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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GROUPS AND EVENTS ...................... Setting Default Queries ........................1........................ Synchronizing your Database .......77 12....................... Processing Sample Returns .................................... Importing Syndicated Data Files ................6................. Inventory Count ................ Received Samples Adjustment ..............82 12.2........2........87 13.. Rep Reconciliation Summary Report (Currently N/A) ...........4................ Reconciliation Status .... Setting Default Startup Screen.....................2.91 16........84 12.............................. Checking Synchronization Status ..........11............................................4.......63 12.............................................. USER PREFERENCES........3...............85 13...............4......... Changing the Home Page Layout .90 15........................2.........2...............................................3..............63 12...............66 12..............89 14.... Setup Products List ................................5............... Transfer Out......................................3......... Sample Transfers ..............5. Inventory Count & Reconciliation ........... Sent Samples Adjustment ....86 13....................................................................................................1................69 12............. Setting Default Calendar View . Reconciliation .........84 12...........1..........92 16...........................................4...............................................................1.92 16............1..72 12.....................................3.....................................................93 16..1...86 13.................4...................................... Changing Password...95 AdvantEDGE User Guide Page iii 11 November 2008 ..............75 12....................87 13......5.95 16....1.....2........ Downloading your Database........1..95 16........................3.....................1...............75 12.....1. Using a Smart Call ............................... Sample Disbursement Adjustment ................................ Tips on Working with Samples..............2.... Transfer In..........88 14.........56 12.............6.............4.......3..............................58 12............................ Creating a Smart Call........ Setup your Calendar Access List .3..........84 12.................. Receiving Samples & Processing Returns ..........58 12. Viewing Sample History ....2......60 12........3....92 16...................... Sample Adjustments ..2.............1................................1...............71 12.........65 12..........................................5..................5............ Inventory Count Adjustment .........3... SMART CALL..2.. SAMPLES MANAGEMENT ...68 12...4.79 12. Receiving a Sample Shipment.. Other Adjustments ......................... Changing Position .......... Setup Marketing Messages ........91 15..............4........................89 14... “GOING LIVE”....87 13........................................6........ Linking a Professional/Account to a Group and Event ............................86 13........................... HOME PAGE..54 11..................54 12........ Sample History ......................................3.......4...1........

...............11.............2............... 102 20............... 100 18.3..........4................................12........2...9.....................95 16.. Biopharm MLs – FSA Z1Z ...95 16.... 101 20.1..... Using Head Office AdvantEDGE to Record Calls ............... Best Practices ....... Biopharm MLs – Special Considerations ................8..... Enter Time Allocation . APPENDIX A .... Biopharm MLs – Applicable Call Types ....................................... Useful Hotkeys ........................ 101 19..... 102 20...... My Professionals vs My Team’s Professionals.............1............96 16...................... Assistant Expense Reporting ............. Commonly Used Query Operators ..2................................ 103 AdvantEDGE User Guide Page iv 11 November 2008 .......BEST PRACTICES FOR FIELD USERS ..................96 17.............................. Recording a KOL Call using Groups & Events ... Typical AdvantEDGE Usage ............................98 17........2......... Recommended Columns Displayed. 102 20......95 16... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ..........................95 16........... Training Questionnaire ....................1............ Bypass Login Screen ................................................... 103 20....1....97 17....... Setup Default Queries . Recording a Call on any Professional .................................97 17.............4..... Setup Default Calendar ..16.2......... APPENDIX B – DBM USAGE ....................10.99 18........98 17..... Private Call Notes ......................... 101 19............................. 101 19............. 101 19................................... 100 19......2..........1.................7..........3.................................. APPENDIX D – HEAD OFFICE USAGE ............

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

however. AdvantEDGE User Guide Page 2 11 November 2008 . Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. 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 1.4.5. 1. As the system is validated.pertains to their respective territory. This has provided us with significant cost-savings in the development and support of the system. 1. the first half of postal codes). The following figures illustrate the different parts of the screens in AdvantEDGE. Screen Layout It’s important to first establish common terminology to facilitate training and support. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US.e.. Data for a territory is defined by FSAs (i.3. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year.

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

6. Enter the following fields: 11 November 2008 . Accessing AdvantEDGE 1.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. Double-click the Field User ID Password 3. Value As provided by the Administrator. As provided by the Administrator. 2.1. AdvantEDGE User Guide Page 4 icon on your Desktop.6. Click the Login icon. Logging In 1.

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

You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. The chapters are arranged in the order in which they should be covered for training purposes. AdvantEDGE User Guide Page 6 11 November 2008 .9. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide.1. 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 1.8. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. Additional information for other users is detailed in the Appendices. Boxes are used to highlight Important Notes.

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

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

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

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

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

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

too few samples do not have an effective impact.2. AdvantEDGE User Guide Page 13 11 November 2008 .2. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items.3. To save your changes.3.3. There is a sweet spot to the number of samples to provide. hidden line items are not displayed unless the “Show All” button is clicked. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. To cancel your changes. This function displays a list of Product and Lot #s in your inventory so that samples can be recorded by only entering their respective quantities. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. use the Hide function to only show the Samples you are currently working with. To hide hidden line items.3.1. 2. and too many samples cut into a Representative’s sales. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. Smart Call You can reduce the amount of clicks and effort required to enter a call through the use of Smart Calls which is described in a separate section in this document. To show all line items. Whenever the List applet is displayed. 2.

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

3) 3. From the Professionals / Professionals List screen. • Update any additional information regarding: Staff/Gatekeeper Site Phone Number / Site Fax Number (e. This is the only icon that will allow you to link an Address to a Professional. AdvantEDGE User Guide Page 15 11 November 2008 . 2. phone/fax of clinic or hospital) Main Phone / Main Fax (specific to Professional) Suite Department • Click OK. Link the Professional to an Address • Click the Address MVG icon (in the Professionals form applet below the Professionals List applet). Enter the following mandatory fields: • • Last Name. click the New button. 2. Adding a New Professional To add a New Professional: 1. A dialog box is displayed of Available & Selected addresses. 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). The Address is Selected as Primary if it is the only linked Address. • Query the Available addresses to find the correct address.g. This avoids entering a duplicate record.7.2. Perform an exhaustive query to ensure that the Professional doesn’t already exist. • Highlight the Address and click Add. First Name Specialty (don’t worry about enter Sub-Specialty 1. It is recommended that you search & sort by Postal Code..

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

Adding/Removing an Address To Add or Remove an Address for a Professional. From the “Selected” address list.10.2.The Address resides in your Territory. Setting a Primary Address Each person can set their own Primary Address for a Professional. .8. If you remove a valid Address that another Rep uses.The Address is not flagged as the Primary Address. 2. 2. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. step 3). Be sure ONLY to remove an Address if you are sure the Professional no longer works there. Change Requests . the other Rep may no longer be able to find the Professional. IMPORTANT NOTE: • 2. • To Remove an Address outside of your Territory. Note: • You can Remove an Address provided: . To submit a Change Request: 1.10. set the Primary checkbox and click OK. step 3). A Change Requests List applet and Form applet are displayed.9. This allows several Reps to identify a specific Professional at the address of their choice. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. These operations have to be submitted using a CR (Change Request). It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 .7.7. To set a Primary Address: 1.Professionals There are certain operations that only the Siebel Administrator is allowed to perform. Access the Professional and select the Professionals / Professionals List / Change Requests view. you must enter a Change Request as described in Section 2.

2.Comments From Rep . Click New to create a new Change Request. CR Type Required Fields Duplicate Professional .Comments From Rep Moved Out of TerrAddr Known . Access the Professionals / Filters screen.Address (current) .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. 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.Out of Territory Address Fields (Address. to query Professionals who write more than 1800 TRx Market Share of Total Insulin: 1. Notes: • Every CR Type requires the specification of an Address for the Professional (as indicated by the red asterisk on the field).Professionals AdvantEDGE provides some limited functionality for querying Professionals for Rx Data. Only 1 CR can be “Submitted” per Professional until the CR has been Processed.11. Select the CR Type from the pick-list and applicable field values. AdvantEDGE User Guide Page 18 11 November 2008 .Address (current) Record . Querying Rx Data . Province. Each CR Type requires you to specify various fields. Set the Status of the CR to “Submitted”.Address (current) .Address (current) . • 2. City. For example. 3. Postal Code) .Address (current) .

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

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

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

Today() And Or Is Null Is Not Null

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

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

Figure 3-1: Useful Query Operators

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

4.1.

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

4.2.

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

Figure 4-1 – Determining Record Count

4.3.

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

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Figure 4-2 – Setting Columns Displayed

• • • • •

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

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

4.4.

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

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

Excel opens with the exported data. Repeat to toggle off. Set the File name of the file.6. Column Functions To freeze/unfreeze columns (as in Excel): 1. 4. • 4. 5. Freeze Columns Figure 4-5 – Freezing Columns This is a useful feature when scrolling horizontally. Note: Siebel uses output[1].6.xls)”. 4.1.csv by default. My Documents). AdvantEDGE User Guide Page 26 11 November 2008 . To Save the data. click File/Save As from the Excel menu bar and specify the following attributes: • • Navigate to an appropriate Folder (e. Double-click on the column header you wish to freeze. Note: Siebel exports data in a raw Unicode Text format by default..Figure 4-4b – Exporting Data Click Open. Set Save as type to “Microsoft Office Excel Workbook (*.g.

Drag the column header.6.3. Click on the column header. Click on the same column header to sort in Descending order. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . and drag to adjust the width. Move Columns To move columns: 1.4.2.6.6.4. Resize Columns To resize columns: 1. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Sort Columns To sort columns: 1. Figure 4-6 – Moving Columns 4. 4. Position the cursor between the column headers until a double-sided arrow appears. Figure 4-7a – Sorting Columns (Ascending) 2.

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

To query on all Targeted Pharmacies. 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. Accounts List The Accounts List displays a complete list of all Accounts in your database.g. It is also very useful for querying Accounts as covered in Chapter 3.1.g.Link Bar Accounts List View Tab Pre-Call Change Requests Call Plan Description of Information List of Call Activities recorded on the Account List of Change Requests Call Plans for the Account Type. Hospital Service Roster) Accounts to which the selected Account is associated (e.. AdvantEDGE User Guide Page 29 11 November 2008 . 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. Telephone. Address. use the following criteria: • • Type: My Targets: Pharmacy/Store Checked You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4..

select the “XXXX CHE ENTRY ACCOUNT” (where “XXXX” is your Territory #).Useful pre-defined queries on the Accounts screen are: • • Canada – My Targets Canada – Corporate Targets 5..g. fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face-to-face”. This view displays the following 2 applets: • • Calls on the Account for the last 6 months Professional Affiliations To generate a Pre-Call Analysis report. CHEs). click on Accounts / Accounts List / Pre-Call. while accessing the Pre-Call View. Click the New Group Call button. A Group Call will save you time because you only have to enter the Call Information once at the Account Level. 5.2.3. Only “Face-to-face” and “CHE” call types Page 30 11 November 2008 AdvantEDGE User Guide . and then you link all Attendees to that Call at once. As with a Professional Call. Pre-Call Analysis For Pre-Call Analysis. Recording a Group Call A Group Call is very useful in recording calls when you call on several Professionals at the same time (e. This entry appears at the top of your Account List when sorted alphabetically. To record a Group Call: 1. Note: If the Call was made outside of a Hospital or Clinic. click on the Reports icon Notes: • You will not be able to see notes made by MLs on the Pre-Call View. Access the Account to which the call was entered. You will need to access the Accounts / Profile / Activities View. 2.

AdvantEDGE User Guide Page 31 11 November 2008 . Enter the “Call Topics” by specifying: • • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) In the Attendees applet. An “Add Attendees” dialog box is displayed listing all Professionals affiliated with the Account. click the All Professionals button. Do not worry about setting the Time of the Call.count towards your Call Plan compliance. immediately after the call).4 on how to setup an Affiliation. Date Defaults to current Date & Time. Refer to section 2.5 & 5. It is recommended that you enter your call on the same day that the call was made (preferably. 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. 4. click New. 3.

• 5. Once “Submitted”. Repeat these steps to identify all Attendees of the Call. Later. Notes: • • The criteria for identifying a CHE is that the Call Type=’CHE’. and click OK. it results in the creation of 6 Calls (1 Account Call. the Attendee Calls are set to “Submitted” and the Call Types are set to that of the corresponding Account Call. When a Group Call is “Submitted”. These controls are similar to those used in Excel. the following occurs: a) The Comments of the Account Call are concatenated to any Comments recorded on the individual Attendees.• • Find an Attendee to the Call. you record a Professional Call on the Pharmacy Account and it is recorded using a “DEFAULT PROFESSIONAL”. Recording a Pharmacy Call Recording Calls on Pharmacies is done in a unique way because Pharmacy Professionals (including Pharmacists) are not entered into AdvantEDGE.4. 5.3. In step 4 above. • 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. AdvantEDGE User Guide Page 32 11 November 2008 . Click the Submit button to submit the call. click on the record to highlight it. The New Call screen allows you to record samples dropped off at the Pharmacy. 5 Attendee Calls). b) The Attendee Calls remain as “Planned” and have a blank Call Type. Continue all steps as entering a Professional Call as described in step 2. following the running of a Nightly Process. 1. As a result. you can highlight several records at once using <Ctrl>Click to selectively highlight. or <Shift>Click to block highlight. Access the Pharmacy and click the New Call button.

Click Accounts / Profile / Account Affiliations. ML) Call Notes in this view by positioning your cursor over the Comments field. a corresponding relationship can be viewed for the associated Account (i. 5. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. A new row is inserted.. however. Upon setting this relationship. if A is affiliated to B. 4. B is affiliated from A). Select the Professional and click Pick.e.5. This screen displays all Call Notes for the last 2 years.. Activities To view all Call Activities on an Account. Click Accounts / Profile / Professional Affiliations. Click New in the “Professional Affiliations” applet. To record a Professional Affiliation on an Account: 1. Click the pick list icon in the Last Name field. 2.5. 2.. 5. Click New.7. AdvantEDGE User Guide Page 33 11 November 2008 . Upon setting this relationship. 3. A Pick Professional dialog box is displayed. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account.6. Hospital Affiliations). 3.e. Select the Account and click OK. click Accounts / Profile / Activities. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional.g. You will be able to view both Public and Private (i. A dialog box listing Accounts is displayed. To record an Account Affiliation: 1.

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

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

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

Monthly Calendar The Monthly Calendar is displayed below. The “Weekly (7 day)” view is recommended. 6. Weekly.1. Figure 6-1 – Monthly Calendar Notes • • • To quickly view Call information. and Daily. You can also drill-down to the Call Screen by clicking on the Call hyperlink. 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. CALENDAR The Calendar screen is an excellent screen for viewing and accessing all calls recorded. The Weekly Calendar is the most popular. position the cursor over the Call to invoke a pop-up.6. There are 3 calendars accessed via the View tabs: Monthly.

Access List It is very useful to share your Calendar with your DBM or mirror Rep to allow them to see your Calendar of Call Activities. 2. The Add Employees dialog box is displayed.6.2. Query and select the appropriate name and click OK. To grant Calendar access to a colleague: 1. AdvantEDGE User Guide Page 38 11 November 2008 . Select the Calendar / Access List screen. Click New.

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

2. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. and set the Status to “Cancelled”. However. 3. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted..7. Planned Calls can be Cancelled/Deleted. the name of the applet on the top left corner). Use Menu / Delete Record to delete the record. 3. 2. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1.4. 3. Note • You need to set your Personal Call Topics before you can pick them on the call screen.3.. Access the Call record. Select the Activities / Personal List screen. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. 2.5. 7. Select the Activities / Personal List screen. Select the Personal Product Lists from the Show pick list (i. Select the Personal Marketing Initiatives List from the Show pick list (i. Select the Activities / Activity List screen. the name of the applet on the top left corner). 7.e.e. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. To delete a Planned Call: 1. AdvantEDGE User Guide Page 40 11 November 2008 .

8. 4.1. Set the Status to “Submitted” to lock the record from being updated. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. Fill in the fields. The following table lists the Time Allocation categories. or 8 hour durations. 3. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. 6. Select the Time Allocation screen. Click New. Time is recorded in 2. 4. 8. 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 . Recording Time Allocation To record Time Allocation: 1. Note: Fields identified with a red asterisk are mandatory. 2.

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 .

Category “Worked” counts for “On Territory” Activity. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver.2. 8. Change the Status from “Submitted’ to “Cancelled”. Change the Status from “Cancelled” to “In Progress”.g. Enter a Submitted record for the Monday. In Field. 2. 3. 3. or Vacation): 1. All other Categories are for “Off Territory” Activities. Submitted Time Allocation records can be changed. Access the record. 2. Note: When a record is copied. Consider that you have the same activity for an entire week (e.. AdvantEDGE User Guide Page 43 11 November 2008 . 8. To Un-Submit a Time Allocation record: 1.3. Use the Copy button to copy the record 4 times for the remainder of the week. the entire contents are duplicated except the Status which is set to “In Progress”. Update the copies to set the Date and set the Status to “Submitted”.

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

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

2. From the menu bar. It is recommended that you use List applets for querying data and Form applets for entering data. Fill in the associated fields. 3.3 respectively. 9.1. In the Form applet. A list of previous Expense Reports for the user is displayed.These 3 Steps are covered in sections 9. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report. DBMs. and 9. 9. Select 1 of the 3 Names from the drop-down list as specified in the table below.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. 2. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. first create the Header as follows: 1. select the Expense Reports screen to access My Expense Reports. the second period is from the 15th to the last day of the month Start Date / End Date are populated based on the Period selected Pay To / Prepared By / Submit To are pre-populated to indicate the Users’ Initials involved with the Expense Report Status is pre-populated as ‘In Progress’ • • • AdvantEDGE User Guide Page 46 11 November 2008 . MLs) Associated Fields: • • Description (optional) Period .1. click New to create a new Expense Report. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps.

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

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

2.9. 2. perform the following: 1. 9. Enter the Transaction Amount which is expense amount in the foreign currency. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. USD for US Dollars). 3. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). 2. 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. 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. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . Select the Currency Code from the pick-list (e. 4. The Expense Amount is calculated for you when you step off the field. except when you enter the Expense Amount.g. An “Enter Amount” dialog box is displayed.1. Click the Expense Amount pick-list icon.

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

4. Send the Orange Envelope to the NNCI Office (not to Princeton). Tape the receipts to 8.5. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. 9. 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 . Place your Printed Expense Report and associated receipts (taped) into an Orange Envelope so that your name on page 1 of the Printed Expense Report shows through the window of the Orange Envelope.4.minimized on your task bar. 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. 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. Do not use any staples or paper-clips. Sign the Printed Expense Report. 5. Click on the Print icon in the Toolbar to print the Expense Report on your printer. 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. 3.

The Call Plan Calls view is displayed. Click the Last Name/Account hyperlink. Submitted Calls. The Call Screen used to enter a new call is displayed. Viewing your Call Plan To view your Call Plan: 1.. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. When creating your first non-Targeted call on a Professional/Account. The Assigned Calls. Assigned Calls 10.2. The corresponding Profile/Activities view is displayed.3. Click the POA Period hyperlink (e. Targeted Number of Calls within the Period as set by Sales Operations. Select the Call Plan screen. 2. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1. AdvantEDGE User Guide Page 52 11 November 2008 . 10. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. There are 2 sub-views to view Professionals or Accounts. Highlight the desired Professional/Account and click the New Call button. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts.1. 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. a nightly process needs to run before you can see the associated record in the Unspecified Calls view. 2007 Canada POA).g. and Segment are displayed as columns. 10. Only ‘Face to Face’ and ‘CHE’ Call Types are counted.10.

Highlight the appropriate Call Plan record. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1. 10. Click the Recalculate button.5. you can recalculate it using the following steps: 1. 2.10. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. Click on the POA Period hyperlink of the corresponding Professional/Account record. AdvantEDGE User Guide Page 53 11 November 2008 .4.

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

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

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

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

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. AdvantEDGE User Guide Page 58 11 November 2008 . a) Verify that the cartons are labeled with your name and address.1. synchronize your data so that your sample delivery information will appear in the Received Samples view. refrigeration) when receiving a shipment Your signature is required for sample deliveries.. On the morning of your sample delivery. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below.1.12. When receiving a sample shipment. On occasion. 12.g. you may authorize another adult provided they are aware of NNCI policies and procedures.1. b) Sign the carrier’s delivery slip indicating the correct number of cartons.

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

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

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

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

This is to be done on the SAME day as the transfer and can be done during the face-to-face meeting. you need to perform the following steps: 1. This should be done in a face-to-face meeting.12.1. The Rep then performs a data synchronization to send the Transfer Out transaction. 12. Figure 12-5: Samples Return Transmittal Form To Transfer Samples between Reps. you need to perform the following: a) Both parties need to confirm the Product List No.2. Lot #/Expiration Date. Click the Samples / Sent Samples screen. AdvantEDGE User Guide Page 63 11 November 2008 .2. and Quantity being transferred. c) The Rep receiving the samples performs a data synchronization and acknowledges the receipt of the samples as a Transfer In transaction. b) The Rep transferring out the samples needs to create a Transfer Out transaction. Transfer Out To record a Transfer Out transaction. Sample Transfers The Sample Transfer Process is depicted below.

click Submit.2. 3. 5. 8. one Samples Transaction can have several line items. From the “My Sent Samples” applet. If the recipient records values differently from the Transfer Out data. Fill in the header values for the samples being transferred. Fill in the line item values for each lot number being transferred. Notes (regarding Sent Samples Discrepancies): • When transfers occur. click New. From the “My Sent Samples” applet. Synchronize. Lot #/Expiration Date. Remember. 7. From the “Line Items” applet. Your inventory for the affected Lot #s are reduced accordingly. 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. it is important that both parties agree on the Product List No. Field Description Product Description Lot # Quantity Select value from pick-list Select from pick-list Specify number 6. AdvantEDGE User Guide Page 64 11 November 2008 . Repeat steps 4-5 for all sample transfer line items. click New. and Quantity being transferred. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Sent. a discrepancy transaction is automatically created in the Sent Samples Discrepancies screen of the sender.

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

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

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

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

You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory.3. click Submit. 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. 7. Consider the following scenario: • During a Sample Transfer with another Rep. 12. • • AdvantEDGE User Guide Page 69 11 November 2008 . 6. For the above scenario. the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing. Fill in the line item values for each lot number adjustment.2. one Samples Transaction can have several line items. The adjustment needs to be made by the person who entered the incorrect quantity.5. enter “5”. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”. Repeat steps 4-5 for all sample transfer line items. Remember. Your inventory for the affected Samples is updated. Due to this mistake. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory. Received Samples Adjustment Received Samples adjustments are used when you record sample transactions incorrectly compared to what you actually acknowledged as a Shipment Received or Transferred In. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. From the “My Samples Adjustments” applet.

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

Consider the following scenario: • A discrepancy occurred for a sample drop on Sep 13/07 for Dr. For the above scenario.Levemir Flexipen 1x3ml. click New. Fill in the header values for the samples adjustment. 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. • To enter a Disbursement Adjustment. Page 71 11 November 2008 Comments AdvantEDGE User Guide . You need to create a Samples Disbursement Adjustment with 2 line items to adjust your AdvantEDGE inventory as follows: 6 units of “643993. perform the following steps: 1. You recorded 6 units of “643993. For the above scenario.12.3. Lot # S50730” which was actually disbursed. Click the Samples / Samples Adjustments screen. use “Incorrect List # & Lot #” Pick-list from the “Stock Period” dialog box. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. Lot # S50730” to be entered as a Negative integer. Lot # F0906A” to be entered as a Positive integer. Field Description Transaction Type Reason Inventory Period Start Date Pick-list. 6 units of “368392-Levemir Vial 1x10ml.Levemir Flexipen 1x3ml. Sample Disbursement Adjustment Sample Disbursement adjustments are used when you record sample drops incorrectly. use “Disbursement – Adjustment” Pick-list. 3. Lot # F0906A” instead of the 6 units of “368392-Levemir Vial 1x10ml. For the above scenario. 2.3. From the “My Samples Adjustments” applet. Wayne Newton. Click OK.

Enter a Second Sample Inventory Adjustment for the Inventory Period that you have just Started. From the “Line Items” applet.3. Inventory Count Adjustment Entering the Wrong Quantities when doing an Inventory Count is the hardest mistake to recover from because you need to enter 2 Sample Adjustments as follows: • • Enter One Sample Inventory Adjustment for the Inventory Period that you are Closing./Lot # when recording Sample Drop on 9/13/2007 to Dr Wayne Newton” 4. Remember. AdvantEDGE User Guide Page 72 11 November 2008 .type “Entered wrong product List No. 368392) S50730 -6 Description Levemir Flexipen 1x3ml (List No. Fill in the line item values for each lot number adjustment. 12. click New. 643993) F0906A 6 6. 5. one Samples Transaction can have several line items. For the above scenario. Your inventory for the affected Samples is updated. From the “My Samples Adjustments” applet. Repeat steps 4-5 for all sample transfer line items. 7.4. Line Item 1: Field Product Description Lot # Quantity (+/-) Line Item 2: Field Product Description Lot # Quantity (+/-) Description Levemir Vial 1x10ml (List No. click Submit. you would enter 2 line items as specified below.

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

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

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

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

The Inventory Count and Reconciliation Process is depicted below. Expired. b) Return any Samples that are Damaged. once you take an Inventory Count.4. Figure 12-9: Inventory Count & Reconciliation Process 12. you cannot make any sample transactions until the next day. Before starting an Inventory Count.1. you must ensure that there are no Un-Submitted Sample Transactions by performing the following: a) Be sure that all paper-based Sample Disbursement Forms have been entered and that all Calls have been Submitted into AdvantEDGE. d) Synchronize. Consequently. Note: Inventory Count An Inventory Count represents the Rep’s Sample Inventory at the end of the day on which it is counted. or within 60 days of Expiring. Sent Sample. AdvantEDGE User Guide Page 77 11 November 2008 . c) Verify and Submit all Received Samples. and Samples Adjustments transactions.

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

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

Transfer Outs + Transfer Ins .Samples Returned .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. the Difference of all associated Unreconciled Inventory must be 0. you will need to enter a Negative adjustment to reduce your AdvantEDGE Inventory (i. For all Differences not equal to 0. 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. • Samples History In order to Submit for Reconciliation an inventory period. Details the Samples by List No. For Differences > 0. Once an Inventory Count is Submitted.. and Lot # for the respective Inventory Period highlighted in the top applet. this applet displays: On Hand Quantity – what the system calculates to be in your possession • Counted Quantity – the physical counts that you entered • Difference = (On Hand Quantity – Counted Quantity) Displays all transactions recorded for each Lot # in the “Unreconciled Inventory” applet.. Use the Samples History applet to help with this process.e.

For Differences < 0. Click the Samples / Reconciliation screen. you will need to enter a Positive adjustment. and click Submit for Reconciliation. perform the following steps: 1. To Submit an Inventory Period for Reconciliation. 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. A message box is displayed if there are any Differences not equal to 0. If you do not Submit for Reconciliation the closed inventory period prior to taking your next inventory count. the system will prevent you from submitting your next inventory count.Hand Quantity). 2 10 1 3 0 5 0 3 Important Notes: Look at the “Reconciliation” screen immediately after submitting an inventory count to determine if adjustments are needed to bring the Differences to 0. AdvantEDGE User Guide Page 81 11 November 2008 . a Sample Adjustment of -1 would need to be entered to Reconcile the Inventory Count. 2.

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

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

perform the following steps: 1. AdvantEDGE User Guide Page 84 11 November 2008 . The variances within the submitted inventory period are within corporate tolerances. 2.4.5. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. Sample History Viewing Sample History At anytime. From the “Inventory List”. 3. 4. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. In some situations. Unresolved Figure 12-12: Reconciliation Statuses 12. 12. it has a status of Pending SAC Review.1. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled.5. The Reconciliation Status are described in the table below. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. Click the Samples / Samples History screen. The “Samples History” applet displays all respective transactions.4.12. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. From the “My Samples History” applet. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. highlight the inventory period. No further action is required. highlight the desired Sample Lot #. to display all transactions of a specified Sample Lot #.

Orient different Lot #s in opposite directions.6. quantities or dates are grounds for dismissal.12. Do not distribute samples during symposiums or conventions. do not leave calls in a “Planned” status. The call is recorded using “Default Professional”. • • • • Note: You can change the Professional directly on the Call Screen by clicking the “Last Name” pick-list icon. You can record Sample Drops to Diabates Education Centres (DECs) as you would for a Pharmacy. Ensure Calls are “Submitted” on a timely basis. This technique can only be used for DECs and cannot be extended to Medical Clinics or Hospitals. Take Inventory Counts prior to Receiving Sample Shipments when your inventory is at its lowest. Use electronic signatures to minimize the work regarding paper-based forms. Do not remove samples from practitioner offices or pharmacies. Note: Falsifying signatures. Rehearse your routine for collecting an e-Signature so that the Signature screen is ready when you need the Professional to sign the Tablet PC. This is useful when you recorded Sample Data on the Call Screen and the original Professional when you started the Sample Drop is no longer available. Ensure refrigerated samples are cool to the touch. Work with 1 Lot # at a time on a first-in/first-out basis. Use zip-lock bags or elastics to organize samples & lot #s. AdvantEDGE User Guide Page 85 11 November 2008 . Tips on Working with Samples • • • • • • • Avoid sharing refrigerators or lockers.

Click the desired Screen. Note: • Unlike your Windows login passwords. you may want to default the query on your Professionals screen to display your Targeted Professionals. select the Site Map icon. Changing Password To change your AdvantEDGE password: 1. Click Save. A “Pick Query” dialog box is displayed. From the AdvantEDGE menu bar. select Tools / User Preferences. USER PREFERENCES 13. Enter your Password. From the tool bar. AdvantEDGE User Guide Page 86 11 November 2008 .13. 2. 4. 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). the query must first be created and saved. Select User Preferences / Default Queries. You then need to perform the following steps: 1. Click the pick-list in the Default Query field. and then click the desired Screen View.2. Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. 3. As an example. and Verify Password in the respective fields. Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information. On the Professionals and Accounts screens. AdvantEDGE Passwords do not expire. 13.1. 3. 2.

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

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

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

click on the Smart Call pick-list icon.14. The Call Screen will populate with the details of the Smart Call. When the Call Screen is first displayed after clicking the New Call button. Using a Smart Call 1.2. AdvantEDGE User Guide Page 90 11 November 2008 . Highlight the Smart Call and click OK.

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

Synchronizing your Database You should synchronize your AdvantEDGE system daily. “GOING LIVE” Upon the completion of your AdvantEDGE Training. you can click AdvantEDGE User Guide Page 92 11 November 2008 . You will know everything is complete when the Home Page is displayed. AdvantEDGE passwords do not expire. To Synchronize your Database: 1. These Synchronizations will be much quicker and will ensure that you have picked up all files and that your database is complete. we can restore your AdvantEDGE database up to the time of your last synchronization session. Also on occasion. the Administrator may send you an updated Database for maintenance purposes. If you get an error or your connection is terminated. 2.16. you will have an AdvantEDGE icon but no database. select File / Synchronize Database.2. If your computer fails or is stolen. perform 2 more Synchronizations. 16.1. Downloading your Database takes 5-30 minutes depending on your Territory size and connection speed. 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. The first time you try to synchronize. Downloading your Database When AdvantEDGE is first rolled out to you. Let the process continue uninterrupted. Synchronizing your database offers the following benefits: • • It ensures your system is up-to-date. When downloading your database for the first time. re-try and AdvantEDGE will continue from where it left off. DBMs may even take longer. It backs-up your AdvantEDGE data. Establish your VPN connection. From the AdvantEDGE menu-bar. this section details the steps to “Go Live” on your Production database. you will be prompted to enter your AdvantEDGE Password and Confirm Password. Finally. Alternatively. 16.

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

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

Setup Default Queries As described in the User Preferences section.8. Setup Default Calendar As described in the User Preferences section. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. use the User Preferences / Calendar screen to set your default Calendar. 16. Setup Products List As described in the Activities section. 16. 16. Setup your Calendar Access List As described in the Calendar section. 16. Setup Marketing Messages As described in the Activities section.4.10.5. 16.16.7. use the User Preferences / Default Queries screen to set your default queries. 16. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. Note: • You will not be able to enter a call until you setup your products list.6. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen.9. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen.

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

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

17.2.

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

17.3.

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

?

SM?TH

Today() And Or Is Null Is Not Null

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

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17.4.

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

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

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

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but the Comments field is blanked out because it is Private. territory) but sometimes require the capability to call on select Professionals throughout the country.. All other fields (e.g. The Biopharm MLs typically call on Professionals within their own geographical area (i.2.19. 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 . Call Type.1.2. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. Date. Medical Liaisons Call Notes (i.1. They are allowed to see some Call Note details but only on the Activities view. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only.. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs.2. For this reason.e. 19. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML. 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.e. Comments) cannot be viewed by Reps. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19.2.. MLs however can see all details of the Reps’ Call Notes from the Activities view. 19. When a Professional’s address is added to FSA Z1Z. 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.

2. To do this. In order to record a call on anyone in the system using Head Office AdvantEDGE. Date. 3. The Call Screen is displayed. Click the Go button. 6. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. Select Site Map / User Preferences / Change Position. You must do Expenses under your regularly assigned Position so that your Expenses are Submitted under the correct Cost Centre and approved by your Manager. or logout. Enter the first few letters of the Professionals Last Name in the Last Name field. 5. Recording a Call on any Professional To record a Call on a Professional: 1. namely Comments. you must first perform the following steps: 1. CAN CALL ENTRY) which has write access to all Professionals and Accounts. a special generic Position has been created (i. You will continue to have access to CAN CALL ENTRY until you change the Position again.e. Access the Professionals screen. Type. and Call Topics.20. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. 2. 2.1. Enter the Call details. 4. APPENDIX D – HEAD OFFICE USAGE 20. Highlight CAN CALL ENTRY and click the Change Position push-button. Click the New Call button. Click the Submit button and click OK to confirm.. 20. Click the Last Name hyperlink of the Professional. AdvantEDGE User Guide Page 102 11 November 2008 . An applet is displayed listing the Positions to which you have access and also the “Active Position”. Click the Query button.

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

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