save Query As. 3. Enter a Query Name and click OK. The current query criteria are displayed. Click Go. 3. Note: Only User-Defined Queries can be deleted.5. Sort the Records (if desired). Saving a Query will also save the Sort Order of the List.3. SystemDefined Queries cannot be deleted. 3. From the menu bar. The Query is now available to run anytime by selecting it from the Queries pick list. 3. Deleting a Query To Delete a Query: 1. select Query / Delete Saved Query. 4.4. >= <> * <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 . <=. Update the Query criteria.

Today() And Or Is Null Is Not Null

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

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

Figure 3-1: Useful Query Operators

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

4.1.

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

4.2.

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

Figure 4-1 – Determining Record Count

4.3.

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

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Figure 4-2 – Setting Columns Displayed

• • • • •

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

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

4.4.

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

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

Freeze Columns Figure 4-5 – Freezing Columns This is a useful feature when scrolling horizontally. Note: Siebel uses output[1]. • 4. Note: Siebel exports data in a raw Unicode Text format by default.6.1. AdvantEDGE User Guide Page 26 11 November 2008 . 4. Set Save as type to “Microsoft Office Excel Workbook (*. Set the File name of the file. Excel opens with the exported data. 4.csv by default. Double-click on the column header you wish to freeze.g..Figure 4-4b – Exporting Data Click Open. Column Functions To freeze/unfreeze columns (as in Excel): 1. My Documents). Repeat to toggle off. click File/Save As from the Excel menu bar and specify the following attributes: • • Navigate to an appropriate Folder (e.6. 5.xls)”. To Save the data.

Drag the column header. Resize Columns To resize columns: 1. Move Columns To move columns: 1. Click on the same column header to sort in Descending order.4. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header.6.4. Figure 4-7a – Sorting Columns (Ascending) 2.3. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 .2. 4.6. and drag to adjust the width. Sort Columns To sort columns: 1. Figure 4-6 – Moving Columns 4. Click on the column header.6. Position the cursor between the column headers until a double-sided arrow appears.

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

. 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.g. Address. It is also very useful for querying Accounts as covered in Chapter 3. 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. To query on all Targeted Pharmacies. Hospital Service Roster) Accounts to which the selected Account is associated (e.g.. Telephone. Hospital Network) Groups to which the Account is linked Computer files Profile Address Info Activities Notes Professional Affiliations Account Affiliations Groups and Events Attachments Figure 5-2: Views of Accounts Screen 5. Accounts List The Accounts List displays a complete list of all Accounts in your database.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.1.

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

4 on how to setup an Affiliation. An “Add Attendees” dialog box is displayed listing all Professionals affiliated with the Account. 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.count towards your Call Plan compliance. 3. click the All Professionals button. AdvantEDGE User Guide Page 31 11 November 2008 . 4. 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) In the Attendees applet.5 & 5. Refer to section 2. click New. Do not worry about setting the Time of the Call. Date Defaults to current Date & Time. immediately after the call).

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

click Accounts / Profile / Activities. 2. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional. however.5. A new row is inserted. To record a Professional Affiliation on an Account: 1.. 3. 3. Click Accounts / Profile / Professional Affiliations. Upon setting this relationship. You will be able to view both Public and Private (i. 5. a corresponding relationship can be viewed for the associated Account (i. To record an Account Affiliation: 1. Click New in the “Professional Affiliations” applet.7. A dialog box listing Accounts is displayed.6.5.e.e.. ML) Call Notes in this view by positioning your cursor over the Comments field. This screen displays all Call Notes for the last 2 years. Hospital Affiliations). Click the pick list icon in the Last Name field. AdvantEDGE User Guide Page 33 11 November 2008 . if A is affiliated to B. 5. Select the Account and click OK. Upon setting this relationship.. Activities To view all Call Activities on an Account. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e. 4. Click New. Click Accounts / Profile / Account Affiliations.g. B is affiliated from A). 2. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. Select the Professional and click Pick. A Pick Professional dialog box is displayed.

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

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

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

The Weekly Calendar is the most popular.6. and Daily. Monthly Calendar The Monthly Calendar is displayed below. Useful pre-defined queries on the Calendar screen are: • • Canada – Planned Calls Canada – Submitted Calls AdvantEDGE User Guide Page 37 11 November 2008 . You can set your default Calendar view using Site Map / User Preferences / Calendar. Figure 6-1 – Monthly Calendar Notes • • • To quickly view Call information. The “Weekly (7 day)” view is recommended. position the cursor over the Call to invoke a pop-up. There are 3 calendars accessed via the View tabs: Monthly. 6.1. Weekly. You can also drill-down to the Call Screen by clicking on the Call hyperlink. CALENDAR The Calendar screen is an excellent screen for viewing and accessing all calls recorded.

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

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

Use Menu / Delete Record to delete the record. Select the Activities / Personal List screen.e. 7. 2. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Planned Calls can be Cancelled/Deleted. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. the name of the applet on the top left corner). 7.e.. 3. 2.5.. However. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. Access the Call record.4. To delete a Planned Call: 1. Note • You need to set your Personal Call Topics before you can pick them on the call screen. the name of the applet on the top left corner). Select the Personal Marketing Initiatives List from the Show pick list (i. 3. 2. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet.3. Select the Personal Product Lists from the Show pick list (i. Select the Activities / Personal List screen. 3. Select the Activities / Activity List screen. and set the Status to “Cancelled”. AdvantEDGE User Guide Page 40 11 November 2008 .7. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet.

8. 4. Fill in the fields. 3. 2. or 8 hour durations.8. Click New. Time is recorded in 2. Category Worked Account Management Admin Reason CHE Event In Field Account Management Business Plan CHE Planning DBM-Recruitment/Interview Office Time (for Admin Work) PA/Review Samples Accountability admin Customer Meetings Community Event Convention Display/Rounds InServices Patient Training NNCI Meetings Counterpart Meetings District Meetings AdvantEDGE User Guide Page 41 11 November 2008 . 4. Set the Status to “Submitted” to lock the record from being updated. The following table lists the Time Allocation categories. Recording Time Allocation To record Time Allocation: 1. 6.1. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. Select the Time Allocation screen. Note: Fields identified with a red asterisk are mandatory. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities.

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 .

Update the copies to set the Date and set the Status to “Submitted”. Change the Status from “Submitted’ to “Cancelled”. Note: When a record is copied. To Un-Submit a Time Allocation record: 1. Enter a Submitted record for the Monday. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”. Use the Copy button to copy the record 4 times for the remainder of the week. Access the record.g.Category “Worked” counts for “On Territory” Activity. 8. 3. 3. or Vacation): 1. 2.. the entire contents are duplicated except the Status which is set to “In Progress”. All other Categories are for “Off Territory” Activities. Change the Status from “Cancelled” to “In Progress”. In Field.2. 8.3. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. AdvantEDGE User Guide Page 43 11 November 2008 . Consider that you have the same activity for an entire week (e. 2. Submitted Time Allocation records can be changed.

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

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

In the Form applet. click New to create a new Expense Report. A list of previous Expense Reports for the user is displayed. DBMs. and 9.2. first create the Header as follows: 1.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. Select 1 of the 3 Names from the drop-down list as specified in the table below.3 respectively. Fill in the associated fields. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. 2. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps. 3. select the Expense Reports screen to access My Expense Reports. MLs) Associated Fields: • • Description (optional) Period .1.1. It is recommended that you use List applets for querying data and Form applets for entering data. 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 . 9. 9. From the menu bar. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report.These 3 Steps are covered in sections 9.

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

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

Select the Currency Code from the pick-list (e.9. Enter the Transaction Amount which is expense amount in the foreign currency.. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . Use the rate that you are being charged by Visa or your bank. Enter the Internal Order Number in the “SAP Int Order” column.1.1. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. 2. perform the following: 1. 4. USD for US Dollars). Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). An “Enter Amount” dialog box is displayed. 3.1. except when you enter the Expense Amount. 9. 2. Click the Expense Amount pick-list icon.g.2. The Expense Amount is calculated for you when you step off the field.

The Expense Report is now locked so that it can no longer be edited.Foreign These 2 Expense Reports are same except that the Foreign Expense Report has 2 additional columns displaying the Foreign Currency and Exchange Rate. 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. STEP #2: Submit the Expense Report When all Expense Line Items are entered. you are ready to Submit the Expense Report by doing the following steps: 1. If the Cost Centre has not been set. 2. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 . Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report . Your completed Expense Report is displayed in the Siebel Report Viewer window. If there are any errors. correct the Line Items and then step off the record to save. While accessing the Expense Report. Reconcile your Expense Report Line Items with your Receipts.3. 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. click the Reports icon in the Toolbar.9. To create your Expense Package. Only use the Foreign Expense Report when you have expenses in foreign currencies. it will be automatically populated once the Expense Report is submitted. 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. click the Submit button to change the Status from ‘In Progress’ to ‘Submitted’. 9.2. perform the following steps: 1. 2. You want to be sure that everything is correct.

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

Select the Call Plan screen. and Segment are displayed as columns. When creating your first non-Targeted call on a Professional/Account. The corresponding Profile/Activities view is displayed.. 2007 Canada POA). 2. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1. a nightly process needs to run before you can see the associated record in the Unspecified Calls view. 10. The Call Plan Calls view is displayed. 10. 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.g. Highlight the desired Professional/Account and click the New Call button.3. AdvantEDGE User Guide Page 52 11 November 2008 . Click the POA Period hyperlink (e.1.2. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. Click the Last Name/Account hyperlink. There are 2 sub-views to view Professionals or Accounts. Submitted Calls. Targeted Number of Calls within the Period as set by Sales Operations. The Assigned Calls. Assigned Calls 10. The Call Screen used to enter a new call is displayed. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts. Viewing your Call Plan To view your Call Plan: 1. Only ‘Face to Face’ and ‘CHE’ Call Types are counted.10.

Highlight the appropriate Call Plan record. 10. AdvantEDGE User Guide Page 53 11 November 2008 . you can recalculate it using the following steps: 1. Click the Recalculate button.10. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1. 2. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable.4.5. Click on the POA Period hyperlink of the corresponding Professional/Account record.

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

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

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

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

.12. AdvantEDGE User Guide Page 58 11 November 2008 . On the morning of your sample delivery.1.1. refrigeration) when receiving a shipment Your signature is required for sample deliveries. b) Sign the carrier’s delivery slip indicating the correct number of cartons. 12.g. a) Verify that the cartons are labeled with your name and address. When receiving a sample shipment. Figure 12-2: Receiving Samples Shipment Process You must follow proper procedures to ensure the stability of your samples (e. if you cannot sign for a shipment.1. On occasion. synchronize your data so that your sample delivery information will appear in the Received Samples view. you may authorize another adult provided they are aware of NNCI policies and procedures. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below.

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

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

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

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

The Rep then performs a data synchronization to send the Transfer Out transaction. 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. AdvantEDGE User Guide Page 63 11 November 2008 . and Quantity being transferred. b) The Rep transferring out the samples needs to create a Transfer Out transaction. 12. Click the Samples / Sent Samples screen. Sample Transfers The Sample Transfer Process is depicted below.2. Figure 12-5: Samples Return Transmittal Form To Transfer Samples between Reps.12. you need to perform the following steps: 1. Lot #/Expiration Date.2.1. 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. This should be done in a face-to-face meeting.

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. and Quantity being transferred. AdvantEDGE User Guide Page 64 11 November 2008 . 7. 5. it is important that both parties agree on the Product List No. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Sent. From the “My Sent Samples” applet. From the “My Sent Samples” applet. one Samples Transaction can have several line items. Fill in the header values for the samples being transferred. Field Description Product Description Lot # Quantity Select value from pick-list Select from pick-list Specify number 6. From the “Line Items” applet. Synchronize. If the recipient records values differently from the Transfer Out data. click New. Your inventory for the affected Lot #s are reduced accordingly. Notes (regarding Sent Samples Discrepancies): • When transfers occur. 8.2. click Submit. Fill in the line item values for each lot number being transferred. Repeat steps 4-5 for all sample transfer line items. Remember. 3. Lot #/Expiration Date. click New. 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. The field defaults to the current date/time.2. The record will have a status of “In Progress”. 2. AdvantEDGE User Guide Page 65 11 November 2008 . highlight the corresponding Transfer In record. The values default to those entered by the Rep who recorded the Transfer Out. Click Submit to complete the receipt of the Transfer In. Click the Samples / Received Samples screen. To record a Transfer In transaction. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. so if all quantities are correct.2. you need to perform the following steps: 1. The “Line Items” list applet at the bottom of the screen will display the details of the transfer.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. From the “My Received Samples” applet. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. 12. 6. Fill in the Date / Time Received field to specify the date/time that the transfer was received. update them and enter a brief description in the Comments field. 4. The Lot #s are now part of your sample inventory balance in AdvantEDGE. If however the quantities are incorrect. Synchronize. 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. Enter the sample counts for each Lot # in the Received Quantity field. 5. 3. Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. you do not need to change anything.

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

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

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

Due to this mistake. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”. From the “My Samples Adjustments” applet.3.2. click Submit. You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. 7. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory. Repeat steps 4-5 for all sample transfer line items. Your inventory for the affected Samples is updated. enter “5”. Remember. the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing. 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. The adjustment needs to be made by the person who entered the incorrect quantity. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. one Samples Transaction can have several line items. Fill in the line item values for each lot number adjustment.5. Consider the following scenario: • During a Sample Transfer with another Rep. 6. For the above scenario. 12. • • AdvantEDGE User Guide Page 69 11 November 2008 . You need to confirm with the other Rep what occurred so that he understands the discrepancy and that there is no action required on his part.

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

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

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

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

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

Your inventory for the affected Samples is updated.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. click Submit. Each time you do an Inventory Count. AdvantEDGE User Guide Page 75 11 November 2008 . 01211) VS60785 +10 11. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count. 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. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. From the “My Samples Adjustments” applet. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis.5. it creates the start of a new Inventory Period.4. 12.3. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation. Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. 12. It is critical that you complete one inventory count per bimonthly period.

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

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

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

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

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

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

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

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

to display all transactions of a specified Sample Lot #. 12. highlight the desired Sample Lot #. Sample History Viewing Sample History At anytime. highlight the inventory period.4.4. Unresolved Figure 12-12: Reconciliation Statuses 12. 2.5. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. The Reconciliation Status are described in the table below. AdvantEDGE User Guide Page 84 11 November 2008 . Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. From the “Inventory List”. No further action is required. The “Samples History” applet displays all respective transactions. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. In some situations. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. perform the following steps: 1. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. From the “My Samples History” applet. 3. Click the Samples / Samples History screen. it has a status of Pending SAC Review. The variances within the submitted inventory period are within corporate tolerances. The associated Status and SAC Comments can be seen on the Samples / Samples History screen.1.5.12. 4.

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

A “Pick Query” dialog box is displayed. 4. the query must first be created and saved. Changing Password To change your AdvantEDGE password: 1. 3. AdvantEDGE Passwords do not expire. select the Site Map icon. AdvantEDGE User Guide Page 86 11 November 2008 . Click the desired Screen. 3. and then click the desired Screen View. Select User Preferences / Default Queries. Click the pick-list in the Default Query field. Enter your Password. 13. 2.2. USER PREFERENCES 13. 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). Note: • Unlike your Windows login passwords.13. Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. From the tool bar. Click Save. 2. From the AdvantEDGE menu bar. You then need to perform the following steps: 1. On the Professionals and Accounts screens.1. and Verify Password in the respective fields. you may want to default the query on your Professionals screen to display your Targeted Professionals. As an example. Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information. select Tools / User Preferences.

Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. select the Site Map icon. From the tool bar. 2. select the Site Map icon. 3. 13. Occasionally you may be required to Change Positions in AdvantEDGE. Select your preferred Calendar views from the picklists. The “Weekly (7 day)” view is recommended. perform the following steps: 1.4. Setting Default Calendar View To set your default Calendar View: 1. 13.3. Page 87 11 November 2008 AdvantEDGE User Guide .5. Select the desired Query and click OK. Set the “Startup View” value as desired. Select User Preferences / Calendar. 2. 2. Important Note: • When you are finished assessing the other Position. Highlight the Position you wish to access and click the Change Position push-button. For example. From the tool bar.5. you may be covering a Vacant Territory on a temporary basis and as a result. Select Site Map / User Preferences / Change Position. You will now have access to all the data of the other Position / Territory. An applet is displayed listing the Positions to which you have access and also the “Active Position”. you must switch back to your regular Position. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. 13. To change a Position. Select User Preferences / Behaviour. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. you need access to the other territory’s data. 3.

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

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

Using a Smart Call 1.2. AdvantEDGE User Guide Page 90 11 November 2008 .14. click on the Smart Call pick-list icon. 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. Highlight the Smart Call and click OK.

and hidden/showed. 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. 2.15. AdvantEDGE User Guide Page 91 11 November 2008 . Displays Expense Reports that are “In Progress” or “Submitted”. they no longer appear in this applet. Displays Change Requests that are “In Progress” or “Submitted”. Click on the Professional or Account hyperlink to drill down to the Call Plan view of the Professional or Account screen. click the Edit Layout button. maximized/minimized. On the Home Page. only applicable to Field Users. Displays your Last Synch Date/Time and Status. Displays the Current Days Call Activities. Changing the Home Page Layout To change the Home Page Layout: 1. Once you reach your Assigned Calls for a Professional or Account. The various applets can be rearranged. My Expense Reports My Change Requests My Last Synch My Calendar 15. HOME PAGE The Home Page is used as a “Dashboard” to display the most relevant information from the various AdvantEDGE modules.1.

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

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

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

Note: • You will not be able to enter a call until you setup your products list.6. Setup your Calendar Access List As described in the Calendar section. 16. 16. 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 User Preferences / Calendar screen to set your default Calendar. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. use the User Preferences / Default Queries screen to set your default queries. 16. 16. Setup Default Calendar As described in the User Preferences section. 16. 16.10.9. 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.4.7. Setup Default Queries As described in the User Preferences section.16.8. Setup Marketing Messages As described in the Activities section. Enter Time Allocation Enter your Time Allocation records for your time spent in Training.5. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. Setup Products List As described in the Activities section.

surveymonkey. please reference the following website to complete an one-line questionnaire: http://www. Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training. 16.12. Bypass Login Screen For quicker startups. the AdvantEDGE login screen can be bypassed by setting the following parameters in the argument list of the AdvantEDGE icon: • • /u userid /p password Please arrange for an IT resource to set these parameters for you.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 .11.Weekly Enter Time Allocation Enter Expenses Check for ‘Planned’ Calls Monthly Process Syndicated Data Files Check Rx Data 16.com/s.

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

17.2.

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

17.3.

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

?

SM?TH

Today() And Or Is Null Is Not Null

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

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17.4.

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

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

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

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19. 19.1. 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. 19. MLs however can see all details of the Reps’ Call Notes from the Activities view..g. The Biopharm MLs typically call on Professionals within their own geographical area (i. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML. When a Professional’s address is added to FSA Z1Z. For this reason.2.2. Comments) cannot be viewed by Reps. territory) but sometimes require the capability to call on select Professionals throughout the country. 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. They are allowed to see some Call Note details but only on the Activities view. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. Call Type.2. Medical Liaisons Call Notes (i. Biopharm MLs – Applicable Call Types For all Reps & MLs. 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 . APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19.e. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only...1. All other fields (e.19.e.2. Date. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. but the Comments field is blanked out because it is Private.

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

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