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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........... Reconciliation .....4........ Inventory Count & Reconciliation .. Changing the Home Page Layout ............................. Processing Sample Returns ....... SAMPLES MANAGEMENT ....95 AdvantEDGE User Guide Page iii 11 November 2008 ........................................................... Reconciliation Status . GROUPS AND EVENTS .................. Other Adjustments ..... Sample Transfers .................................. Synchronizing your Database .93 16....63 12..............2....84 12.... Tips on Working with Samples............. Sample Disbursement Adjustment .....................................1....................86 13..........84 12............75 12........2............................................89 14..................... Inventory Count Adjustment .91 16..............91 15.................2.........2...... Receiving a Sample Shipment..............................................2... Checking Synchronization Status ............54 12............92 16........3.............65 12...............58 12......69 12.................................................60 12........ Rep Reconciliation Summary Report (Currently N/A) .........5.82 12...........92 16..............3..................... Changing Position ..............4...........75 12..4.......4..........................................2..6..................66 12......1............................................95 16...3............................ Changing Password.......................... Setup Products List ......87 13.......3....6.86 13................ Downloading your Database.. Creating a Smart Call........ Linking a Professional/Account to a Group and Event ............................................................. Setup Marketing Messages ..3.....................................4......................92 16..4........ Using a Smart Call ....2............... Sent Samples Adjustment ............58 12..79 12..................77 12..... Received Samples Adjustment .............................................................................. Setup your Calendar Access List ...3........2................1.............................................1...11......87 13........................................5. Importing Syndicated Data Files .......1.. Setting Default Startup Screen..........1.................................63 12....1.....2......88 14...............56 12..............................1...86 13.......................68 12..................................................1....1................. Setting Default Calendar View .. Viewing Sample History ........................................................6..3....................................... SMART CALL.3....95 16.. Receiving Samples & Processing Returns ........4......................1...........................................3........ Transfer In............................ USER PREFERENCES....................4..... Setting Default Queries ............5........71 12.......................3.. HOME PAGE.....85 13.................... Sample Adjustments .................87 13..................84 12.................................. Sample History ...........72 12..................1..........4.....2..............90 15. Transfer Out.............5..1.......5..................54 11..........................89 14..... Inventory Count .... “GOING LIVE”...

.............95 16.. 102 20...... 102 20............ Using Head Office AdvantEDGE to Record Calls .... Setup Default Queries ...4.............................. Typical AdvantEDGE Usage .... Biopharm MLs – Special Considerations ................... Bypass Login Screen .................................9.............................99 18... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE .......... APPENDIX B – DBM USAGE ... 100 18.......2........................... Setup Default Calendar ............11..........8.......... 101 20. Enter Time Allocation ...3... Useful Hotkeys ........1............... Commonly Used Query Operators .......................2.......................................................................7........2..1..........96 17......................................... 102 20........................4............ Biopharm MLs – FSA Z1Z ...95 16..... Private Call Notes ...............95 16......................... Biopharm MLs – Applicable Call Types ....2..............................................3.... 103 20......... 100 19...........97 17.. 103 AdvantEDGE User Guide Page iv 11 November 2008 ........ Recommended Columns Displayed...................... 101 19.....1......... 101 19....................... Recording a KOL Call using Groups & Events ... Training Questionnaire .............97 17...............................98 17...............................BEST PRACTICES FOR FIELD USERS ........98 17.......2.....10....... Recording a Call on any Professional ........1............. 101 19.16........... APPENDIX A ......................96 16........... APPENDIX D – HEAD OFFICE USAGE ........ My Professionals vs My Team’s Professionals.................. Assistant Expense Reporting ....2...95 16........1...... 101 19..12..... Best Practices ...........................

Rep. 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 ..S. 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. These users must be attached to the network whenever they use the system. INTRODUCTION 1.g.1. 1.2. no data is stored locally). Architectural Overview The following is a schematic overview of the AdvantEDGE system. b) Field User (e. U. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization. What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America.e.1. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007. Canada NNCI Field User (Rep) NNCI Field User (DBM) Central Database NNCI Head Office User NNCI Head Office User Figure 1-1 – Schematic Overview of AdvantEDGE The Central Database contains all AdvantEDGE data.

Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US.pertains to their respective territory. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE.5.. Benefits AdvantEDGE offers many benefits including: • • • • • • • Strategic System for Decision Making Analytic Reporting of Sales Metrics Data Targeting of Key Customers 360 View of Customers Streamlining Business Processes Sharing of Customer Information Transferring Customer Knowledge between Colleagues 1. the first half of postal codes). however. As the system is validated.3.4.e. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. 1. Screen Layout It’s important to first establish common terminology to facilitate training and support. AdvantEDGE User Guide Page 2 11 November 2008 . The following figures illustrate the different parts of the screens in AdvantEDGE. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. This has provided us with significant cost-savings in the development and support of the system. Data for a territory is defined by FSAs (i. 1.

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

As provided by the Administrator. Value As provided by the Administrator. Accessing AdvantEDGE 1.1. Logging In 1. 2.6. Enter the following fields: 11 November 2008 .6. Double-click the Field User ID Password 3.Show More/Less Previous Record Set Previous Record Hyperlinks Next Record Set Next Record Select button Drop Down arrow Calendar button Figure 1-3 – Navigation Tools 1. AdvantEDGE User Guide Page 4 icon on your Desktop. Click the Login icon.

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

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. AdvantEDGE User Guide Page 6 11 November 2008 . Boxes are used to highlight Important Notes.9.1.8. 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. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. Additional information for other users is detailed in the Appendices. Italics are used in the manual to represent processes that support the AdvantEDGE system. The chapters are arranged in the order in which they should be covered for training purposes.

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

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

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

It is recommended that you enter your call on the same day that the call was made (preferably. Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. Click the New Call button.3. Pre-Call Analysis For Pre-Call Analysis. 2. Reps can see other details of the Call made by an ML. Decile 10 (Low)) To generate a Pre-Call Analysis report. Recording a Call To record a Call on a Professional: 1. immediately after the call). but the Comments field will be blanked out. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”. click on Professionals / Professionals List / Pre-Call.2. 2. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. while accessing the Pre-Call View. Defaults to current Date & Time. Date 3. Only “Face to Face” and “CHE” call types count towards your Call Plan compliance. This view displays the following 3 applets: a) Rx Trend by Product for the last 12 months b) Calls on the Professional for the last 12 months c) Decile by Market (Decile 1 (High). AdvantEDGE User Guide Page 10 11 November 2008 . Enter “Marketing Messages” and “Issues”. Reps cannot view the Comments field of the calls made by MLs.2.

g. Important Notes: 1) Be careful to enter Sample information carefully. you must collect the person’s initials by: a) Having them print them alongside their signature when signing the tablet b) Writing them on the Sample Disbursement Form The initials are used to identify the person who signed for the samples..g. Activelle) can only be dropped off to the Doctor and requires the doctor’s signature.5. 2) All Sample Drops require a Signature. a) Prescription Samples (e. click the New Provincial License # button and enter a New License # by specifying: a) Province (from a pick-list) b) License Number (enter 0) AdvantEDGE User Guide Page 11 11 November 2008 . Gluconorm. 4) Samples can only be dropped off to Professionals having a License #. To enter a License # from the Call Screen. Record Samples Dropped by specifying: • • • • List No/Product Lot #/Exp Date Quantity Click Sign button and record an electronic signature (preferred). Insulin. record the information on the Sample Disbursement Form. and record the Form ID in the Document # (Paper Sign) field. b) Non-Prescription Samples (e. Devices) require the signature of a Health Care Professional). OR • (if it is not possible to record the signature on the tablet PC) Record signature by: Click the Paper Sign checkbox. Vagifem. 3) If a signature is collected for a Non-Prescription Sample from someone other than the Professional for which the Call is recorded..

The Sample Disbursement Process is depicted below. Click the Submit button to submit the call.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 . The diagram indicates the differences between tracking the Health Care Professional’s signature electronically versus using the paper-based Sample Disbursement Form. Once “Submitted”. 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.

2. and too many samples cut into a Representative’s sales.2. too few samples do not have an effective impact. Smart Call You can reduce the amount of clicks and effort required to enter a call through the use of Smart Calls which is described in a separate section in this document. 2. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional.3.1. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. To cancel your changes. This function displays a list of Product and Lot #s in your inventory so that samples can be recorded by only entering their respective quantities. To save your changes. To show all line items. Whenever the List applet is displayed. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items. To hide hidden line items. There is a sweet spot to the number of samples to provide. hidden line items are not displayed unless the “Show All” button is clicked. use the Hide function to only show the Samples you are currently working with.3.3.2. AdvantEDGE User Guide Page 13 11 November 2008 . Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped.3. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen.

To record a Professional Affiliation: 1.e. A dialog box listing Professionals is displayed. 4. ML) Call Notes in this view by positioning your cursor over the Comments field. 3.. Select the Professional and click Add. Click the pick list icon in the Account field. Upon setting this relationship.2. click Professionals / Profile / Activities. B is affiliated from A). 3.g. however.6. Upon setting this relationship. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later). 2. Click Professionals / Profile / Account Affiliations.. Click New in either the “Affiliations From” or “Affiliations To” applets. Click New. a corresponding relationship can be viewed for the associated Professional (i. if A is affiliated to B.. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. 2. Activities To view all Call Activities on a Professional. To record an Account Affiliation of a Professional: 1. referrals). 2. You will be able to view both Public and Private (i. A new row is inserted. A Pick Account dialog box is displayed. Select the Account and click Pick. This screen displays all Call Notes for the last 2 years.5.4. Click Professionals / Profile / Professional Affiliations. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account.e. AdvantEDGE User Guide Page 14 11 November 2008 . 2.

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

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

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

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

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

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

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

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

click File/Save As from the Excel menu bar and specify the following attributes: • • Navigate to an appropriate Folder (e. • 4.xls)”. 4..Figure 4-4b – Exporting Data Click Open.1. My Documents).6.g. Freeze Columns Figure 4-5 – Freezing Columns This is a useful feature when scrolling horizontally. Set the File name of the file. Repeat to toggle off. Double-click on the column header you wish to freeze. AdvantEDGE User Guide Page 26 11 November 2008 . Set Save as type to “Microsoft Office Excel Workbook (*. Note: Siebel uses output[1]. Excel opens with the exported data.csv by default. To Save the data. 5. Column Functions To freeze/unfreeze columns (as in Excel): 1.6. Note: Siebel exports data in a raw Unicode Text format by default. 4.

4.6. Drag the column header.4. Click on the column header. Resize Columns To resize columns: 1. 4. Click on the same column header to sort in Descending order.2. and drag to adjust the width. Figure 4-7a – Sorting Columns (Ascending) 2. Figure 4-6 – Moving Columns 4. Sort Columns To sort columns: 1. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Move Columns To move columns: 1.3.6. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 .6. Position the cursor between the column headers until a double-sided arrow appears.

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

To query on all Targeted Pharmacies. Telephone. Address.g.g. Hospital Service Roster) Accounts to which the selected Account is associated (e. use the following criteria: • • Type: My Targets: Pharmacy/Store Checked You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4.1. Accounts List The Accounts List displays a complete list of all Accounts in your database.Link Bar Accounts List View Tab Pre-Call Change Requests Call Plan Description of Information List of Call Activities recorded on the Account List of Change Requests Call Plans for the Account Type. 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.. AdvantEDGE User Guide Page 29 11 November 2008 . Best Call Time List of Call Activities General Notes which are not part of a Call Note Professionals who are linked to the Account (e.. It is also very useful for querying Accounts as covered in Chapter 3.

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

count towards your Call Plan compliance.5 & 5. immediately after the call). 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. Refer to section 2. Date Defaults to current Date & Time. 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. Do not worry about setting the Time of the Call. AdvantEDGE User Guide Page 31 11 November 2008 . It is recommended that you enter your call on the same day that the call was made (preferably. 3. 4. click the All Professionals button.4 on how to setup an Affiliation. click New.

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

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

From the Accounts / Accounts List screen. • If the Available address list is blank. “CREDIT VALLEY HOSPITAL”) Type (e. click New to create a new address. This avoids entering a duplicate record. It is likely that one Location is a Pharmacy.. Perform an exhaustive query to ensure that the Account doesn’t already exist.g. • If you find multiple addresses at the same location.g. • In the unlikely scenario that the address could not be found. Enter the following mandatory fields: • • Account (e. 2. It is recommended that you search & sort by Postal Code. A dialog box is displayed of Available & Selected addresses. The Address is Selected as Primary if it is the only linked Address. • Query the Available addresses to find the correct address. This is the only icon that will allow you to link an Address to a Account. click the New button. scroll to the right to check the Location & Location Type. “Hospital”) 3.8. AdvantEDGE User Guide Page 34 11 November 2008 .5. Link the Account to an Address: • Click the Address MVG icon (in the Accounts form applet below the Accounts List applet). • Update any additional information regarding: Site Phone Number / Site Fax Number (e.g.. • Highlight the Address and click Add.. phone/fax of clinic or hospital) • Click OK. Adding a New Account To add a New Account: 1. Notes • You must use the Address MVG icon in the Accounts form applet below the Accounts List applet (as indicated in the diagram below). please call the Help Desk to be sent the Address Syndicated Data File.

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

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

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

Query and select the appropriate name and click OK.2. 2. The Add Employees dialog box is displayed. AdvantEDGE User Guide Page 38 11 November 2008 . Click New. Select the Calendar / Access List screen. 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. To grant Calendar access to a colleague: 1.6.

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

To delete a Planned Call: 1. 2. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. Note • You need to set your Personal Call Topics before you can pick them on the call screen. 7. However. Select the Activities / Activity List screen. Select the Personal Product Lists from the Show pick list (i.e.7.5. 2..e. 3. the name of the applet on the top left corner). Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. AdvantEDGE User Guide Page 40 11 November 2008 . Planned Calls can be Cancelled/Deleted. and set the Status to “Cancelled”. Select the Personal Marketing Initiatives List from the Show pick list (i.. Select the Activities / Personal List screen.3. 3. 2. 7. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen.4. 3. Access the Call record. the name of the applet on the top left corner). Select the Activities / Personal List screen. Use Menu / Delete Record to delete the record.

TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. Select the Time Allocation screen. 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 . 8. 6. Time is recorded in 2. Click New.8. or 8 hour durations. Note: Fields identified with a red asterisk are mandatory. 4. 2. 4. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. The following table lists the Time Allocation categories. Set the Status to “Submitted” to lock the record from being updated. 3. Fill in the fields. Recording Time Allocation To record Time Allocation: 1.1.

Head Office Meeting International Meeting National Meeting SLT Meeting Special Project Team Meeting Teleconference Other Family Leave Jury Duty Marriage/Compassionate Leave Moving Sick Days Illness-Family Illness-Self Medical Leave/LTD Medical Leave/STD Staff Management Training DBM-Training/Coaching Compliance Training Field Training Other Phase I Phase II Vacant Disability/Leave Territory Did Not Exist Territory Vacant Vacation/Holiday Float Day (also used for ‘Personal Day’) Lieu Day Stat holiday Vacation Weather Travel Inclement Weather Travel to/from territory AdvantEDGE User Guide Page 42 11 November 2008 .

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

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

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

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

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

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

Select the Currency Code from the pick-list (e. An “Enter Amount” dialog box is displayed. 4. 2. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. Use the rate that you are being charged by Visa or your bank. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars.g. perform the following: 1. Enter the Transaction Amount which is expense amount in the foreign currency. The Expense Amount is calculated for you when you step off the field.2. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . 3. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. 2. Click the Expense Amount pick-list icon. Enter the Internal Order Number in the “SAP Int Order” column.1. except when you enter the Expense Amount. USD for US Dollars).1.1.. 9.9.

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

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

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

Click on the POA Period hyperlink of the corresponding Professional/Account record. 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. AdvantEDGE User Guide Page 53 11 November 2008 . you can recalculate it using the following steps: 1. 2. Highlight the appropriate Call Plan record.5. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable.10. Click the Recalculate button.4.

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

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

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

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

When receiving a sample shipment. AdvantEDGE User Guide Page 58 11 November 2008 .1. a) Verify that the cartons are labeled with your name and address..1. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below. 12. Figure 12-2: Receiving Samples Shipment Process You must follow proper procedures to ensure the stability of your samples (e. refrigeration) when receiving a shipment Your signature is required for sample deliveries. you may authorize another adult provided they are aware of NNCI policies and procedures. On the morning of your sample delivery. if you cannot sign for a shipment. 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. On occasion.g.12.1.

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

etc. recall.2.1. Processing Sample Returns A good practice to follow before taking your inventories is to return any lot numbers that need to be returned.Canada’ serves as the packing slip for the shipment. Expired. Rep prints the ‘Sample Return Transmittal Form Canada’ which contains the Sample Return details. 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. you need to: a) Determine the lot numbers and quantities of your inventory that need to be returned. 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. problem with device. Rep returns Samples to MLS. AdvantEDGE User Guide Page 60 11 November 2008 . Samples are delivered back to MLS.12. If the Returns are part of a ‘Shipment Received’. Rep identifies Damaged. The ‘Sample Return Transmittal Form . To Return Samples.

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

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

12.2. Figure 12-5: Samples Return Transmittal Form To Transfer Samples between Reps. c) The Rep receiving the samples performs a data synchronization and acknowledges the receipt of the samples as a Transfer In transaction. 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. Sample Transfers The Sample Transfer Process is depicted below. b) The Rep transferring out the samples needs to create a Transfer Out transaction. 12. Transfer Out To record a Transfer Out transaction. and Quantity being transferred. The Rep then performs a data synchronization to send the Transfer Out transaction. Click the Samples / Sent Samples screen.2. Lot #/Expiration Date. you need to perform the following steps: 1.1. AdvantEDGE User Guide Page 63 11 November 2008 . you need to perform the following: a) Both parties need to confirm the Product List No.

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

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

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

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

A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. type “Miscount in transferred out quantity” 4. AdvantEDGE User Guide Page 68 11 November 2008 .1. use “Transfer Out – Adjustment” Pick-list. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. Consider the following scenario: • • You recorded a Transfer Out record of 10 units of “643993-Levemir Flexipen 1x3ml” and “Lot # F0906A” to another Rep. For the above scenario. For the above scenario. You now need to record a Sent Samples “Transfer Out” Adjustment to correct your AdvantEDGE inventory. 2. For the above scenario. Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. click New. A discrepancy is automatically recorded in your “Sent Samples Discrepancies” screen and you realize that you recorded the original Transfer Out record in error. perform the following steps: 1.3.12. click New. 3. From the “Line Items” applet. • To enter a Sent Samples Adjustment. Click OK. Click the Samples / Samples Adjustments screen. From the “My Samples Adjustments” applet. The recipient acknowledged that only 5 units were “Transferred In”. Fill in the header values for the samples adjustment.

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

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

A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. For the above scenario. • To enter a Disbursement Adjustment. Lot # S50730” which was actually disbursed. 6 units of “368392-Levemir Vial 1x10ml. Click the Samples / Samples Adjustments screen. Wayne Newton. click New. Page 71 11 November 2008 Comments AdvantEDGE User Guide . Lot # F0906A” to be entered as a Positive integer. For the above scenario. For the above scenario. Lot # S50730” to be entered as a Negative integer.Levemir Flexipen 1x3ml. Fill in the header values for the samples adjustment. Consider the following scenario: • A discrepancy occurred for a sample drop on Sep 13/07 for Dr. Lot # F0906A” instead of the 6 units of “368392-Levemir Vial 1x10ml. From the “My Samples Adjustments” applet.Levemir Flexipen 1x3ml.12. use “Disbursement – Adjustment” Pick-list. 2. 3.3. You recorded 6 units of “643993. Be sure to select the Inventory Period corresponding to the Date of the Sample Drop even if the Inventory Period has been closed Free text. Sample Disbursement Adjustment Sample Disbursement adjustments are used when you record sample drops incorrectly. Click OK.3. perform the following steps: 1. use “Incorrect List # & Lot #” Pick-list from the “Stock Period” dialog box. Field Description Transaction Type Reason Inventory Period Start Date Pick-list. You need to create a Samples Disbursement Adjustment with 2 line items to adjust your AdvantEDGE inventory as follows: 6 units of “643993.

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

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

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

01211) VS60785 +10 11. The SAC department does not mandate a certain date but rather lets the Rep control the best time to conduct an inventory count within a bi-monthly timeframe. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. AdvantEDGE User Guide Page 75 11 November 2008 . Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. click Submit. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis.4. it creates the start of a new Inventory Period.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count.3. Each time you do an Inventory Count. 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 critical that you complete one inventory count per bimonthly period. 12. From the “My Samples Adjustments” applet. Your inventory for the affected Samples is updated.5. 12.

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

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

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

e. Inventory Count) and your AdvantEDGE inventory (i. you will find that the current inventory period is “Closed” and has a “Reconciliation Status” of Null (i. Disbursements. 8. enter the Counts by Lot # for your physical inventory.e. Click Submit. Note: If in step 9). “Unreconciled”). = Inv. Be careful to enter the values carefully as these values will become your AdvantEDGE inventory for the next inventory period. Reconciliation The Reconciliation Process is used to account for any discrepancies between your physical inventory (i. Sent Samples. From the “My Inventory Count” applet. Received Samples. From the “My Samples History” applet.2. Period + Shipments Received AdvantEDGE User Guide Page 79 11 November 2008 . Set the “Inventory Type” field to Monthly to enter a regular bi-monthly Inventory Count.e. or Samples Adjustments) with a status of “In Progress”. Click the Samples / Inventory Count screen.. and a new inventory period has been opened for use with the physical inventory counts you just entered. You will need to return to the appropriate screens to check for “In Progress” transactions and Submit them. The next section describes how to Reconcile your Inventory Count for the inventory period you just closed.. 12. The AdvantEDGE On Hand Inventory is calculated as follows: AdvantEDGE Inv. there are transactions (i. you will not be able to Submit your Inventory Count and a corresponding error message is displayed. what the system calculates you to have on hand)..4. If you access the Samples / Samples History screen. Your physical inventory is now recorded into the system with the quantities entered and you will notice that the counts you just entered have disappeared from the screen (which is normal functionality).e. 7.6. highlight the Active inventory period. at Start of Inv. 9..

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

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. the system will prevent you from submitting your next inventory count. perform the following steps: 1. you will need to enter a Positive adjustment. 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. and click Submit for Reconciliation.Hand Quantity). A message box is displayed if there are any Differences not equal to 0. AdvantEDGE User Guide Page 81 11 November 2008 . a Sample Adjustment of -1 would need to be entered to Reconcile the Inventory Count. If you do not Submit for Reconciliation the closed inventory period prior to taking your next inventory count. Highlight the Unreconciled Inventory Period. To Submit an Inventory Period for Reconciliation. 2.

2. Synchronize.4. 3. Click the Print icon from the “Siebel Report Viewer” to print the report. From the “My Samples History” applet. Close the window when done. the final status of the Inventory Period is still pending SAC review. To generate a Rep Reconciliation Summary Report. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. At this point. perform the following steps: 1. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. 12. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation.3.3. highlight the inventory period. Click the Samples / Samples History screen. click the Reports icon and select Rep Reconciliation Report. The report is compiled in the “Siebel Report Viewer” as shown below.

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

From the “My Samples History” applet. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved.4. The associated Status and SAC Comments can be seen on the Samples / Samples History screen.5.12. 4. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. Unresolved Figure 12-12: Reconciliation Statuses 12.5.1. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review.4. 2. In some situations. highlight the desired Sample Lot #. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. The Reconciliation Status are described in the table below. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. AdvantEDGE User Guide Page 84 11 November 2008 . 3. No further action is required. From the “Inventory List”. The variances within the submitted inventory period are within corporate tolerances. to display all transactions of a specified Sample Lot #. it has a status of Pending SAC Review. Click the Samples / Samples History screen. 12. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. The “Samples History” applet displays all respective transactions. Sample History Viewing Sample History At anytime. highlight the inventory period. perform the following steps: 1.

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

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

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

2. your Position reverts back to your Primary Position automatically. From the tool-bar. AdvantEDGE User Guide Page 88 11 November 2008 . Checking Synchronization Status 1. click the Site Map icon. 13.6.• If you logout. Select User Preferences / Remote Status. A list of synchronization sessions and their respective results is displayed.

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

When the Call Screen is first displayed after clicking the New Call button. The Call Screen will populate with the details of the Smart Call. Using a Smart Call 1. Highlight the Smart Call and click OK. AdvantEDGE User Guide Page 90 11 November 2008 .14.2. click on the Smart Call pick-list icon.

2. AdvantEDGE User Guide Page 91 11 November 2008 . On the Home Page. The various applets can be rearranged. and hidden/showed. Displays Change Requests that are “In Progress” or “Submitted”. My Expense Reports My Change Requests My Last Synch My Calendar 15. maximized/minimized. Displays Expense Reports that are “In Progress” or “Submitted”. they no longer appear in this applet. The Home Page consists of the following applets: Applet Where Do I Go Next? Description Displays the Call Plan Professionals and Accounts for which the Submitted Calls is less than the Assigned Calls. only applicable to Field Users. Once you reach your Assigned Calls for a Professional or Account. Changing the Home Page Layout To change the Home Page Layout: 1. Displays the Current Days Call Activities. Click on the Professional or Account hyperlink to drill down to the Call Plan view of the Professional or Account screen. click the Edit Layout button.1.15. 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.

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

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

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

Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . use the User Preferences / Calendar screen to set your default Calendar. 16.5.10.16. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. 16. Note: • You will not be able to enter a call until you setup your products list. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage.8. 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. Setup Default Calendar As described in the User Preferences section.7. Enter Time Allocation Enter your Time Allocation records for your time spent in Training.9. 16. Setup Marketing Messages As described in the Activities section. Setup Products List As described in the Activities section. 16. 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 / Default Queries screen to set your default queries. Setup Default Queries As described in the User Preferences section. 16.4.6. Setup your Calendar Access List As described in the Calendar section.

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. please reference the following website to complete an one-line questionnaire: http://www.Weekly Enter Time Allocation Enter Expenses Check for ‘Planned’ Calls Monthly Process Syndicated Data Files Check Rx Data 16.surveymonkey.12.com/s.11. 16. Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 . Bypass Login Screen For quicker startups.

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

17.2.

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

17.3.

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

?

SM?TH

Today() And Or Is Null Is Not Null

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

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17.4.

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

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

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

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

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. To do this. namely Comments. Access the Professionals screen. a special generic Position has been created (i. 20. In order to record a call on anyone in the system using Head Office AdvantEDGE. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. AdvantEDGE User Guide Page 102 11 November 2008 . Click the Submit button and click OK to confirm.1.. CAN CALL ENTRY) which has write access to all Professionals and Accounts. 4. you must first perform the following steps: 1. and Call Topics. APPENDIX D – HEAD OFFICE USAGE 20. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. Recording a Call on any Professional To record a Call on a Professional: 1. 2.2. 3. Enter the Call details. Select Site Map / User Preferences / Change Position. Click the Go button. Type. An applet is displayed listing the Positions to which you have access and also the “Active Position”. Date. Click the New Call button. 2. You will continue to have access to CAN CALL ENTRY until you change the Position again. Click the Query button. 6. Click the Last Name hyperlink of the Professional.20. 5. Highlight CAN CALL ENTRY and click the Change Position push-button. You must do Expenses under your regularly assigned Position so that your Expenses are Submitted under the correct Cost Centre and approved by your Manager. or logout. The Call Screen is displayed.e.

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