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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.................. Viewing Sample History .... Downloading your Database................ Synchronizing your Database ............89 14....1...88 14..................84 12.....6....1..............5.........75 12.................................... Setup Products List ..............56 12..1...........................95 AdvantEDGE User Guide Page iii 11 November 2008 ........4....................63 12.........................................................2..1.........4...................... Tips on Working with Samples.......2........................63 12............................89 14................................. “GOING LIVE”............................ SMART CALL..............1........... Sent Samples Adjustment ..........5............4.........91 15.. Sample Adjustments ...........5........................................ Setup your Calendar Access List ............... Rep Reconciliation Summary Report (Currently N/A) ..... Using a Smart Call ...............3.....2..........77 12....71 12......4.....................2..............................79 12................................... Inventory Count & Reconciliation ...................1......84 12..........60 12........................ Transfer In...87 13..................................82 12.................................................. GROUPS AND EVENTS ... Sample Transfers .91 16........... Received Samples Adjustment ........................................................... Linking a Professional/Account to a Group and Event ................87 13.......90 15......2..............92 16......... Transfer Out..........1.. Processing Sample Returns .. Reconciliation Status ....4...... Inventory Count Adjustment ..................2..........93 16......................................................... Changing Password.......85 13............84 12..68 12...........................3....3.....................86 13.................................................................................6........... USER PREFERENCES...................................... Creating a Smart Call..... Importing Syndicated Data Files ...........69 12.............2......86 13..................3... Checking Synchronization Status .4.......2.......3............75 12.........................3...............................3...... Receiving Samples & Processing Returns .......................... Setting Default Queries ...58 12......................... Sample Disbursement Adjustment .......... Setting Default Calendar View .......86 13........1.... Receiving a Sample Shipment.....3...................................1..........1...... Changing Position .... HOME PAGE........................92 16.........4...................................11............6..1...... SAMPLES MANAGEMENT .........................54 12.......4...95 16..95 16................................5.............58 12.......65 12.......1...........87 13............. Setting Default Startup Screen.........................1.......................3... Changing the Home Page Layout ..54 11..... Setup Marketing Messages ............ Inventory Count .2........................72 12.........................................................4.........66 12.5...................2.................................... Reconciliation ......92 16........... Sample History ....3... Other Adjustments ..........

..............................8.................95 16..... 101 20...95 16..2.. Biopharm MLs – FSA Z1Z ...........................1.1................2... 103 AdvantEDGE User Guide Page iv 11 November 2008 .....98 17.......1.... Bypass Login Screen .... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ............97 17..........95 16......... My Professionals vs My Team’s Professionals............................................... APPENDIX A .....9........... Useful Hotkeys ................. Enter Time Allocation .......7.... Best Practices ..... Recording a Call on any Professional ........ APPENDIX B – DBM USAGE ......1......96 17.2.................................................................................3.............. Training Questionnaire .. 101 19........... 102 20.. 103 20......................3...........97 17...... 100 18..BEST PRACTICES FOR FIELD USERS ...... 102 20................................................16............... Typical AdvantEDGE Usage .10.... Setup Default Calendar .......... 102 20....... Private Call Notes ... APPENDIX D – HEAD OFFICE USAGE ..............................98 17..................99 18.....................95 16..................................... Commonly Used Query Operators .......4............ 101 19.......96 16..........2.............. Recommended Columns Displayed..... 101 19......... Biopharm MLs – Special Considerations .........2........4.. Assistant Expense Reporting .................................................................11................ 101 19............12....................... Setup Default Queries ................. Biopharm MLs – Applicable Call Types .......................1........2....... Using Head Office AdvantEDGE to Record Calls ..... 100 19........... Recording a KOL Call using Groups & Events ......

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

it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. 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. 1.5. Screen Layout It’s important to first establish common terminology to facilitate training and support. The following figures illustrate the different parts of the screens in AdvantEDGE. AdvantEDGE User Guide Page 2 11 November 2008 .pertains to their respective territory. the first half of postal codes)..e.4. Data for a territory is defined by FSAs (i. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. This has provided us with significant cost-savings in the development and support of the system. however.3. As the system is validated. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. 1.

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

Double-click the Field User ID Password 3. Accessing AdvantEDGE 1.6. 2. Value As provided by the Administrator. As provided by the Administrator. Click the Login icon. Enter the following fields: 11 November 2008 .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. AdvantEDGE User Guide Page 4 icon on your Desktop. Logging In 1.1.6.

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

The chapters are arranged in the order in which they should be covered for training purposes. 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 1.1.8. Italics are used in the manual to represent processes that support the AdvantEDGE system. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. AdvantEDGE User Guide Page 6 11 November 2008 . Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. Boxes are used to highlight Important Notes.9. Additional information for other users is detailed in the Appendices.

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

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

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

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

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

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

1. and too many samples cut into a Representative’s sales. hidden line items are not displayed unless the “Show All” button is clicked.3.2. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. 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. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. To hide hidden line items. 2. To show all line items.2. To save your changes. too few samples do not have an effective impact.3. There is a sweet spot to the number of samples to provide.3. Whenever the List applet is displayed. AdvantEDGE User Guide Page 13 11 November 2008 . To cancel your changes. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items. use the Hide function to only show the Samples you are currently working with. 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. 2. Smart Call You can reduce the amount of clicks and effort required to enter a call through the use of Smart Calls which is described in a separate section in this document.3.

5. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account. To record an Account Affiliation of a Professional: 1. Upon setting this relationship. AdvantEDGE User Guide Page 14 11 November 2008 . 4. A Pick Account dialog box is displayed.g. 2. You will be able to view both Public and Private (i. A new row is inserted. Upon setting this relationship. Click the pick list icon in the Account field. click Professionals / Profile / Activities. Activities To view all Call Activities on a Professional. Click Professionals / Profile / Professional Affiliations. 3. ML) Call Notes in this view by positioning your cursor over the Comments field.e.6.. referrals).2.. B is affiliated from A). if A is affiliated to B. Click New in either the “Affiliations From” or “Affiliations To” applets. Select the Account and click Pick.e. Click Professionals / Profile / Account Affiliations. 2.4. 3. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later). Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. A dialog box listing Professionals is displayed.. Select the Professional and click Add. however. Click New. 2. To record a Professional Affiliation: 1. 2. a corresponding relationship can be viewed for the associated Professional (i. This screen displays all Call Notes for the last 2 years. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink.

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

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

Professionals There are certain operations that only the Siebel Administrator is allowed to perform. If you remove a valid Address that another Rep uses. Setting a Primary Address Each person can set their own Primary Address for a Professional. 2.8. 2.9. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2.The Address is not flagged as the Primary Address. From the “Selected” address list.The Address resides in your Territory.10.2.7. A Change Requests List applet and Form applet are displayed. Adding/Removing an Address To Add or Remove an Address for a Professional. Access the Professional and select the Professionals / Professionals List / Change Requests view. set the Primary checkbox and click OK. To submit a Change Request: 1. you must enter a Change Request as described in Section 2. Change Requests . • To Remove an Address outside of your Territory. Be sure ONLY to remove an Address if you are sure the Professional no longer works there. . This allows several Reps to identify a specific Professional at the address of their choice. These operations have to be submitted using a CR (Change Request).10. To set a Primary Address: 1. IMPORTANT NOTE: • 2. step 3). the other Rep may no longer be able to find the Professional. step 3).7. Note: • You can Remove an Address provided: . It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 .

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

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

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

select Query / Refine Query. >. 2. Refining a Query To Refine the results of the currently run Query: 1.4. Saving a Query will also save the Sort Order of the List. From the menu bar. 4. 2. From the menu bar. 3. select Query / Delete Saved Query. 3. From the menu bar. Deleting a Query To Delete a Query: 1. Useful Querying Operations Operator Example <. select Query / Save Query As. Sort the Records (if desired).3. Note: Only User-Defined Queries can be deleted. Select the Query Name and click OK. 3. 3. The Query is now available to run anytime by selecting it from the Queries pick list. 3. <=. The current query criteria are displayed. Update the Query criteria. Enter a Query Name and click OK. SystemDefined Queries cannot be deleted.5. Click Go.2. >= <> * <25/4/2007 <>’General Practice’ SMI* Usage Calls before Apr 25/07 Professionals who are not GPs Represents any combination of characters including no characters Represents 1 and only 1 character (to return both ‘SMITH’ & ‘SMYTH’) ? SM?TH AdvantEDGE User Guide Page 21 11 November 2008 .

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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Figure 4-3 – Advanced Sort 4. select Menu/Export. From the List Applet. 3. Accepting the defaults is recommended as indicated below: Figure 4-4a – Exporting Data • • • • Use All Rows in Current Query to export all rows. Click Next. Use Visible Columns to export all columns in the list. Another dialog box is displayed for the File Download. AdvantEDGE User Guide Page 25 11 November 2008 . 2.5. A dialog box is displayed to help you specify the details of the Export. Use Tab Delimited Text File as the Output Format. Export To Export the data of a List Applet: 1.

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

Sort Columns To sort columns: 1. Move Columns To move columns: 1. Click on the column header. 4.2. Position the cursor between the column headers until a double-sided arrow appears. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Figure 4-6 – Moving Columns 4.6. Resize Columns To resize columns: 1.4. Click on the same column header to sort in Descending order.4.6. Drag the column header.6. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . and drag to adjust the width. Figure 4-7a – Sorting Columns (Ascending) 2.3.

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

It is also very useful for querying Accounts as covered in Chapter 3. 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. Hospital Service Roster) Accounts to which the selected Account is associated (e..1.g. Telephone. Best Call Time List of Call Activities General Notes which are not part of a Call Note Professionals who are linked to the Account (e. To query on all Targeted Pharmacies. Address..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. AdvantEDGE User Guide Page 29 11 November 2008 . Accounts List The Accounts List displays a complete list of all Accounts in your database. Hospital Network) Groups to which the Account is linked Computer files Profile Address Info Activities Notes Professional Affiliations Account Affiliations Groups and Events Attachments Figure 5-2: Views of Accounts Screen 5.g.

. Click the New Group Call button. 5. This view displays the following 2 applets: • • Calls on the Account for the last 6 months Professional Affiliations To generate a Pre-Call Analysis report. 2. Access the Account to which the call was entered.3. You will need to access the Accounts / Profile / Activities View. A Group Call will save you time because you only have to enter the Call Information once at the Account Level. while accessing the Pre-Call View. Only “Face-to-face” and “CHE” call types Page 30 11 November 2008 AdvantEDGE User Guide . click on the Reports icon Notes: • You will not be able to see notes made by MLs on the Pre-Call View.g. To record a Group Call: 1. fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face-to-face”.2. and then you link all Attendees to that Call at once. Recording a Group Call A Group Call is very useful in recording calls when you call on several Professionals at the same time (e. As with a Professional Call. Note: If the Call was made outside of a Hospital or Clinic. CHEs).Useful pre-defined queries on the Accounts screen are: • • Canada – My Targets Canada – Corporate Targets 5. click on Accounts / Accounts List / Pre-Call. This entry appears at the top of your Account List when sorted alphabetically. Pre-Call Analysis For Pre-Call Analysis. select the “XXXX CHE ENTRY ACCOUNT” (where “XXXX” is your Territory #).

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

Click the Submit button to submit the call. Notes: • • The criteria for identifying a CHE is that the Call Type=’CHE’. the following occurs: a) The Comments of the Account Call are concatenated to any Comments recorded on the individual Attendees. Later. b) The Attendee Calls remain as “Planned” and have a blank Call Type. Recording a Pharmacy Call Recording Calls on Pharmacies is done in a unique way because Pharmacy Professionals (including Pharmacists) are not entered into AdvantEDGE. click on the record to highlight it. Continue all steps as entering a Professional Call as described in step 2. When a Group Call is “Submitted”. and click OK. you can highlight several records at once using <Ctrl>Click to selectively highlight. the Attendee Calls are set to “Submitted” and the Call Types are set to that of the corresponding Account Call. or <Shift>Click to block highlight. Access the Pharmacy and click the New Call button. In step 4 above.3. you record a Professional Call on the Pharmacy Account and it is recorded using a “DEFAULT PROFESSIONAL”. Repeat these steps to identify all Attendees of the Call. As a result. 5 Attendee Calls). These controls are similar to those used in Excel. • If you enter a Group Call to 5 Professionals. AdvantEDGE User Guide Page 32 11 November 2008 . following the running of a Nightly Process.• • Find an Attendee to the Call. The New Call screen allows you to record samples dropped off at the Pharmacy. Once “Submitted”. 5. the contents of the Call Screen cannot be changed with the exception of the “Comments” field. 1.4. • 5. it results in the creation of 6 Calls (1 Account Call.

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

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

Address (current) AdvantEDGE User Guide Page 35 11 November 2008 . CR Type Duplicate Account Record Required Fields . Change Requests . To submit a Change Request: 1. Access the Account and select the Accounts / Accounts List / Change Requests view. A Change Requests List applet and Form applet are displayed. Use the table below as a guide. Select the CR Type from the pick-list and applicable field values.Accounts There are certain operations that only the Siebel Administrator is allowed to perform. These operations have to be submitted using a CR (Change Request). Click New to create a new Change Request. 3. Each CR Type requires you to specify various fields.Figure 5-3 – Changing the Address of an Account 5. 2. It is recommended that you work with the Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll.9.

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

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

2. AdvantEDGE User Guide Page 38 11 November 2008 . 2. To grant Calendar access to a colleague: 1. Select the Calendar / Access List screen. Query and select the appropriate name and click OK. The Add Employees dialog box is displayed. Click New.6. 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.

Professional Call. AdvantEDGE User Guide Page 39 11 November 2008 .7. Call Activity). Click on the Activity hyperlink (i. Querying Activities Because the Activities screen displays calls in the form of a list applet. As an example. Attendee Call hyperlink). 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. The different Call Types are summarized in the following table: Professional New Call Professional Call Account Professional Call on Pharmacy (using Default Professional) Account Call & associated Attendee Calls New Group Call Not Applicable 7. if you want to query for all calls made in April 2007. except the data is displayed in a list rather than on a calendar view.e.1. to return to the previous screen: 2. Account Call. 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. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i.e. Following a drill-down. or you may click on the associated thread-bar. it offers powerful querying capability.2. Use the Internet Explorer Back arrow to return to the previous screen.. To drill down on a Call: 1..

Select the Activities / Personal List screen. the name of the applet on the top left corner). Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Planned Calls can be Cancelled/Deleted. 3. the name of the applet on the top left corner). However. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. 3.5. 2.e. Access the Call record. 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. 3.7.3. To delete a Planned Call: 1. and set the Status to “Cancelled”. Note • You need to set your Personal Call Topics before you can pick them on the call screen. Select the Activities / Activity List screen. 7. 2. AdvantEDGE User Guide Page 40 11 November 2008 . Use Menu / Delete Record to delete the record. Select the Personal Marketing Initiatives List from the Show pick list (i. 2..4. 7.. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. Select the Personal Product Lists from the Show pick list (i. Select the Activities / Personal List screen.e.

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

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 .

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

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

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

It is recommended that you use List applets for querying data and Form applets for entering data.3 respectively.1. 2. 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 . STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report. first create the Header as follows: 1. 9.2. select the Expense Reports screen to access My Expense Reports. Select 1 of the 3 Names from the drop-down list as specified in the table below. From the menu bar. 3.1. DBMs. A list of previous Expense Reports for the user is displayed. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps.These 3 Steps are covered in sections 9. click New to create a new Expense Report. Fill in the associated fields.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. and 9. 9. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. In the Form applet. MLs) Associated Fields: • • Description (optional) Period .

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

. Field Business Purpose Details Payment Type Credit Card # Description Pick-list detailing activity (e.. Grand Rounds) Description of Expense Pick-list detailing payment method (e. Cash.applet rather than the List applet for entering Line Items so that you can see all input fields as you edit them. e. Expense Incurred Hotel Parking Expense Type to use in AdvantEDGE Lodging . $0.g. Visa) Do not use.. Do not enter your Credit Card # in AdvantEDGE.Hotel KM/Mileage Allowance & Parking KM/Mileage Allowance & Parking Fields to Enter Data • • Start / End / Expense Amount Start / End / Expense Amount Start / End Business Miles (amount is automatically calculated based on a per km rate.g. District Meeting.g.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.. All amounts are entered inclusive of all taxes (i. the out-of-pocket expense). AdvantEDGE User Guide Page 48 11 November 2008 .

2. Enter the Transaction Amount which is expense amount in the foreign currency. An “Enter Amount” dialog box is displayed. Select the Currency Code from the pick-list (e. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. 2. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. Click the Expense Amount pick-list icon. The Expense Amount is calculated for you when you step off the field. 4. 3. perform the following: 1.. Enter the Internal Order Number in the “SAP Int Order” column.1.9. 9. USD for US Dollars). Use the rate that you are being charged by Visa or your bank.1. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item.1. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . except when you enter the Expense Amount. 2.g. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet).

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

minimized on your task bar. No Staples or Paper-Clips You cannot submit an expense report that is more than 65 days old Failing to submit receipts for 2 consecutive expense reports will result in a hold of further reimbursement AdvantEDGE User Guide Page 51 11 November 2008 . be careful to correctly set the following fields: Field Cost Centre Submit To Description Cost Centre to which the items are being Expensed Cost Centre Manager who will approve the Expenses 9.5”x11” paper.5. Do not use any staples or paper-clips. 9. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. 4. so you may have to click on it in your task bar to maximize the window so it can be viewed. Sign the Printed Expense Report. Tape the receipts to 8. 5. 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. 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. Send the Orange Envelope to the NNCI Office (not to Princeton). 3. Click on the Print icon in the Toolbar to print the Expense Report on your printer.4.

Only ‘Face to Face’ and ‘CHE’ Call Types are counted.1. 2007 Canada POA). Assigned Calls 10.10. The Call Plan Calls view is displayed. Click the POA Period hyperlink (e. Viewing your Call Plan To view your Call Plan: 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. and Segment are displayed as columns. The Call Screen used to enter a new call is displayed. The Assigned Calls. When creating your first non-Targeted call on a Professional/Account. There are 2 sub-views to view Professionals or Accounts. Highlight the desired Professional/Account and click the New Call button. AdvantEDGE User Guide Page 52 11 November 2008 . 10. 2.g. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. The corresponding Profile/Activities view is displayed. Click the Last Name/Account hyperlink. a nightly process needs to run before you can see the associated record in the Unspecified Calls view. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1. Submitted Calls.3. 10.. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts. Select the Call Plan screen.2. Targeted Number of Calls within the Period as set by Sales Operations.

2. AdvantEDGE User Guide Page 53 11 November 2008 . you can recalculate it using the following steps: 1. Click on the POA Period hyperlink of the corresponding Professional/Account record.4. Highlight the appropriate Call Plan record.10.5. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. Click the Recalculate button. 10. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1.

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

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

SAMPLES MANAGEMENT The Samples Management module is used to track all samples involving Rep transactions and for which the Rep is responsible.).g. Return. Shipment.” specifies the Sample (and associated Product Description) • “Lot #” specifies the Lot (and associated Expiration Date) • “Quantity” specifies the number of units of the Sample The combination of all 3 of these attributes needs to be specified when detailing any sample transaction (e. Transfer. The Samples Management module consists of the following screens: Screen Samples Orders Received Samples Description Not Used Used to acknowledge the Receipt of Samples via: • Received Shipments • Transfer In (from another Rep) Used to track discrepancies regarding Received Samples Used for Sending Samples as: Page 56 11 November 2008 • Received Samples Discrepancies Sent Samples AdvantEDGE User Guide .. These include: • • • Samples Received.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. These samples do not pass through the Reps possession and hence are excluded. etc. Sample Details are tracked in AdvantEDGE using the following 3 attributes: “List No.

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

12. Figure 12-2: Receiving Samples Shipment Process You must follow proper procedures to ensure the stability of your samples (e. synchronize your data so that your sample delivery information will appear in the Received Samples view. b) Sign the carrier’s delivery slip indicating the correct number of cartons. AdvantEDGE User Guide Page 58 11 November 2008 .12.1. When receiving a sample shipment. if you cannot sign for a shipment. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below. On occasion. On the morning of your sample delivery. you may authorize another adult provided they are aware of NNCI policies and procedures.. refrigeration) when receiving a shipment Your signature is required for sample deliveries.1.1.g. a) Verify that the cartons are labeled with your name and address.

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

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

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

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

c) The Rep receiving the samples performs a data synchronization and acknowledges the receipt of the samples as a Transfer In transaction. 12. AdvantEDGE User Guide Page 63 11 November 2008 . you need to perform the following steps: 1. Click the Samples / Sent Samples screen. This is to be done on the SAME day as the transfer and can be done during the face-to-face meeting. This should be done in a face-to-face meeting. Figure 12-5: Samples Return Transmittal Form To Transfer Samples between Reps.12.2. The Rep then performs a data synchronization to send the Transfer Out transaction.2. b) The Rep transferring out the samples needs to create a Transfer Out transaction. you need to perform the following: a) Both parties need to confirm the Product List No. Sample Transfers The Sample Transfer Process is depicted below. Transfer Out To record a Transfer Out transaction. Lot #/Expiration Date. and Quantity being transferred.1.

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

The “Line Items” list applet at the bottom of the screen will display the details of the transfer.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. Click Submit to complete the receipt of the Transfer In. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. Fill in the Date / Time Received field to specify the date/time that the transfer was received. The field defaults to the current date/time. 12. This will pickup the Transfer In transaction triggered from the sending Rep. AdvantEDGE User Guide Page 65 11 November 2008 . Click the Samples / Received Samples screen. From the “My Received Samples” applet. so if all quantities are correct. Synchronize. The values default to those entered by the Rep who recorded the Transfer Out.2. The record will have a status of “In Progress”. update them and enter a brief description in the Comments field. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. highlight the corresponding Transfer In record. you do not need to change anything. you need to perform the following steps: 1. 3.2. 6. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. The Lot #s are now part of your sample inventory balance in AdvantEDGE. 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. To record a Transfer In transaction. Enter the sample counts for each Lot # in the Received Quantity field. 2. 4. If however the quantities are incorrect.

Figure 12-6: Received Samples Discrepancies screen 12.3. 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.• As noted earlier. Figure 12-7: Sample Adjustment Process Consider that you have 2 sample inventories as follows: Physical Inventory – what you have on hand AdvantEDGE Inventory – what the AdvantEDGE system calculates you have on hand Samples Adjustments are used to adjust for any differences between your physical inventory and your AdvantEDGE inventory.

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

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

You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. For the above scenario. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. Repeat steps 4-5 for all sample transfer line items. The adjustment needs to be made by the person who entered the incorrect quantity. 7. Fill in the line item values for each lot number adjustment. click Submit. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory.2.3.5. the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing. Your inventory for the affected Samples is updated. enter “5”. • • AdvantEDGE User Guide Page 69 11 November 2008 . You need to confirm with the other Rep what occurred so that he understands the discrepancy and that there is no action required on his part. 6. Consider the following scenario: • During a Sample Transfer with another Rep. Due to this mistake. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”. From the “My Samples Adjustments” applet. Remember. 12. Received Samples Adjustment Received Samples adjustments are used when you record sample transactions incorrectly compared to what you actually acknowledged as a Shipment Received or Transferred In. one Samples Transaction can have several line items.

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

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

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

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

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

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

.e. 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. An inventory period having both an Inventory Period Start Date and an Inventory Period End Date. Promotion or separation of a Representative When a random audit is conducted by the SAC department or other Home Office or field personnel Closed Inventory Type Annual Theft/Loss For Cause Monthly Closeout Random There are 2 stages that you need to complete as follows: • • Inventory Count – to count your physical inventory Reconciliation – to account for any discrepancies between your physical inventory (i. Audited yearly inventory count If a theft or loss occurs Inventory request generated by the SAC Department Mandatory bi-monthly inventory count. 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 .

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

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

From the “My Samples History” applet. Reconciliation The Reconciliation Process is used to account for any discrepancies between your physical inventory (i. 7.4.6. 8. You will need to return to the appropriate screens to check for “In Progress” transactions and Submit them. Click the Samples / Inventory Count screen.e.e. or Samples Adjustments) with a status of “In Progress”. The AdvantEDGE On Hand Inventory is calculated as follows: AdvantEDGE Inv.. Period + Shipments Received AdvantEDGE User Guide Page 79 11 November 2008 . “Unreconciled”). Inventory Count) and your AdvantEDGE inventory (i. 9. you will find that the current inventory period is “Closed” and has a “Reconciliation Status” of Null (i. Set the “Inventory Type” field to Monthly to enter a regular bi-monthly Inventory Count. If you access the Samples / Samples History screen. enter the Counts by Lot # for your physical inventory.2. 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). From the “My Inventory Count” applet.e.. The next section describes how to Reconcile your Inventory Count for the inventory period you just closed. and a new inventory period has been opened for use with the physical inventory counts you just entered. you will not be able to Submit your Inventory Count and a corresponding error message is displayed. Received Samples. Disbursements.. 12. highlight the Active inventory period. at Start of Inv. there are transactions (i. Click Submit. Note: If in step 9). what the system calculates you to have on hand). Sent Samples.. = Inv. Be careful to enter the values carefully as these values will become your AdvantEDGE inventory for the next inventory period.e.

this applet displays: On Hand Quantity – what the system calculates to be in your possession • Counted Quantity – the physical counts that you entered • Difference = (On Hand Quantity – Counted Quantity) Displays all transactions recorded for each Lot # in the “Unreconciled Inventory” applet.e. you will need to enter a Negative adjustment to reduce your AdvantEDGE Inventory (i. you need to enter adjustments under the Samples Adjustment screen. This applet is helpful when researching for sample activity relevant to an inventory period. Details the Samples by List No. For all Differences not equal to 0.. the Difference of all associated Unreconciled Inventory must be 0. Once an Inventory Count is Submitted. Use the Samples History applet to help with this process. On AdvantEDGE User Guide Page 80 11 November 2008 ..Sample Disbursements + Sample Adjustments The Samples / Reconciliation screen consists of 3 applets as described below: Applet Unreconciled Inventory Periods Unreconciled Inventory Description Displays the Unreconciled Inventory Periods based on the dates for which inventory counts were submitted.Samples Returned . • Samples History In order to Submit for Reconciliation an inventory period.Transfer Outs + Transfer Ins . For Differences > 0. and Lot # for the respective Inventory Period highlighted in the top applet.

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

3. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. Click the Samples / Samples History screen. 2. Close the window when done. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. perform the following steps: 1.3. click the Reports icon and select Rep Reconciliation Report. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . the final status of the Inventory Period is still pending SAC review. 3. To generate a Rep Reconciliation Summary Report. Click the Print icon from the “Siebel Report Viewer” to print the report. At this point. 12. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation.4. From the “My Samples History” applet. Synchronize. The report is compiled in the “Siebel Report Viewer” as shown below. highlight the inventory period.

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

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

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

and Verify Password in the respective fields. You then need to perform the following steps: 1. select Tools / User Preferences. 13. Click Save. Click the desired Screen. Click the pick-list in the Default Query field. Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information.1. 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). Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. AdvantEDGE Passwords do not expire. As an example. Note: • Unlike your Windows login passwords. and then click the desired Screen View. 4. 2. On the Professionals and Accounts screens. From the tool bar. Enter your Password. From the AdvantEDGE menu bar. 3. 3. AdvantEDGE User Guide Page 86 11 November 2008 . USER PREFERENCES 13.2. 2. A “Pick Query” dialog box is displayed. select the Site Map icon.13. Changing Password To change your AdvantEDGE password: 1. you may want to default the query on your Professionals screen to display your Targeted Professionals. the query must first be created and saved. Select User Preferences / Default Queries.

3. you must switch back to your regular Position. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. you need access to the other territory’s data. you may be covering a Vacant Territory on a temporary basis and as a result. select the Site Map icon.5. The “Weekly (7 day)” view is recommended. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. Select your preferred Calendar views from the picklists. You will now have access to all the data of the other Position / Territory. To change a Position. 13. 2. An applet is displayed listing the Positions to which you have access and also the “Active Position”. From the tool bar. For example. Occasionally you may be required to Change Positions in AdvantEDGE. select the Site Map icon. Select User Preferences / Behaviour. Select User Preferences / Calendar. 2. Setting Default Calendar View To set your default Calendar View: 1. 3. Select Site Map / User Preferences / Change Position. From the tool bar.3.5. perform the following steps: 1. Important Note: • When you are finished assessing the other Position. 13. 2. Page 87 11 November 2008 AdvantEDGE User Guide . Set the “Startup View” value as desired. Select the desired Query and click OK. 13.4. Highlight the Position you wish to access and click the Change Position push-button.

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

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

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

HOME PAGE The Home Page is used as a “Dashboard” to display the most relevant information from the various AdvantEDGE modules. Displays your Last Synch Date/Time and Status. Once you reach your Assigned Calls for a Professional or Account. Displays Change Requests that are “In Progress” or “Submitted”. Changing the Home Page Layout To change the Home Page Layout: 1.15. On the Home Page. 2. The various applets can be rearranged. click the Edit Layout button. AdvantEDGE User Guide Page 91 11 November 2008 . Displays the Current Days Call Activities. they no longer appear in this applet. Click on the Professional or Account hyperlink to drill down to the Call Plan view of the Professional or Account screen. only applicable to Field Users. My Expense Reports My Change Requests My Last Synch My Calendar 15. and hidden/showed. Displays Expense Reports that are “In Progress” or “Submitted”. maximized/minimized. 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.1.

When downloading your database for the first time. Downloading your Database When AdvantEDGE is first rolled out to you. we can restore your AdvantEDGE database up to the time of your last synchronization session. Synchronizing your database offers the following benefits: • • It ensures your system is up-to-date. AdvantEDGE passwords do not expire. you can click AdvantEDGE User Guide Page 92 11 November 2008 . Finally. the Administrator may send you an updated Database for maintenance purposes. Establish your VPN connection. Alternatively. Synchronizing your Database You should synchronize your AdvantEDGE system daily. 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.16. “GOING LIVE” Upon the completion of your AdvantEDGE Training. From the AdvantEDGE menu-bar. 16. The first time you try to synchronize. select File / Synchronize Database. You will know everything is complete when the Home Page is displayed. Downloading your Database takes 5-30 minutes depending on your Territory size and connection speed. Also on occasion. 2. It backs-up your AdvantEDGE data. Let the process continue uninterrupted. DBMs may even take longer. this section details the steps to “Go Live” on your Production database.1.2. you will have an AdvantEDGE icon but no database. 16. you will be prompted to enter your AdvantEDGE Password and Confirm Password. These Synchronizations will be much quicker and will ensure that you have picked up all files and that your database is complete. If your computer fails or is stolen. If you get an error or your connection is terminated. re-try and AdvantEDGE will continue from where it left off. perform 2 more Synchronizations. To Synchronize your Database: 1.

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

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

Setup Default Queries As described in the User Preferences section. 16. Setup Default Calendar As described in the User Preferences section.7. 16. 16.9. 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 Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. 16. use the User Preferences / Calendar screen to set your default Calendar.5. Enter Time Allocation Enter your Time Allocation records for your time spent in Training.10.6.8. use the User Preferences / Default Queries screen to set your default queries. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. Setup Marketing Messages As described in the Activities section. 16. Setup Products List As described in the Activities section. 16. Note: • You will not be able to enter a call until you setup your products list. Setup your Calendar Access List As described in the Calendar section.16. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen.4. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 .

11.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 . 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. Bypass Login Screen For quicker startups. Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training. please reference the following website to complete an one-line questionnaire: http://www.surveymonkey.Weekly Enter Time Allocation Enter Expenses Check for ‘Planned’ Calls Monthly Process Syndicated Data Files Check Rx Data 16. 16.12.com/s.

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

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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When a Professional’s address is added to FSA Z1Z. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. 19.2. 19.19.2. MLs however can see all details of the Reps’ Call Notes from the Activities view. Call Type..g. The Biopharm MLs typically call on Professionals within their own geographical area (i. but the Comments field is blanked out because it is Private.e.1. 19. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. Comments) cannot be viewed by Reps. territory) but sometimes require the capability to call on select Professionals throughout the country. All other fields (e. Private Call Notes MLs and Reps have separate Pre-Call views which disallow them from seeing each other’s notes on the Pre-Call view. For this reason. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML. Biopharm MLs – Applicable Call Types For all Reps & MLs. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19.2..1. Medical Liaisons Call Notes (i. the following additional Call Types are also counted towards their Call Plan: • • Conference SVC (Significant Value Call) AdvantEDGE User Guide Page 101 11 November 2008 .2.e. They are allowed to see some Call Note details but only on the Activities view. Date.. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. 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.

Recording a Call on any Professional To record a Call on a Professional: 1. APPENDIX D – HEAD OFFICE USAGE 20. 6. Click the Go button. 20. You will continue to have access to CAN CALL ENTRY until you change the Position again. Access the Professionals screen. 4. CAN CALL ENTRY) which has write access to all Professionals and Accounts. a special generic Position has been created (i.. Click the New Call button. Click the Query button. Click the Submit button and click OK to confirm. AdvantEDGE User Guide Page 102 11 November 2008 .20. or logout. The Call Screen is displayed. namely Comments. Type. Click the Last Name hyperlink of the Professional. 2. 5. and Call Topics. Enter the Call details. An applet is displayed listing the Positions to which you have access and also the “Active Position”.1. 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. 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. 3.2. To do this. Highlight CAN CALL ENTRY and click the Change Position push-button. Select Site Map / User Preferences / Change Position. you must first perform the following steps: 1. 2. Enter the first few letters of the Professionals Last Name in the Last Name field. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. Date.e. In order to record a call on anyone in the system using Head Office AdvantEDGE.

Access the Groups and Events screen. It is recommended that you enter several calls for one login session rather than logging in each time to enter a call. namely Comments. Optional Step: To review historic Call Activity for the Professional. when the Assistance accesses the Expense Reports screen. 3. The Call Screen is displayed. Click the Last Name hyperlink of the Professional. however the performance improves for repeated tasks. click the Activities view tab. Click the Submit button and click OK to confirm.Note: • Head Office AdvantEDGE is relatively slow. Recording a KOL Call using Groups & Events To record a Call using Groups & Events: 1. 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 . 20. 2.4.3. 6. Enter the Call details. In this circumstance. Date. and Call Topics. 20. Click the New Call button. 4. Click the Name hyperlink for the appropriate KOL Group. 5. The Professionals Profile screen is displayed. they can choose between “My Expense Reports” and “Assistant’s Expense Reports”. Assistant Expense Reporting Often an Assistant is setup to enter expenses for a coworker. Call Type. When entering expenses for a co-worker. A list of Professionals associated with the Group is displayed.

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