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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..58 12...... Processing Sample Returns ..........84 12..3..................................5.....................................11............................3.....89 14.....71 12.....2....................95 16.....................90 15...........2................................................... Setup Marketing Messages .... Downloading your Database. Setup Products List .....................2.2....................87 13................1.....................85 13..86 13.. Tips on Working with Samples.......................... Changing Password.........1..............................56 12...... Inventory Count ................6.3..5......1............. Other Adjustments ......54 11......... Setting Default Calendar View .........................87 13..................4............... “GOING LIVE”.....75 12.79 12......63 12....1............ Changing Position .....68 12.....................5..........4...............................1......................... Viewing Sample History ........................3.4.2.........63 12..88 14...............................................................91 15.................... Reconciliation Status .58 12......................5............86 13..........3..............................................4...... Setting Default Queries .......................... Importing Syndicated Data Files ......................4. Setting Default Startup Screen................... Receiving a Sample Shipment..........................69 12...............................75 12............................................92 16...... Receiving Samples & Processing Returns .. SMART CALL.....2........... Sample Disbursement Adjustment ....................................... Creating a Smart Call....3....65 12..............82 12........2..........................95 16....1.................................... GROUPS AND EVENTS .............6....... Transfer In...........2....... Reconciliation ............... Setup your Calendar Access List ............................. Changing the Home Page Layout . Checking Synchronization Status .. Sample Transfers ..................2...........................4.......93 16.................................4.............54 12.. Received Samples Adjustment ....92 16..........................77 12......................................87 13.......84 12.......................................86 13..............................................3.... Rep Reconciliation Summary Report (Currently N/A) ......... Transfer Out...........................91 16.... SAMPLES MANAGEMENT .......1.........72 12...89 14.........1........ HOME PAGE.............. Sample Adjustments ..1. Using a Smart Call ............1................4............5.........3.....................95 AdvantEDGE User Guide Page iii 11 November 2008 .......................1..........66 12.........................60 12.......................................................... USER PREFERENCES. Sample History ................ Inventory Count & Reconciliation ...........3........84 12......2...................1............................. Linking a Professional/Account to a Group and Event .............................................92 16.......... Inventory Count Adjustment .... Synchronizing your Database ........4........1.......3... Sent Samples Adjustment .......6............................

. 100 19.................97 17....... Biopharm MLs – Special Considerations .4.2....... Best Practices .......1..97 17....8. Recording a Call on any Professional .......... Biopharm MLs – FSA Z1Z ..... 101 19.. 100 18. 102 20.... Assistant Expense Reporting .................... APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ................................................96 17......... Private Call Notes .....................1....... 101 19............................96 16...................2..... Using Head Office AdvantEDGE to Record Calls .1.........2.......................... APPENDIX B – DBM USAGE ................................................ 101 20.....................................................98 17.98 17.......... Recommended Columns Displayed....... My Professionals vs My Team’s Professionals.............. Commonly Used Query Operators ........ Typical AdvantEDGE Usage ........................................2....... 101 19... Enter Time Allocation ............. Training Questionnaire .... APPENDIX A ....................95 16... 102 20.................4.......95 16....... Setup Default Calendar .2...... Setup Default Queries ......9.................................. Bypass Login Screen ..............12.99 18................... 103 AdvantEDGE User Guide Page iv 11 November 2008 ........................11.......... Useful Hotkeys .3...................................................... 102 20.BEST PRACTICES FOR FIELD USERS .................. Recording a KOL Call using Groups & Events ...1.. 101 19...........7...............3................................ APPENDIX D – HEAD OFFICE USAGE ...................10... 103 20...................16.......2........................... Biopharm MLs – Applicable Call Types ..............95 16...............1..........95 16..........

What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America. b) Field User (e. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007.1. Rep. Architectural Overview The following is a schematic overview of the AdvantEDGE system.. U. DBM) – These users have a local copy of the subset of data on the central database that AdvantEDGE User Guide Page 1 11 November 2008 . These users must be attached to the network whenever they use the system.g. INTRODUCTION 1.2. Canada NNCI Field User (Rep) NNCI Field User (DBM) Central Database NNCI Head Office User NNCI Head Office User Figure 1-1 – Schematic Overview of AdvantEDGE The Central Database contains all AdvantEDGE data. no data is stored locally).1.e.S. 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. 1.

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

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

Logging In 1. Value As provided by the Administrator.6. As provided by the Administrator. AdvantEDGE User Guide Page 4 icon on your Desktop. Double-click the Field User ID Password 3. Enter the following fields: 11 November 2008 . 2.Show More/Less Previous Record Set Previous Record Hyperlinks Next Record Set Next Record Select button Drop Down arrow Calendar button Figure 1-3 – Navigation Tools 1. Click the Login icon.6.1. Accessing AdvantEDGE 1.

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

Italics are used in the manual to represent processes that support the AdvantEDGE system. Boxes are used to highlight Important Notes. The chapters are arranged in the order in which they should be covered for training purposes. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. 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 1.9. Additional information for other users is detailed in the Appendices.1. Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. AdvantEDGE User Guide Page 6 11 November 2008 . The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces.8.

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

Telephone. Hospitals) Professionals to which the selected Professional is associated (e.g. 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. Address. Rx & Profile Selection Prof. Rank & Deciles Selection Figure 2-2 – Views of the Professionals Screen AdvantEDGE User Guide Page 8 11 November 2008 . Best Call Time List of All Call Activities Professional Licenses Accounts to which the Professional is associated (e..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..g.

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

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

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

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

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. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items. This function displays a list of Product and Lot #s in your inventory so that samples can be recorded by only entering their respective quantities. To save your changes.3. To show all line items. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen. hidden line items are not displayed unless the “Show All” button is clicked. too few samples do not have an effective impact. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. and too many samples cut into a Representative’s sales. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. AdvantEDGE User Guide Page 13 11 November 2008 .2.1. 2.3. use the Hide function to only show the Samples you are currently working with. Whenever the List applet is displayed. To cancel your changes. To hide hidden line items.3. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional.3. There is a sweet spot to the number of samples to provide.2. 2.

Select the Professional and click Add. B is affiliated from A). referrals). 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. A Pick Account dialog box is displayed. 3. This screen displays all Call Notes for the last 2 years. Click Professionals / Profile / Account Affiliations. 2. AdvantEDGE User Guide Page 14 11 November 2008 .g. if A is affiliated to B. Click Professionals / Profile / Professional Affiliations. A new row is inserted. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. however. To record an Account Affiliation of a Professional: 1. Activities To view all Call Activities on a Professional. a corresponding relationship can be viewed for the associated Professional (i. 2.4.6. Upon setting this relationship. Click the pick list icon in the Account field. Upon setting this relationship.e. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later).e. click Professionals / Profile / Activities.2.. Select the Account and click Pick.5. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. ML) Call Notes in this view by positioning your cursor over the Comments field. 3. You will be able to view both Public and Private (i. A dialog box listing Professionals is displayed. Click New.. 2. To record a Professional Affiliation: 1. 4. 2..

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

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

The Address is not flagged as the Primary Address.10. Be sure ONLY to remove an Address if you are sure the Professional no longer works there. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. 2. 2. Access the Professional and select the Professionals / Professionals List / Change Requests view. A Change Requests List applet and Form applet are displayed. step 3).2.7.9. These operations have to be submitted using a CR (Change Request).8.7. If you remove a valid Address that another Rep uses. Note: • You can Remove an Address provided: . set the Primary checkbox and click OK. . • To Remove an Address outside of your Territory. From the “Selected” address list. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. Setting a Primary Address Each person can set their own Primary Address for a Professional. step 3).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. Change Requests . the other Rep may no longer be able to find the Professional. IMPORTANT NOTE: • 2. This allows several Reps to identify a specific Professional at the address of their choice.10. To submit a Change Request: 1.The Address resides in your Territory. you must enter a Change Request as described in Section 2. To set a Primary Address: 1.

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

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

3. Enter the Query criteria. 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. The List applet becomes blank so that you can enter your query criteria.“ whereas US system-defined queries do not follow any naming convention. There are 2 types of queries as follows: • • System-Defined Queries – created by the Administrator. 3. cannot be deleted User-Defined Queries – created by the User. This chapter will provide examples to query on the Professionals screen.2. when you save a query. Follow the Steps above to Create a Query. In other words.1. Canadian system-defined queries are prefixed with “Canada . The query results are displayed. 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. • • Enter “Nurse – DNE” in the Specialty field. Click the Go button. however the same functionality can be used on any List Applet. Creating a Query To create a query from the Professionals List: 1.3. and 33 records the next day as your data changes. Click the Query button. Queries are dynamic. 3. 2. For example. AdvantEDGE User Guide Page 20 11 November 2008 . if you created a query to search for all Nurses in Oakville. Enter “OAKVILLE” in the City field. you may get 32 records one day. QUERYING Querying is a powerful function that is available on all List Applets to filter records. Saving a Query To Save a Query: 1. you are not saving the resultant list but rather the criteria for running the query. As a naming convention.

3. select Query / Refine Query. 2. 2. <=. SystemDefined Queries cannot be deleted. 3. 4. Useful Querying Operations Operator Example <. Click Go. Update the Query criteria. The current query criteria are displayed. Saving a Query will also save the Sort Order of the List. Deleting a Query To Delete a Query: 1. 3.5. >.2. From the menu bar. Sort the Records (if desired). >= <> * <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 / Save Query As. select Query / Delete Saved Query. From the menu bar. Select the Query Name and click OK. 3. 3. Refining a Query To Refine the results of the currently run Query: 1. Note: Only User-Defined Queries can be deleted. From the menu bar.3. Enter a Query Name and click OK.4. The Query is now available to run anytime by selecting it from the Queries pick 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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Figure 4-3 – Advanced Sort 4. Accepting the defaults is recommended as indicated below: Figure 4-4a – Exporting Data • • • • Use All Rows in Current Query to export all rows.5. 2. Export To Export the data of a List Applet: 1. Click Next. Use Tab Delimited Text File as the Output Format. AdvantEDGE User Guide Page 25 11 November 2008 . A dialog box is displayed to help you specify the details of the Export. 3. Another dialog box is displayed for the File Download. select Menu/Export. From the List Applet. Use Visible Columns to export all columns in the list.

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

Figure 4-7a – Sorting Columns (Ascending) 2. and drag to adjust the width.6. Resize Columns To resize columns: 1.6. Click on the column header.4. Sort Columns To sort columns: 1.4. 4. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . Drag the column header. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Click on the same column header to sort in Descending order. Move Columns To move columns: 1.3. Figure 4-6 – Moving Columns 4.2. Position the cursor between the column headers until a double-sided arrow appears.6.

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

1. AdvantEDGE User Guide Page 29 11 November 2008 . 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. 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.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... Address. Hospital Service Roster) Accounts to which the selected Account is associated (e. Hospital Network) Groups to which the Account is linked Computer files Profile Address Info Activities Notes Professional Affiliations Account Affiliations Groups and Events Attachments Figure 5-2: Views of Accounts Screen 5.g. To query on all Targeted Pharmacies. Accounts List The Accounts List displays a complete list of all Accounts in your database. Telephone. It is also very useful for querying Accounts as covered in Chapter 3.g.

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

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

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

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

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

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

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

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

2. To grant Calendar access to a colleague: 1. Query and select the appropriate name and click OK.6.2. Click New. AdvantEDGE User Guide Page 38 11 November 2008 . The Add Employees dialog box is displayed. Access List It is very useful to share your Calendar with your DBM or mirror Rep to allow them to see your Calendar of Call Activities. Select the Calendar / Access List screen.

2.. Querying Activities Because the Activities screen displays calls in the form of a list applet. Attendee Call hyperlink). it offers powerful querying capability. 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: 7.1.e.. or you may click on the associated thread-bar. As an example. Professional Call.7. Call Activity). Use the Internet Explorer Back arrow to return to the previous screen. Click on the Activity hyperlink (i. Drill-Down on Activities The Activities screen is also useful because it allows you to drill-down on a call to display the Call screen. Account Call. Following a drill-down. if you want to query for all calls made in April 2007. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i. except the data is displayed in a list rather than on a calendar view. to return to the previous screen: 2. To drill down on a Call: 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.e. AdvantEDGE User Guide Page 39 11 November 2008 .

Select the Activities / Personal List screen. Select the Activities / Activity List screen. Select the Personal Marketing Initiatives List from the Show pick list (i. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. AdvantEDGE User Guide Page 40 11 November 2008 . Note • You need to set your Personal Call Topics before you can pick them on the call screen.4.7. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. To delete a Planned Call: 1. 3. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. the name of the applet on the top left corner). Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. Planned Calls can be Cancelled/Deleted. 3. Use Menu / Delete Record to delete the record. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet.e.. the name of the applet on the top left corner). 2. Select the Activities / Personal List screen. 7.. and set the Status to “Cancelled”. Select the Personal Product Lists from the Show pick list (i.3. Access the Call record.5.e. However. 3. 7. 2. 2.

Note: Fields identified with a red asterisk are mandatory. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. The following table lists the Time Allocation categories. 2. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. or 8 hour durations. 8. Set the Status to “Submitted” to lock the record from being updated. 4.1. 3. Select the Time Allocation screen. Recording Time Allocation To record Time Allocation: 1. 4. Time is recorded in 2. Category Worked Account Management Admin Reason CHE Event In Field Account Management Business Plan CHE Planning DBM-Recruitment/Interview Office Time (for Admin Work) PA/Review Samples Accountability admin Customer Meetings Community Event Convention Display/Rounds InServices Patient Training NNCI Meetings Counterpart Meetings District Meetings AdvantEDGE User Guide Page 41 11 November 2008 . Click New. Fill in the fields.8. 6.

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 .

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

$ $ $ Employee Incurs Expenses STEP #1: Employee Enters Expenses into AdvantEDGE (create Expense Report Header & individual Line Items) Status=’In Progress’ If ‘Rejected’. tapes receipts to 8.9. Expense Report is now locked & cannot be changed. Auditors in Princeton validate that the Expenses entered electronically in AdvantEDGE match those of the receipts. EXPENSE REPORTS The Expense Reports module of AdvantEDGE is used by all NNCI employees.5x11 paper. Employee receives e-mail notification to indicate that Expense Report has been Approved. Status=’Completed’ STEP #3: Employee prints & signs Expense Report.. The Expense Report Process is depicted below. Often. It is a very efficient system for processing Expense Reports and employees are typically paid within a few business days. $ Princeton Finance processes payment. Status=’Processed’ Funds are deposited into the Employee’s Bank Account using Electronic Fund Transfer. Mgr receives e-mail notification to approve Expense Report. Expense Reports are processed electronically and the paper receipts are sent afterwards to support the electronic submission. Expense Report is automatically sent to the Princeton Finance Dept. the Employee will be paid before the paper receipts are reviewed by Auditors. If ‘Approved’. Employee can set the Status back to ‘In Progress’ to unlock the Expense Report so that Expenses can be updated & re-Submitted. STEP #2: Employee sets Status of Expense Report to ‘Submitted’.. Mgr reviews Expense Report within AdvantEDGE & sets Status to ‘Approved’ or ‘Rejected’. & places Expense Report package in Orange Envelope (which is sent to the Mississauga Office). 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 .

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

2. From the menu bar.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th. Fill in the associated fields. STEP #1: Enter the Expense Report into AdvantEDGE To enter an Expense Report.1.1. and 9. first create the Header as follows: 1. Select 1 of the 3 Names from the drop-down list as specified in the table below. It is recommended that you use List applets for querying data and Form applets for entering data. 2. the second period is from the 15th to the last day of the month Start Date / End Date are populated based on the Period selected Pay To / Prepared By / Submit To are pre-populated to indicate the Users’ Initials involved with the Expense Report Status is pre-populated as ‘In Progress’ • • • AdvantEDGE User Guide Page 46 11 November 2008 . 9. 9. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps. select the Expense Reports screen to access My Expense Reports. MLs) Associated Fields: • • Description (optional) Period . A list of previous Expense Reports for the user is displayed. In the Form applet. DBMs.These 3 Steps are covered in sections 9.3 respectively. 3. click New to create a new Expense Report. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data.

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

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

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

9. 2.9. perform the following steps: 1. Your completed Expense Report is displayed in the Siebel Report Viewer window. correct the Line Items and then step off the record to save.3.Foreign These 2 Expense Reports are same except that the Foreign Expense Report has 2 additional columns displaying the Foreign Currency and Exchange Rate. 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. It is likely that your Expense Report will be Approved by your Manager and Processed by the Princeton Finance Department before they even receive your paperbased Expense Package. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 . Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report . it will be automatically populated once the Expense Report is submitted. The Expense Report is now locked so that it can no longer be edited. Only use the Foreign Expense Report when you have expenses in foreign currencies. you are ready to Submit the Expense Report by doing the following steps: 1. If the Cost Centre has not been set. If there are any errors.2. click the Submit button to change the Status from ‘In Progress’ to ‘Submitted’. STEP #2: Submit the Expense Report When all Expense Line Items are entered. Reconcile your Expense Report Line Items with your Receipts. While accessing the Expense Report. While accessing the Expense Report to print. To create your Expense Package. click the Reports icon in the Toolbar. 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. You want to be sure that everything is correct. 2.

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. Click on the Print icon in the Toolbar to print the Expense Report on your printer. 9.4. 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. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. Do not use any staples or paper-clips. Tape the receipts to 8.minimized on your task bar. 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. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences. 3. 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. 4. Send the Orange Envelope to the NNCI Office (not to Princeton). Expense Report Rules • • • • • • 1 Expense Report per Orange Envelope Sort sheets in Chronological order Multiple receipts can be taped to a page using both the front and back pages. 5.5”x11” paper.

Select the Call Plan screen. Targeted Number of Calls within the Period as set by Sales Operations. and Segment are displayed as columns. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. The corresponding Profile/Activities view is displayed. The Assigned Calls.g. The Call Screen used to enter a new call is displayed.3.2. 2007 Canada POA). There are 2 sub-views to view Professionals or Accounts. Submitted Calls. Click the Last Name/Account hyperlink. Viewing your Call Plan To view your Call Plan: 1. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1. When creating your first non-Targeted call on a Professional/Account. 10. AdvantEDGE User Guide Page 52 11 November 2008 .10. Highlight the desired Professional/Account and click the New Call button. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. The Call Plan Calls view is displayed. Click the POA Period hyperlink (e. Assigned Calls 10. 10. Only ‘Face to Face’ and ‘CHE’ Call Types are counted. a nightly process needs to run before you can see the associated record in the Unspecified Calls view..1. as well as their respective Assigned Calls and Submitted Calls as defined below: Field Submitted Calls Definition Number of Calls Submitted by the Rep within the Period. 2. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts.

10. Click on the POA Period hyperlink of the corresponding Professional/Account record. Click the Recalculate button. Highlight the appropriate Call Plan record. 2.5. 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: 1.4. AdvantEDGE User Guide Page 53 11 November 2008 . you can recalculate it using the following steps: 1. 10.

Click on the Name hyperlink of the Group and Event. For Groups and Events that are not “Secure”. 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. Note: • A Professional/Account can only be linked to a specific Group and Event once. and click the Pick push-button. Click the pick-list icon in the Last Name/Name field. 11. Note: • You can only update Groups and Events that are not flagged as “Secure”. AdvantEDGE User Guide Page 54 11 November 2008 . 2. 4.1. Select the Groups and Events screen tab. A blank row is created. you can add/remove links to the Professionals and Accounts pertaining to your territory. Linking a Professional/Account to a Group and Event 1. Click the Add push-button. Query the desired record. 3. Select the Professionals or Accounts sub-view. The Professional/Account is added to the Groups and Events Associations. 5. The Associations view screen is displayed.11. GROUPS AND EVENTS The Groups and Events screen is used to track programs to which Professionals and Accounts are linked. Note: • You can also delete Associations for those created by your Territory using the Delete push-button. highlight it.

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

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

e.. 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. AdvantEDGE User Guide Page 57 11 November 2008 . 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. Received.

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

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

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

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

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

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

and Quantity being transferred. click New. 8. 3.2. From the “Line Items” applet. Fill in the header values for the samples 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. click Submit. Notes (regarding Sent Samples Discrepancies): • When transfers occur. Repeat steps 4-5 for all sample transfer line items. AdvantEDGE User Guide Page 64 11 November 2008 . Lot #/Expiration Date. From the “My Sent Samples” applet. Field Description Product Description Lot # Quantity Select value from pick-list Select from pick-list Specify number 6. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Sent. If the recipient records values differently from the Transfer Out data. click New. it is important that both parties agree on the Product List No. 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. Synchronize. From the “My Sent Samples” applet. 5. Your inventory for the affected Lot #s are reduced accordingly. one Samples Transaction can have several line items. 7. Remember.

so if all quantities are correct. The “Line Items” list applet at the bottom of the screen will display the details of the transfer.2. you do not need to change anything. The Lot #s are now part of your sample inventory balance in AdvantEDGE. Click the Samples / Received Samples screen. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. you need to perform the following steps: 1. To record a Transfer In transaction. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. From the “My Received Samples” applet. The field defaults to the current date/time. update them and enter a brief description in the Comments field. If however the quantities are incorrect. 12.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. 2.2. The values default to those entered by the Rep who recorded the Transfer Out. highlight the corresponding Transfer In record. 4. The record will have a status of “In Progress”. 6. This will pickup the Transfer In transaction triggered from the sending Rep. Click Submit to complete the receipt of the Transfer In. 3. AdvantEDGE User Guide Page 65 11 November 2008 . 5. Enter the sample counts for each Lot # in the Received Quantity field. Fill in the Date / Time Received field to specify the date/time that the transfer was received. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. Synchronize. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory.

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

• • It is very important that you enter Sample Adjustments with the correct integer. A Negative Adjustment will decrease your AdvantEDGE Inventory. A Positive Adjustment will increase your AdvantEDGE Inventory.Notes: • You always make Adjustments to your AdvantEDGE Inventory so that it is consistent with your Physical Inventory. 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 .

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

The adjustment needs to be made by the person who entered the incorrect quantity. 7. click Submit. Consider the following scenario: • During a Sample Transfer with another Rep. one Samples Transaction can have several line items.3. Remember. Your inventory for the affected Samples is updated. For the above scenario. Fill in the line item values for each lot number adjustment. 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. 6.5. From the “My Samples Adjustments” applet. the other Rep will see a discrepancy in his “Sent Samples Discrepancies” screen after synchronizing. 12. 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. enter “5”. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. You now need to record a Received Samples “Transfer In” Adjustment to correct your AdvantEDGE inventory.2. Repeat steps 4-5 for all sample transfer line items. You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. • • AdvantEDGE User Guide Page 69 11 November 2008 . Due to this mistake. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. you received 30 units of “368369-Novologmix 70/30 Flex Pen” and “Lot # G1405A”.

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

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

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

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

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

Your inventory for the affected Samples is updated. Each time you do an Inventory Count. 12.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. 12.4. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis. It is critical that you complete one inventory count per bimonthly period. it creates the start of a new Inventory Period. 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. 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. Other Adjustments “Other Adjustments” are made in a similar fashion to the procedures described in the previous sections. From the “My Samples Adjustments” applet. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to 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.3.5. click Submit. AdvantEDGE User Guide Page 75 11 November 2008 .

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

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

AdvantEDGE may take 10-20 seconds to compile the data. Use the printed worksheet to record your physical inventory down to the individual Lot #. click the Reports icon and select Inventory Count Worksheet. Click the Print icon from the “Siebel Report Viewer” to print the report. 2. AdvantEDGE User Guide Page 78 11 November 2008 . 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.Hint: To check for “Planned” Calls that need to be Submitted. 4. Figure 12-10: Inventory Count Worksheet 3. This screen allows you to drill-down and Submit any “Planned” Calls. You are now ready to enter your physical inventory count into AdvantEDGE by continuing with the following steps: 5. perform the following steps: 1. Click the Samples / Samples History screen. query the My Activities screen. To enter an Inventory Count. From the “My Inventory Count” applet. Click the Samples / Inventory Count screen. Close the window when done.

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

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

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

The report is compiled in the “Siebel Report Viewer” as shown below. highlight the inventory period. perform the following steps: 1.4. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . At this point. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. 12. Click the Print icon from the “Siebel Report Viewer” to print the report. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation. Synchronize. Close the window when done. From the “My Samples History” applet.3.3. the final status of the Inventory Period is still pending SAC review. 3. click the Reports icon and select Rep Reconciliation Report. Click the Samples / Samples History screen. To generate a Rep Reconciliation Summary Report. 2.

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

Click the Samples / Samples History screen. No further action is required.5. The variances within the submitted inventory period are within corporate tolerances.4. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled.1. In some situations. Sample History Viewing Sample History At anytime. perform the following steps: 1. 12. From the “My Samples History” applet. AdvantEDGE User Guide Page 84 11 November 2008 .5. it has a status of Pending SAC Review. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. The Reconciliation Status are described in the table below.12. 3. to display all transactions of a specified Sample Lot #. The “Samples History” applet displays all respective transactions. highlight the desired Sample Lot #. Unresolved Figure 12-12: Reconciliation Statuses 12.4. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. From the “Inventory List”. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. 4. 2. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. highlight the inventory period.

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

Click the desired Screen. Click the pick-list in the Default Query field. and then click the desired Screen View. 3. 2. Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. you may want to default the query on your Professionals screen to display your Targeted Professionals. and Verify Password in the respective fields.1. From the AdvantEDGE menu bar. 2. 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 then need to perform the following steps: 1. AdvantEDGE Passwords do not expire. Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information. Click Save. 4. select the Site Map icon. Note: • Unlike your Windows login passwords. Select User Preferences / Default Queries. From the tool bar. A “Pick Query” dialog box is displayed.2. USER PREFERENCES 13. AdvantEDGE User Guide Page 86 11 November 2008 . 13. the query must first be created and saved. select Tools / User Preferences. As an example. Enter your Password. 3. Changing Password To change your AdvantEDGE password: 1.13. On the Professionals and Accounts screens.

2. An applet is displayed listing the Positions to which you have access and also the “Active Position”. 13. Important Note: • When you are finished assessing the other Position. Setting Default Calendar View To set your default Calendar View: 1. To change a Position. perform the following steps: 1. You will now have access to all the data of the other Position / Territory. Select your preferred Calendar views from the picklists. 2. you must switch back to your regular Position. select the Site Map icon. Occasionally you may be required to Change Positions in AdvantEDGE. Select User Preferences / Calendar. 13. 2. For example. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. Highlight the Position you wish to access and click the Change Position push-button. Set the “Startup View” value as desired. Select the desired Query and click OK.4.3. you need access to the other territory’s data. you may be covering a Vacant Territory on a temporary basis and as a result. Page 87 11 November 2008 AdvantEDGE User Guide . Select Site Map / User Preferences / Change Position. Select User Preferences / Behaviour.5. 3. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. 3. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION.5. The “Weekly (7 day)” view is recommended. 13. From the tool bar. From the tool bar. select the Site Map icon.

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

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

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

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

Downloading your Database When AdvantEDGE is first rolled out to you.1.16. 16. These Synchronizations will be much quicker and will ensure that you have picked up all files and that your database is complete. 2. you will have an AdvantEDGE icon but no database. From the AdvantEDGE menu-bar. Downloading your Database takes 5-30 minutes depending on your Territory size and connection speed. Also on occasion. Synchronizing your Database You should synchronize your AdvantEDGE system daily. You will know everything is complete when the Home Page is displayed. Synchronizing your database offers the following benefits: • • It ensures your system is up-to-date. you can click AdvantEDGE User Guide Page 92 11 November 2008 . Establish your VPN connection. 16. Finally. When downloading your database for the first time. To Synchronize your Database: 1. If you get an error or your connection is terminated. If your computer fails or is stolen. select File / Synchronize Database. DBMs may even take longer. re-try and AdvantEDGE will continue from where it left off.2. we can restore your AdvantEDGE database up to the time of your last synchronization session. Let the process continue uninterrupted. this section details the steps to “Go Live” on your Production database. you will be prompted to enter your AdvantEDGE Password and Confirm Password. AdvantEDGE passwords do not expire. the Administrator may send you an updated Database for maintenance purposes. Alternatively. perform 2 more Synchronizations. It backs-up your AdvantEDGE data. “GOING LIVE” Upon the completion of your AdvantEDGE Training. 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. The first time you try to synchronize.

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

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

16. 16. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. 16.7. Setup Marketing Messages As described in the Activities section. use the User Preferences / Default Queries screen to set your default queries. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. Setup Products List As described in the Activities section. 16. Setup Default Queries As described in the User Preferences section.10. 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.4.8. Note: • You will not be able to enter a call until you setup your products list.16. Setup your Calendar Access List As described in the Calendar section. 16. Setup Default Calendar As described in the User Preferences section.9. 16. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. use the User Preferences / Calendar screen to set your default Calendar. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 .5.6.

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

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

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

1. Date. 2. Enter the first few letters of the Professionals Last Name in the Last Name field. a special generic Position has been created (i.2. Click the Submit button and click OK to confirm. AdvantEDGE User Guide Page 102 11 November 2008 . The Call Screen is displayed. You must do Expenses under your regularly assigned Position so that your Expenses are Submitted under the correct Cost Centre and approved by your Manager.. Click the Last Name hyperlink of the Professional. Select Site Map / User Preferences / Change Position. 4. 20. 6.20. In order to record a call on anyone in the system using Head Office AdvantEDGE. Recording a Call on any Professional To record a Call on a Professional: 1. 3. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. and Call Topics. Click the Go button. Type. Click the New Call button. or logout. Click the Query button. 5. you must first perform the following steps: 1.e. namely Comments. Access the Professionals screen. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. 2. Highlight CAN CALL ENTRY and click the Change Position push-button. You will continue to have access to CAN CALL ENTRY until you change the Position again. To do this. Enter the Call details. An applet is displayed listing the Positions to which you have access and also the “Active Position”. CAN CALL ENTRY) which has write access to all Professionals and Accounts. APPENDIX D – HEAD OFFICE USAGE 20.

Access the Groups and Events screen. In this circumstance. however the performance improves for repeated tasks. 2. The Call Screen is displayed. they can choose between “My Expense Reports” and “Assistant’s Expense Reports”. It is recommended that you enter several calls for one login session rather than logging in each time to enter a call.Note: • Head Office AdvantEDGE is relatively slow. Enter the Call details. Click the Name hyperlink for the appropriate KOL Group. 4. A list of Professionals associated with the Group is displayed. namely Comments. Click the Submit button and click OK to confirm. you must ensure that the following fields are properly set: Field Prepared By Pay To Cost Centre Submit To Description Initials of Assistant Initials of Who is being Paid Cost Centre for the Expenses Initials of Approver AdvantEDGE User Guide Page 103 11 November 2008 . Click the Last Name hyperlink of the Professional. click the Activities view tab. Recording a KOL Call using Groups & Events To record a Call using Groups & Events: 1. When entering expenses for a co-worker. Date.3. The Professionals Profile screen is displayed. Click the New Call button. and Call Topics. Call Type. 3.4. 20. Optional Step: To review historic Call Activity for the Professional. 6. 5. Assistant Expense Reporting Often an Assistant is setup to enter expenses for a coworker. 20. when the Assistance accesses the Expense Reports screen.

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