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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........75 12..........93 16..88 14...........................54 12..................... SAMPLES MANAGEMENT ...............54 11................5......... Transfer Out....... Sample History ............11..........63 12........................2.................84 12......................................................... Transfer In....69 12........... USER PREFERENCES.........3..............................................1......................2. Changing Position .....95 16.............68 12........ GROUPS AND EVENTS ........3...........4. Checking Synchronization Status .........79 12......3....3..................82 12............................. Receiving Samples & Processing Returns ..........3.................. Viewing Sample History ..................5.................................................1.................1...... Inventory Count ..2................ Sent Samples Adjustment ...1....1.3.....6.........................89 14.. Processing Sample Returns ......... Inventory Count & Reconciliation ......... SMART CALL...5.......................................71 12.........95 16......... HOME PAGE.92 16.........86 13...............................3.........72 12.................... Setup Marketing Messages ............90 15............. Sample Disbursement Adjustment ...56 12...................4.....4.......................5................. Synchronizing your Database .......... Sample Adjustments ..........2.....87 13.......... Importing Syndicated Data Files .... Downloading your Database... Setting Default Startup Screen....... Reconciliation Status ....................86 13...........95 AdvantEDGE User Guide Page iii 11 November 2008 ..................................87 13........... Sample Transfers .............................3....... Changing Password......................................4....92 16........1....................... Reconciliation ...................................75 12........3.................................87 13........91 15.......77 12.....1................. Inventory Count Adjustment ....................... Receiving a Sample Shipment.........1...............................................86 13..........4.......................4.. Setting Default Queries .........................................4..60 12............2.......1.............85 13............ Setup your Calendar Access List ... Tips on Working with Samples............2........................ Creating a Smart Call................65 12..................................4...6..4..............58 12.................. Rep Reconciliation Summary Report (Currently N/A) ............. Other Adjustments ...3.........................5..............................6.63 12......84 12... Linking a Professional/Account to a Group and Event .......1.................... Setting Default Calendar View ...............89 14.....................66 12........................1.................................................................................1.............. Using a Smart Call ............... Received Samples Adjustment . Setup Products List .............................2.................................2........2..2...............58 12.............. Changing the Home Page Layout ..... “GOING LIVE”..92 16...........................................84 12...................91 16.............1..................

...... Using Head Office AdvantEDGE to Record Calls ........... APPENDIX B – DBM USAGE ........................................................................................................................ Private Call Notes ............. 101 19. 102 20........1............. Best Practices .1.......7. Bypass Login Screen .......................... 101 20.96 16......... My Professionals vs My Team’s Professionals...................... 101 19............ Recommended Columns Displayed....... Training Questionnaire ............ 101 19. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ........3.........12.... Biopharm MLs – FSA Z1Z ..........2.............16.....97 17. 103 20............................................8..............BEST PRACTICES FOR FIELD USERS ........9.1...... APPENDIX D – HEAD OFFICE USAGE .....................1...98 17.............. Useful Hotkeys ........... Typical AdvantEDGE Usage .... APPENDIX A ..97 17.........95 16................ Biopharm MLs – Applicable Call Types ........4...........95 16................................................ 100 19....... Enter Time Allocation ....96 17....2.... 102 20..........2.. Assistant Expense Reporting .............................1.10....98 17........................... Setup Default Calendar ............95 16................................95 16....................2..... Biopharm MLs – Special Considerations .. Setup Default Queries ........... Commonly Used Query Operators ...............................2..........................................4......... 102 20...99 18............ 100 18......................11............. 103 AdvantEDGE User Guide Page iv 11 November 2008 .....2...3..................... 101 19................ Recording a KOL Call using Groups & Events ........ Recording a Call on any Professional .

e. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007.g. U.1. INTRODUCTION 1. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization. These users must be attached to the network whenever they use the system. Canada NNCI Field User (Rep) NNCI Field User (DBM) Central Database NNCI Head Office User NNCI Head Office User Figure 1-1 – Schematic Overview of AdvantEDGE The Central Database contains all AdvantEDGE data.S. no data is stored locally). 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. b) Field User (e. 1. What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America.1.2. Rep. DBM) – These users have a local copy of the subset of data on the central database that AdvantEDGE User Guide Page 1 11 November 2008 .. Architectural Overview The following is a schematic overview of the AdvantEDGE system.

Data for a territory is defined by FSAs (i.pertains to their respective territory. however. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. As the system is validated. Screen Layout It’s important to first establish common terminology to facilitate training and support..5. the first half of postal codes).4. 1. AdvantEDGE User Guide Page 2 11 November 2008 . 1. 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 1.3. The following figures illustrate the different parts of the screens in AdvantEDGE. This has provided us with significant cost-savings in the development and support of the system. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year.e.

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

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

we use the term “SAC” throughout this document. Logging Out 1.e. you will notice that you have 2 menu bars: the top menu bar is for Internet Explorer.. AdvantEDGE User Guide Page 5 11 November 2008 . You may also get an error when restarting AdvantEDGE. select File / Logout. As such. Terminology Term Description AdvantEDGE Name of Siebel system used by Novo Nordisk in North America (i. When running AdvantEDGE. Note: • It is important to logout properly otherwise some of your User Preferences (e. and the bottom menu bar is for AdvantEDGE. From the menu bar. 1.2. Canada & US) DBM Rep SC or SAC District Business Manager Sales Representative Sample Compliance (team at Head Office which addresses all Samples Management concerns).Note: • AdvantEDGE runs within Internet Explorer. SC is used interchangeably with SAC (Sample Accountability & Compliance) which is the term used in the US. 1..6. For consistency. Columns Displayed) set within AdvantEDGE will not be saved. only use the bottom menu bar for AdvantEDGE.g.7.

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

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

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

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

2. This view displays the following 3 applets: a) Rx Trend by Product for the last 12 months b) Calls on the Professional for the last 12 months c) Decile by Market (Decile 1 (High). 2. while accessing the Pre-Call View. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. Reps can see other details of the Call made by an ML. Decile 10 (Low)) To generate a Pre-Call Analysis report. Pre-Call Analysis For Pre-Call Analysis. Reps cannot view the Comments field of the calls made by MLs. Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. Date 3. Defaults to current Date & Time. Enter “Marketing Messages” and “Issues”. immediately after the call). Click the New Call button. Recording a Call To record a Call on a Professional: 1.2. Only “Face to Face” and “CHE” call types count towards your Call Plan compliance. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”. click on Professionals / Professionals List / Pre-Call.3. It is recommended that you enter your call on the same day that the call was made (preferably.2. but the Comments field will be blanked out. AdvantEDGE User Guide Page 10 11 November 2008 .

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

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

2.3. To save your changes. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items.1. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. There is a sweet spot to the number of samples to provide. and too many samples cut into a Representative’s sales. 2.2. To show all line items.3. Whenever the List applet is displayed. use the Hide function to only show the Samples you are currently working with.2. 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. To cancel your changes. AdvantEDGE User Guide Page 13 11 November 2008 . hidden line items are not displayed unless the “Show All” button is clicked. This function displays a list of Product and Lot #s in your inventory so that samples can be recorded by only entering their respective quantities. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen. To hide hidden line items. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. too few samples do not have an effective impact.3.3. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional.

Select the Account and click Pick. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later). a corresponding relationship can be viewed for the associated Professional (i. 2. Upon setting this relationship.2. A new row is inserted.e. Select the Professional and click Add.. 2. Click Professionals / Profile / Account Affiliations. Click New in either the “Affiliations From” or “Affiliations To” applets. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account.e.g. 2. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. 4. 3. Activities To view all Call Activities on a Professional. This screen displays all Call Notes for the last 2 years.. however.5. A Pick Account dialog box is displayed. if A is affiliated to B. Upon setting this relationship. AdvantEDGE User Guide Page 14 11 November 2008 . Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. 2.4. Click the pick list icon in the Account field. Click New. To record a Professional Affiliation: 1. referrals). B is affiliated from A). ML) Call Notes in this view by positioning your cursor over the Comments field. Click Professionals / Profile / Professional Affiliations. A dialog box listing Professionals is displayed.. To record an Account Affiliation of a Professional: 1. click Professionals / Profile / Activities.6. 3. You will be able to view both Public and Private (i.

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

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

Setting a Primary Address Each person can set their own Primary Address for a Professional. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. To set a Primary Address: 1. Access the Professional and select the Professionals / Professionals List / Change Requests view. set the Primary checkbox and click OK.10. IMPORTANT NOTE: • 2. 2.10.8. you must enter a Change Request as described in Section 2. . step 3). From the “Selected” address list. A Change Requests List applet and Form applet are displayed. Note: • You can Remove an Address provided: . To submit a Change Request: 1.9. This allows several Reps to identify a specific Professional at the address of their choice. 2. These operations have to be submitted using a CR (Change Request). It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 .2.The Address resides in your Territory. Be sure ONLY to remove an Address if you are sure the Professional no longer works there.The Address is not flagged as the Primary Address. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2.7. Change Requests . • To Remove an Address outside of your Territory. the other Rep may no longer be able to find the Professional.7.Professionals There are certain operations that only the Siebel Administrator is allowed to perform. Adding/Removing an Address To Add or Remove an Address for a Professional. If you remove a valid Address that another Rep uses. step 3).

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

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

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

5. The current query criteria are displayed. >= <> * <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 . select Query / Delete Saved Query.4. Note: Only User-Defined Queries can be deleted. Select the Query Name and click OK. 3. SystemDefined Queries cannot be deleted. From the menu bar. 2. 3. Useful Querying Operations Operator Example <. Enter a Query Name and click OK. Deleting a Query To Delete a Query: 1. Sort the Records (if desired). 2. 4. <=. From the menu bar. From the menu bar. 3.2. Refining a Query To Refine the results of the currently run Query: 1. >. Update the Query criteria. The Query is now available to run anytime by selecting it from the Queries pick list. 3.3. select Query / Refine Query. 3. select Query / Save Query As. Click Go. Saving a Query will also save the Sort Order of the List.

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

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

and drag to adjust the width.4. Click on the same column header to sort in Descending order. Move Columns To move columns: 1.6. Drag the column header. Click on the column header. Sort Columns To sort columns: 1.6. Figure 4-7a – Sorting Columns (Ascending) 2.4. Figure 4-6 – Moving Columns 4. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header.6. 4. Position the cursor between the column headers until a double-sided arrow appears. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 .2. Resize Columns To resize columns: 1.3.

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

It is also very useful for querying Accounts as covered in Chapter 3. To query on all Targeted Pharmacies.Link Bar Accounts List View Tab Pre-Call Change Requests Call Plan Description of Information List of Call Activities recorded on the Account List of Change Requests Call Plans for the Account Type. Accounts List The Accounts List displays a complete list of all Accounts in your database. AdvantEDGE User Guide Page 29 11 November 2008 .. 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.. Address. use the following criteria: • • Type: My Targets: Pharmacy/Store Checked You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4. Telephone.g.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 5.1.

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

It is recommended that you enter your call on the same day that the call was made (preferably. AdvantEDGE User Guide Page 31 11 November 2008 . Refer to section 2. Do not worry about setting the Time of the Call. click New. An “Add Attendees” dialog box is displayed listing all Professionals affiliated with the Account. 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.5 & 5. click the All Professionals button. immediately after the call).count towards your Call Plan compliance. 4. Enter the “Call Topics” by specifying: • • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) In the Attendees applet. Date Defaults to current Date & Time. 3.4 on how to setup an Affiliation.

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

. 3. To record a Professional Affiliation on an Account: 1. however. click Accounts / Profile / Activities. a corresponding relationship can be viewed for the associated Account (i. Upon setting this relationship. 5.e. 5. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e. Select the Account and click OK. A Pick Professional dialog box is displayed. To record an Account Affiliation: 1. ML) Call Notes in this view by positioning your cursor over the Comments field. A dialog box listing Accounts is displayed. if A is affiliated to B. 3.6. 2. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional.e. AdvantEDGE User Guide Page 33 11 November 2008 . Click New. Upon setting this relationship. Click New in the “Professional Affiliations” applet. Activities To view all Call Activities on an Account.7.5.5.g. Hospital Affiliations). Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account. B is affiliated from A). You will be able to view both Public and Private (i. Click the pick list icon in the Last Name field. A new row is inserted. Click Accounts / Profile / Professional Affiliations. Select the Professional and click Pick. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink.. 2.. Click Accounts / Profile / Account Affiliations. 4. This screen displays all Call Notes for the last 2 years.

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

Address (current) AdvantEDGE User Guide Page 35 11 November 2008 . CR Type Duplicate Account Record Required Fields . Use the table below as a guide. Each CR Type requires you to specify various fields.Figure 5-3 – Changing the Address of an Account 5. 2. Click New to create a new Change Request. Change Requests . A Change Requests List applet and Form applet are displayed. These operations have to be submitted using a CR (Change Request). Access the Account and select the Accounts / Accounts List / Change Requests view. Select the CR Type from the pick-list and applicable field values. It is recommended that you work with the Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll. To submit a Change Request: 1.9. 3.Accounts There are certain operations that only the Siebel Administrator is allowed to perform.

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

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

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

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

4. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. Select the Personal Product Lists from the Show pick list (i. Use Menu / Delete Record to delete the record. 2. and set the Status to “Cancelled”. Select the Activities / Personal List screen. Select the Personal Marketing Initiatives List from the Show pick list (i. 7. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. Note • You need to set your Personal Call Topics before you can pick them on the call screen. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet.3. 7.. the name of the applet on the top left corner). the name of the applet on the top left corner).. 2. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet.5. To delete a Planned Call: 1.e. 3. 3. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. AdvantEDGE User Guide Page 40 11 November 2008 . Access the Call record. Planned Calls can be Cancelled/Deleted. 2. 3.e. Select the Activities / Activity List screen. However. Select the Activities / Personal List screen.7.

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

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 .

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

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

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. the Employee can change the status to ‘In Progress’ to reopen the Expense Report so that it can be updated and then re-Submit it Submitted Manager Approved Processed Princeton Finance Dept .. Prepare the Expense Report Package.Manager receives an e-Mail notification that an Expense Report has been Submitted . Submit the Expense Report. AdvantEDGE User Guide Page 45 11 November 2008 . In Progress Employee . In this case. PROCESS FOR SUBMITTING EXPENSE REPORTS STEP #1) STEP #2) STEP #3) Enter the Expense Report (including Header & Line Items) into AdvantEDGE.Funds have been deposited into the Employee’s Bank Account Completed Figure 9-2: Overall Processing of Expense Reports This chapter focuses on the Steps performed by the Employee to Submit an Expense Report (i.An Expense Report may be ‘Rejected’.Manager Approves Report and the Employee receives an eMail notification of Approval . Steps 1-3 as depicted in Figure 9-1).Report is Locked .Expenses are entered .e.Princeton has Processed the Expense Report .

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

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

Cash. Grand Rounds) Description of Expense Pick-list detailing payment method (e. Field Business Purpose Details Payment Type Credit Card # Description Pick-list detailing activity (e. Expense Incurred Hotel Parking Expense Type to use in AdvantEDGE Lodging . All amounts are entered inclusive of all taxes (i.. District Meeting.g.. Visa) Do not use..applet rather than the List applet for entering Line Items so that you can see all input fields as you edit them. $0. 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. AdvantEDGE User Guide Page 48 11 November 2008 .g. e.g..

Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars.2.1. except when you enter the Expense Amount. 4. 2. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet).1. USD for US Dollars). Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 . Enter the Transaction Amount which is expense amount in the foreign currency. Enter the Internal Order Number in the “SAP Int Order” column. The Expense Amount is calculated for you when you step off the field. Click the Expense Amount pick-list icon. 9. perform the following: 1.1. 2. Select the Currency Code from the pick-list (e. An “Enter Amount” dialog box is displayed.. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1.9. Use the rate that you are being charged by Visa or your bank. 3.g. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item.

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

Send the Orange Envelope to the NNCI Office (not to Princeton). Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences.minimized on your task bar. be careful to correctly set the following fields: Field Cost Centre Submit To Description Cost Centre to which the items are being Expensed Cost Centre Manager who will approve the Expenses 9. 4. 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. Click on the Print icon in the Toolbar to print the Expense Report on your printer.5”x11” paper. Tape the receipts to 8.4. 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. Sign the Printed Expense Report. so you may have to click on it in your task bar to maximize the window so it can be viewed. 9. 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. 3. Do not use any staples or paper-clips. 5.

Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1. There are 2 sub-views to view Professionals or Accounts.2. Highlight the desired Professional/Account and click the New Call button. Select the Call Plan screen. Assigned Calls 10. The Call Screen used to enter a new call is displayed. Viewing your Call Plan To view your Call Plan: 1. Click the POA Period hyperlink (e. 10. and Segment are displayed as columns. 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. Submitted Calls.10.1. 10. 2.. Only ‘Face to Face’ and ‘CHE’ Call Types are counted. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts. 2007 Canada POA). The corresponding Profile/Activities view is displayed. AdvantEDGE User Guide Page 52 11 November 2008 . When creating your first non-Targeted call on a Professional/Account. Targeted Number of Calls within the Period as set by Sales Operations.g.3. a nightly process needs to run before you can see the associated record in the Unspecified Calls view. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. Click the Last Name/Account hyperlink. The Call Plan Calls view is displayed. The Assigned Calls.

4. AdvantEDGE User Guide Page 53 11 November 2008 .10. 10. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. 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. Highlight the appropriate Call Plan record. Click the Recalculate button. Click on the POA Period hyperlink of the corresponding Professional/Account record. 2.5. you can recalculate it using the following steps: 1.

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

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

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

Sample Drop) is covered in the “Call Recording” section of this document.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.e. AdvantEDGE User Guide Page 57 11 November 2008 .. 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.

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

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

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

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

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

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

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

Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. From the “My Received Samples” applet. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. highlight the corresponding Transfer In record. The “Line Items” list applet at the bottom of the screen will display the details of the transfer. so if all quantities are correct. To record a Transfer In transaction. you need to perform the following steps: 1. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. Fill in the Date / Time Received field to specify the date/time that the transfer was received. 3. 4. 2. 12. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. This will pickup the Transfer In transaction triggered from the sending Rep. Click the Samples / Received Samples screen. you do not need to change anything. Synchronize. 5. Click Submit to complete the receipt of the Transfer In.2. AdvantEDGE User Guide Page 65 11 November 2008 . The Lot #s are now part of your sample inventory balance in AdvantEDGE. The values default to those entered by the Rep who recorded the Transfer Out. If however the quantities are incorrect. 6.2. Enter the sample counts for each Lot # in the Received Quantity field. The record will have a status of “In Progress”. update them and enter a brief description in the Comments field. The field defaults to the current date/time.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen.

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

• • It is very important that you enter Sample Adjustments with the correct integer. A Positive Adjustment will increase your AdvantEDGE Inventory. BE CAREFUL TO SELECT THE CORRECT INVENTORY PERIOD WHEN ENTERING AN ADJUSTMENT. Samples Adjustments consist of the following Transaction Types: Transaction Type Transfer In – Adjustment Transfer Out – Adjustment Return – Adjustment Sample Order – Adjustment Disbursement – Adjustment Shipment Received – Adjustment Demo – Adjustment Usage Refer to section on “Received Samples Adjustment” Refer to section on “Sent Samples Adjustment” Refer to section on “Sent Samples Adjustment” NOT USED Refer to section on “Sample Disbursement Adjustment” Refer to section on “Received Samples Adjustment” To reduce inventory to account for samples used for demo purposes Refer to section on “Inventory Count Adjustment” Inventory Adjustment Figure 12-8: Types of Sample Adjustments AdvantEDGE User Guide Page 67 11 November 2008 . 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 message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. The recipient acknowledged that only 5 units were “Transferred In”. For the above scenario. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. click New. A discrepancy is automatically recorded in your “Sent Samples Discrepancies” screen and you realize that you recorded the original Transfer Out record in error. 3. For the above scenario. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. From the “Line Items” applet. Click OK. From the “My Samples Adjustments” applet. click New. 2. • To enter a Sent Samples Adjustment. 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. Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out.12. use “Transfer Out – Adjustment” Pick-list.1.3. Fill in the header values for the samples adjustment. type “Miscount in transferred out quantity” 4. perform the following steps: 1. You now need to record a Sent Samples “Transfer Out” Adjustment to correct your AdvantEDGE inventory. Click the Samples / Samples Adjustments screen. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. AdvantEDGE User Guide Page 68 11 November 2008 .

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

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

use “Incorrect List # & Lot #” Pick-list from the “Stock Period” dialog box. For the above scenario. 3. Consider the following scenario: • A discrepancy occurred for a sample drop on Sep 13/07 for Dr. 6 units of “368392-Levemir Vial 1x10ml.3. Page 71 11 November 2008 Comments AdvantEDGE User Guide . Field Description Transaction Type Reason Inventory Period Start Date Pick-list. click New. Lot # S50730” to be entered as a Negative integer. • To enter a Disbursement Adjustment. Click the Samples / Samples Adjustments screen. Fill in the header values for the samples adjustment. use “Disbursement – Adjustment” Pick-list. From the “My Samples Adjustments” applet. Lot # F0906A” instead of the 6 units of “368392-Levemir Vial 1x10ml.Levemir Flexipen 1x3ml. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate.12.Levemir Flexipen 1x3ml. For the above scenario. Sample Disbursement Adjustment Sample Disbursement adjustments are used when you record sample drops incorrectly. 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. perform the following steps: 1.3. For the above scenario. Click OK. Wayne Newton. You need to create a Samples Disbursement Adjustment with 2 line items to adjust your AdvantEDGE inventory as follows: 6 units of “643993. You recorded 6 units of “643993. 2. Lot # F0906A” to be entered as a Positive integer. Lot # S50730” which was actually disbursed.

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

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

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

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

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

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

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

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

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

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

The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period.3. Close the window when done. Synchronize.3. To generate a Rep Reconciliation Summary Report. the final status of the Inventory Period is still pending SAC review. highlight the inventory period. Click the Print icon from the “Siebel Report Viewer” to print the report. 12.4. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation. From the “My Samples History” applet. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. 3. Click the Samples / Samples History screen. click the Reports icon and select Rep Reconciliation Report. The report is compiled in the “Siebel Report Viewer” as shown below. At this point. 2. perform the following steps: 1. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 .

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

1. Unresolved Figure 12-12: Reconciliation Statuses 12.5. 12. From the “My Samples History” applet. highlight the inventory period. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. No further action is required. Click the Samples / Samples History screen. it has a status of Pending SAC Review. 2.4. The “Samples History” applet displays all respective transactions. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved.5.12. The Reconciliation Status are described in the table below. to display all transactions of a specified Sample Lot #. AdvantEDGE User Guide Page 84 11 November 2008 . The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. The variances within the submitted inventory period are within corporate tolerances. perform the following steps: 1. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. Sample History Viewing Sample History At anytime.4. 4. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. In some situations. 3. highlight the desired Sample Lot #. From the “Inventory List”.

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

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

You will now have access to all the data of the other Position / Territory. Select your preferred Calendar views from the picklists. select the Site Map icon. 13. To change a Position. Setting Default Calendar View To set your default Calendar View: 1.3. you need access to the other territory’s data. Select User Preferences / Behaviour. From the tool bar. Important Note: • When you are finished assessing the other Position. For example. perform the following steps: 1. Select Site Map / User Preferences / Change Position. Occasionally you may be required to Change Positions in AdvantEDGE. Select User Preferences / Calendar. From the tool bar. Select the desired Query and click OK. you must switch back to your regular Position. select the Site Map icon. Page 87 11 November 2008 AdvantEDGE User Guide . Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. 3. Highlight the Position you wish to access and click the Change Position push-button. 2.5. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. you may be covering a Vacant Territory on a temporary basis and as a result. 13. An applet is displayed listing the Positions to which you have access and also the “Active Position”. 3. 2.5.4. 13. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. Set the “Startup View” value as desired. The “Weekly (7 day)” view is recommended. 2.

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

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

AdvantEDGE User Guide Page 90 11 November 2008 . Using a Smart Call 1.14.2. click on the Smart Call pick-list icon. The Call Screen will populate with the details of the Smart Call. Highlight the Smart Call and click OK. When the Call Screen is first displayed after clicking the New Call button.

click the Edit Layout button. On the Home Page.15. Displays Expense Reports that are “In Progress” or “Submitted”. Click on the Professional or Account hyperlink to drill down to the Call Plan view of the Professional or Account screen. maximized/minimized.1. only applicable to Field Users. Displays the Current Days Call Activities. and hidden/showed. The various applets can be rearranged. AdvantEDGE User Guide Page 91 11 November 2008 . Once you reach your Assigned Calls for a Professional or Account. Displays your Last Synch Date/Time and Status. 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. Displays Change Requests that are “In Progress” or “Submitted”. Changing the Home Page Layout To change the Home Page Layout: 1. 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. My Expense Reports My Change Requests My Last Synch My Calendar 15. 2.

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

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

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

8. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. Setup your Calendar Access List As described in the Calendar section. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. Setup Default Calendar As described in the User Preferences section. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. Note: • You will not be able to enter a call until you setup your products list. Setup Default Queries As described in the User Preferences section. use the User Preferences / Calendar screen to set your default Calendar. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen. use the User Preferences / Default Queries screen to set your default queries.7. 16.16. 16.4. Setup Products List As described in the Activities section. 16.6.10.9.5. 16. 16. Setup Marketing Messages As described in the Activities section. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. 16. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 .

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

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

17.2.

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

17.3.

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

?

SM?TH

Today() And Or Is Null Is Not Null

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

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17.4.

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

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

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

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

Click the Go button. 20.1. To do this. and Call Topics. You will continue to have access to CAN CALL ENTRY until you change the Position again. 2. AdvantEDGE User Guide Page 102 11 November 2008 . The Call Screen is displayed. 3. Date.20. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. Click the Last Name hyperlink of the Professional. you must first perform the following steps: 1. namely Comments. 4. Recording a Call on any Professional To record a Call on a Professional: 1. In order to record a call on anyone in the system using Head Office AdvantEDGE.2. or logout. Click the New Call button. 5. Type. a special generic Position has been created (i. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. Click the Query button. Enter the first few letters of the Professionals Last Name in the Last Name field. Enter the Call details..e. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. 6. Highlight CAN CALL ENTRY and click the Change Position push-button. Select Site Map / User Preferences / Change Position. Click the Submit button and click OK to confirm. CAN CALL ENTRY) which has write access to all Professionals and Accounts. Access the Professionals screen. 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. 2. An applet is displayed listing the Positions to which you have access and also the “Active Position”. APPENDIX D – HEAD OFFICE USAGE 20.

Click the Name hyperlink for the appropriate KOL Group. A list of Professionals associated with the Group is displayed. 20. and Call Topics. they can choose between “My Expense Reports” and “Assistant’s Expense Reports”. The Call Screen is displayed. namely Comments. In this circumstance. 4. Date. 6. Optional Step: To review historic Call Activity for the Professional. Call Type. It is recommended that you enter several calls for one login session rather than logging in each time to enter a call. Assistant Expense Reporting Often an Assistant is setup to enter expenses for a coworker. 2. you must ensure that the following fields are properly set: Field Prepared By Pay To Cost Centre Submit To Description Initials of Assistant Initials of Who is being Paid Cost Centre for the Expenses Initials of Approver AdvantEDGE User Guide Page 103 11 November 2008 . however the performance improves for repeated tasks. Click the Submit button and click OK to confirm. The Professionals Profile screen is displayed. Access the Groups and Events screen. Click the New Call button. 3.3. Recording a KOL Call using Groups & Events To record a Call using Groups & Events: 1. 20. 5. When entering expenses for a co-worker. when the Assistance accesses the Expense Reports screen. click the Activities view tab.Note: • Head Office AdvantEDGE is relatively slow. Click the Last Name hyperlink of the Professional. Enter the Call details.4.

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