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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...............................85 13..............3..........................................5.............65 12........72 12......... HOME PAGE.2...86 13.2... Changing Password.... Received Samples Adjustment ....................... USER PREFERENCES..5.........................................................95 16........................... Importing Syndicated Data Files ...... Changing the Home Page Layout .........4..........1......................1. Reconciliation Status .......................................................87 13........... Checking Synchronization Status .... Receiving Samples & Processing Returns ...................1.................4...............................6...................................................................... Transfer Out.....95 16........................ Sent Samples Adjustment .........................1.................2......... Setting Default Queries ..................... Transfer In.....63 12..2...1......................................3..............................54 11..............................3...58 12....2..........3........... Viewing Sample History ...........................3.5..66 12.....................4................1.............5.........82 12.......1............5........................................1....90 15...................... Sample Transfers ......................................89 14..79 12......... Using a Smart Call ...................... Tips on Working with Samples................... SMART CALL. Inventory Count ......... Other Adjustments ........... Processing Sample Returns ........... Setup your Calendar Access List .84 12......................................92 16.......................................... Inventory Count & Reconciliation .... Setup Marketing Messages ............ Setting Default Calendar View ..........1........71 12......................4..93 16..... Inventory Count Adjustment ............................... “GOING LIVE”............. Sample History ..............4.....................86 13..................................75 12.....................3...................60 12....................63 12......... GROUPS AND EVENTS .....2...2.........3........89 14.....75 12..4..............87 13.......1.. Synchronizing your Database ..........................................68 12............... Rep Reconciliation Summary Report (Currently N/A) .....................................11.................. Changing Position .......... Reconciliation .......................92 16............................. Linking a Professional/Account to a Group and Event ............................69 12..56 12........... Downloading your Database. Creating a Smart Call....88 14............3....1.........84 12.2.............92 16.......2...............91 15...... Setting Default Startup Screen...................3..87 13.....................2..........3....95 AdvantEDGE User Guide Page iii 11 November 2008 ............ Sample Disbursement Adjustment ...........84 12.......................77 12............ SAMPLES MANAGEMENT ..........91 16... Sample Adjustments .......58 12.......4............... Receiving a Sample Shipment.........................4..................................4...........................1.. Setup Products List ....................1.54 12..86 13.....6...................................6.........

...............96 16......................4........2.........97 17.........................9................... 102 20..... 103 AdvantEDGE User Guide Page iv 11 November 2008 ................................. 103 20..................1..........................11......... 101 19......................................... Recording a Call on any Professional ............ Recording a KOL Call using Groups & Events .2.............................. Training Questionnaire ...... Typical AdvantEDGE Usage .............. Useful Hotkeys ......1. 102 20..............96 17.BEST PRACTICES FOR FIELD USERS ..... APPENDIX D – HEAD OFFICE USAGE ... 101 19...................... Setup Default Calendar ....95 16................. Using Head Office AdvantEDGE to Record Calls ..................... Bypass Login Screen ........................................... 100 19........1.............................. 101 20..2........... Assistant Expense Reporting .......95 16. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ....10.3.... Commonly Used Query Operators ...........2...........8........................ Best Practices .. 101 19.........................16............. Biopharm MLs – FSA Z1Z .........1...................... Recommended Columns Displayed.........99 18.................................. Enter Time Allocation .. Private Call Notes .. 100 18....................................... APPENDIX A ........... APPENDIX B – DBM USAGE ........98 17...........3....................95 16.........95 16....1...........4..............................2.......... My Professionals vs My Team’s Professionals...2........98 17..... Biopharm MLs – Special Considerations ... 102 20...... 101 19...............................12....97 17............ Setup Default Queries ...7...... Biopharm MLs – Applicable Call Types .....

These users must be attached to the network whenever they use the system.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. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007. Rep. b) Field User (e. U.2.1.g. no data is stored locally).e. Architectural Overview The following is a schematic overview of the AdvantEDGE system. What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization. INTRODUCTION 1.1.. DBM) – These users have a local copy of the subset of data on the central database that AdvantEDGE User Guide Page 1 11 November 2008 . Canada NNCI Field User (Rep) NNCI Field User (DBM) Central Database NNCI Head Office User NNCI Head Office User Figure 1-1 – Schematic Overview of AdvantEDGE The Central Database contains all AdvantEDGE data. 1.

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

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

Accessing AdvantEDGE 1.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. Value As provided by the Administrator. As provided by the Administrator. Double-click the Field User ID Password 3.1. AdvantEDGE User Guide Page 4 icon on your Desktop.6.6. Logging In 1. Enter the following fields: 11 November 2008 . 2.

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

The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. AdvantEDGE User Guide Page 6 11 November 2008 . Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. 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.1.9.8. 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. Additional information for other users is detailed in the Appendices. Italics are used in the manual to represent processes that support the AdvantEDGE system. Boxes are used to highlight Important Notes.

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

g..Link Bar View Tab Description of Information / Usage List of Call Activities recorded on the Professional over the past 6 months AND Rx Information List of Change Requests Call Plans for the associated Professional Specialty. Address. Hospitals) Professionals to which the selected Professional is associated (e.g. Best Call Time List of All Call Activities Professional Licenses Accounts to which the Professional is associated (e. Rank & Deciles Selection Figure 2-2 – Views of the Professionals Screen AdvantEDGE User Guide Page 8 11 November 2008 . Rx & Profile Selection Prof. Telephone.. Patient Referrals) Samples given Groups to which the Professional is linked General Notes which are not part of a Call Note Computer files Querying Professionals based on Rx Data Querying Professionals based on Rank & Decile Data Professionals Pre-Call List Change Requests Call Plan Profile Professional Info Activities Provincial Licenses Account Affiliations Professional Affiliations Sample History Groups and Events Notes Attachments Filters Prof.

It is very useful to query Professionals as covered in Chapter 3.1. You can otherwise use “CREDIT VALLEY*” if desired. Professionals List The Professionals List displays a complete list of all Professionals in your database. Clicking on this hyperlink will bring you to the Profile/Activities applet displaying Calls on the Professional. a Thread-Bar will appear just above the screen tabs. You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4. 2. You can use the Thread-Bar to back out of your drill-downs and navigate back to previous screens from which you hyperlinked. When you position your cursor over a hyperlink. To query on all Professionals of a specific Location and Specialty (e.. When you click on a hyperlink. An example of a hyperlink is the Last Name as shown on the Professionals screen of Figure 2-1.Throughout the AdvantEDGE system. Note: Useful pre-defined queries on the Professionals screen are: • • Canada – My Targets Canada – Corporate Targets AdvantEDGE User Guide Page 9 11 November 2008 . use the following criteria: • • Location: CREDIT VALLEY HOSPITAL Specialty: Anesthesia It is very important that you enter the criteria with the exact spelling. Note: • You can return to any previous screen by clicking the Back button of Internet Explorer. Hyperlinks allow you to drill down to get more detailed information about a record. you will find hyperlinks which are displayed in blue. the cursor will change to a “finger pointer”.g. All Anesthetists at Credit Valley Hospital).

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

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

c) Status (set to Active) 6. 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. 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 contents of the Call Screen cannot be changed with the exception of the “Comments” field. The diagram indicates the differences between tracking the Health Care Professional’s signature electronically versus using the paper-based Sample Disbursement Form. Once “Submitted”.

This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional.3.1. 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.3. There is a sweet spot to the number of samples to provide. To show all line items. Whenever the List applet is displayed. To save your changes.2. AdvantEDGE User Guide Page 13 11 November 2008 . use the Hide function to only show the Samples you are currently working with. hidden line items are not displayed unless the “Show All” button is clicked. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. 2. Planned Button (Samples Dropped) – FUTURE A “Planned” button is located on the Samples Dropped applet of the Call screen.3. Smart Call You can reduce the amount of clicks and effort required to enter a call through the use of Smart Calls which is described in a separate section in this document. To hide hidden line items.2. 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. 2.3. and too many samples cut into a Representative’s sales. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items. To cancel your changes.

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

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

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

step 3).8.The Address is not flagged as the Primary Address. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2. 2. Setting a Primary Address Each person can set their own Primary Address for a Professional. To submit a Change Request: 1. Be sure ONLY to remove an Address if you are sure the Professional no longer works there. • To Remove an Address outside of your Territory. .Professionals There are certain operations that only the Siebel Administrator is allowed to perform. the other Rep may no longer be able to find the Professional. Change Requests .2. A Change Requests List applet and Form applet are displayed. step 3). Adding/Removing an Address To Add or Remove an Address for a Professional. Access the Professional and select the Professionals / Professionals List / Change Requests view. set the Primary checkbox and click OK. From the “Selected” address list.7. Note: • You can Remove an Address provided: . 2. To set a Primary Address: 1.The Address resides in your Territory.10.9. These operations have to be submitted using a CR (Change Request). Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. This allows several Reps to identify a specific Professional at the address of their choice. If you remove a valid Address that another Rep uses. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . you must enter a Change Request as described in Section 2.7.10. IMPORTANT NOTE: • 2.

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

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

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

2. 4. 3. Saving a Query will also save the Sort Order of the List. select Query / Save Query As. SystemDefined Queries cannot be deleted. <=.3. Refining a Query To Refine the results of the currently run Query: 1. The current query criteria are displayed. From the menu bar. >= <> * <25/4/2007 <>’General Practice’ SMI* Usage Calls before Apr 25/07 Professionals who are not GPs Represents any combination of characters including no characters Represents 1 and only 1 character (to return both ‘SMITH’ & ‘SMYTH’) ? SM?TH AdvantEDGE User Guide Page 21 11 November 2008 . From the menu bar. select Query / Delete Saved Query. The Query is now available to run anytime by selecting it from the Queries pick list. Note: Only User-Defined Queries can be deleted. Sort the Records (if desired). 3. Update the Query criteria. From the menu bar.4. 2. >. Deleting a Query To Delete a Query: 1. Click Go. 3. Useful Querying Operations Operator Example <. Select the Query Name and click OK.5. 3.2. select Query / Refine Query. 3. Enter a Query Name and click OK.

Today() And Or Is Null Is Not Null

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

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

Figure 3-1: Useful Query Operators

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

4.1.

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

4.2.

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

Figure 4-1 – Determining Record Count

4.3.

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

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Figure 4-2 – Setting Columns Displayed

• • • • •

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

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

4.4.

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

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

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

Click on the same column header to sort in Descending order. Drag the column header. Position the cursor between the column headers until a double-sided arrow appears. and drag to adjust the width. Move Columns To move columns: 1. Click on the column header. Figure 4-6 – Moving Columns 4.4. Figure 4-7a – Sorting Columns (Ascending) 2.3.6.6. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . Sort Columns To sort columns: 1.4. 4.2.6. Resize Columns To resize columns: 1.

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

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

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

An “Add Attendees” dialog box is displayed listing all Professionals affiliated with the Account. click New. Enter the “Call Topics” by specifying: • • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) In the Attendees applet. Refer to section 2. AdvantEDGE User Guide Page 31 11 November 2008 . 4. Do not worry about setting the Time of the Call.count towards your Call Plan compliance. immediately after the call). Date Defaults to current Date & Time.4 on how to setup an Affiliation. click the All Professionals button. Identify the Attendees of the Call: Figure 5-3: Add Attendees applet • If you want to view all Professionals rather than just those affiliated with the Account. It is recommended that you enter your call on the same day that the call was made (preferably. 3.5 & 5.

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

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

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

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

. 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.Address (current) .Comments From Rep Name Change / Address Edit .Comments From Rep Figure 5-4 – Change Request Types for Accounts 4. Notes • Every CR Type requires the specification of an Address for the Account (as indicated by the red asterisk on the field).

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

Click New. 2. Select the Calendar / Access List screen. 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. To grant Calendar access to a colleague: 1. AdvantEDGE User Guide Page 38 11 November 2008 . Query and select the appropriate name and click OK. The Add Employees dialog box is displayed.2.6.

AdvantEDGE User Guide Page 39 11 November 2008 . 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. Querying Activities Because the Activities screen displays calls in the form of a list applet.2. Attendee Call hyperlink). it offers powerful querying capability. except the data is displayed in a list rather than on a calendar view. you can use the following criteria: • • • Date: >=4/1/2007 and <5/1/2007 Canada – Planned Calls Canada – Submitted Calls Useful pre-defined queries on the Activities screen are: 7. if you want to query for all calls made in April 2007. As an example. Account Call. Call Activity).e. Professional Call. 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. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i.7. or you may click on the associated thread-bar.e. Click on the Activity hyperlink (i. to return to the previous screen: 2.1.. Following a drill-down.. Use the Internet Explorer Back arrow to return to the previous screen. To drill down on a Call: 1.

3. Use Menu / Delete Record to delete the record.. Note • You need to set your Personal Call Topics before you can pick them on the call screen. However.7. 3. Access the Call record. 3. 2. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. 7. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. Select the Personal Marketing Initiatives List from the Show pick list (i. Select the Activities / Activity List screen. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Select the Activities / Personal List screen. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. AdvantEDGE User Guide Page 40 11 November 2008 . Select the Personal Product Lists from the Show pick list (i.. and set the Status to “Cancelled”. Planned Calls can be Cancelled/Deleted. the name of the applet on the top left corner). Select the Activities / Personal List screen. 2. the name of the applet on the top left corner). 7. 2.5. To delete a Planned Call: 1.3.e.e.4.

You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. 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. Recording Time Allocation To record Time Allocation: 1. 6. Select the Time Allocation screen. 3. 4. or 8 hour durations. Set the Status to “Submitted” to lock the record from being updated. 2. 8.8. Fill in the fields. Note: Fields identified with a red asterisk are mandatory. The following table lists the Time Allocation categories.1. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. 4.

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 .

.3. 8. 8. 2. Submitted Time Allocation records can be changed. Change the Status from “Submitted’ to “Cancelled”. In Field. Change the Status from “Cancelled” to “In Progress”. Use the Copy button to copy the record 4 times for the remainder of the week. 3. 3.Category “Worked” counts for “On Territory” Activity. Access the record.g. AdvantEDGE User Guide Page 43 11 November 2008 . Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”. Consider that you have the same activity for an entire week (e. or Vacation): 1. 2.2. Update the copies to set the Date and set the Status to “Submitted”. To Un-Submit a Time Allocation record: 1. the entire contents are duplicated except the Status which is set to “In Progress”. Enter a Submitted record for the Monday. All other Categories are for “Off Territory” Activities. Note: When a record is copied.

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

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

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

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

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

Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars. 2.2. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. Enter the Transaction Amount which is expense amount in the foreign currency. except when you enter the Expense Amount. perform the following: 1. An “Enter Amount” dialog box is displayed. 2.1. 4. The Expense Amount is calculated for you when you step off the field. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. 3.9.. Use the rate that you are being charged by Visa or your bank.g. USD for US Dollars). Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 .1. Click the Expense Amount pick-list icon. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). 9. Select the Currency Code from the pick-list (e. Enter the Internal Order Number in the “SAP Int Order” column.1.

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

5. be careful to correctly set the following fields: Field Cost Centre Submit To Description Cost Centre to which the items are being Expensed Cost Centre Manager who will approve the Expenses 9.minimized on your task bar. Send the Orange Envelope to the NNCI Office (not to Princeton). Click on the Print icon in the Toolbar to print the Expense Report on your printer. so you may have to click on it in your task bar to maximize the window so it can be viewed. Sign the Printed Expense Report. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. 4. Tape the receipts to 8. 9. 3.5. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences. 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.4. 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. 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”x11” paper. Do not use any staples or paper-clips.

Only ‘Face to Face’ and ‘CHE’ Call Types are counted. The Assigned Calls. 10. AdvantEDGE User Guide Page 52 11 November 2008 .2. The corresponding Profile/Activities view is displayed. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts.1.3. Assigned Calls 10. a nightly process needs to run before you can see the associated record in the Unspecified Calls view.g. and Segment are displayed as columns. 2007 Canada POA). Select the Call Plan screen. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1. as well as their respective Assigned Calls and Submitted Calls as defined below: Field Submitted Calls Definition Number of Calls Submitted by the Rep within the Period. Click the POA Period hyperlink (e. 10. The Call Screen used to enter a new call is displayed. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. There are 2 sub-views to view Professionals or Accounts. 2.. Targeted Number of Calls within the Period as set by Sales Operations. Click the Last Name/Account hyperlink. The Call Plan Calls view is displayed. When creating your first non-Targeted call on a Professional/Account. Highlight the desired Professional/Account and click the New Call button. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts.10. Submitted Calls. Viewing your Call Plan To view your Call Plan: 1.

2. Highlight the appropriate Call Plan record. Click on the POA Period hyperlink of the corresponding Professional/Account record. 10.4. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1.5. AdvantEDGE User Guide Page 53 11 November 2008 . Click the Recalculate button. you can recalculate it using the following steps: 1.10. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable.

4. Query the desired record. 11. 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: • You can only update Groups and Events that are not flagged as “Secure”. highlight it. 5. Select the Groups and Events screen tab.11.1. Note: • You can also delete Associations for those created by your Territory using the Delete push-button. 3. The Professional/Account is added to the Groups and Events Associations. The Associations view screen is displayed. Linking a Professional/Account to a Group and Event 1. Click the pick-list icon in the Last Name/Name field. and click the Pick push-button. Select the Professionals or Accounts sub-view. Click on the Name hyperlink of the Group and Event. Click the Add push-button. you can add/remove links to the Professionals and Accounts pertaining to your territory. 2. For Groups and Events that are not “Secure”. A blank row is created. GROUPS AND EVENTS The Groups and Events screen is used to track programs to which Professionals and Accounts are linked. AdvantEDGE User Guide Page 54 11 November 2008 . Note: • A Professional/Account can only be linked to a specific Group and Event once.

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

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

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

g. refrigeration) when receiving a shipment Your signature is required for sample deliveries. 12. On occasion. a) Verify that the cartons are labeled with your name and address. Figure 12-2: Receiving Samples Shipment Process You must follow proper procedures to ensure the stability of your samples (e. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below. AdvantEDGE User Guide Page 58 11 November 2008 .1. synchronize your data so that your sample delivery information will appear in the Received Samples view. if you cannot sign for a shipment. b) Sign the carrier’s delivery slip indicating the correct number of cartons.. you may authorize another adult provided they are aware of NNCI policies and procedures. When receiving a sample shipment.1. On the morning of your sample delivery.1.12.

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

Rep returns Samples to MLS. The ‘Sample Return Transmittal Form . etc.12.1. AdvantEDGE User Guide Page 60 11 November 2008 . Samples are delivered back to MLS. you need to: a) Determine the lot numbers and quantities of your inventory that need to be returned. problem with device.Canada’ serves as the packing slip for the shipment. the Rep calls MLS so that MLS can replace the Returned Samples. Rep identifies Damaged. 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. or Soon-to-Expire Samples to be Returned to MLS Rep records Sample Returns into AdvantEDGE & ‘Submits” the Transaction. Processing Sample Returns A good practice to follow before taking your inventories is to return any lot numbers that need to be returned. Rep prints the ‘Sample Return Transmittal Form Canada’ which contains the Sample Return details. If the Returns are part of a ‘Shipment Received’. To Return Samples.2. Expired.

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

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.

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

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

AdvantEDGE User Guide Page 65 11 November 2008 . Click Submit to complete the receipt of the Transfer In. so if all quantities are correct. 12. update them and enter a brief description in the Comments field. 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. 3. If however the quantities are incorrect. 5. The record will have a status of “In Progress”. Synchronize. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. highlight the corresponding Transfer In record.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. you need to perform the following steps: 1.2. This will pickup the Transfer In transaction triggered from the sending Rep. Click the Samples / Received Samples screen. 4. From the “My Received Samples” applet. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. you do not need to change anything. The Lot #s are now part of your sample inventory balance in AdvantEDGE. Fill in the Date / Time Received field to specify the date/time that the transfer was received. To record a Transfer In transaction. The field defaults to the current date/time. 2. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. Enter the sample counts for each Lot # in the Received Quantity field. The values default to those entered by the Rep who recorded the Transfer Out. 6. The “Line Items” list applet at the bottom of the screen will display the details of the transfer.

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

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

Click OK. For the above scenario. • To enter a Sent Samples Adjustment. From the “Line Items” applet. Fill in the header values for the samples adjustment. click New.3. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. For the above scenario. Click the Samples / Samples Adjustments screen. A discrepancy is automatically recorded in your “Sent Samples Discrepancies” screen and you realize that you recorded the original Transfer Out record in error. 2. perform the following steps: 1. From the “My Samples Adjustments” applet. You now need to record a Sent Samples “Transfer Out” Adjustment to correct your AdvantEDGE inventory. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. 3. AdvantEDGE User Guide Page 68 11 November 2008 . use “Transfer Out – Adjustment” Pick-list. click New. Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out. type “Miscount in transferred out quantity” 4.1.12. For the above scenario. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory. Consider the following scenario: • • You recorded a Transfer Out record of 10 units of “643993-Levemir Flexipen 1x3ml” and “Lot # F0906A” to another Rep. The recipient acknowledged that only 5 units were “Transferred In”.

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

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

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

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

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

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

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

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. Inventory Count) and your AdvantEDGE inventory AdvantEDGE User Guide Page 76 11 November 2008 . Audited yearly inventory count If a theft or loss occurs Inventory request generated by the SAC Department Mandatory bi-monthly inventory count.. Note: We use the term “Monthly” even though the Inventory Counts are actually “Bi-Monthly”. Term Inventory Period Status Values Active Definition/Usage An inventory period which has a Inventory Period Start Date but no Inventory Period End Date.

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

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

Click the Samples / Inventory Count screen. If you access the Samples / Samples History screen. From the “My Inventory Count” applet. Period + Shipments Received AdvantEDGE User Guide Page 79 11 November 2008 . 9.e.. what the system calculates you to have on hand). you will find that the current inventory period is “Closed” and has a “Reconciliation Status” of Null (i.e. 7. The next section describes how to Reconcile your Inventory Count for the inventory period you just closed. From the “My Samples History” applet. and a new inventory period has been opened for use with the physical inventory counts you just entered.e. at Start of Inv. 8.. or Samples Adjustments) with a status of “In Progress”. you will not be able to Submit your Inventory Count and a corresponding error message is displayed. Reconciliation The Reconciliation Process is used to account for any discrepancies between your physical inventory (i. 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). = Inv.e. Disbursements. Set the “Inventory Type” field to Monthly to enter a regular bi-monthly Inventory Count. Note: If in step 9). Click Submit. Received Samples..6.2. highlight the Active inventory period. there are transactions (i. Sent Samples. The AdvantEDGE On Hand Inventory is calculated as follows: AdvantEDGE Inv.4. 12. enter the Counts by Lot # for your physical inventory. You will need to return to the appropriate screens to check for “In Progress” transactions and Submit them.. Be careful to enter the values carefully as these values will become your AdvantEDGE inventory for the next inventory period. Inventory Count) and your AdvantEDGE inventory (i. “Unreconciled”).

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

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

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

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

highlight the inventory period.4.12. to display all transactions of a specified Sample Lot #. Sample History Viewing Sample History At anytime.4. 4. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary.5. Click the Samples / Samples History screen. perform the following steps: 1. No further action is required. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. 3. From the “Inventory List”. The Reconciliation Status are described in the table below. 12. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. In some situations. 2. The variances within the submitted inventory period are within corporate tolerances.1. highlight the desired Sample Lot #. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. Unresolved Figure 12-12: Reconciliation Statuses 12. it has a status of Pending SAC Review.5. The “Samples History” applet displays all respective transactions. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. From the “My Samples History” applet. AdvantEDGE User Guide Page 84 11 November 2008 . Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review.

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

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

To change a Position. Set the “Startup View” value as desired. 2. 13. you need access to the other territory’s data. Important Note: • When you are finished assessing the other Position. Select User Preferences / Calendar.5. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. The “Weekly (7 day)” view is recommended. select the Site Map icon. select the Site Map icon. Page 87 11 November 2008 AdvantEDGE User Guide .5. perform the following steps: 1. Select the desired Query and click OK. Highlight the Position you wish to access and click the Change Position push-button. For example. You will now have access to all the data of the other Position / Territory. 13. 3. Select User Preferences / Behaviour. Occasionally you may be required to Change Positions in AdvantEDGE.4. 2. you may be covering a Vacant Territory on a temporary basis and as a result. Select your preferred Calendar views from the picklists. you must switch back to your regular Position. Setting Default Calendar View To set your default Calendar View: 1. 2.3. An applet is displayed listing the Positions to which you have access and also the “Active Position”. From the tool bar. 13. 3. Select Site Map / User Preferences / Change Position. From the tool bar. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1.

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

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

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

Displays Change Requests that are “In Progress” or “Submitted”. The various applets can be rearranged. On the Home Page. only applicable to Field Users. 2. maximized/minimized. 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. AdvantEDGE User Guide Page 91 11 November 2008 . Changing the Home Page Layout To change the Home Page Layout: 1. HOME PAGE The Home Page is used as a “Dashboard” to display the most relevant information from the various AdvantEDGE modules. My Expense Reports My Change Requests My Last Synch My Calendar 15. Displays Expense Reports that are “In Progress” or “Submitted”. they no longer appear in this applet. Displays your Last Synch Date/Time and Status. Displays the Current Days Call Activities. Click on the Professional or Account hyperlink to drill down to the Call Plan view of the Professional or Account screen.1.15. and hidden/showed. Once you reach your Assigned Calls for a Professional or Account. click the Edit Layout button.

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

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

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

Setup Default Queries As described in the User Preferences section. Note: • You will not be able to enter a call until you setup your products list. 16. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen. 16. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . 16.8. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. Setup your Calendar Access List As described in the Calendar section. 16.5. 16.6. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. 16.4. use the User Preferences / Default Queries screen to set your default queries.7.16. Setup Default Calendar As described in the User Preferences section. Setup Products List As described in the Activities section.10. Setup Marketing Messages As described in the Activities section. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. use the User Preferences / Calendar screen to set your default Calendar.9. 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.

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

APPENDIX A .17. Enter CHEs by recording the Call Type as ‘CHE’.. Use the system defined “Canada –“ queries to check for “Planned” & “In Progress” records.e.1. Synchronize often (i. Best Practices • Keep your AdvantEDGE Data Accurate by maintaining correct Address and Telephone information on your Professionals and Accounts. “Submit” it. Shutdown or Restart your Computer every few days (if not daily) to clear the memory. then drilldown on these records to “Submit” them. Close AdvantEDGE before connecting or disconnecting from the Internet and VPN.g. • • • • • • • • • • • • AdvantEDGE User Guide Page 97 11 November 2008 . When the data is entered. Use the Menu / Columns Displayed function to customize your list applets so that you can readily access the most important information (e.BEST PRACTICES FOR FIELD USERS 17.. Do not leave Calls in a “Planned” state. Maintain Account to Professional Affiliation data to facilitate Group Call entry. Do not use the Standby or Hibernate options for weeks at a time. Ensure that you remove your computer from the docking station properly (using Start/Undock Computer). Be sure to close AdvantEDGE by accessing the menu bar and clicking File/Log Out rather than simply closing the Internet Explorer window. Daily). When using AdvantEDGE on a network or wireless environment. 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. close AdvantEDGE before disconnecting from the network or moving out of the wireless environment.

17.2.

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

17.3.

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

?

SM?TH

Today() And Or Is Null Is Not Null

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

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17.4.

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

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

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

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e. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. MLs however can see all details of the Reps’ Call Notes from the Activities view.2. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. Biopharm MLs – Applicable Call Types For all Reps & MLs.e. Date. When a Professional’s address is added to FSA Z1Z...2. All other fields (e. 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.2. Comments) cannot be viewed by Reps. 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 . Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. 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. They are allowed to see some Call Note details but only on the Activities view.1. 19.. but the Comments field is blanked out because it is Private. territory) but sometimes require the capability to call on select Professionals throughout the country. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML.g. The Biopharm MLs typically call on Professionals within their own geographical area (i.2.1. Call Type. 19. For this reason. 19. Medical Liaisons Call Notes (i.19. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19.

you must first perform the following steps: 1. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. Highlight CAN CALL ENTRY and click the Change Position push-button. and Call Topics. 2. In order to record a call on anyone in the system using Head Office AdvantEDGE. The Call Screen is displayed. You will continue to have access to CAN CALL ENTRY until you change the Position again. 4.1. APPENDIX D – HEAD OFFICE USAGE 20. Date. 2. or logout. Type. Click the Query button. Click the Last Name hyperlink of the Professional. Click the Submit button and click OK to confirm. Enter the first few letters of the Professionals Last Name in the Last Name field. Recording a Call on any Professional To record a Call on a Professional: 1. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. To do this.. 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. Select Site Map / User Preferences / Change Position. Click the Go button. Access the Professionals screen. AdvantEDGE User Guide Page 102 11 November 2008 .2. namely Comments. Click the New Call button. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. 20. 5. Enter the Call details. 3. 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.20. a special generic Position has been created (i.e. 6.

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

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