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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................................................. Transfer In.........................65 12...... Setting Default Calendar View .................1......6..56 12.......... Setting Default Queries ........................... Using a Smart Call .......84 12.......................6.......89 14......................................................60 12........................... “GOING LIVE”....................91 16........... Tips on Working with Samples.....2...86 13..1...............85 13............................... Linking a Professional/Account to a Group and Event ......5......... Sent Samples Adjustment ...................... Inventory Count Adjustment ...........................1..................93 16................................ Rep Reconciliation Summary Report (Currently N/A) ..................75 12..............82 12..........................92 16..................................2.............. USER PREFERENCES.......................... SAMPLES MANAGEMENT ..........3...3....69 12....... Synchronizing your Database ...................77 12.......2................3.....63 12.1....... Reconciliation ...............2...............54 11......... Inventory Count ...........95 16... Reconciliation Status ................................................................54 12....... GROUPS AND EVENTS ...3..3...............4......................................2. Changing Position .......2.................................79 12... Inventory Count & Reconciliation .............................. Received Samples Adjustment .......................................... Transfer Out..............5................. Sample Disbursement Adjustment .......... Viewing Sample History ..........58 12....1........................2................72 12........1.75 12.......2....................95 AdvantEDGE User Guide Page iii 11 November 2008 ..................................................4..92 16......................84 12....86 13................89 14.......84 12............................................................ Importing Syndicated Data Files ......... Changing Password........4....................................................92 16....... Changing the Home Page Layout ..63 12.................3...71 12.............. Sample Adjustments ..........................5............................11.............. Sample Transfers .................1..........1..........1........ Processing Sample Returns ......................4.3...... Downloading your Database.......... Setting Default Startup Screen. Setup your Calendar Access List ......5..............90 15...........................88 14............................. Receiving Samples & Processing Returns ......... SMART CALL...........................58 12......................... Setup Products List ..............3..........................4.......5.....66 12........87 13...............95 16...............91 15..1...........86 13........... Creating a Smart Call........... Other Adjustments ...................... Receiving a Sample Shipment........4......2....3................. Setup Marketing Messages ..68 12....6... Sample History .....1...1........4.................4.................... Checking Synchronization Status .............87 13.....4.......87 13.............3..... HOME PAGE......1..............2.......................................

...1. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE ...................2............. Training Questionnaire ....... Setup Default Queries .......... 101 19.........97 17.... 101 19..96 16....... Recording a Call on any Professional ......97 17..........16... 102 20... Bypass Login Screen ... Best Practices .......... Enter Time Allocation .......11................ 102 20...............2........ Assistant Expense Reporting . Useful Hotkeys ...95 16...2................1.............1........ 102 20......... 101 19....8.3...................... APPENDIX B – DBM USAGE ............ Recording a KOL Call using Groups & Events .................................... Setup Default Calendar .......... Typical AdvantEDGE Usage ......1.......... 101 19..........96 17...............3... 103 20.......98 17........2... Biopharm MLs – FSA Z1Z ........7........ 100 19.....................................................BEST PRACTICES FOR FIELD USERS ....................................98 17........... Using Head Office AdvantEDGE to Record Calls ............................. Recommended Columns Displayed.................... 101 20................................................ My Professionals vs My Team’s Professionals........95 16................... Private Call Notes ....... 103 AdvantEDGE User Guide Page iv 11 November 2008 ................................ Commonly Used Query Operators ...............4....................................4..................................................... APPENDIX A ........ Biopharm MLs – Applicable Call Types .... Biopharm MLs – Special Considerations .......2...........9............ APPENDIX D – HEAD OFFICE USAGE ......................1.......10.......95 16.........12........2........95 16.. 100 18...................................................99 18......

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

The following figures illustrate the different parts of the screens in AdvantEDGE.pertains to their respective territory. they are required to “synchronize their data” with the Central Database on a regular basis to ensure their data is up-to-date. the first half of postal codes).e. Benefits AdvantEDGE offers many benefits including: • • • • • • • Strategic System for Decision Making Analytic Reporting of Sales Metrics Data Targeting of Key Customers 360 View of Customers Streamlining Business Processes Sharing of Customer Information Transferring Customer Knowledge between Colleagues 1. AdvantEDGE User Guide Page 2 11 November 2008 . As the system is validated. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year.5. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. 1.4. Data for a territory is defined by FSAs (i. Screen Layout It’s important to first establish common terminology to facilitate training and support. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE.3. however.. 1. This has provided us with significant cost-savings in the development and support of the system.

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

2. Value As provided by the Administrator.6. Enter the following fields: 11 November 2008 . As provided by the Administrator. Double-click the Field User ID Password 3.1. AdvantEDGE User Guide Page 4 icon on your Desktop. Accessing AdvantEDGE 1.6.Show More/Less Previous Record Set Previous Record Hyperlinks Next Record Set Next Record Select button Drop Down arrow Calendar button Figure 1-3 – Navigation Tools 1. Click the Login icon. Logging In 1.

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

AdvantEDGE User Guide Page 6 11 November 2008 . You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. Boxes are used to highlight Important Notes.1. Italics are used in the manual to represent processes that support the AdvantEDGE system. Support Field Users – Call 1-866-633-6686 (NOVO) • • • • • Monday to Friday: 7am – Midnight (EST) Saturday: Closed Sunday: 10am – Midnight (EST) Bilingual Support Tickets are escalated to NNCI IT as required Head Office Users – Call x-3939 1.9. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces. Additional information for other users is detailed in the Appendices.8. 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.

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

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

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

Enter “Marketing Messages” and “Issues”. Pre-Call Analysis For Pre-Call Analysis.2.3. Enter the “Call Topics” by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. but the Comments field will be blanked out. while accessing the Pre-Call View. 2.2. AdvantEDGE User Guide Page 10 11 November 2008 . It is recommended that you enter your call on the same day that the call was made (preferably. immediately after the call). Defaults to current Date & Time. Reps cannot view the Comments field of the calls made by MLs. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to “Face to Face”. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. click on Professionals / Professionals List / Pre-Call. Click the New Call button. This view displays the following 3 applets: a) Rx Trend by Product for the last 12 months b) Calls on the Professional for the last 12 months c) Decile by Market (Decile 1 (High). 2. Decile 10 (Low)) To generate a Pre-Call Analysis report. Reps can see other details of the Call made by an ML. Recording a Call To record a Call on a Professional: 1. Date 3. Only “Face to Face” and “CHE” call types count towards your Call Plan compliance.

record the information on the Sample Disbursement Form. Insulin. Important Notes: 1) Be careful to enter Sample information carefully.. 3) If a signature is collected for a Non-Prescription Sample from someone other than the Professional for which the Call is recorded.g..5. and record the Form ID in the Document # (Paper Sign) field. Record Samples Dropped by specifying: • • • • List No/Product Lot #/Exp Date Quantity Click Sign button and record an electronic signature (preferred). To enter a License # from the Call Screen. you must collect the person’s initials by: a) Having them print them alongside their signature when signing the tablet b) Writing them on the Sample Disbursement Form The initials are used to identify the person who signed for the samples. Activelle) can only be dropped off to the Doctor and requires the doctor’s signature. Vagifem. Gluconorm. Devices) require the signature of a Health Care Professional). b) Non-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. 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 . 2) All Sample Drops require a Signature. 4) Samples can only be dropped off to Professionals having a License #.g. a) Prescription Samples (e.

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

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

e. Click Professionals / Profile / Account Affiliations. 2. Click New in either the “Affiliations From” or “Affiliations To” applets. You will be able to view both Public and Private (i. Select the Account and click Pick. 2.e. A dialog box listing Professionals is displayed. 4. AdvantEDGE User Guide Page 14 11 November 2008 . if A is affiliated to B. 2. click Professionals / Profile / Activities. 3. 3. 2.2. A Pick Account dialog box is displayed.g. B is affiliated from A). To record an Account Affiliation of a Professional: 1. Select the Professional and click Add. Upon setting this relationship..4.. Click Professionals / Profile / Professional Affiliations. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later). This screen displays all Call Notes for the last 2 years. referrals). A new row is inserted.. Upon setting this relationship. Click the pick list icon in the Account field. a corresponding relationship can be viewed for the associated Professional (i. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. ML) Call Notes in this view by positioning your cursor over the Comments field. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e.5. To record a Professional Affiliation: 1.6. Activities To view all Call Activities on a Professional. however. Click New.

AdvantEDGE User Guide Page 15 11 November 2008 .. 2. This avoids entering a duplicate record. A dialog box is displayed of Available & Selected addresses. click the New button. • Update any additional information regarding: Staff/Gatekeeper Site Phone Number / Site Fax Number (e. 3) 3. It is recommended that you search & sort by Postal Code. From the Professionals / Professionals List screen. • Query the Available addresses to find the correct address. Enter the following mandatory fields: • • Last Name. 2.7.g. 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. First Name Specialty (don’t worry about enter Sub-Specialty 1.2. The Address is Selected as Primary if it is the only linked Address. • Highlight the Address and click Add. Notes (Managing Addresses): • You must use the Address MVG icon in the Professionals form applet below the Professionals List applet (as indicated in the diagram below). Perform an exhaustive query to ensure that the Professional doesn’t already exist. 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.

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

The Address resides in your Territory. .7. 2.Professionals There are certain operations that only the Siebel Administrator is allowed to perform. Change Requests .7. IMPORTANT NOTE: • 2. If you remove a valid Address that another Rep uses.10. set the Primary checkbox and click OK. Access the Professional and select the Professionals / Professionals List / Change Requests view. These operations have to be submitted using a CR (Change Request).2. step 3). It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . Setting a Primary Address Each person can set their own Primary Address for a Professional. To set a Primary Address: 1. Be sure ONLY to remove an Address if you are sure the Professional no longer works there. This allows several Reps to identify a specific Professional at the address of their choice. Note: • You can Remove an Address provided: . the other Rep may no longer be able to find the Professional. step 3). Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. you must enter a Change Request as described in Section 2. follow the steps outlined above to “Link a Professional to an Address” (Ref: Section 2.10. • To Remove an Address outside of your Territory.8. A Change Requests List applet and Form applet are displayed.9. To submit a Change Request: 1. 2.The Address is not flagged as the Primary Address. From the “Selected” address list. Adding/Removing an Address To Add or Remove an Address for a Professional.

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

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

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

From the menu bar. 2. >. Deleting a Query To Delete a Query: 1. 3. >= <> * <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 . Saving a Query will also save the Sort Order of the List. select Query / Refine Query.2. Update the Query criteria.3. Refining a Query To Refine the results of the currently run Query: 1. Select the Query Name and click OK. select Query / Save Query As. 3. 3. 3. 3. Sort the Records (if desired). The current query criteria are displayed. <=. From the menu bar. The Query is now available to run anytime by selecting it from the Queries pick list. Useful Querying Operations Operator Example <. Enter a Query Name and click OK. select Query / Delete Saved Query. From the menu bar. 4. 2.4.5. Note: Only User-Defined Queries can be deleted. SystemDefined Queries cannot be deleted. Click Go.

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

4. 4.6. Double-click on the column header you wish to freeze.xls)”.6. Excel opens with the exported data.g. My Documents). Column Functions To freeze/unfreeze columns (as in Excel): 1. Note: Siebel uses output[1].1. Freeze Columns Figure 4-5 – Freezing Columns This is a useful feature when scrolling horizontally.Figure 4-4b – Exporting Data Click Open.csv by default. click File/Save As from the Excel menu bar and specify the following attributes: • • Navigate to an appropriate Folder (e. Set the File name of the file. Note: Siebel exports data in a raw Unicode Text format by default. 5. AdvantEDGE User Guide Page 26 11 November 2008 . To Save the data. • 4. Repeat to toggle off.. Set Save as type to “Microsoft Office Excel Workbook (*.

and drag to adjust the width.6.6.4.4. Drag the column header. Move Columns To move columns: 1. 4.6.2.3. Resize Columns To resize columns: 1. Figure 4-6 – Moving Columns 4. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . Sort Columns To sort columns: 1. Click on the column header. Position the cursor between the column headers until a double-sided arrow appears. Figure 4-7a – Sorting Columns (Ascending) 2. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Click on the same column header to sort in Descending order.

Figure 5-1 – Accounts Screen The Link Bar and View tabs allow you to access the many applets of information regarding the selected Account.5. 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.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. and Pharmacies). The following table displays a summary of the applets on the Accounts screen.. the Link Bar displays the Accounts List. AdvantEDGE User Guide Page 28 11 November 2008 . By default. Hospitals. Medical Clinics.

It is also very useful for querying Accounts as covered in Chapter 3.g. Hospital Network) Groups to which the Account is linked Computer files Profile Address Info Activities Notes Professional Affiliations Account Affiliations Groups and Events Attachments Figure 5-2: Views of Accounts Screen 5. To query on all Targeted Pharmacies. Address. use the following criteria: • • Type: My Targets: Pharmacy/Store Checked You may need to use the “Columns Displayed” function to display a column that is hidden as covered in Chapter 4. AdvantEDGE User Guide Page 29 11 November 2008 . Telephone.Link Bar Accounts List View Tab Pre-Call Change Requests Call Plan Description of Information List of Call Activities recorded on the Account List of Change Requests Call Plans for the Account Type.g.1. Hospital Service Roster) Accounts to which the selected Account is associated (e.. Accounts List The Accounts List displays a complete list of all Accounts in your database. 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..

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

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

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

Click the pick list icon in the Last Name field.6. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional. 4. B is affiliated from A).7. Upon setting this relationship. Upon setting this relationship. AdvantEDGE User Guide Page 33 11 November 2008 . a corresponding relationship can be viewed for the associated Account (i. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account. A new row is inserted. A dialog box listing Accounts is displayed.5. 3. A Pick Professional dialog box is displayed. You will be able to view both Public and Private (i. however. 3. 2. 5. To record a Professional Affiliation on an Account: 1. Click New. click Accounts / Profile / Activities. Click Accounts / Profile / Account Affiliations. if A is affiliated to B. Select the Account and click OK. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink.e.. To record an Account Affiliation: 1.. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e. 5.e. Click Accounts / Profile / Professional Affiliations. Click New in the “Professional Affiliations” applet. Select the Professional and click Pick. 2.5.. This screen displays all Call Notes for the last 2 years. Activities To view all Call Activities on an Account. Hospital Affiliations). ML) Call Notes in this view by positioning your cursor over the Comments field.g.

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

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

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

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

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

it offers powerful querying capability. Account Call. Querying Activities Because the Activities screen displays calls in the form of a list applet. Call Activity). AdvantEDGE User Guide Page 39 11 November 2008 .1. if you want to query for all calls made in April 2007. except the data is displayed in a list rather than on a calendar view. Click on the Activity hyperlink (i.e.e. Use the Internet Explorer Back arrow to return to the previous screen. ACTIVITIES The Activities screen displays the same information that’s on the Calendar screen (i. Attendee Call hyperlink). As an example. 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. 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.7. Following a drill-down. 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.. To drill down on a Call: 1.2. Professional Call.. or you may click on the associated thread-bar. to return to the previous screen: 2.

3. Use Menu / Delete Record to delete the record. However. 7. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1. Note • You need to set your Personal Call Topics before you can pick them on the call screen. AdvantEDGE User Guide Page 40 11 November 2008 . Access the Call record.e.4. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. 3. and set the Status to “Cancelled”. Select the Activities / Personal List screen. 3.5. To delete a Planned Call: 1. 7. Planned Calls can be Cancelled/Deleted. the name of the applet on the top left corner). Select the Personal Marketing Initiatives List from the Show pick list (i. 2... Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. 2. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen.7.e. Select the Activities / Personal List screen. 2. Select the Personal Product Lists from the Show pick list (i. Select the Activities / Activity List screen. 3. the name of the applet on the top left corner).

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

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 .

or Vacation): 1. the entire contents are duplicated except the Status which is set to “In Progress”.. Submitted Time Allocation records can be changed. 8. Update the copies to set the Date and set the Status to “Submitted”. 3. 2.g.2. 8.3. Note: When a record is copied. Change the Status from “Submitted’ to “Cancelled”. Consider that you have the same activity for an entire week (e. 3. AdvantEDGE User Guide Page 43 11 November 2008 . Change the Status from “Cancelled” to “In Progress”. 2.Category “Worked” counts for “On Territory” Activity. To Un-Submit a Time Allocation record: 1. All other Categories are for “Off Territory” Activities. In Field. Use the Copy button to copy the record 4 times for the remainder of the week. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be “Un-Submitted”. Access the record. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. Enter a Submitted record for the Monday.

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

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

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

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

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

4. except when you enter the Expense Amount. Select the Currency Code from the pick-list (e. Use the rate that you are being charged by Visa or your bank. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item. Click the Expense Amount pick-list icon. An “Enter Amount” dialog box is displayed. 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. The Expense Amount is calculated for you when you step off the field. Enter the Internal Order Number in the “SAP Int Order” column. 2.1. USD for US Dollars). 9.1.9. perform the following: 1. 2. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars.1.g. 3. Access the Line Item in the Line Items “List” Applet (and not the Line Items “Form” Applet). Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 .2.

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

Send the Orange Envelope to the NNCI Office (not to Princeton). 3.4. No Staples or Paper-Clips You cannot submit an expense report that is more than 65 days old Failing to submit receipts for 2 consecutive expense reports will result in a hold of further reimbursement AdvantEDGE User Guide Page 51 11 November 2008 .5”x11” paper. so you may have to click on it in your task bar to maximize the window so it can be viewed. Other Cost Centre Expense Report When creating an “Other Cost Centre Expense Report”. Sign the Printed Expense Report. Expense Report Rules • • • • • • 1 Expense Report per Orange Envelope Sort sheets in Chronological order Multiple receipts can be taped to a page using both the front and back pages. 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. 9. Click on the Print icon in the Toolbar to print the Expense Report on your printer. 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. Tape the receipts to 8. 5. 4.5. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences.minimized on your task bar. Do not use any staples or paper-clips.

Submitted Calls. and Segment are displayed as columns. The corresponding Profile/Activities view is displayed. Only ‘Face to Face’ and ‘CHE’ Call Types are counted. Viewing your Call Plan To view your Call Plan: 1. The Assigned Calls. When creating your first non-Targeted call on a Professional/Account. AdvantEDGE User Guide Page 52 11 November 2008 . 2. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts. 2007 Canada POA). 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. 10. The Call Plan Calls view is displayed. There are 2 sub-views to view Professionals or Accounts. Targeted Number of Calls within the Period as set by Sales Operations.g. The Call Screen used to enter a new call is displayed. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1. 10. a nightly process needs to run before you can see the associated record in the Unspecified Calls view. Click the Last Name/Account hyperlink.1. Highlight the desired Professional/Account and click the New Call button. Click the POA Period hyperlink (e..2. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. Select the Call Plan screen. Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. Assigned Calls 10.3.10.

10.4. you can recalculate it using the following steps: 1. 2. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. AdvantEDGE User Guide Page 53 11 November 2008 . 10. Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1. Click the Recalculate button. Highlight the appropriate Call Plan record.5. Click on the POA Period hyperlink of the corresponding Professional/Account record.

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

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

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

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

if you cannot sign for a shipment. refrigeration) when receiving a shipment Your signature is required for sample deliveries.. you may authorize another adult provided they are aware of NNCI policies and procedures. synchronize your data so that your sample delivery information will appear in the Received Samples view. a) Verify that the cartons are labeled with your name and address. b) Sign the carrier’s delivery slip indicating the correct number of cartons.g. 12. When receiving a sample shipment.12.1. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below. On occasion. On the morning of your sample delivery. AdvantEDGE User Guide Page 58 11 November 2008 . Figure 12-2: Receiving Samples Shipment Process You must follow proper procedures to ensure the stability of your samples (e.1.1.

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

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

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

9. Sign and Date the form. 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 .

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

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

Fill in the Date / Time Received field to specify the date/time that the transfer was received. you need to perform the following steps: 1. Click the Samples / Received Samples screen. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. To record a Transfer In transaction. The record will have a status of “In Progress”. 3. If however the quantities are incorrect. 6. Enter the sample counts for each Lot # in the Received Quantity field. AdvantEDGE User Guide Page 65 11 November 2008 . The field defaults to the current date/time. so if all quantities are correct. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. The Lot #s are now part of your sample inventory balance in AdvantEDGE. 4.2. Click Submit to complete the receipt of the Transfer In. From the “My Received Samples” applet.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen. you do not need to change anything. update them and enter a brief description in the Comments field.2. 12. 5. 2. highlight the corresponding Transfer In record. Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. This will pickup the Transfer In transaction triggered from the sending Rep. The values default to those entered by the Rep who recorded the Transfer Out. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. Synchronize. 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 • • . 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. Figure 12-6: Received Samples Discrepancies screen 12.3. Sample Adjustments The Sample Adjustments Process is depicted below.

A Negative Adjustment will decrease your AdvantEDGE Inventory. • • It is very important that you enter Sample Adjustments with the correct integer. Samples Adjustments consist of the following Transaction Types: Transaction Type Transfer In – Adjustment Transfer Out – Adjustment Return – Adjustment Sample Order – Adjustment Disbursement – Adjustment Shipment Received – Adjustment Demo – Adjustment Usage Refer to section on “Received Samples Adjustment” Refer to section on “Sent Samples Adjustment” Refer to section on “Sent Samples Adjustment” NOT USED Refer to section on “Sample Disbursement Adjustment” Refer to section on “Received Samples Adjustment” To reduce inventory to account for samples used for demo purposes Refer to section on “Inventory Count Adjustment” Inventory Adjustment Figure 12-8: Types of Sample Adjustments AdvantEDGE User Guide Page 67 11 November 2008 . A Positive Adjustment will increase your AdvantEDGE Inventory. 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.

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

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

2. use “Transfer In – Adjustment” Pick-list. For the above scenario. For the above scenario. Your inventory for the affected Samples is updated. From the “Line Items” applet. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. enter “-5”. Remember. From the “My Samples Adjustments” applet. click New.To enter a Received Samples Adjustment. 7. 3. 6. one Samples Transaction can have several line items. From the “My Samples Adjustments” applet. perform the following steps: 1. 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. Click the Samples / Samples Adjustments screen. type “Made a mistake when acknowledging the quantity received” 4. 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. use “Incorrect Quantity” Pick-list from the “Stock Period” dialog box Free text. click Submit. 5. Click OK. Fill in the header values for the samples adjustment. Repeat steps 4-5 for all sample transfer line items. For the above scenario. For the above scenario. click New.

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

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

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

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

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

Promotion or separation of a Representative When a random audit is conducted by the SAC department or other Home Office or field personnel Closed Inventory Type Annual Theft/Loss For Cause Monthly Closeout Random There are 2 stages that you need to complete as follows: • • Inventory Count – to count your physical inventory Reconciliation – to account for any discrepancies between your physical inventory (i. Inventory Count) and your AdvantEDGE inventory AdvantEDGE User Guide Page 76 11 November 2008 .. An inventory period having both an Inventory Period Start Date and an Inventory Period End Date. 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.The following is a definition of terms you will need to understand when entering an Inventory Count into AdvantEDGE.e. Audited yearly inventory count If a theft or loss occurs Inventory request generated by the SAC Department Mandatory bi-monthly inventory count.

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

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

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

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

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

highlight the inventory period.4. 2.3. click the Reports icon and select Rep Reconciliation Report. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. Click the Print icon from the “Siebel Report Viewer” to print the report. From the “My Samples History” applet. The SAC Department will then validate your submitted inventory period and assign the applicable “Reconciliation Status”. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation. Click the Samples / Samples History screen. To generate a Rep Reconciliation Summary Report. the final status of the Inventory Period is still pending SAC review. perform the following steps: 1. 3. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . The report is compiled in the “Siebel Report Viewer” as shown below. Synchronize.3. Close the window when done. At this point. 12.

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

In some situations. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. 2. highlight the desired Sample Lot #. 12. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. AdvantEDGE User Guide Page 84 11 November 2008 . Sample History Viewing Sample History At anytime. it has a status of Pending SAC Review. to display all transactions of a specified Sample Lot #. The variances within the submitted inventory period are within corporate tolerances.4. Click the Samples / Samples History screen. Unresolved Figure 12-12: Reconciliation Statuses 12. perform the following steps: 1. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. 4. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. From the “My Samples History” applet. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. The “Samples History” applet displays all respective transactions. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. No further action is required. From the “Inventory List”. highlight the inventory period.12.4.1.5. The Reconciliation Status are described in the table below. 3.5.

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

4. select Tools / User Preferences. 2. On the Professionals and Accounts screens. Changing Password To change your AdvantEDGE password: 1. Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. AdvantEDGE Passwords do not expire. Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information. and Verify Password in the respective fields. select the Site Map icon. A “Pick Query” dialog box is displayed. you may want to default the query on your Professionals screen to display your Targeted Professionals. As an example. AdvantEDGE User Guide Page 86 11 November 2008 . and then click the desired Screen View. 3. 2. You then need to perform the following steps: 1. From the tool bar. Click the pick-list in the Default Query field.13. Click the desired Screen. From the AdvantEDGE menu bar. Click Save.2. USER PREFERENCES 13. 13.1. Select User Preferences / Default Queries. Note: • Unlike your Windows login passwords. Enter your Password. 3. 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).

To change a Position. 2. You will now have access to all the data of the other Position / Territory. Set the “Startup View” value as desired. An applet is displayed listing the Positions to which you have access and also the “Active Position”. 13. Select your preferred Calendar views from the picklists. From the tool bar. Highlight the Position you wish to access and click the Change Position push-button.5.3. Select User Preferences / Behaviour. select the Site Map icon. 2.5. Select Site Map / User Preferences / Change Position. Select User Preferences / Calendar. you must switch back to your regular Position. 2. Page 87 11 November 2008 AdvantEDGE User Guide . Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. Changing Position Note: • A “Territory” is referred to as a “Position” within Siebel. 3. 3. perform the following steps: 1. Select the desired Query and click OK.4. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. From the tool bar. you need access to the other territory’s data. The “Weekly (7 day)” view is recommended. you may be covering a Vacant Territory on a temporary basis and as a result. For example. Important Note: • When you are finished assessing the other Position. 13. Occasionally you may be required to Change Positions in AdvantEDGE. select the Site Map icon. Setting Default Calendar View To set your default Calendar View: 1. 13.

13. Select User Preferences / Remote Status. AdvantEDGE User Guide Page 88 11 November 2008 . 2. A list of synchronization sessions and their respective results is displayed.• If you logout. click the Site Map icon. your Position reverts back to your Primary Position automatically. From the tool-bar. Checking Synchronization Status 1.6.

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

AdvantEDGE User Guide Page 90 11 November 2008 . click on the Smart Call pick-list icon. The Call Screen will populate with the details of the Smart Call.2. Highlight the Smart Call and click OK. Using a Smart Call 1.14. When the Call Screen is first displayed after clicking the New Call button.

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

You will know everything is complete when the Home Page is displayed. this section details the steps to “Go Live” on your Production database. DBMs may even take longer. The first time you try to synchronize. From the AdvantEDGE menu-bar. If you get an error or your connection is terminated.1. 16.2.16. Establish your VPN connection. Downloading your Database takes 5-30 minutes depending on your Territory size and connection speed. Synchronizing your Database You should synchronize your AdvantEDGE system daily. Downloading your Database When AdvantEDGE is first rolled out to you. you will have an AdvantEDGE icon but no database. you will be prompted to enter your AdvantEDGE Password and Confirm Password. Also on occasion. Synchronizing your database offers the following benefits: • • It ensures your system is up-to-date. It backs-up your AdvantEDGE data. select File / Synchronize Database. Let the process continue uninterrupted. you can click AdvantEDGE User Guide Page 92 11 November 2008 . If your computer fails or is stolen. the Administrator may send you an updated Database for maintenance purposes. perform 2 more Synchronizations. When downloading your database for the first time. To Synchronize your Database: 1. 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. Finally. AdvantEDGE passwords do not expire. 2. 16. “GOING LIVE” Upon the completion of your AdvantEDGE Training. Alternatively. re-try and AdvantEDGE will continue from where it left off. These Synchronizations will be much quicker and will ensure that you have picked up all files and that your database is complete. we can restore your AdvantEDGE database up to the time of your last synchronization session.

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

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

16. 16. use the User Preferences / Default Queries screen to set your default queries. 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. Setup your Calendar Access List As described in the Calendar section. Enter Time Allocation Enter your Time Allocation records for your time spent in Training. Setup Default Calendar As described in the User Preferences section. Setup Default Queries As described in the User Preferences section. 16. 16. Setup Products List As described in the Activities section. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. use the User Preferences / Calendar screen to set your default Calendar. Note: • You will not be able to enter a call until you setup your products list. Setup Marketing Messages As described in the Activities section. 16.9.6.16.4. 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.5.7.10. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 .8. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage.

com/s.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 . 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.12. Bypass Login Screen For quicker startups. 16.surveymonkey. Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training.11.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.

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

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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1. All other fields (e.e. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML.. Biopharm MLs – Applicable Call Types For all Reps & MLs.2.19. Call Type.e. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs.g. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. territory) but sometimes require the capability to call on select Professionals throughout the country. 19.. MLs however can see all details of the Reps’ Call Notes from the Activities view. 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. For this reason. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19. the following additional Call Types are also counted towards their Call Plan: • • Conference SVC (Significant Value Call) AdvantEDGE User Guide Page 101 11 November 2008 . The Biopharm MLs typically call on Professionals within their own geographical area (i. 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. but the Comments field is blanked out because it is Private.2.1. 19. Date. 19. Comments) cannot be viewed by Reps.2.2. Medical Liaisons Call Notes (i.. They are allowed to see some Call Note details but only on the Activities view. When a Professional’s address is added to FSA Z1Z.

Type.1. 3. To do this. namely Comments. 20.2. 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. An applet is displayed listing the Positions to which you have access and also the “Active Position”. 4. 6.20. Recording a Call on any Professional To record a Call on a Professional: 1. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. Enter the Call details.e. you must first perform the following steps: 1. Click the New Call button. Date. APPENDIX D – HEAD OFFICE USAGE 20. 2. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. CAN CALL ENTRY) which has write access to all Professionals and Accounts. 5. Access the Professionals screen. 2. In order to record a call on anyone in the system using Head Office AdvantEDGE. Click the Last Name hyperlink of the Professional. You will continue to have access to CAN CALL ENTRY until you change the Position again. Click the Submit button and click OK to confirm.. AdvantEDGE User Guide Page 102 11 November 2008 . Click the Go button. Click the Query button. The Call Screen is displayed. a special generic Position has been created (i. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position. Highlight CAN CALL ENTRY and click the Change Position push-button. and Call Topics. Enter the first few letters of the Professionals Last Name in the Last Name field. Select Site Map / User Preferences / Change Position. or logout.

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

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