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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.......89 14.......................1.. Processing Sample Returns .............87 13................60 12.......69 12...................... Tips on Working with Samples..............95 AdvantEDGE User Guide Page iii 11 November 2008 ..............84 12..........3.................. Setup Marketing Messages ...4....89 14............................1.............................................1................58 12...........3....63 12...2...........6........................... Other Adjustments ......4.......75 12..............3.............4.6...79 12............................4..................95 16...............66 12......................................................3....................2....4.................86 13...................5................71 12......................... Receiving a Sample Shipment... Creating a Smart Call...................... Viewing Sample History ...91 16..................... Rep Reconciliation Summary Report (Currently N/A) .... GROUPS AND EVENTS ............................... Reconciliation Status ....82 12. Received Samples Adjustment ................3............... Synchronizing your Database .. Setting Default Calendar View ..................................................1............. Sample History ....... USER PREFERENCES.. Importing Syndicated Data Files ............. Changing Password............... Sample Disbursement Adjustment .......1........65 12................................. Inventory Count ....................................72 12....85 13.92 16............ Sample Adjustments ....3......... Setting Default Startup Screen.2............1............4.... SAMPLES MANAGEMENT .54 11.....5..................58 12...........................86 13............. Changing the Home Page Layout ...................................... Transfer Out..84 12.................................................................68 12........90 15...........5.............................1...... Using a Smart Call .....................1..1...87 13....................54 12..2........ Inventory Count Adjustment .........................6...88 14.....91 15..1......................5.............................................................92 16. Receiving Samples & Processing Returns ...........77 12.................3.................................4.................................1......86 13........................................... Linking a Professional/Account to a Group and Event .......56 12....................... HOME PAGE...................... Setup your Calendar Access List ............2........................3.......... Transfer In................3....................1................................ Setup Products List ..........93 16........... Sample Transfers ...1... “GOING LIVE”...2............................2.......84 12...........87 13..............2........63 12...............95 16...................... Setting Default Queries ...... Sent Samples Adjustment ............................................5.............4.......2.... Reconciliation ........75 12............... Changing Position .................2..... SMART CALL.. Checking Synchronization Status ..............................................3.....92 16.............. Inventory Count & Reconciliation ......... Downloading your Database.......11............................4...............

...95 16. Recording a Call on any Professional .2................ APPENDIX B – DBM USAGE .....BEST PRACTICES FOR FIELD USERS .....2.......7......... 103 20........ 100 18.......96 17.................. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ........... Recording a KOL Call using Groups & Events ................... 100 19................................10.........97 17....12.......................................................... Biopharm MLs – FSA Z1Z ...2..... APPENDIX A ........1.. My Professionals vs My Team’s Professionals............. Bypass Login Screen ........... 101 19................ Setup Default Queries .........97 17. 103 AdvantEDGE User Guide Page iv 11 November 2008 .....................95 16..... Setup Default Calendar . 102 20.. Using Head Office AdvantEDGE to Record Calls ........................3.8..... Useful Hotkeys ........... APPENDIX D – HEAD OFFICE USAGE ... Biopharm MLs – Special Considerations .... 101 20................................................................... Biopharm MLs – Applicable Call Types ...................98 17........................95 16............95 16......4................ Assistant Expense Reporting ...... 101 19. 102 20.............................................2...2.............11.............. 101 19.......................96 16.................. Recommended Columns Displayed..................... Training Questionnaire ...... Commonly Used Query Operators ..................9..............2..............98 17...3............... 101 19............... Typical AdvantEDGE Usage ............................................... 102 20......... Private Call Notes ..........1.......................99 18.16........1.........1............1.................4..... Enter Time Allocation ......................... Best Practices ....

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

Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. Data for a territory is defined by FSAs (i. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. AdvantEDGE User Guide Page 2 11 November 2008 . 1. The following figures illustrate the different parts of the screens in AdvantEDGE. 1.4. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date..3.pertains to their respective territory. This has provided us with significant cost-savings in the development and support of the system. Screen Layout It’s important to first establish common terminology to facilitate training and support. however. As the system is validated. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. the first half of postal codes).e. 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 1.5.

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

As provided by the Administrator. Enter the following fields: 11 November 2008 . Click the Login icon.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. 2. Value As provided by the Administrator. Accessing AdvantEDGE 1.6.6. AdvantEDGE User Guide Page 4 icon on your Desktop. Double-click the Field User ID Password 3.1. Logging In 1.

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

The chapters are arranged in the order in which they should be covered for training purposes.8. Additional information for other users is detailed in the Appendices. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide.1. Boxes are used to highlight Important Notes. 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. AdvantEDGE User Guide Page 6 11 November 2008 .9. Italics are used in the manual to represent processes that support the AdvantEDGE system. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces.

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

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

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

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

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

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

Whenever the List applet is displayed.3.2. To cancel your changes. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen. 2. AdvantEDGE User Guide Page 13 11 November 2008 .3. To hide hidden line items. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items. too few samples do not have an effective impact.2. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. use the Hide function to only show the Samples you are currently working with. This function displays a list of Product and Lot #s in your inventory so that samples can be recorded by only entering their respective quantities. hidden line items are not displayed unless the “Show All” button is clicked. To show all line items. To save your changes. and too many samples cut into a Representative’s sales. There is a sweet spot to the number of samples to provide. 2.3.3. 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.1.

Click Professionals / Profile / Account Affiliations. A dialog box listing Professionals is displayed. Upon setting this relationship.. 2. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account. ML) Call Notes in this view by positioning your cursor over the Comments field. 3. A new row is inserted. 2.6. Click New in either the “Affiliations From” or “Affiliations To” applets. Click the pick list icon in the Account field. This screen displays all Call Notes for the last 2 years. 2.e. 3. Upon setting this relationship.. B is affiliated from A). Activities To view all Call Activities on a Professional. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. AdvantEDGE User Guide Page 14 11 November 2008 . A Pick Account dialog box is displayed. Select the Account and click Pick. Select the Professional and click Add. To record an Account Affiliation of a Professional: 1. Click Professionals / Profile / Professional Affiliations.g. referrals)..e. if A is affiliated to B. click Professionals / Profile / Activities.5.4.2. 4. You will be able to view both Public and Private (i. Click New. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. To record a Professional Affiliation: 1. a corresponding relationship can be viewed for the associated Professional (i. however. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later). 2.

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

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

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

11.Out of Territory Address Fields (Address. Access the Professionals / Filters screen. AdvantEDGE User Guide Page 18 11 November 2008 . CR Type Required Fields Duplicate Professional .Comments From Rep .Professionals AdvantEDGE provides some limited functionality for querying Professionals for Rx Data. Querying Rx Data . Each CR Type requires you to specify various fields. Select the CR Type from the pick-list and applicable field values. For example. Set the Status of the CR to “Submitted”. Use the table below as a guide. • 2.Address (current) Record . Postal Code) . 2. Only 1 CR can be “Submitted” per Professional until the CR has been Processed.Address (current) . Notes: • Every CR Type requires the specification of an Address for the Professional (as indicated by the red asterisk on the field).Address (current) .Address (current) . 3.Comments From Rep Moved Out of TerrAddr Known . City.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 (to remove) Moved Out of TerrAddr Unknown Name Change / Address Edit No Longer Practicing Remove 1 Address Figure 2-4: Change Request Types for Professionals 4. Click New to create a new Change Request.Address (current) . Province.

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. Click the Go button. Click the Query button on the Rx Volumes Selection applet.

This chapter will provide examples to query on the Professionals screen. As an example. As a naming convention. For example. Enter “OAKVILLE” in the City field. Canadian system-defined queries are prefixed with “Canada . can be deleted It is difficult to distinguish between system-defined queries and user-defined queries as they look and work exactly the same. • • Enter “Nurse – DNE” in the Specialty field. you may get 32 records one day. and 33 records the next day as your data changes. Saving a Query To Save a Query: 1. Queries are dynamic. however the same functionality can be used on any List Applet. AdvantEDGE User Guide Page 20 11 November 2008 . 3.2. 3. Enter the Query criteria. QUERYING Querying is a powerful function that is available on all List Applets to filter records. cannot be deleted User-Defined Queries – created by the User. if you created a query to search for all Nurses in Oakville.1. Creating a Query To create a query from the Professionals List: 1. The List applet becomes blank so that you can enter your query criteria. 2.3. Follow the Steps above to Create a Query. The query results are displayed. Click the Go button. Click the Query button. There are 2 types of queries as follows: • • System-Defined Queries – created by the Administrator.“ whereas US system-defined queries do not follow any naming convention. In other words. 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. when you save a query. You will only know that a query is system-defined because you will not be able to delete it. 3.

select Query / Delete Saved Query. <=. Saving a Query will also save the Sort Order of the List. Select the Query Name and click OK. The current query criteria are displayed.5. From the menu bar. Refining a Query To Refine the results of the currently run Query: 1. 2. select Query / Refine Query. 3. From the menu bar. >. 2. From the menu bar.2. Click Go. >= <> * <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 . Useful Querying Operations Operator Example <. 3. Enter a Query Name and click OK. select Query / Save Query As. 4. 3.4. Sort the Records (if desired). 3. The Query is now available to run anytime by selecting it from the Queries pick list. Note: Only User-Defined Queries can be deleted. 3. Update the Query criteria.3. Deleting a Query To Delete a Query: 1. SystemDefined Queries cannot be deleted.

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

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

Drag the column header. Position the cursor between the column headers until a double-sided arrow appears.3. Figure 4-7a – Sorting Columns (Ascending) 2. 4. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 .6.6. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header.6. Figure 4-6 – Moving Columns 4. Move Columns To move columns: 1.4. Click on the column header.4. Sort Columns To sort columns: 1. and drag to adjust the width. Resize Columns To resize columns: 1.2. Click on the same column header to sort in Descending order.

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

Telephone.. Address.1..g. use the following criteria: • • Type: My Targets: Pharmacy/Store Checked You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4. Hospital Service Roster) Accounts to which the selected Account is associated (e. Best Call Time List of Call Activities General Notes which are not part of a Call Note Professionals who are linked to the Account (e. To query on all Targeted Pharmacies.g. 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. Accounts List The Accounts List displays a complete list of all Accounts in your database. It is also very useful for querying Accounts as covered in Chapter 3.Link Bar Accounts List View Tab Pre-Call Change Requests Call Plan Description of Information List of Call Activities recorded on the Account List of Change Requests Call Plans for the Account Type. AdvantEDGE User Guide Page 29 11 November 2008 .

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

Refer to section 2. Date Defaults to current Date & Time. It is recommended that you enter your call on the same day that the call was made (preferably. 3. AdvantEDGE User Guide Page 31 11 November 2008 .count towards your Call Plan compliance. click New. 4.4 on how to setup an Affiliation. An “Add Attendees” dialog box is displayed listing all Professionals affiliated with the Account. immediately after the call).5 & 5. Enter the “Call Topics” by specifying: • • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) In the Attendees applet. click the All Professionals button. Identify the Attendees of the Call: Figure 5-3: Add Attendees applet • If you want to view all Professionals rather than just those affiliated with the Account. Do not worry about setting the Time of the Call.

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

5. if A is affiliated to B. Select the Professional and click Pick. Click Accounts / Profile / Account Affiliations.. Upon setting this relationship. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e. A dialog box listing Accounts is displayed. a corresponding relationship can be viewed for the associated Account (i.e. 5. Select the Account and click OK. 4.7. A Pick Professional dialog box is displayed. 3. To record a Professional Affiliation on an Account: 1. 2. Hospital Affiliations).6. click Accounts / Profile / Activities. Click Accounts / Profile / Professional Affiliations. ML) Call Notes in this view by positioning your cursor over the Comments field. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink.5.. Activities To view all Call Activities on an Account. Click New. B is affiliated from A). 2. This screen displays all Call Notes for the last 2 years.g. Click the pick list icon in the Last Name field. AdvantEDGE User Guide Page 33 11 November 2008 . however..5. A new row is inserted. Click New in the “Professional Affiliations” applet. To record an Account Affiliation: 1. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional. 3. You will be able to view both Public and Private (i. Upon setting this relationship. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account.e.

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

These operations have to be submitted using a CR (Change Request).Address (current) AdvantEDGE User Guide Page 35 11 November 2008 . Access the Account and select the Accounts / Accounts List / Change Requests view. Select the CR Type from the pick-list and applicable field values. Change Requests . A Change Requests List applet and Form applet are displayed.Accounts There are certain operations that only the Siebel Administrator is allowed to perform. Each CR Type requires you to specify various fields. 2.Figure 5-3 – Changing the Address of an Account 5. 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 . Use the table below as a guide. Click New to create a new Change Request. 3.9. To submit a Change Request: 1.

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

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

To grant Calendar access to a colleague: 1. The Add Employees dialog box is displayed. Select the Calendar / Access List screen. AdvantEDGE User Guide Page 38 11 November 2008 . 2.6.2. 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. Click New. Query and select the appropriate name and click OK.

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

Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. 2.. Access the Call record.3. Note • You need to set your Personal Call Topics before you can pick them on the call screen. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. Select the Activities / Activity List screen. Use Menu / Delete Record to delete the record. However. 7. Select the Activities / Personal List screen. AdvantEDGE User Guide Page 40 11 November 2008 . 3.. Planned Calls can be Cancelled/Deleted.e. Select the Personal Product Lists from the Show pick list (i. 2.5. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. the name of the applet on the top left corner). and set the Status to “Cancelled”. To delete a Planned Call: 1. the name of the applet on the top left corner). 3. 3. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. Select the Personal Marketing Initiatives List from the Show pick list (i.e.4. Select the Activities / Personal List screen.7. 2. 7.

Set the Status to “Submitted” to lock the record from being updated. 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 . Time is recorded in 2. or 8 hour durations. Select the Time Allocation screen. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. 4.8. 4. Click New.1. 2. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. 6. 3. 8. The following table lists the Time Allocation categories. Recording Time Allocation To record Time Allocation: 1. Fill in the fields. Note: Fields identified with a red asterisk are mandatory.

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 .

Update the copies to set the Date and set the Status to “Submitted”.Category “Worked” counts for “On Territory” Activity. In Field. Submitted Time Allocation records can be changed. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. Enter a Submitted record for the Monday. 2. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”. or Vacation): 1.g. Use the Copy button to copy the record 4 times for the remainder of the week. To Un-Submit a Time Allocation record: 1. AdvantEDGE User Guide Page 43 11 November 2008 . 3. 2.. Access the record. the entire contents are duplicated except the Status which is set to “In Progress”.3. All other Categories are for “Off Territory” Activities. Note: When a record is copied. 3. 8. Change the Status from “Cancelled” to “In Progress”. 8.2. Change the Status from “Submitted’ to “Cancelled”. Consider that you have the same activity for an entire week (e.

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. $ Princeton Finance processes payment. Often. STEP #2: Employee sets Status of Expense Report to ‘Submitted’. If ‘Approved’. Employee can set the Status back to ‘In Progress’ to unlock the Expense Report so that Expenses can be updated & re-Submitted. Expense Report is now locked & cannot be changed. It is a very efficient system for processing Expense Reports and employees are typically paid within a few business days. Mgr reviews Expense Report within AdvantEDGE & sets Status to ‘Approved’ or ‘Rejected’. Employee receives e-mail notification to indicate that Expense Report has been Approved. Expense Report is automatically sent to the Princeton Finance Dept. Status=’Processed’ Funds are deposited into the Employee’s Bank Account using Electronic Fund Transfer. $ $ $ Employee Incurs Expenses STEP #1: Employee Enters Expenses into AdvantEDGE (create Expense Report Header & individual Line Items) Status=’In Progress’ If ‘Rejected’. Mgr receives e-mail notification to approve Expense Report. Receptionist at Head Office forwards all Orange Envelopes to the Princeton Finance Office. & places Expense Report package in Orange Envelope (which is sent to the Mississauga Office). Status=’Audited’ Figure 9-1: Expense Report Process AdvantEDGE User Guide Page 44 11 November 2008 .. EXPENSE REPORTS The Expense Reports module of AdvantEDGE is used by all NNCI employees. the Employee will be paid before the paper receipts are reviewed by Auditors.. tapes receipts to 8.9.5x11 paper. Status=’Completed’ STEP #3: Employee prints & signs Expense Report.

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

A list of previous Expense Reports for the user is displayed.1. From the menu bar. first create the Header as follows: 1. Select 1 of the 3 Names from the drop-down list as specified in the table below. 3. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data.3 respectively. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps. It is recommended that you use List applets for querying data and Form applets for entering data. MLs) Associated Fields: • • Description (optional) Period . DBMs.2. select the Expense Reports screen to access My Expense Reports. 9. and 9. Fill in the associated fields. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report.These 3 Steps are covered in sections 9. In the Form applet.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. 2. click New to create a new Expense Report. 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 . 9.1.

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

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

To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1.1. 3. perform the following: 1. Use the rate that you are being charged by Visa or your bank. Select the Currency Code from the pick-list (e. An “Enter Amount” dialog box is displayed. 4. USD for US Dollars).g. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . 2. Click the Expense Amount pick-list icon.1. Enter the Internal Order Number in the “SAP Int Order” column. except when you enter the Expense Amount.9.1.. 9. The Expense Amount is calculated for you when you step off the field. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. Enter the Transaction Amount which is expense amount in the foreign currency. 2.2.

Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report . 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.2. 2. you are ready to Submit the Expense Report by doing the following steps: 1. it will be automatically populated once the Expense Report is submitted. The Expense Report is now locked so that it can no longer be edited. Only use the Foreign Expense Report when you have expenses in foreign currencies. 2. Reconcile your Expense Report Line Items with your Receipts. correct the Line Items and then step off the record to save. click the Submit button to change the Status from ‘In Progress’ to ‘Submitted’. While accessing the Expense Report to print.Foreign These 2 Expense Reports are same except that the Foreign Expense Report has 2 additional columns displaying the Foreign Currency and Exchange Rate. perform the following steps: 1. 9. 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. To create your Expense Package. If the Cost Centre has not been set.9.3. If there are any errors. While accessing the Expense Report. click the Reports icon in the Toolbar. Your completed Expense Report is displayed in the Siebel Report Viewer window. It is likely that your Expense Report will be Approved by your Manager and Processed by the Princeton Finance Department before they even receive your paperbased Expense Package. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 . STEP #2: Submit the Expense Report When all Expense Line Items are entered. You want to be sure that everything is correct.

5”x11” paper. be careful to correctly set the following fields: Field Cost Centre Submit To Description Cost Centre to which the items are being Expensed Cost Centre Manager who will approve the Expenses 9. 5. 4.4. Tape the receipts to 8. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. 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. 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 .5.minimized on your task bar. Send the Orange Envelope to the NNCI Office (not to Princeton). so you may have to click on it in your task bar to maximize the window so it can be viewed. 9. Sign the Printed Expense Report. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences. 3. 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. Do not use any staples or paper-clips. Click on the Print icon in the Toolbar to print the Expense Report on your printer.

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

Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. 10.4. Click on the POA Period hyperlink of the corresponding Professional/Account record. Click the Recalculate button.10. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1.5. AdvantEDGE User Guide Page 53 11 November 2008 . you can recalculate it using the following steps: 1. Highlight the appropriate Call Plan record. 2.

Select the Professionals or Accounts sub-view. Note: • You can only update Groups and Events that are not flagged as “Secure”. GROUPS AND EVENTS The Groups and Events screen is used to track programs to which Professionals and Accounts are linked. Note: • A Professional/Account can only be linked to a specific Group and Event once. 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.1. Click the Add push-button. Linking a Professional/Account to a Group and Event 1. 2. Click the pick-list icon in the Last Name/Name field. The Associations view screen is displayed. 11. 3.11. Select the Groups and Events screen tab. A blank row is created. Note: • You can also delete Associations for those created by your Territory using the Delete push-button. 4. The Professional/Account is added to the Groups and Events Associations. 5. and click the Pick push-button. AdvantEDGE User Guide Page 54 11 November 2008 . Click on the Name hyperlink of the Group and Event. For Groups and Events that are not “Secure”. highlight it. Query the desired record. you can add/remove links to the Professionals and Accounts pertaining to your territory.

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

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

. Sample Drop) is covered in the “Call Recording” section of this document.e. AdvantEDGE User Guide Page 57 11 November 2008 .Sent Samples Discrepancies Inventory Count Reconciliation • Returns • Transfer Out (to another Rep) Used to track discrepancies regarding Sent Samples Used to Count Inventory Used to Reconcile an Inventory Count by comparing the “Actual Samples on hand” with the “Sample Calculated to be on hand” Used to adjust the recorded number of Samples Sent. Received. 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.

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

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

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

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

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

Lot #/Expiration Date. you need to perform the following steps: 1.2. This is to be done on the SAME day as the transfer and can be done during the face-to-face meeting. Click the Samples / Sent Samples screen.1. you need to perform the following: a) Both parties need to confirm the Product List No. AdvantEDGE User Guide Page 63 11 November 2008 .12. 12.2. This should be done in a face-to-face meeting. Transfer Out To record a Transfer Out transaction. Sample Transfers The Sample Transfer Process is depicted below. Figure 12-5: Samples Return Transmittal Form To Transfer Samples between Reps. The Rep then performs a data synchronization to send the Transfer Out transaction. c) The Rep receiving the samples performs a data synchronization and acknowledges the receipt of the samples as a Transfer In transaction. b) The Rep transferring out the samples needs to create a Transfer Out transaction. and Quantity being transferred.

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

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

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

• • It is very important that you enter Sample Adjustments with the correct integer. A Negative Adjustment will decrease your AdvantEDGE Inventory.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. 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.

A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. perform the following steps: 1. Click OK. click New. type “Miscount in transferred out quantity” 4. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. • To enter a Sent Samples Adjustment. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. From the “My Samples Adjustments” applet. Click the Samples / Samples Adjustments screen. Consider the following scenario: • • You recorded a Transfer Out record of 10 units of “643993-Levemir Flexipen 1x3ml” and “Lot # F0906A” to another Rep. For the above scenario.3.12. click New. AdvantEDGE User Guide Page 68 11 November 2008 . use “Transfer Out – Adjustment” Pick-list. A discrepancy is automatically recorded in your “Sent Samples Discrepancies” screen and you realize that you recorded the original Transfer Out record in error. 3. Fill in the header values for the samples adjustment. Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out. From the “Line Items” applet. For the above scenario. 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.1. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. 2. For the above scenario.

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

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

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

12. Enter a Second Sample Inventory Adjustment for the Inventory Period that you have just Started. 368392) S50730 -6 Description Levemir Flexipen 1x3ml (List No. 643993) F0906A 6 6./Lot # when recording Sample Drop on 9/13/2007 to Dr Wayne Newton” 4.3.type “Entered wrong product List No. Remember. From the “My Samples Adjustments” applet.4. click New. Line Item 1: Field Product Description Lot # Quantity (+/-) Line Item 2: Field Product Description Lot # Quantity (+/-) Description Levemir Vial 1x10ml (List No. From the “Line Items” applet. 5. 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. 7. click Submit. Your inventory for the affected Samples is updated. AdvantEDGE User Guide Page 72 11 November 2008 . one Samples Transaction can have several line items. Fill in the line item values for each lot number adjustment. you would enter 2 line items as specified below. For the above scenario.

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

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

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

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

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

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

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

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

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

Click the Samples / Samples History screen. 12. Close the window when done. Synchronize. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . From the “My Samples History” applet. highlight the inventory period. To generate a Rep Reconciliation Summary Report. The report is compiled in the “Siebel Report Viewer” as shown below. Click the Print icon from the “Siebel Report Viewer” to print the report. 2. click the Reports icon and select Rep Reconciliation Report.3. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation. perform the following steps: 1. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period.4.3. At this point. 3. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. the final status of the Inventory Period is still pending SAC review.

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

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

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

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

Select the desired Query and click OK. From the tool bar. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. Highlight the Position you wish to access and click the Change Position push-button. Select User Preferences / Behaviour. An applet is displayed listing the Positions to which you have access and also the “Active Position”. 2. Select your preferred Calendar views from the picklists.4. Setting Default Calendar View To set your default Calendar View: 1.3.5. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. Select User Preferences / Calendar. Occasionally you may be required to Change Positions in AdvantEDGE. select the Site Map icon. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. Page 87 11 November 2008 AdvantEDGE User Guide . 13. perform the following steps: 1. 3. you need access to the other territory’s data. From the tool bar. Set the “Startup View” value as desired.5. you must switch back to your regular Position. The “Weekly (7 day)” view is recommended. You will now have access to all the data of the other Position / Territory. To change a Position. Select Site Map / User Preferences / Change Position. select the Site Map icon. 2. 3. 13. 13. 2. Important Note: • When you are finished assessing the other Position. you may be covering a Vacant Territory on a temporary basis and as a result. For example.

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

you must be sure to edit the call details on the call screen appropriately to reflect what happened during the call. A Rep may decide to create a Smart Call to record the same call on only a handful of Professionals. edited.14. Click on the Name hyperlink. Smart Calls can be added. Creating a Smart Call 1. and then delete the Smart Call. When using Smart Calls.. SMART CALL Smart Call is a powerful utility which is used to enter calls with less clicks and less effort. Enter “Comments”. Select Site Map / Smart Calls.e. 2. Enter a “Name” by which you will reference the Smart Call (e. Levemir Acceleration). Reps have 5-10 Smart Calls to represent their most common calls. and “Issues”. Typically. 5. 6. Smart Calls are user-specific (i. 4. and the call screen with immediately populate with all of the details of the Smart Call. Note: • Smart Calls are meant to give the Rep a “head start” on recording a call. This will drill-down into the details of the Smart Call.g. and deleted at any time. “Marketing Messages”. Complete the details of the Smart Call including “Call Topics”. The Rep can then select a Smart Call when recording a call on the call screen. 3. 14.1. each Rep has their own set of Smart Calls that they manage). This is the text which will populate the Comments section of the call screen.. Smart Call is used to create “templates” of the call details that the Rep typically records on a call. These Smart Calls should be kept updated as Sales and Marketing strategies change. AdvantEDGE User Guide Page 89 11 November 2008 . Click New.

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

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

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

You will know when you have Syndicated Data Files for importing because you will get a Notification Message that you have Syndicated Data Files to import after you synchronize your database. Importing Syndicated Data Files Although most data is kept synchronized by performing the synchronization process. specifically: • • Address Information Rx Prescription Data This data is usually sent monthly.the icon in the tool-bar. 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. there are 2 types of data that are kept updated via Syndicated Data Files. Click the Synchronize button. AdvantEDGE will begin icon displayed in synchronizing as indicated by the the service tray at the bottom right of your computer. 3. This icon will stay displayed during the synchronization session and it will disappear when synchronization is complete. AdvantEDGE User Guide Page 93 11 November 2008 . If you wish.3. 16.

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

Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. use the User Preferences / Calendar screen to set your default Calendar. Enter Time Allocation Enter your Time Allocation records for your time spent in Training.9. Setup Default Calendar As described in the User Preferences section. 16. 16. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. Setup Default Queries As described in the User Preferences section.8. use the User Preferences / Default Queries screen to set your default queries.6. 16. Note: • You will not be able to enter a call until you setup your products list.10. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 .4. Setup your Calendar Access List As described in the Calendar section. Setup Marketing Messages As described in the Activities section. Setup Products List As described in the Activities section. 16.7. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. use the 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.16.5. 16. 16.

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

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

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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2. When a Professional’s address is added to FSA Z1Z. 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 . MLs however can see all details of the Reps’ Call Notes from the Activities view.g.19..e. but the Comments field is blanked out because it is Private.. Comments) cannot be viewed by Reps. They are allowed to see some Call Note details but only on the Activities view.2.2. Call Type. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. 19. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. 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. Date.e. Medical Liaisons Call Notes (i.. Biopharm MLs – Applicable Call Types For all Reps & MLs. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML. territory) but sometimes require the capability to call on select Professionals throughout the country.2. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19. For this reason. All other fields (e.1. 19. 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. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. 19. The Biopharm MLs typically call on Professionals within their own geographical area (i.1.

Click the Go button. AdvantEDGE User Guide Page 102 11 November 2008 . Enter the Call details.1. The Call Screen is displayed. 5. Click the Query button. To do this.20.2. Type. 2. 4. CAN CALL ENTRY) which has write access to all Professionals and Accounts. Access the Professionals screen. Click the New Call button. or logout. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. 6. 20. and Call Topics. namely Comments. Recording a Call on any Professional To record a Call on a Professional: 1. Enter the first few letters of the Professionals Last Name in the Last Name field. 3. Highlight CAN CALL ENTRY and click the Change Position push-button. you must first perform the following steps: 1. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. APPENDIX D – HEAD OFFICE USAGE 20. 2. An applet is displayed listing the Positions to which you have access and also the “Active Position”. 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. a special generic Position has been created (i. Click the Last Name hyperlink of the Professional. Select Site Map / User Preferences / Change Position. Date.. In order to record a call on anyone in the system using Head Office AdvantEDGE. You will continue to have access to CAN CALL ENTRY until you change the Position again. Click the Submit button and click OK to confirm.e.

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

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