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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..........................................2...11.................75 12............... Changing Password..91 15.................1..........................................2..............89 14..........1.......1............3..............................3........... Sample Disbursement Adjustment ..95 AdvantEDGE User Guide Page iii 11 November 2008 ..............................85 13.................... Sample History .......65 12...................95 16.....................1............................77 12....6.2.....3.. Checking Synchronization Status ........................................................... Reconciliation Status ......3....................................1..................... Setup Products List .. Receiving a Sample Shipment. Using a Smart Call ................5...................92 16............71 12........92 16............ Processing Sample Returns ...................................... Changing Position ......3.........................84 12............2.............4....................2..................4.............................................63 12................................1..... “GOING LIVE”............56 12..............87 13....... Transfer Out..........3......... USER PREFERENCES.........3..............95 16..........86 13..................2.........6......................................................... Sent Samples Adjustment .......68 12..1.............................. Inventory Count ....82 12.... SMART CALL..........................4... Transfer In.............................2...84 12.................1................................................. Receiving Samples & Processing Returns ..............3.....87 13.............................................. Setting Default Startup Screen.........63 12............3................................ Received Samples Adjustment ..............2...........................................................5........ Importing Syndicated Data Files ....................1...................... Rep Reconciliation Summary Report (Currently N/A) ...... Setup Marketing Messages ......................................87 13.................69 12..86 13.......................1............. Inventory Count & Reconciliation ....... Setting Default Queries ... Changing the Home Page Layout ............. GROUPS AND EVENTS .....66 12........91 16................93 16......86 13..2.............. Sample Adjustments .............. SAMPLES MANAGEMENT ......................1..54 11....................... Reconciliation .4............4..4.1.............6............................................................60 12............. Creating a Smart Call..... Linking a Professional/Account to a Group and Event ...4...5.......89 14.... Downloading your Database....84 12.... Inventory Count Adjustment ..5......4.....79 12......58 12............................ Setup your Calendar Access List ...1...................2...............75 12.....88 14....5.............................3................... Viewing Sample History ......58 12.......92 16........... Setting Default Calendar View ......................... Other Adjustments .. Sample Transfers .................90 15. Tips on Working with Samples.. HOME PAGE...........4...54 12......................................72 12................ Synchronizing your Database .............

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

b) Field User (e. Architectural Overview The following is a schematic overview of the AdvantEDGE system.1.. DBM) – These users have a local copy of the subset of data on the central database that AdvantEDGE User Guide Page 1 11 November 2008 . U. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization. Users are setup as 1 of the following 2 types: a) Head Office User – Connects directly to the Central Database using a “thin client” (i. INTRODUCTION 1. 1. These users must be attached to the network whenever they use the system. 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. no data is stored locally).2. Rep. What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America.e. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007.1.g.S.

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). it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year.3. As the system is validated.5. Screen Layout It’s important to first establish common terminology to facilitate training and support. AdvantEDGE User Guide Page 2 11 November 2008 .e. Data for a territory is defined by FSAs (i. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. This has provided us with significant cost-savings in the development and support of the system. 1.pertains to their respective territory.4. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. 1. however.. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. The following figures illustrate the different parts of the screens in AdvantEDGE.

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

Click the Login icon. Logging In 1. Double-click the Field User ID Password 3. 2. As provided by the Administrator. Value As provided by the Administrator. Accessing AdvantEDGE 1.6.6. AdvantEDGE User Guide Page 4 icon on your Desktop. Enter the following fields: 11 November 2008 .Show More/Less Previous Record Set Previous Record Hyperlinks Next Record Set Next Record Select button Drop Down arrow Calendar button Figure 1-3 – Navigation Tools 1.1.

Note: • AdvantEDGE runs within Internet Explorer. From the menu bar. only use the bottom menu bar for AdvantEDGE. Terminology Term Description AdvantEDGE Name of Siebel system used by Novo Nordisk in North America (i.2.6. AdvantEDGE User Guide Page 5 11 November 2008 . you will notice that you have 2 menu bars: the top menu bar is for Internet Explorer. select File / Logout. You may also get an error when restarting AdvantEDGE. Columns Displayed) set within AdvantEDGE will not be saved. 1.e. and the bottom menu bar is for AdvantEDGE. Canada & US) DBM Rep SC or SAC District Business Manager Sales Representative Sample Compliance (team at Head Office which addresses all Samples Management concerns). we use the term “SAC” throughout this document. For consistency. When running AdvantEDGE.g. Note: • It is important to logout properly otherwise some of your User Preferences (e...7. Logging Out 1. 1. As such. SC is used interchangeably with SAC (Sample Accountability & Compliance) which is the term used in the US.

8. Boxes are used to highlight Important Notes.9. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods.1. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. The chapters are arranged in the order in which they should be covered for training purposes. Italics are used in the manual to represent processes that support the AdvantEDGE system. Support Field Users – Call 1-866-633-6686 (NOVO) • • • • • Monday to Friday: 7am – Midnight (EST) Saturday: Closed Sunday: 10am – Midnight (EST) Bilingual Support Tickets are escalated to NNCI IT as required Head Office Users – Call x-3939 1. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. AdvantEDGE User Guide Page 6 11 November 2008 . Additional information for other users is detailed in the Appendices.

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

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

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

Reps can see other details of the Call made by an ML. Pre-Call Analysis For Pre-Call Analysis. It is recommended that you enter your call on the same day that the call was made (preferably. Decile 10 (Low)) To generate a Pre-Call Analysis report. 2. Only “Face to Face” and “CHE” call types count towards your Call Plan compliance. Defaults to current Date & Time. This view displays the following 3 applets: a) Rx Trend by Product for the last 12 months b) Calls on the Professional for the last 12 months c) Decile by Market (Decile 1 (High). Click the New Call button. but the Comments field will be blanked out. immediately after the call). Date 3.3. AdvantEDGE User Guide Page 10 11 November 2008 . while accessing the Pre-Call View. 2. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”. Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. Reps cannot view the Comments field of the calls made by MLs. click on Professionals / Professionals List / Pre-Call.2.2. Recording a Call To record a Call on a Professional: 1. Enter “Marketing Messages” and “Issues”.

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

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

To cancel your changes.2. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. To show all line items. AdvantEDGE User Guide Page 13 11 November 2008 .2. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. and too many samples cut into a Representative’s sales.3. Whenever the List applet is displayed.3. 2. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. hidden line items are not displayed unless the “Show All” button is clicked. To save your changes. too few samples do not have an effective impact.1. 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. use the Hide function to only show the Samples you are currently working with. To hide hidden line items. There is a sweet spot to the number of samples to provide. 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. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items.3. 2.3.

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

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

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

Change Requests . A Change Requests List applet and Form applet are displayed. IMPORTANT NOTE: • 2.The Address is not flagged as the Primary Address. If you remove a valid Address that another Rep uses. Access the Professional and select the Professionals / Professionals List / Change Requests view. step 3).10. From the “Selected” address list. . This allows several Reps to identify a specific Professional at the address of their choice. Setting a Primary Address Each person can set their own Primary Address for a Professional.The Address resides in your Territory. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . To submit a Change Request: 1. To set a Primary Address: 1. 2. Note: • You can Remove an Address provided: . These operations have to be submitted using a CR (Change Request).7.Professionals There are certain operations that only the Siebel Administrator is allowed to perform.2. • To Remove an Address outside of your Territory. the other Rep may no longer be able to find the Professional.9. you must enter a Change Request as described in Section 2. step 3). Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. set the Primary checkbox and click OK. Adding/Removing an Address To Add or Remove an Address for a Professional. 2.10. Be sure ONLY to remove an Address if you are sure the Professional no longer works there.8.7.

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

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. Click the Query button on the Rx Volumes Selection applet. Enter the criteria below.

As a naming convention. 3. For example. 3. Click the Go button. however the same functionality can be used on any List Applet. Click the Query button. Enter “OAKVILLE” in the City field. cannot be deleted User-Defined Queries – created by the User. As an example. and 33 records the next day as your data changes. In other words. There are 2 types of queries as follows: • • System-Defined Queries – created by the Administrator. Follow the Steps above to Create a Query. 3. you are not saving the resultant list but rather the criteria for running the query. The List applet becomes blank so that you can enter your query criteria. can be deleted It is difficult to distinguish between system-defined queries and user-defined queries as they look and work exactly the same. AdvantEDGE User Guide Page 20 11 November 2008 . Creating a Query To create a query from the Professionals List: 1. Canadian system-defined queries are prefixed with “Canada . Queries are dynamic. This chapter will provide examples to query on the Professionals screen. The query results are displayed. Queries can be saved so that you can rerun them simply by selecting them from the Queries pick list. if you created a query to search for all Nurses in Oakville. QUERYING Querying is a powerful function that is available on all List Applets to filter records. Enter the Query criteria. 2.1. you may get 32 records one day. You will only know that a query is system-defined because you will not be able to delete it. Saving a Query To Save a Query: 1. when you save a query.3.“ whereas US system-defined queries do not follow any naming convention. • • Enter “Nurse – DNE” in the Specialty field.2.

<=. Deleting a Query To Delete a Query: 1. 2. Saving a Query will also save the Sort Order of the List. From the menu bar. Click Go. select Query / Delete Saved Query. SystemDefined Queries cannot be deleted. Sort the Records (if desired). Refining a Query To Refine the results of the currently run Query: 1. Note: Only User-Defined Queries can be deleted. select Query / Refine Query.2. 3. >. Enter a Query Name and click OK. The current query criteria are displayed. Useful Querying Operations Operator Example <.5. 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 . Update the Query criteria. 2.3. select Query / Save Query As. 4.4. The Query is now available to run anytime by selecting it from the Queries pick list. 3. Select the Query Name and click OK. 3. From the menu bar. 3. 3.

Today() And Or Is Null Is Not Null

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

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

Figure 3-1: Useful Query Operators

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

4.1.

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

4.2.

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

Figure 4-1 – Determining Record Count

4.3.

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

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Figure 4-2 – Setting Columns Displayed

• • • • •

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

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

4.4.

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

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

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

6. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . Click on the column header.6. Position the cursor between the column headers until a double-sided arrow appears.2. Figure 4-6 – Moving Columns 4. Sort Columns To sort columns: 1. Resize Columns To resize columns: 1. Figure 4-7a – Sorting Columns (Ascending) 2.6. 4. and drag to adjust the width. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header.4. Move Columns To move columns: 1. Drag the column header. Click on the same column header to sort in Descending order.3.4.

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

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

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

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

or <Shift>Click to block highlight. and click OK. the following occurs: a) The Comments of the Account Call are concatenated to any Comments recorded on the individual Attendees. following the running of a Nightly Process.• • Find an Attendee to the Call. In step 4 above. When a Group Call is “Submitted”. Access the Pharmacy and click the New Call button. Later. Repeat these steps to identify all Attendees of the Call. 5 Attendee Calls). you record a Professional Call on the Pharmacy Account and it is recorded using a “DEFAULT PROFESSIONAL”. Once “Submitted”.3. you can highlight several records at once using <Ctrl>Click to selectively highlight. b) The Attendee Calls remain as “Planned” and have a blank Call Type. Notes: • • The criteria for identifying a CHE is that the Call Type=’CHE’. click on the record to highlight it. Recording a Pharmacy Call Recording Calls on Pharmacies is done in a unique way because Pharmacy Professionals (including Pharmacists) are not entered into AdvantEDGE. • 5. • If you enter a Group Call to 5 Professionals. 5. it results in the creation of 6 Calls (1 Account Call. the Attendee Calls are set to “Submitted” and the Call Types are set to that of the corresponding Account Call. Click the Submit button to submit the call. the contents of the Call Screen cannot be changed with the exception of the “Comments” field. 1. Continue all steps as entering a Professional Call as described in step 2.4. These controls are similar to those used in Excel. As a result. AdvantEDGE User Guide Page 32 11 November 2008 . The New Call screen allows you to record samples dropped off at the Pharmacy.

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

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

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

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

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

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

it offers powerful querying capability. Following a drill-down. Call Activity). 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.. Account Call. to return to the previous screen: 2. if you want to query for all calls made in April 2007.1. AdvantEDGE User Guide Page 39 11 November 2008 .e. Attendee Call hyperlink). Querying Activities Because the Activities screen displays calls in the form of a list applet. Click on the Activity hyperlink (i. you can use the following criteria: • • • Date: >=4/1/2007 and <5/1/2007 Canada – Planned Calls Canada – Submitted Calls Useful pre-defined queries on the Activities screen are: 7.e.7. except the data is displayed in a list rather than on a calendar view. To drill down on a Call: 1. As an example. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i. Professional Call. Drill-Down on Activities The Activities screen is also useful because it allows you to drill-down on a call to display the Call screen.. Use the Internet Explorer Back arrow to return to the previous screen. or you may click on the associated thread-bar.2.

e. Note • You need to set your Personal Call Topics before you can pick them on the call screen. Select the Activities / Activity List screen. Planned Calls can be Cancelled/Deleted..7. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. the name of the applet on the top left corner). Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. AdvantEDGE User Guide Page 40 11 November 2008 .e. 3. Access the Call record. However. Select the Activities / Personal List screen. 2. 3. To delete a Planned Call: 1. the name of the applet on the top left corner). 7.3. and set the Status to “Cancelled”. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. 2.. 3. 7. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted.5.4. Use Menu / Delete Record to delete the record. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. Select the Personal Product Lists from the Show pick list (i. Select the Personal Marketing Initiatives List from the Show pick list (i. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. Select the Activities / Personal List screen. 2.

or 8 hour durations. 6. Note: Fields identified with a red asterisk are mandatory. Click New. 8. Category Worked Account Management Admin Reason CHE Event In Field Account Management Business Plan CHE Planning DBM-Recruitment/Interview Office Time (for Admin Work) PA/Review Samples Accountability admin Customer Meetings Community Event Convention Display/Rounds InServices Patient Training NNCI Meetings Counterpart Meetings District Meetings AdvantEDGE User Guide Page 41 11 November 2008 . Fill in the fields. Select the Time Allocation screen. 3. Time is recorded in 2. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. Set the Status to “Submitted” to lock the record from being updated. Recording Time Allocation To record Time Allocation: 1.1. 4.8. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. 2. 4. The following table lists the Time Allocation categories.

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”. Access the record. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”. Use the Copy button to copy the record 4 times for the remainder of the week. In Field. Enter a Submitted record for the Monday. Update the copies to set the Date and set the Status to “Submitted”. 8. 3. To Un-Submit a Time Allocation record: 1.2.3. 2.Category “Worked” counts for “On Territory” Activity. Submitted Time Allocation records can be changed. 3.. All other Categories are for “Off Territory” Activities. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. 2. Change the Status from “Cancelled” to “In Progress”. Note: When a record is copied. Consider that you have the same activity for an entire week (e. 8. AdvantEDGE User Guide Page 43 11 November 2008 . Change the Status from “Submitted’ to “Cancelled”. or Vacation): 1.g.

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

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

MLs) Associated Fields: • • Description (optional) Period .1.3 respectively.These 3 Steps are covered in sections 9. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report. It is recommended that you use List applets for querying data and Form applets for entering data. Select 1 of the 3 Names from the drop-down list as specified in the table below. click New to create a new Expense Report. In the Form applet. From the menu bar. Fill in the associated fields. A list of previous Expense Reports for the user is displayed. DBMs. 2. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps. and 9. 9. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. 9. first create the Header as follows: 1. 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 .2. select the Expense Reports screen to access My Expense Reports.1.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. 3.

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

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

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

you are ready to Submit the Expense Report by doing the following steps: 1. You want to be sure that everything is correct. 2. It is likely that your Expense Report will be Approved by your Manager and Processed by the Princeton Finance Department before they even receive your paperbased Expense Package. Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report . click the Reports icon in the Toolbar. Only use the Foreign Expense Report when you have expenses in foreign currencies. click the Submit button to change the Status from ‘In Progress’ to ‘Submitted’. The Expense Report is now locked so that it can no longer be edited. 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. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 . 9.9. While accessing the Expense Report. Your completed Expense Report is displayed in the Siebel Report Viewer window. perform the following steps: 1. STEP #2: Submit the Expense Report When all Expense Line Items are entered. While accessing the Expense Report to print.Foreign These 2 Expense Reports are same except that the Foreign Expense Report has 2 additional columns displaying the Foreign Currency and Exchange Rate. correct the Line Items and then step off the record to save. 2. If there are any errors. Reconcile your Expense Report Line Items with your Receipts. If the Cost Centre has not been set.3.2. it will be automatically populated once the Expense Report is submitted. 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. To create your Expense Package.

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

AdvantEDGE User Guide Page 52 11 November 2008 . Assigned Calls 10. 10. and Segment are displayed as columns. Highlight the desired Professional/Account and click the New Call button.. The Call Screen used to enter a new call is displayed. 10. When creating your first non-Targeted call on a Professional/Account.1. The Assigned Calls. a nightly process needs to run before you can see the associated record in the Unspecified Calls view. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts. 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.2. The corresponding Profile/Activities view is displayed. Only ‘Face to Face’ and ‘CHE’ Call Types are counted.3. 2. Click the POA Period hyperlink (e. Click the Last Name/Account hyperlink.g. There are 2 sub-views to view Professionals or Accounts. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1.10. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. Submitted Calls. Targeted Number of Calls within the Period as set by Sales Operations. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. Select the Call Plan screen. The Call Plan Calls view is displayed. 2007 Canada POA). Viewing your Call Plan To view your Call Plan: 1.

4. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1. 10.10. Highlight the appropriate Call Plan record. Click on the POA Period hyperlink of the corresponding Professional/Account record. AdvantEDGE User Guide Page 53 11 November 2008 . Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. 2. you can recalculate it using the following steps: 1. Click the Recalculate button.5.

Click on the Name hyperlink of the Group and Event. For Groups and Events that are not “Secure”. highlight it. 5. Note: • You can also delete Associations for those created by your Territory using the Delete push-button. The Professional/Account is added to the Groups and Events Associations. Click the Add push-button. Select the Groups and Events screen tab. Query the desired record.11.1. A blank row is created. These programs can include such things as: • • • • • CHEs Promotional Programs Clinical Study Information Society Memberships KOL Status Groups and Events may be identified as “Secure” which means that only the Administrator can change which Professionals and Accounts are linked to them. Click the pick-list icon in the Last Name/Name field. 4. 2. 11. Linking a Professional/Account to a Group and Event 1. 3. you can add/remove links to the Professionals and Accounts pertaining to your territory. GROUPS AND EVENTS The Groups and Events screen is used to track programs to which Professionals and Accounts are linked. Note: • You can only update Groups and Events that are not flagged as “Secure”. Note: • A Professional/Account can only be linked to a specific Group and Event once. AdvantEDGE User Guide Page 54 11 November 2008 . and click the Pick push-button. The Associations view screen is displayed. Select the Professionals or Accounts sub-view.

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

etc.. Shipment. SAMPLES MANAGEMENT The Samples Management module is used to track all samples involving Rep transactions and for which the Rep is responsible. The Samples Management module consists of the following screens: Screen Samples Orders Received Samples Description Not Used Used to acknowledge the Receipt of Samples via: • Received Shipments • Transfer In (from another Rep) Used to track discrepancies regarding Received Samples Used for Sending Samples as: Page 56 11 November 2008 • Received Samples Discrepancies Sent Samples AdvantEDGE User Guide .” specifies the Sample (and associated Product Description) • “Lot #” specifies the Lot (and associated Expiration Date) • “Quantity” specifies the number of units of the Sample The combination of all 3 of these attributes needs to be specified when detailing any sample transaction (e. These include: • • • Samples Received. 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. Sample Details are tracked in AdvantEDGE using the following 3 attributes: “List No.12. Return. These samples do not pass through the Reps possession and hence are excluded.).g. Transfer.

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

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

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

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

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

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

Sample Transfers The Sample Transfer Process is depicted below. Lot #/Expiration Date. b) The Rep transferring out the samples needs to create a Transfer Out transaction. and Quantity being transferred. Click the Samples / Sent Samples screen.1.2.2. 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. c) The Rep receiving the samples performs a data synchronization and acknowledges the receipt of the samples as a Transfer In transaction. Transfer Out To record a Transfer Out transaction. AdvantEDGE User Guide Page 63 11 November 2008 . you need to perform the following steps: 1. 12. Figure 12-5: Samples Return Transmittal Form To Transfer Samples between Reps. you need to perform the following: a) Both parties need to confirm the Product List No.12. The Rep then performs a data synchronization to send the Transfer Out transaction.

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

you need to perform the following steps: 1. Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. The Lot #s are now part of your sample inventory balance in AdvantEDGE. 2.2. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. 12. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. To record a Transfer In transaction. This will pickup the Transfer In transaction triggered from the sending Rep.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. 4. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. 3. The record will have a status of “In Progress”. you do not need to change anything. If however the quantities are incorrect. update them and enter a brief description in the Comments field. From the “My Received Samples” applet. Enter the sample counts for each Lot # in the Received Quantity field. 5.2. The “Line Items” list applet at the bottom of the screen will display the details of the transfer. so if all quantities are correct. highlight the corresponding Transfer In record. The field defaults to the current date/time. The values default to those entered by the Rep who recorded the Transfer Out. Synchronize. 6. Click Submit to complete the receipt of the Transfer In. AdvantEDGE User Guide Page 65 11 November 2008 . Fill in the Date / Time Received field to specify the date/time that the transfer was received. Click the Samples / Received Samples screen.

AdvantEDGE User Guide Page 66 11 November 2008 • • . Sample Adjustments The Sample Adjustments Process is depicted below.• As noted earlier. Figure 12-7: Sample Adjustment Process Consider that you have 2 sample inventories as follows: Physical Inventory – what you have on hand AdvantEDGE Inventory – what the AdvantEDGE system calculates you have on hand Samples Adjustments are used to adjust for any differences between your physical inventory and your AdvantEDGE inventory. a discrepancy transaction is also automatically created on the Sent Samples Discrepancies screen of the sender. Figure 12-6: Received Samples Discrepancies screen 12.3.

Samples Adjustments consist of the following Transaction Types: Transaction Type Transfer In – Adjustment Transfer Out – Adjustment Return – Adjustment Sample Order – Adjustment Disbursement – Adjustment Shipment Received – Adjustment Demo – Adjustment Usage Refer to section on “Received Samples Adjustment” Refer to section on “Sent Samples Adjustment” Refer to section on “Sent Samples Adjustment” NOT USED Refer to section on “Sample Disbursement Adjustment” Refer to section on “Received Samples Adjustment” To reduce inventory to account for samples used for demo purposes Refer to section on “Inventory Count Adjustment” Inventory Adjustment Figure 12-8: Types of Sample Adjustments AdvantEDGE User Guide Page 67 11 November 2008 . A Negative Adjustment will decrease your AdvantEDGE Inventory. BE CAREFUL TO SELECT THE CORRECT INVENTORY PERIOD WHEN ENTERING AN ADJUSTMENT. A Positive Adjustment will increase your AdvantEDGE Inventory.Notes: • You always make Adjustments to your AdvantEDGE Inventory so that it is consistent with your Physical Inventory. • • It is very important that you enter Sample Adjustments with the correct integer.

Click the Samples / Samples Adjustments screen. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. type “Miscount in transferred out quantity” 4. Consider the following scenario: • • You recorded a Transfer Out record of 10 units of “643993-Levemir Flexipen 1x3ml” and “Lot # F0906A” to another Rep. click New. 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. The recipient acknowledged that only 5 units were “Transferred In”. For the above scenario. From the “My Samples Adjustments” applet. For the above scenario. perform the following steps: 1. Click OK. A discrepancy is automatically recorded in your “Sent Samples Discrepancies” screen and you realize that you recorded the original Transfer Out record in error.1. use “Transfer Out – Adjustment” Pick-list. From the “Line Items” applet. 3.3. 2. • To enter a Sent Samples Adjustment. click New. You now need to record a Sent Samples “Transfer Out” Adjustment to correct your AdvantEDGE inventory. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. AdvantEDGE User Guide Page 68 11 November 2008 . Fill in the header values for the samples adjustment.12. 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.

6. The adjustment needs to be made by the person who entered the incorrect quantity. Your inventory for the affected Samples is updated. the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing.3. Consider the following scenario: • During a Sample Transfer with another Rep. 7. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. click Submit.5.2. 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. Fill in the line item values for each lot number adjustment. From the “My Samples Adjustments” applet. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”. enter “5”. Repeat steps 4-5 for all sample transfer line items. You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. 12. For the above scenario. 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. Remember. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory. Due to this mistake. • • AdvantEDGE User Guide Page 69 11 November 2008 . one Samples Transaction can have several line items. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number.

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

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

643993) F0906A 6 6. 7. 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. 12.3. Remember. AdvantEDGE User Guide Page 72 11 November 2008 . 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.type “Entered wrong product List No. one Samples Transaction can have several line items. For the above scenario. you would enter 2 line items as specified below. 5./Lot # when recording Sample Drop on 9/13/2007 to Dr Wayne Newton” 4. click New. Repeat steps 4-5 for all sample transfer line items.4. click Submit. Enter a Second Sample Inventory Adjustment for the Inventory Period that you have just Started. Fill in the line item values for each lot number adjustment. Your inventory for the affected Samples is updated. From the “My Samples Adjustments” applet.

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

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

Your inventory for the affected Samples is updated.3. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. click Submit. 12. AdvantEDGE User Guide Page 75 11 November 2008 . The SAC department does not mandate a certain date but rather lets the Rep control the best time to conduct an inventory count within a bi-monthly timeframe. it creates the start of a new Inventory Period. From the “My Samples Adjustments” applet.5. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation. Each time you do an Inventory Count. It is critical that you complete one inventory count per bimonthly period. 12. 01211) VS60785 +10 11.4.

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

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

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

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

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

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

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

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

The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. From the “My Samples History” applet. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. From the “Inventory List”. 3.5. AdvantEDGE User Guide Page 84 11 November 2008 . The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. 2. The “Samples History” applet displays all respective transactions. highlight the inventory period.12. Click the Samples / Samples History screen.1. perform the following steps: 1. it has a status of Pending SAC Review.4. highlight the desired Sample Lot #. No further action is required. Sample History Viewing Sample History At anytime. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. 12. The Reconciliation Status are described in the table below. The associated Status and SAC Comments can be seen on the Samples / Samples History screen.5. The variances within the submitted inventory period are within corporate tolerances. to display all transactions of a specified Sample Lot #. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review.4. In some situations. Unresolved Figure 12-12: Reconciliation Statuses 12. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. 4.

Use electronic signatures to minimize the work regarding paper-based forms. Note: Falsifying signatures. Take Inventory Counts prior to Receiving Sample Shipments when your inventory is at its lowest. You can record Sample Drops to Diabates Education Centres (DECs) as you would for a Pharmacy. 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. Use zip-lock bags or elastics to organize samples & lot #s. • • • • Note: You can change the Professional directly on the Call Screen by clicking the “Last Name” pick-list icon.6.12. Do not distribute samples during symposiums or conventions. Tips on Working with Samples • • • • • • • Avoid sharing refrigerators or lockers. Do not remove samples from practitioner offices or pharmacies. Rehearse your routine for collecting an e-Signature so that the Signature screen is ready when you need the Professional to sign the Tablet PC. This technique can only be used for DECs and cannot be extended to Medical Clinics or Hospitals. Ensure refrigerated samples are cool to the touch. Orient different Lot #s in opposite directions. quantities or dates are grounds for dismissal. AdvantEDGE User Guide Page 85 11 November 2008 . do not leave calls in a “Planned” status. Work with 1 Lot # at a time on a first-in/first-out basis. The call is recorded using “Default Professional”. Ensure Calls are “Submitted” on a timely basis.

3. From the tool bar. 2. USER PREFERENCES 13. select Tools / User Preferences. A “Pick Query” dialog box is displayed. the query must first be created and saved. As an example. 2. From the AdvantEDGE menu bar. On the Professionals and Accounts screens. Click Save. and Verify Password in the respective fields. and then click the desired Screen View. Note: • Unlike your Windows login passwords. Changing Password To change your AdvantEDGE password: 1. Click the desired Screen. AdvantEDGE User Guide Page 86 11 November 2008 .2.13. You then need to perform the following steps: 1. select the Site Map icon. Enter your Password. 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). 13. AdvantEDGE Passwords do not expire. Click the pick-list in the Default Query field.1. Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information. you may want to default the query on your Professionals screen to display your Targeted Professionals. Select User Preferences / Default Queries. Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. 4. 3.

Select your preferred Calendar views from the picklists. 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. perform the following steps: 1. 2. From the tool bar. Select Site Map / User Preferences / Change Position. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. you must switch back to your regular Position. 3. Set the “Startup View” value as desired. Select User Preferences / Behaviour. Occasionally you may be required to Change Positions in AdvantEDGE.5.4. 2. select the Site Map icon.5. select the Site Map icon. Important Note: • When you are finished assessing the other Position. You will now have access to all the data of the other Position / Territory. Select User Preferences / Calendar. Page 87 11 November 2008 AdvantEDGE User Guide . Setting Default Calendar View To set your default Calendar View: 1. you need access to the other territory’s data. 13. From the tool bar. An applet is displayed listing the Positions to which you have access and also the “Active Position”. To change a Position. Highlight the Position you wish to access and click the Change Position push-button.3. 13. For example. The “Weekly (7 day)” view is recommended. 13. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. Select the desired Query and click OK. 3. 2.

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

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

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

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

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

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

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

16. Setup Products List As described in the Activities section. 16. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. use the User Preferences / Default Queries screen to set your default queries. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 .5.7.4. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. Setup Default Queries As described in the User Preferences section. 16.8.10. Setup Marketing Messages As described in the Activities section.9. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. 16. Setup Default Calendar As described in the User Preferences section. use the User Preferences / Calendar screen to set your default Calendar. 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. Setup your Calendar Access List As described in the Calendar section. Note: • You will not be able to enter a call until you setup your products list. 16. 16.6.16.

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

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

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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They are allowed to see some Call Note details but only on the Activities view. territory) but sometimes require the capability to call on select Professionals throughout the country. The Biopharm MLs typically call on Professionals within their own geographical area (i.. the following additional Call Types are also counted towards their Call Plan: • • Conference SVC (Significant Value Call) AdvantEDGE User Guide Page 101 11 November 2008 . 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. Medical Liaisons Call Notes (i. All other fields (e.e.2. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19. For this reason. Biopharm MLs – Applicable Call Types For all Reps & MLs. Call Type..1.2. MLs however can see all details of the Reps’ Call Notes from the Activities view. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML. 19.e. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. 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. 19. When a Professional’s address is added to FSA Z1Z.2.19. but the Comments field is blanked out because it is Private. 19.2..g. Date.1. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. Comments) cannot be viewed by Reps.

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

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

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