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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.... Setting Default Calendar View ...58 12.2......4.............2..........4........ Other Adjustments .......2......... Changing Password......2.............86 13.............54 11..................1..................6.............................2............................89 14...... Creating a Smart Call..................................................2........... Sample History .......... Changing Position ...86 13.....95 16.............................11.. Inventory Count ....... Viewing Sample History ............ Tips on Working with Samples..... Receiving a Sample Shipment...4............95 AdvantEDGE User Guide Page iii 11 November 2008 .....5.... Synchronizing your Database .............91 15..................... Rep Reconciliation Summary Report (Currently N/A) ................................65 12.........................58 12...................3...3..1.............79 12.........2.....90 15.......... Sample Transfers .......93 16.....92 16................................84 12...54 12... Processing Sample Returns ...........3...3...................1................. Checking Synchronization Status ...........56 12... HOME PAGE...1............................................63 12..................................1......5......87 13....... SAMPLES MANAGEMENT ..... Reconciliation ................... USER PREFERENCES.......................... GROUPS AND EVENTS .... Linking a Professional/Account to a Group and Event .....................91 16................................3............................................................69 12........ Transfer Out............................................. SMART CALL..75 12................................................... Transfer In..72 12.5......................92 16.........77 12. Inventory Count & Reconciliation ...............2. Importing Syndicated Data Files ..... “GOING LIVE”....... Inventory Count Adjustment .....................................84 12..................63 12................4................................... Downloading your Database.................................................1.......................................88 14...3...............87 13.............1...................82 12.60 12...................... Sample Disbursement Adjustment ..................89 14..............2.........6...........75 12........ Using a Smart Call ...... Setup your Calendar Access List ......................1..1.......6.........71 12..........................................................................4..68 12..84 12........ Setup Products List ..........4.... Received Samples Adjustment .. Setting Default Queries .3.........3......4...... Sent Samples Adjustment .................................................. Setting Default Startup Screen...... Reconciliation Status .................... Receiving Samples & Processing Returns ..........................3...............1....4.................................5...............1...........4........... Sample Adjustments ........... Setup Marketing Messages ...............................................85 13....................66 12.....................5..............1............86 13......... Changing the Home Page Layout ...........................................................1....87 13......................92 16.95 16......................2...3.........................

... APPENDIX B – DBM USAGE . 103 AdvantEDGE User Guide Page iv 11 November 2008 ...... APPENDIX A ........1................... 102 20. My Professionals vs My Team’s Professionals.... Commonly Used Query Operators ......1.... Training Questionnaire ....12.........2............ 101 19..95 16.... 101 19...........98 17.............. 101 19..................................................................................... 102 20.....3...................................... Typical AdvantEDGE Usage ......95 16...................................95 16...............8... 100 19....2.....................95 16........ Private Call Notes ....... Bypass Login Screen .....2........... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ......... 101 19.......2.... Biopharm MLs – FSA Z1Z .....16.............99 18. 103 20............... Enter Time Allocation .........................................3..10............................................................7.98 17............BEST PRACTICES FOR FIELD USERS ....... 101 20.. Recommended Columns Displayed........... Setup Default Queries ....1..................... Recording a Call on any Professional ..............2. Useful Hotkeys .........1....... Setup Default Calendar ....... Biopharm MLs – Special Considerations ..................................... Recording a KOL Call using Groups & Events .... APPENDIX D – HEAD OFFICE USAGE ...96 17.......2.................... Using Head Office AdvantEDGE to Record Calls ......................................97 17....... 100 18..................................1... Biopharm MLs – Applicable Call Types ................11.......... 102 20.. Best Practices .............................. Assistant Expense Reporting .....................4.............97 17..........4.9........96 16.................................

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

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

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

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

and the bottom menu bar is for AdvantEDGE. Logging Out 1. AdvantEDGE User Guide Page 5 11 November 2008 . we use the term “SAC” throughout this document. Canada & US) DBM Rep SC or SAC District Business Manager Sales Representative Sample Compliance (team at Head Office which addresses all Samples Management concerns). only use the bottom menu bar for AdvantEDGE. As such. select File / Logout.g. 1. 1.. Note: • It is important to logout properly otherwise some of your User Preferences (e.e. You may also get an error when restarting AdvantEDGE. When running AdvantEDGE. Columns Displayed) set within AdvantEDGE will not be saved.. you will notice that you have 2 menu bars: the top menu bar is for Internet Explorer. SC is used interchangeably with SAC (Sample Accountability & Compliance) which is the term used in the US.7.2. Terminology Term Description AdvantEDGE Name of Siebel system used by Novo Nordisk in North America (i. For consistency.6. From the menu bar.Note: • AdvantEDGE runs within Internet Explorer.

The chapters are arranged in the order in which they should be covered for training purposes. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. AdvantEDGE User Guide Page 6 11 November 2008 . 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. Italics are used in the manual to represent processes that support the AdvantEDGE system.8.1. Additional information for other users is detailed in the Appendices. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. Boxes are used to highlight Important Notes.9. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces.

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

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

Clicking on this hyperlink will bring you to the Profile/Activities applet displaying Calls on the Professional. the cursor will change to a “finger pointer”. When you position your cursor over a hyperlink. You can otherwise use “CREDIT VALLEY*” if desired. you will find hyperlinks which are displayed in blue.. Hyperlinks allow you to drill down to get more detailed information about a record. 2.1. Note: Useful pre-defined queries on the Professionals screen are: • • Canada – My Targets Canada – Corporate Targets AdvantEDGE User Guide Page 9 11 November 2008 .g. When you click on a hyperlink. To query on all Professionals of a specific Location and Specialty (e. You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4. Professionals List The Professionals List displays a complete list of all Professionals in your database. It is very useful to query Professionals as covered in Chapter 3. All Anesthetists at Credit Valley Hospital). a Thread-Bar will appear just above the screen tabs. Note: • You can return to any previous screen by clicking the Back button of Internet Explorer. An example of a hyperlink is the Last Name as shown on the Professionals screen of Figure 2-1.Throughout the AdvantEDGE system. use the following criteria: • • Location: CREDIT VALLEY HOSPITAL Specialty: Anesthesia It is very important that you enter the criteria with the exact spelling. You can use the Thread-Bar to back out of your drill-downs and navigate back to previous screens from which you hyperlinked.

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). Defaults to current Date & Time. Recording a Call To record a Call on a Professional: 1. Click the New Call button.2.3. Reps can see other details of the Call made by an ML. immediately after the call). Only “Face to Face” and “CHE” call types count towards your Call Plan compliance. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”.2. Decile 10 (Low)) To generate a Pre-Call Analysis report. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. 2. Date 3. but the Comments field will be blanked out. Reps cannot view the Comments field of the calls made by MLs. 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. Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. Enter “Marketing Messages” and “Issues”. 2. while accessing the Pre-Call View. AdvantEDGE User Guide Page 10 11 November 2008 . click on Professionals / Professionals List / Pre-Call.

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

c) Status (set to Active) 6. The Sample Disbursement Process is depicted below. Once “Submitted”. 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. Click the Submit button to submit the call. Figure 2-3 – Sample Disbursement Process (tracking the HCP’s Signature electronically vs using the paper-based SDF) AdvantEDGE User Guide Page 12 11 November 2008 . Note: • You can only Submit a Call if either a “Call Topics” or “Samples Dropped” record has been entered.

hidden line items are not displayed unless the “Show All” button is clicked. 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. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. AdvantEDGE User Guide Page 13 11 November 2008 . To save your changes. To cancel your changes. To show all line items.3.3.2. Whenever the List applet is displayed. and too many samples cut into a Representative’s sales. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items. To hide hidden line items. 2. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. 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. too few samples do not have an effective impact.3. use the Hide function to only show the Samples you are currently working with.3.1.2. 2. There is a sweet spot to the number of samples to provide.

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

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

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

Access the Professional and select the Professionals / Professionals List / Change Requests view. Be sure ONLY to remove an Address if you are sure the Professional no longer works there.8. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 .The Address resides in your Territory. This allows several Reps to identify a specific Professional at the address of their choice.7.7. you must enter a Change Request as described in Section 2. set the Primary checkbox and click OK. These operations have to be submitted using a CR (Change Request). • To Remove an Address outside of your Territory. . If you remove a valid Address that another Rep uses.10. To submit a Change Request: 1. step 3). 2.2. Change Requests . follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2.The Address is not flagged as the Primary Address. the other Rep may no longer be able to find the Professional. step 3).9. A Change Requests List applet and Form applet are displayed. From the “Selected” address list. 2. Adding/Removing an Address To Add or Remove an Address for a Professional. Setting a Primary Address Each person can set their own Primary Address for a Professional.10.Professionals There are certain operations that only the Siebel Administrator is allowed to perform. Note: • You can Remove an Address provided: . IMPORTANT NOTE: • 2. To set a Primary Address: 1. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2.

AdvantEDGE User Guide Page 18 11 November 2008 . CR Type Required Fields Duplicate Professional . Each CR Type requires you to specify various fields.Address (current) .Address (to remove) Moved Out of TerrAddr Unknown Name Change / Address Edit No Longer Practicing Remove 1 Address Figure 2-4: Change Request Types for Professionals 4.Address (current) . Click New to create a new Change Request. 2.Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll. Notes: • Every CR Type requires the specification of an Address for the Professional (as indicated by the red asterisk on the field).Address (current) .Comments From Rep Moved Out of TerrAddr Known . to query Professionals who write more than 1800 TRx Market Share of Total Insulin: 1.Address (current) Record . Province. Set the Status of the CR to “Submitted”.Address (current) .Out of Territory Address Fields (Address. Postal Code) .Professionals AdvantEDGE provides some limited functionality for querying Professionals for Rx Data.11. 3. Access the Professionals / Filters screen.Comments From Rep . • 2. Select the CR Type from the pick-list and applicable field values. Querying Rx Data . Only 1 CR can be “Submitted” per Professional until the CR has been Processed. City. For example. Use the table below as a guide.

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

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

The current query criteria are displayed.4. Saving a Query will also save the Sort Order of the List. 2. 3. select Query / Refine Query. Select the Query Name and click OK. >= <> * <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 . >.2. select Query / Save Query As. Click Go. 3. 3. Note: Only User-Defined Queries can be deleted. SystemDefined Queries cannot be deleted.3. Refining a Query To Refine the results of the currently run Query: 1. From the menu bar. The Query is now available to run anytime by selecting it from the Queries pick list. <=. From the menu bar. Update the Query criteria. 2. select Query / Delete Saved Query. 4. Useful Querying Operations Operator Example <. From the menu bar. Deleting a Query To Delete a Query: 1. Sort the Records (if desired). 3. Enter a Query Name and click OK. 3.5.

Today() And Or Is Null Is Not Null

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

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

Figure 3-1: Useful Query Operators

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

4.1.

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

4.2.

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

Figure 4-1 – Determining Record Count

4.3.

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

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Figure 4-2 – Setting Columns Displayed

• • • • •

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

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

4.4.

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

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

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

Resize Columns To resize columns: 1. Position the cursor between the column headers until a double-sided arrow appears. Click on the same column header to sort in Descending order. Sort Columns To sort columns: 1.6. Figure 4-7a – Sorting Columns (Ascending) 2. 4.4.3. and drag to adjust the width. Drag the column header.2.6. Click on the column header. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Move Columns To move columns: 1.6. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . Figure 4-6 – Moving Columns 4.4.

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

use the following criteria: • • Type: My Targets: Pharmacy/Store Checked You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4.g. Hospital Service Roster) Accounts to which the selected Account is associated (e. 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. 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. Telephone. It is also very useful for querying Accounts as covered in Chapter 3..Link Bar Accounts List View Tab Pre-Call Change Requests Call Plan Description of Information List of Call Activities recorded on the Account List of Change Requests Call Plans for the Account Type. AdvantEDGE User Guide Page 29 11 November 2008 . Accounts List The Accounts List displays a complete list of all Accounts in your database. To query on all Targeted Pharmacies.. Address.g.1.

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

4 on how to setup an Affiliation. Refer to section 2. Enter the “Call Topics” by specifying: • • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) In the Attendees applet.count towards your Call Plan compliance. Date Defaults to current Date & Time. AdvantEDGE User Guide Page 31 11 November 2008 . 3. 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. An “Add Attendees” dialog box is displayed listing all Professionals affiliated with the Account. Do not worry about setting the Time of the Call. click the All Professionals button. click New. It is recommended that you enter your call on the same day that the call was made (preferably. 4.5 & 5. immediately after the call).

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

To record a Professional Affiliation on an Account: 1. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink.5. Select the Account and click OK. Activities To view all Call Activities on an Account. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account.7. 5. if A is affiliated to B. Click Accounts / Profile / Account Affiliations. 3. ML) Call Notes in this view by positioning your cursor over the Comments field. A new row is inserted. Upon setting this relationship.. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional. 5. a corresponding relationship can be viewed for the associated Account (i.e. click Accounts / Profile / Activities. B is affiliated from A). however. Click the pick list icon in the Last Name field. Click New in the “Professional Affiliations” applet.g. A dialog box listing Accounts is displayed. Click New. 4.5. Select the Professional and click Pick.. To record an Account Affiliation: 1.. AdvantEDGE User Guide Page 33 11 November 2008 . Click Accounts / Profile / Professional Affiliations. 3. This screen displays all Call Notes for the last 2 years. 2.6.e. You will be able to view both Public and Private (i. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e. A Pick Professional dialog box is displayed. Hospital Affiliations). 2. Upon setting this relationship.

“Hospital”) 3. Perform an exhaustive query to ensure that the Account doesn’t already exist. Adding a New Account To add a New Account: 1.g. • Highlight the Address and click Add.. • If the Available address list is blank. 2.g. • If you find multiple addresses at the same location. Link the Account to an Address: • Click the Address MVG icon (in the Accounts form applet below the Accounts List applet). click New to create a new address. This is the only icon that will allow you to link an Address to a Account. The Address is Selected as Primary if it is the only linked Address. Enter the following mandatory fields: • • Account (e. From the Accounts / Accounts List screen. Notes • You must use the Address MVG icon in the Accounts form applet below the Accounts List applet (as indicated in the diagram below). scroll to the right to check the Location & Location Type. It is recommended that you search & sort by Postal Code. please call the Help Desk to be sent the Address Syndicated Data File.. AdvantEDGE User Guide Page 34 11 November 2008 . It is likely that one Location is a Pharmacy. • Query the Available addresses to find the correct address. phone/fax of clinic or hospital) • Click OK. A dialog box is displayed of Available & Selected addresses. This avoids entering a duplicate record. • Update any additional information regarding: Site Phone Number / Site Fax Number (e.g.. “CREDIT VALLEY HOSPITAL”) Type (e. click the New button.5.8. • In the unlikely scenario that the address could not be found.

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

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

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

AdvantEDGE User Guide Page 38 11 November 2008 . The Add Employees dialog box is displayed.6. Access List It is very useful to share your Calendar with your DBM or mirror Rep to allow them to see your Calendar of Call Activities. Select the Calendar / Access List screen. To grant Calendar access to a colleague: 1. Query and select the appropriate name and click OK. 2.2. Click New.

Call Activity). or you may click on the associated thread-bar. if you want to query for all calls made in April 2007. Querying Activities Because the Activities screen displays calls in the form of a list applet.e. To drill down on a Call: 1. Attendee Call hyperlink). it offers powerful querying capability.7. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i.. 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. AdvantEDGE User Guide Page 39 11 November 2008 . As an example. Use the Internet Explorer Back arrow to return to the previous screen. except the data is displayed in a list rather than on a calendar view. 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. Professional Call. Following a drill-down.e.2. to return to the previous screen: 2.1. 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.. Click on the Activity hyperlink (i. Account Call.

Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1.5. Access the Call record. 2. AdvantEDGE User Guide Page 40 11 November 2008 . Use Menu / Delete Record to delete the record. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. 3.e. To delete a Planned Call: 1.7.. 7. Select the Personal Product Lists from the Show pick list (i. 3. Select the Personal Marketing Initiatives List from the Show pick list (i. However. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. 2. 2.3. Note • You need to set your Personal Call Topics before you can pick them on the call screen. 3. Select the Activities / Activity List screen. 7.. Select the Activities / Personal List screen. the name of the applet on the top left corner). Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. Planned Calls can be Cancelled/Deleted. Select the Activities / Personal List screen. and set the Status to “Cancelled”. the name of the applet on the top left corner). Note • You need to set your Personal Marketing Messages before you can pick them on the call screen.4.e.

Fill in the fields. 2. Category Worked Account Management Admin Reason CHE Event In Field Account Management Business Plan CHE Planning DBM-Recruitment/Interview Office Time (for Admin Work) PA/Review Samples Accountability admin Customer Meetings Community Event Convention Display/Rounds InServices Patient Training NNCI Meetings Counterpart Meetings District Meetings AdvantEDGE User Guide Page 41 11 November 2008 . Note: Fields identified with a red asterisk are mandatory. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. 3. Click New. Recording Time Allocation To record Time Allocation: 1. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. 8. 4. Select the Time Allocation screen. 4. The following table lists the Time Allocation categories. Set the Status to “Submitted” to lock the record from being updated.8. 6. or 8 hour durations. Time is recorded in 2.1.

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

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

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

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

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. DBMs. From the menu bar. It is recommended that you use List applets for querying data and Form applets for entering data. 2. 9. 3.2. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. first create the Header as follows: 1.3 respectively. MLs) Associated Fields: • • Description (optional) Period . 9. In the Form applet. Fill in the associated fields. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report. and 9. A list of previous Expense Reports for the user is displayed.1.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th.These 3 Steps are covered in sections 9.1. select the Expense Reports screen to access My Expense Reports. the second period is from the 15th to the last day of the month Start Date / End Date are populated based on the Period selected Pay To / Prepared By / Submit To are pre-populated to indicate the Users’ Initials involved with the Expense Report Status is pre-populated as ‘In Progress’ • • • AdvantEDGE User Guide Page 46 11 November 2008 .

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

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

Enter the Transaction Amount which is expense amount in the foreign currency. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet).. Click the Expense Amount pick-list icon. Use the rate that you are being charged by Visa or your bank. An “Enter Amount” dialog box is displayed. perform the following: 1. 4. Enter the Internal Order Number in the “SAP Int Order” column.1.1.2. except when you enter the Expense Amount. 3. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1.9. USD for US Dollars).g. 9. 2.1. Select the Currency Code from the pick-list (e. 2. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. The Expense Amount is calculated for you when you step off the field. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars.

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

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. Send the Orange Envelope to the NNCI Office (not to Princeton). 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 . 4.4. Click on the Print icon in the Toolbar to print the Expense Report on your printer. Place your Printed Expense Report and associated receipts (taped) into an Orange Envelope so that your name on page 1 of the Printed Expense Report shows through the window of the Orange Envelope. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences.5”x11” paper. 3. Tape the receipts to 8. 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.minimized on your task bar. Do not use any staples or paper-clips. 9. so you may have to click on it in your task bar to maximize the window so it can be viewed. 5. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”.5. Sign the Printed Expense Report.

The Call Screen used to enter a new call is displayed.. Assigned Calls 10. The Assigned Calls.2. When creating your first non-Targeted call on a Professional/Account. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. The Call Plan Calls view is displayed. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. a nightly process needs to run before you can see the associated record in the Unspecified Calls view. Targeted Number of Calls within the Period as set by Sales Operations.g. 2007 Canada POA). Click the Last Name/Account hyperlink. 10. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts.3. 10. Click the POA Period hyperlink (e. AdvantEDGE User Guide Page 52 11 November 2008 . and Segment are displayed as columns. There are 2 sub-views to view Professionals or Accounts. Submitted Calls. Only ‘Face to Face’ and ‘CHE’ Call Types are counted. Select the Call Plan screen. Highlight the desired Professional/Account and click the New Call button.10. as well as their respective Assigned Calls and Submitted Calls as defined below: Field Submitted Calls Definition Number of Calls Submitted by the Rep within the Period. The corresponding Profile/Activities view is displayed. Viewing your Call Plan To view your Call Plan: 1. 2. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1.1.

you can recalculate it using the following steps: 1. 2.10.4. 10.5. Highlight the appropriate Call Plan record. AdvantEDGE User Guide Page 53 11 November 2008 . 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. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. Click the Recalculate button. Click on the POA Period hyperlink of the corresponding Professional/Account record.

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

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

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

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. 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. Received.e. Sample Drop) is covered in the “Call Recording” section of this document.

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

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

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

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

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

you need to perform the following steps: 1. Transfer Out To record a Transfer Out transaction. and Quantity being transferred. you need to perform the following: a) Both parties need to confirm the Product List No. c) The Rep receiving the samples performs a data synchronization and acknowledges the receipt of the samples as a Transfer In transaction. Click the Samples / Sent Samples screen. Lot #/Expiration Date. Sample Transfers The Sample Transfer Process is depicted below. Figure 12-5: Samples Return Transmittal Form To Transfer Samples between Reps. The Rep then performs a data synchronization to send the Transfer Out transaction.2.12. This is to be done on the SAME day as the transfer and can be done during the face-to-face meeting. 12. b) The Rep transferring out the samples needs to create a Transfer Out transaction.2. This should be done in a face-to-face meeting. AdvantEDGE User Guide Page 63 11 November 2008 .1.

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. Repeat steps 4-5 for all sample transfer line items. Field Description Product Description Lot # Quantity Select value from pick-list Select from pick-list Specify number 6. it is important that both parties agree on the Product List No. Fill in the header values for the samples being transferred. click New. one Samples Transaction can have several line items. click New. a discrepancy transaction is automatically created in the Sent Samples Discrepancies screen of the sender. Remember. 3. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Sent. From the “Line Items” applet. and Quantity being transferred. Lot #/Expiration Date. 8.2. Synchronize. If the recipient records values differently from the Transfer Out data. From the “My Sent Samples” applet. AdvantEDGE User Guide Page 64 11 November 2008 . click Submit. Fill in the line item values for each lot number being transferred. 7. 5. Your inventory for the affected Lot #s are reduced accordingly. Notes (regarding Sent Samples Discrepancies): • When transfers occur. From the “My Sent Samples” applet.

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

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

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

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

From the “My Samples Adjustments” applet. 7. one Samples Transaction can have several line items. Consider the following scenario: • During a Sample Transfer with another Rep. 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. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. Fill in the line item values for each lot number adjustment. The adjustment needs to be made by the person who entered the incorrect quantity. click Submit. Due to this mistake. the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing.3. You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. Received Samples Adjustment Received Samples adjustments are used when you record sample transactions incorrectly compared to what you actually acknowledged as a Shipment Received or Transferred In. 12.5. enter “5”. Your inventory for the affected Samples is updated. • • AdvantEDGE User Guide Page 69 11 November 2008 . Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. Repeat steps 4-5 for all sample transfer line items. 6.2. Remember.

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

3. 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. 6 units of “368392-Levemir Vial 1x10ml.Levemir Flexipen 1x3ml. For the above scenario. use “Incorrect List # & Lot #” Pick-list from the “Stock Period” dialog box. Sample Disbursement Adjustment Sample Disbursement adjustments are used when you record sample drops incorrectly. 3. Click OK. You need to create a Samples Disbursement Adjustment with 2 line items to adjust your AdvantEDGE inventory as follows: 6 units of “643993. click New. perform the following steps: 1. Consider the following scenario: • A discrepancy occurred for a sample drop on Sep 13/07 for Dr. You recorded 6 units of “643993.12. Fill in the header values for the samples adjustment. Lot # S50730” to be entered as a Negative integer. • To enter a Disbursement Adjustment.3. Click the Samples / Samples Adjustments screen. From the “My Samples Adjustments” applet. Field Description Transaction Type Reason Inventory Period Start Date Pick-list. For the above scenario. Lot # S50730” which was actually disbursed. use “Disbursement – Adjustment” Pick-list. Lot # F0906A” to be entered as a Positive integer. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate.Levemir Flexipen 1x3ml. Lot # F0906A” instead of the 6 units of “368392-Levemir Vial 1x10ml. 2. Wayne Newton. Page 71 11 November 2008 Comments AdvantEDGE User Guide . For the above scenario.

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

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

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

It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count.4. Each time you do an Inventory Count.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation. 12. 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.5. AdvantEDGE User Guide Page 75 11 November 2008 . it creates the start of a new Inventory Period. 01211) VS60785 +10 11. It is critical that you complete one inventory count per bimonthly period. 12. click Submit. Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. Your inventory for the affected Samples is updated.3. From the “My Samples Adjustments” applet.

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

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

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

Click the Samples / Inventory Count screen. there are transactions (i. highlight the Active inventory period. you will find that the current inventory period is “Closed” and has a “Reconciliation Status” of Null (i. The next section describes how to Reconcile your Inventory Count for the inventory period you just closed.6. Be careful to enter the values carefully as these values will become your AdvantEDGE inventory for the next inventory period.. The AdvantEDGE On Hand Inventory is calculated as follows: AdvantEDGE Inv. 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). or Samples Adjustments) with a status of “In Progress”. 9. Received Samples. Sent Samples. enter the Counts by Lot # for your physical inventory. You will need to return to the appropriate screens to check for “In Progress” transactions and Submit them. Note: If in step 9).e.. what the system calculates you to have on hand). and a new inventory period has been opened for use with the physical inventory counts you just entered. 8.. Disbursements. Reconciliation The Reconciliation Process is used to account for any discrepancies between your physical inventory (i.2. From the “My Inventory Count” applet.. Click Submit. Inventory Count) and your AdvantEDGE inventory (i. From the “My Samples History” applet. at Start of Inv. If you access the Samples / Samples History screen. “Unreconciled”).e. Period + Shipments Received AdvantEDGE User Guide Page 79 11 November 2008 . = Inv. you will not be able to Submit your Inventory Count and a corresponding error message is displayed. 12.e. Set the “Inventory Type” field to Monthly to enter a regular bi-monthly Inventory Count.e. 7.4.

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

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

Close the window when done. From the “My Samples History” applet. 2. Synchronize. 3. the final status of the Inventory Period is still pending SAC review. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. At this point. highlight the inventory period. perform the following steps: 1. The report is compiled in the “Siebel Report Viewer” as shown below. 12. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . Click the Print icon from the “Siebel Report Viewer” to print the report.3.3.4. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation. To generate a Rep Reconciliation Summary Report. Click the Samples / Samples History screen. click the Reports icon and select Rep Reconciliation Report.

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

Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. it has a status of Pending SAC Review. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. highlight the inventory period. 4.5. it may take the SAC department 30-90 days to complete their review of a submitted inventory period.1. perform the following steps: 1.4. The associated Status and SAC Comments can be seen on the Samples / Samples History screen.4. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. The “Samples History” applet displays all respective transactions. 2. Unresolved Figure 12-12: Reconciliation Statuses 12.12. From the “Inventory List”. 3.5. From the “My Samples History” applet. to display all transactions of a specified Sample Lot #. AdvantEDGE User Guide Page 84 11 November 2008 . Sample History Viewing Sample History At anytime. In some situations. The Reconciliation Status are described in the table below. Click the Samples / Samples History screen. The variances within the submitted inventory period are within corporate tolerances. No further action is required. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. highlight the desired Sample Lot #. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. 12.

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

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

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

your Position reverts back to your Primary Position automatically. 2. Checking Synchronization Status 1.6.• If you logout. 13. A list of synchronization sessions and their respective results is displayed. From the tool-bar. Select User Preferences / Remote Status. click the Site Map icon. AdvantEDGE User Guide Page 88 11 November 2008 .

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

click on the Smart Call pick-list icon. When the Call Screen is first displayed after clicking the New Call button.2. AdvantEDGE User Guide Page 90 11 November 2008 . Highlight the Smart Call and click OK. The Call Screen will populate with the details of the Smart Call. Using a Smart Call 1.14.

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

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

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

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

6. Setup Products List As described in the Activities section. Note: • You will not be able to enter a call until you setup your products list.9.7. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen. Setup Default Calendar As described in the User Preferences section.8.10. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. 16. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . 16. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. 16.5.16. Setup Marketing Messages As described in the Activities section. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. 16.4. Setup your Calendar Access List As described in the Calendar section. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. 16. 16. Setup Default Queries As described in the User Preferences section. use the User Preferences / Default Queries screen to set your default queries. use the User Preferences / Calendar screen to set your default Calendar.

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.Weekly Enter Time Allocation Enter Expenses Check for ‘Planned’ Calls Monthly Process Syndicated Data Files Check Rx Data 16.12.surveymonkey. Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 .com/s. Bypass Login Screen For quicker startups. please reference the following website to complete an one-line questionnaire: http://www. 16.11.

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

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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g. 19.e.. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML. 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.2. MLs however can see all details of the Reps’ Call Notes from the Activities view. Medical Liaisons Call Notes (i. 19.1. 19. Biopharm MLs – Applicable Call Types For all Reps & MLs. Comments) cannot be viewed by Reps. For this reason.2.. Call Type.1. 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 . When a Professional’s address is added to FSA Z1Z. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19. Date. but the Comments field is blanked out because it is Private. The Biopharm MLs typically call on Professionals within their own geographical area (i. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. They are allowed to see some Call Note details but only on the Activities view..2.19. territory) but sometimes require the capability to call on select Professionals throughout the country. Private Call Notes MLs and Reps have separate Pre-Call views which disallow them from seeing each other’s notes on the Pre-Call view. All other fields (e.2.e.

20. you must first perform the following steps: 1. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. or logout. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. namely Comments. Enter the Call details. Click the Query button. Type. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. Recording a Call on any Professional To record a Call on a Professional: 1.1. You will continue to have access to CAN CALL ENTRY until you change the Position again. a special generic Position has been created (i. 3. Click the Submit button and click OK to confirm. The Call Screen is displayed. and Call Topics. Select Site Map / User Preferences / Change Position. 2. To do this. AdvantEDGE User Guide Page 102 11 November 2008 . 4. 6. Click the New Call button. 2..20. 5. Highlight CAN CALL ENTRY and click the Change Position push-button. CAN CALL ENTRY) which has write access to all Professionals and Accounts. APPENDIX D – HEAD OFFICE USAGE 20. 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. An applet is displayed listing the Positions to which you have access and also the “Active Position”. Date.e. Click the Last Name hyperlink of the Professional.2. Click the Go button. Enter the first few letters of the Professionals Last Name in the Last Name field. Access the Professionals screen. In order to record a call on anyone in the system using Head Office AdvantEDGE.

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