AdvantEDGE User’s Guide

Canada (English) Version January 1, 2009

Table of Contents
1. INTRODUCTION .................................................................. 1.1. What is AdvantEDGE? .................................................... 1.2. Architectural Overview ................................................... 1.3. Validated System .......................................................... 1.4. Benefits........................................................................ 1.5. Screen Layout ............................................................... 1.6. Accessing AdvantEDGE................................................... 1.6.1. Logging In .............................................................. 1.6.2. Logging Out ............................................................ 1.7. Terminology.................................................................. 1.8. Support........................................................................ 1.9. Using This Manual ......................................................... 1 1 1 2 2 2 4 4 5 5 6 6

2. PROFESSIONALS................................................................. 7 2.1. Professionals List ........................................................... 9 2.2. Pre-Call Analysis...........................................................10 2.3. Recording a Call ...........................................................10 2.3.1. Smart Call..............................................................13 2.3.2. List Button (Samples Dropped) .................................13 2.3.3. Planned Button (Samples Dropped) – FUTURE ............13 2.4. Activities .....................................................................14 2.5. Account Affiliations .......................................................14 2.6. Professional Affiliations..................................................14 2.7. Adding a New Professional .............................................15 2.8. Adding/Removing an Address.........................................17 2.9. Setting a Primary Address .............................................17 2.10. Change Requests - Professionals ....................................17 2.11. Querying Rx Data - Professionals....................................18 3. QUERYING ........................................................................20 3.1. Creating a Query ..........................................................20 3.2. Saving a Query ............................................................20 3.3. Deleting a Query ..........................................................21 3.4. Refining a Query ..........................................................21 3.5. Useful Querying Operations ...........................................21 4. MENU FUNCTIONS .............................................................23 4.1. Undo Record ................................................................23 4.2. Record Count ...............................................................23 4.3. Columns Displayed .......................................................23 4.4. Advanced Sort .............................................................24 4.5. Export.........................................................................25 4.6. Column Functions .........................................................26
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4.6.1. 4.6.2. 4.6.3. 4.6.4.

Freeze Columns ......................................................26 Move Columns ........................................................27 Resize Columns ......................................................27 Sort Columns .........................................................27

5. ACCOUNTS........................................................................28 5.1. Accounts List ...............................................................29 5.2. Pre-Call Analysis...........................................................30 5.3. Recording a Group Call..................................................30 5.4. Recording a Pharmacy Call ............................................32 5.5. Activities .....................................................................33 5.6. Professional Affiliations..................................................33 5.7. Account Affiliations .......................................................33 5.8. Adding a New Account ..................................................34 5.9. Change Requests - Accounts ..........................................35 6. CALENDAR ........................................................................37 6.1. Monthly Calendar .........................................................37 6.2. Access List...................................................................38 7. ACTIVITIES .......................................................................39 7.1. Querying Activities........................................................39 7.2. Drill-Down on Activities .................................................39 7.3. Deleting a Planned Call .................................................40 7.4. Setting Call Topics ........................................................40 7.5. Setting Marketing Messages...........................................40 8. TIME ALLOCATION .............................................................41 8.1. Recording Time Allocation..............................................41 8.2. Copying Time Allocation Records ....................................43 8.3. Un-Submitting Time Allocation Records ...........................43 9. EXPENSE REPORTS ............................................................44 9.1. STEP #1: Enter the Expense Report into AdvantEDGE .......46 9.1.1. To Enter an Internal Order Number ...........................49 9.1.2. To Enter Foreign/US Expenses ..................................49 9.2. STEP #2: Submit the Expense Report .............................50 9.3. STEP #3: Prepare the Expense Report Package ................50 9.4. Other Cost Centre Expense Report..................................51 9.5. Expense Report Rules ...................................................51 10. CALL PLAN ........................................................................52 10.1. Viewing your Call Plan...................................................52 10.2. Recording a Call from the Call Plan Screen.......................52 10.3. Viewing Call Activity from the Call Plan Screen .................52 10.4. Viewing Submitted Call Plan Calls ...................................53 10.5. Recalculating Call Plan Calls ...........................................53
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.........2...............2........ Rep Reconciliation Summary Report (Currently N/A) ......84 12..92 16..........5.. USER PREFERENCES......... Reconciliation Status ........ Downloading your Database..........................................1......2.............1...........5.. Changing the Home Page Layout ................95 AdvantEDGE User Guide Page iii 11 November 2008 .............72 12........................86 13....... Setting Default Queries ..................6......3.............54 11.... Inventory Count Adjustment ........1... Synchronizing your Database ...............2. “GOING LIVE”.................................3......3.......... Tips on Working with Samples...............79 12.............. SMART CALL.54 12.......................3................ Setting Default Calendar View ...............1......1........... SAMPLES MANAGEMENT ................................93 16................. Reconciliation .........56 12................2. Inventory Count ....................4................................82 12..................89 14.........87 13.....89 14.91 16. Sent Samples Adjustment ...................69 12.....75 12..............1....... Viewing Sample History ................4.............. Sample History .....3...........2............................. Transfer Out.............4........... Sample Disbursement Adjustment ....................84 12..95 16.....1...92 16......................63 12.......5..84 12..1...................... Receiving Samples & Processing Returns ..............86 13.................3....................................4................... Using a Smart Call ............... Creating a Smart Call....... Setup your Calendar Access List ....................... Inventory Count & Reconciliation ....95 16.............................5.......65 12.................. GROUPS AND EVENTS ................. Setup Products List .................. Setting Default Startup Screen...................... HOME PAGE. Processing Sample Returns ......... Receiving a Sample Shipment.............3.................................. Changing Position .6...................... Other Adjustments ....................................1............................................2........... Importing Syndicated Data Files .58 12...............................................................6....... Checking Synchronization Status .................3...........63 12.....................4..............................5................................3..1.....1.....................1.............................75 12..2.87 13.................66 12.....2..............68 12...................... Sample Adjustments ...........................88 14................4........................... Received Samples Adjustment ...87 13.........85 13.............77 12..........................................4...90 15.86 13...................3..............92 16.......... Linking a Professional/Account to a Group and Event ..........................11..58 12......................................60 12................4........................................... Changing Password.. Transfer In................ Sample Transfers .......... Setup Marketing Messages .......1................91 15...............................................................................71 12.......4...........2.........................

........... Biopharm MLs – FSA Z1Z .............................. Setup Default Queries .1.................................... Best Practices ..98 17.. Typical AdvantEDGE Usage .......2...........16............................ 100 19..2... Assistant Expense Reporting ..................... Commonly Used Query Operators . APPENDIX D – HEAD OFFICE USAGE .......12...........2..11..................95 16..........95 16...........................................................1..99 18. 101 19...........2................. Using Head Office AdvantEDGE to Record Calls .... Setup Default Calendar .................. Biopharm MLs – Applicable Call Types ....... 102 20..........................96 16...........8......1................ APPENDIX C – MEDICAL LIAISONS (MLs) USAGE .............4..... 102 20....................... 101 19..........97 17..1............... 100 18......................95 16........................ Useful Hotkeys .. Biopharm MLs – Special Considerations .........................2.................. 101 19.......97 17..... 101 20.....................................10.........2.7. Recommended Columns Displayed..........................................95 16...... Recording a Call on any Professional ...............................96 17......3............ 102 20... APPENDIX A ........1...............BEST PRACTICES FOR FIELD USERS .....3.... 101 19.................... Recording a KOL Call using Groups & Events ..............4.............. Enter Time Allocation .................. Private Call Notes ...............9....................98 17... My Professionals vs My Team’s Professionals.......................... Bypass Login Screen ............ Training Questionnaire ............ APPENDIX B – DBM USAGE ....... 103 20...... 103 AdvantEDGE User Guide Page iv 11 November 2008 ..

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

Screen Layout It’s important to first establish common terminology to facilitate training and support. 1.4.pertains to their respective territory. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. 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.. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. This has provided us with significant cost-savings in the development and support of the system. Data for a territory is defined by FSAs (i. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. the first half of postal codes). 1. AdvantEDGE User Guide Page 2 11 November 2008 .5.3. As the system is validated. The following figures illustrate the different parts of the screens in AdvantEDGE.e. however. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US.

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

AdvantEDGE User Guide Page 4 icon on your Desktop. Enter the following fields: 11 November 2008 . As provided by the Administrator.6.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. Click the Login icon. Double-click the Field User ID Password 3. Value As provided by the Administrator. Accessing AdvantEDGE 1.1. Logging In 1. 2.6.

6.. Note: • It is important to logout properly otherwise some of your User Preferences (e.e. Terminology Term Description AdvantEDGE Name of Siebel system used by Novo Nordisk in North America (i. 1.Note: • AdvantEDGE runs within Internet Explorer. we use the term “SAC” throughout this document.7. When running AdvantEDGE. and the bottom menu bar is for AdvantEDGE. 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. As such. 1.. From the menu bar.2. Logging Out 1. For consistency. AdvantEDGE User Guide Page 5 11 November 2008 . 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. select File / Logout.g. Columns Displayed) set within AdvantEDGE will not be saved. You may also get an error when restarting AdvantEDGE.

Boxes are used to highlight Important Notes.9. AdvantEDGE User Guide Page 6 11 November 2008 . Italics are used in the manual to represent processes that support the AdvantEDGE system. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. Support Field Users – Call 1-866-633-6686 (NOVO) • • • • • Monday to Friday: 7am – Midnight (EST) Saturday: Closed Sunday: 10am – Midnight (EST) Bilingual Support Tickets are escalated to NNCI IT as required Head Office Users – Call x-3939 1. The chapters are arranged in the order in which they should be covered for training purposes. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces.1.8. Additional information for other users is detailed in the Appendices.

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

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

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

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

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

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

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

Activities To view all Call Activities on a Professional.e. 2. A new row is inserted..e. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later).. Click the pick list icon in the Account field. To record an Account Affiliation of a Professional: 1.g. a corresponding relationship can be viewed for the associated Professional (i. A Pick Account dialog box is displayed. Upon setting this relationship. To record a Professional Affiliation: 1. This screen displays all Call Notes for the last 2 years.6. B is affiliated from A). Click Professionals / Profile / Professional Affiliations. if A is affiliated to B. 2. 4. A dialog box listing Professionals is displayed. referrals). 2. Upon setting this relationship. 3. 2.. Select the Professional and click Add. 3. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account. Select the Account and click Pick. ML) Call Notes in this view by positioning your cursor over the Comments field.2.5. You will be able to view both Public and Private (i. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. however. Click New. AdvantEDGE User Guide Page 14 11 November 2008 . Click Professionals / Profile / Account Affiliations. click Professionals / Profile / Activities.4. Click New in either the “Affiliations From” or “Affiliations To” applets.

2. click the New button. First Name Specialty (don’t worry about enter Sub-Specialty 1. phone/fax of clinic or hospital) Main Phone / Main Fax (specific to Professional) Suite Department • Click OK. Enter the following mandatory fields: • • Last Name. It is recommended that you search & sort by Postal Code. Adding a New Professional To add a New Professional: 1. Perform an exhaustive query to ensure that the Professional doesn’t already exist. This avoids entering a duplicate record.. • Query the Available addresses to find the correct address. • Update any additional information regarding: Staff/Gatekeeper Site Phone Number / Site Fax Number (e. Notes (Managing Addresses): • You must use the Address MVG icon in the Professionals form applet below the Professionals List applet (as indicated in the diagram below).g. • Highlight the Address and click Add. 2. 3) 3. This is the only icon that will allow you to link an Address to a Professional. AdvantEDGE User Guide Page 15 11 November 2008 . A dialog box is displayed of Available & Selected addresses. 2.7. The Address is Selected as Primary if it is the only linked Address. Link the Professional to an Address • Click the Address MVG icon (in the Professionals form applet below the Professionals List applet). From the Professionals / Professionals List screen.

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

Setting a Primary Address Each person can set their own Primary Address for a Professional. These operations have to be submitted using a CR (Change Request). you must enter a Change Request as described in Section 2. To submit a Change Request: 1.2. Note: • You can Remove an Address provided: . follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . If you remove a valid Address that another Rep uses. . step 3). Be sure ONLY to remove an Address if you are sure the Professional no longer works there. step 3).8.9. Adding/Removing an Address To Add or Remove an Address for a Professional.10. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2.7. 2. Change Requests . To set a Primary Address: 1. From the “Selected” address list. IMPORTANT NOTE: • 2. Access the Professional and select the Professionals / Professionals List / Change Requests view. This allows several Reps to identify a specific Professional at the address of their choice. the other Rep may no longer be able to find the Professional. A Change Requests List applet and Form applet are displayed.The Address resides in your Territory.Professionals There are certain operations that only the Siebel Administrator is allowed to perform. • To Remove an Address outside of your Territory.10. 2.7. set the Primary checkbox and click OK.The Address is not flagged as the Primary Address.

Notes: • Every CR Type requires the specification of an Address for the Professional (as indicated by the red asterisk on the field).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) . 2.11. Postal Code) . Only 1 CR can be “Submitted” per Professional until the CR has been Processed.Address (current) Record . • 2.Out of Territory Address Fields (Address.Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll. to query Professionals who write more than 1800 TRx Market Share of Total Insulin: 1.Address (current) . City.Address (current) . CR Type Required Fields Duplicate Professional . Province.Professionals AdvantEDGE provides some limited functionality for querying Professionals for Rx Data. For example. Querying Rx Data . Click New to create a new Change Request. Set the Status of the CR to “Submitted”.Address (current) .Comments From Rep . Access the Professionals / Filters screen.Comments From Rep Moved Out of TerrAddr Known . Use the table below as a guide. Select the CR Type from the pick-list and applicable field values. 3. Each CR Type requires you to specify various fields. AdvantEDGE User Guide Page 18 11 November 2008 .

Click the Query button on the Rx Volumes Selection applet. Click the Go button. Field Product TRx Market Share Value Total Insulin > 1800 4.2. Enter the criteria below. AdvantEDGE User Guide Page 19 11 November 2008 . A list of Professionals matching the query criteria is displayed. 3.

and 33 records the next day as your data changes. Click the Go button. Canadian system-defined queries are prefixed with “Canada . when you save a query. AdvantEDGE User Guide Page 20 11 November 2008 . 3.3. Follow the Steps above to Create a Query. In other words. 3. Saving a Query To Save a Query: 1. cannot be deleted User-Defined Queries – created by the User. Creating a Query To create a query from the Professionals List: 1. Enter “OAKVILLE” in the City field. you may get 32 records one day. As a naming convention. The List applet becomes blank so that you can enter your query criteria. As an example. There are 2 types of queries as follows: • • System-Defined Queries – created by the Administrator. This chapter will provide examples to query on the Professionals screen.“ whereas US system-defined queries do not follow any naming convention. For example. • • Enter “Nurse – DNE” in the Specialty field. You will only know that a query is system-defined because you will not be able to delete it. Queries are dynamic.2. 2.1. Click the Query button. if you created a query to search for all Nurses in Oakville. Queries can be saved so that you can rerun them simply by selecting them from the Queries pick list. you are not saving the resultant list but rather the criteria for running the 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. QUERYING Querying is a powerful function that is available on all List Applets to filter records. however the same functionality can be used on any List Applet. 3. Enter the Query criteria. The query results are displayed.

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

Today() And Or Is Null Is Not Null

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

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

Figure 3-1: Useful Query Operators

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

4.1.

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

4.2.

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

Figure 4-1 – Determining Record Count

4.3.

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

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Figure 4-2 – Setting Columns Displayed

• • • • •

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

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

4.4.

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

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

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

4. 4. Resize Columns To resize columns: 1. and drag to adjust the width.6.4.6. Click on the column header.3. Drag the column header.2. Figure 4-7a – Sorting Columns (Ascending) 2. Move Columns To move columns: 1. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header.6. Click on the same column header to sort in Descending order. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . Position the cursor between the column headers until a double-sided arrow appears. Sort Columns To sort columns: 1. Figure 4-6 – Moving Columns 4.

By default. AdvantEDGE User Guide Page 28 11 November 2008 . The screen (as shown below) consists of 2 sections: a) List applet of Accounts on the top b) Form applet displaying detailed information of the highlighted Account on the bottom. 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. Hospitals. and Pharmacies). Medical Clinics. ACCOUNTS The Accounts screen contains all the information about Buildings (e. the Link Bar displays the Accounts List. The following table displays a summary of the applets on the Accounts screen..g.5.

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

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

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

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

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

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

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

Only 1 CR can be “Submitted” per Account until the CR has been Processed.. • 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).Address (current) .Comments From Rep Figure 5-4 – Change Request Types for Accounts 4.Comments From Rep Name Change / Address Edit . Set the Status of the CR to “Submitted”.

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

AdvantEDGE User Guide Page 38 11 November 2008 . 2. The Add Employees dialog box is displayed. Select the Calendar / Access List screen.6. Click New. Access List It is very useful to share your Calendar with your DBM or mirror Rep to allow them to see your Calendar of Call Activities.2. Query and select the appropriate name and click OK. To grant Calendar access to a colleague: 1.

Attendee Call hyperlink). 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: 7.2.1. Click on the Activity hyperlink (i. Call Activity). if you want to query for all calls made in April 2007. As an example. it offers powerful querying capability.e. to return to the previous screen: 2. AdvantEDGE User Guide Page 39 11 November 2008 . except the data is displayed in a list rather than on a calendar view. Professional Call.7. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i. or you may click on the associated thread-bar.e. To drill down on a Call: 1. Use the Internet Explorer Back arrow to return to the previous screen. 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. Account Call. Querying Activities Because the Activities screen displays calls in the form of a list applet. 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. Following a drill-down...

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

2. 4. Click New.1.8. 4. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. Fill in the fields. or 8 hour durations. The following table lists the Time Allocation categories. 8. Recording Time Allocation To record Time Allocation: 1. 6. Select the Time Allocation screen. Set the Status to “Submitted” to lock the record from being updated. Note: Fields identified with a red asterisk are mandatory. Time is recorded in 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 . 3.

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 .

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

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

Expenses are entered . In Progress Employee . 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.Report is Locked . Submit the Expense Report.An Expense Report may be ‘Rejected’.Funds have been deposited into the Employee’s Bank Account Completed Figure 9-2: Overall Processing of Expense Reports This chapter focuses on the Steps performed by the Employee to Submit an Expense Report (i.Manager receives an e-Mail notification that an Expense Report has been Submitted . 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 .Manager Approves Report and the Employee receives an eMail notification of Approval .e. In this case.The following diagram depicts the overall processing of Expense Reports from the perspective of the Expense Report Status for the most common Statuses.Princeton has Processed the Expense Report .. Prepare the Expense Report Package.Initial Status .

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

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

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

The Expense Amount is calculated for you when you step off the field. USD for US Dollars). 2.9. An “Enter Amount” dialog box is displayed.2. Enter the Transaction Amount which is expense amount in the foreign currency. except when you enter the Expense Amount. 4. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. 9. Use the rate that you are being charged by Visa or your bank. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars..1.g. Click the Expense Amount pick-list icon. Select the Currency Code from the pick-list (e.1. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item.1. 2. perform the following: 1. Enter the Internal Order Number in the “SAP Int Order” column. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). 3. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 .

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

Sign the Printed Expense Report.5. 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. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. 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. Click on the Print icon in the Toolbar to print the Expense Report on your printer. Expense Report Rules • • • • • • 1 Expense Report per Orange Envelope Sort sheets in Chronological order Multiple receipts can be taped to a page using both the front and back pages. Tape the receipts to 8. 4. 5. so you may have to click on it in your task bar to maximize the window so it can be viewed.5”x11” paper.4. 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 . 9.minimized on your task bar. 3. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences. Do not use any staples or paper-clips.

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

10. Click on the POA Period hyperlink of the corresponding Professional/Account record. 2. you can recalculate it using the following steps: 1.4. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1.10. Click the Recalculate button.5. Highlight the appropriate Call Plan record. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. AdvantEDGE User Guide Page 53 11 November 2008 .

Select the Professionals or Accounts sub-view. The Associations view screen is displayed. The Professional/Account is added to the Groups and Events Associations. highlight it. 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. Click on the Name hyperlink of the Group and Event. Query the desired record. 5. 3. Select the Groups and Events screen tab. A blank row is created. Note: • A Professional/Account can only be linked to a specific Group and Event once. 2. and click the Pick push-button. Click the pick-list icon in the Last Name/Name field. Note: • You can also delete Associations for those created by your Territory using the Delete push-button. Note: • You can only update Groups and Events that are not flagged as “Secure”. Linking a Professional/Account to a Group and Event 1. Click the Add push-button.11. you can add/remove links to the Professionals and Accounts pertaining to your territory. 11. 4.1. GROUPS AND EVENTS The Groups and Events screen is used to track programs to which Professionals and Accounts are linked. For Groups and Events that are not “Secure”.

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. Sample Details are tracked in AdvantEDGE using the following 3 attributes: “List No.g. 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 .). Return. etc. Shipment. These include: • • • Samples Received. Samples Returned Sample Transfers between Reps Sample Disbursements The Samples Management module excludes samples that are ordered by Reps to be shipped directly to DECs/Customers. Transfer.” 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.. SAMPLES MANAGEMENT The Samples Management module is used to track all samples involving Rep transactions and for which the Rep is responsible.

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 . Received.Sent Samples Discrepancies Inventory Count Reconciliation • Returns • Transfer Out (to another Rep) Used to track discrepancies regarding Sent Samples Used to Count Inventory Used to Reconcile an Inventory Count by comparing the “Actual Samples on hand” with the “Sample Calculated to be on hand” Used to adjust the recorded number of Samples Sent.. Sample Drop) is covered in the “Call Recording” section of this document.e.

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

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

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

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

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

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

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

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

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

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

1. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. type “Miscount in transferred out quantity” 4. Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out. 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. For the above scenario. use “Transfer Out – Adjustment” Pick-list. Fill in the header values for the samples adjustment. click New. For the above scenario. 2. AdvantEDGE User Guide Page 68 11 November 2008 . click New. • To enter a Sent Samples Adjustment. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. For the above scenario. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. Click OK. From the “Line Items” applet. The recipient acknowledged that only 5 units were “Transferred In”. You now need to record a Sent Samples “Transfer Out” Adjustment to correct your AdvantEDGE inventory.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. From the “My Samples Adjustments” applet. Click the Samples / Samples Adjustments screen. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. perform the following steps: 1.3.

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

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

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

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

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

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

it creates the start of a new Inventory Period. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis. 01211) VS60785 +10 11. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count.3. 12. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory. 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. AdvantEDGE User Guide Page 75 11 November 2008 . Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. Each time you do an Inventory Count.5.4. click Submit. Your inventory for the affected Samples is updated. From the “My Samples Adjustments” applet. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation. 12.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. It is critical that you complete one inventory count per bimonthly period.

Term Inventory Period Status Values Active Definition/Usage An inventory period which has a Inventory Period Start Date but no Inventory Period End Date.The following is a definition of terms you will need to understand when entering an Inventory Count into AdvantEDGE.. Note: We use the term “Monthly” even though the Inventory Counts are actually “Bi-Monthly”. Audited yearly inventory count If a theft or loss occurs Inventory request generated by the SAC Department Mandatory bi-monthly inventory count.e. An inventory period having both an Inventory Period Start Date and an Inventory Period End Date. 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. Inventory Count) and your AdvantEDGE inventory AdvantEDGE User Guide Page 76 11 November 2008 .

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

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

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

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

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

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

In Rep. Desc. Tr. Out AdvantEDGE User Guide Page 83 11 November 2008 .The columns of the Rep Reconciliation Summary Report are described in the table below. Start Inv. Return Rep. Column List No. Tr. 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. Corp. Rec’d Rep Disb. 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. Return Rep. Prod. Rec’d Rep Shp.

4.12.5. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. Unresolved Figure 12-12: Reconciliation Statuses 12. it may take the SAC department 30-90 days to complete their review of a submitted inventory period.1. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. highlight the inventory period. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. From the “Inventory List”. it has a status of Pending SAC Review. 3. highlight the desired Sample Lot #. The variances within the submitted inventory period are within corporate tolerances. No further action is required. to display all transactions of a specified Sample Lot #. 2. In some situations.4. 4. From the “My Samples History” applet. Sample History Viewing Sample History At anytime. 12. Click the Samples / Samples History screen. The “Samples History” applet displays all respective transactions. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. perform the following steps: 1.5. AdvantEDGE User Guide Page 84 11 November 2008 . The Reconciliation Status are described in the table below.

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

and Verify Password in the respective fields. Select User Preferences / Default Queries.1. select Tools / User Preferences. On the Professionals and Accounts screens. Enter your Password. From the AdvantEDGE menu bar. Click the desired Screen. From the tool bar. 3. AdvantEDGE Passwords do not expire. Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information.13. AdvantEDGE User Guide Page 86 11 November 2008 . 3. Click the pick-list in the Default Query field. 2. You then need to perform the following steps: 1. USER PREFERENCES 13. the following system-defined queries have been created for you: Query Canada – My Targets Canada – Corporate Targets Usage To query your Targets (using the “My Targets” flag) To Query Corporate Targets (using the “Corporate” flag). Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. the query must first be created and saved. A “Pick Query” dialog box is displayed. 2.2. 13. and then click the desired Screen View. As an example. 4. Note: • Unlike your Windows login passwords. Click Save. you may want to default the query on your Professionals screen to display your Targeted Professionals. Changing Password To change your AdvantEDGE password: 1. select the Site Map icon.

you need access to the other territory’s data. You will now have access to all the data of the other Position / Territory. select the Site Map icon.3.5.4. To change a Position. Select User Preferences / Behaviour. From the tool bar. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. For example. Page 87 11 November 2008 AdvantEDGE User Guide . Occasionally you may be required to Change Positions in AdvantEDGE. Select Site Map / User Preferences / Change Position. 2. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. 13. you must switch back to your regular Position. 3.5. An applet is displayed listing the Positions to which you have access and also the “Active Position”. you may be covering a Vacant Territory on a temporary basis and as a result. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. Highlight the Position you wish to access and click the Change Position push-button. Important Note: • When you are finished assessing the other Position. Setting Default Calendar View To set your default Calendar View: 1. From the tool bar. The “Weekly (7 day)” view is recommended. Select your preferred Calendar views from the picklists. Set the “Startup View” value as desired. 13. 3. Select User Preferences / Calendar. 2. 13. 2. select the Site Map icon. perform the following steps: 1. Select the desired Query and click OK.

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

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

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

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

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

the icon in the tool-bar. AdvantEDGE User Guide Page 93 11 November 2008 . 16.3. This icon will stay displayed during the synchronization session and it will disappear when synchronization is complete. Importing Syndicated Data Files Although most data is kept synchronized by performing the synchronization process. there are 2 types of data that are kept updated via Syndicated Data Files. 3. specifically: • • Address Information Rx Prescription Data This data is usually sent monthly. AdvantEDGE will begin icon displayed in synchronizing as indicated by the the service tray at the bottom right of your computer. You will know when you have Syndicated Data Files for importing because you will get a Notification Message that you have Syndicated Data Files to import after you synchronize your database. The Siebel Remote dialog box is displayed. you can click on the icon to view the Siebel Remote dialog box to check that the synchronization is progressing. If you wish. Click the Synchronize button.

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

7. 16. 16. 16.8. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. 16. Setup your Calendar Access List As described in the Calendar section. use the User Preferences / Calendar screen to set your default Calendar.10. 16. Setup Marketing Messages As described in the Activities section. Enter Time Allocation Enter your Time Allocation records for your time spent in Training.9.4.6. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. Note: • You will not be able to enter a call until you setup your products list. Setup Default Calendar As described in the User Preferences section. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. Setup Products List As described in the Activities section. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 .5. 16. Setup Default Queries As described in the User Preferences section. use the User Preferences / Default Queries screen to set your default queries.16.

16. Bypass Login Screen For quicker startups.Weekly Enter Time Allocation Enter Expenses Check for ‘Planned’ Calls Monthly Process Syndicated Data Files Check Rx Data 16. the AdvantEDGE login screen can be bypassed by setting the following parameters in the argument list of the AdvantEDGE icon: • • /u userid /p password Please arrange for an IT resource to set these parameters for you.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 .com/s.11.12. Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training. please reference the following website to complete an one-line questionnaire: http://www.surveymonkey.

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

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

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

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

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