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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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............ Inventory Count ... Linking a Professional/Account to a Group and Event .......91 15........68 12........................ Using a Smart Call ........3........5.........................................89 14.....6....................................6...84 12.............................89 14................ Setup Marketing Messages .................91 16................. Sent Samples Adjustment .......92 16..2............... Sample Adjustments ........ Inventory Count & Reconciliation .........................................54 11..2....................................3........3..3............1..................4.......56 12.................... Setting Default Queries ....................1....................86 13.........2...........................88 14..87 13.....65 12..............4.84 12....5...... USER PREFERENCES........69 12.71 12.......5...........................................3.....95 AdvantEDGE User Guide Page iii 11 November 2008 .........85 13..................................... Setting Default Startup Screen.................................54 12.........................................5..... Receiving a Sample Shipment....................................................75 12............66 12............. Reconciliation Status ......93 16...... "GOING LIVE"............5........1................2.... Checking Synchronization Status ...............86 13..................................................87 13...92 16.........1........ Changing the Home Page Layout ...... Synchronizing your Database ...........6.....................79 12... Importing Syndicated Data Files ....................... Processing Sample Returns .....................86 13.......... SMART CALL. Setting Default Calendar View .. Setup Products List ..60 12.. Other Adjustments ................................ Viewing Sample History ..................................87 13..............72 12..............1........................................................................ Downloading your Database...3......11.................................. Changing Password.......... Changing Position ................................1.......3.............. GROUPS AND EVENTS ................................... Sample Disbursement Adjustment ..............1.......... SAMPLES MANAGEMENT .....1....1..................................84 12..............1......................................58 12...95 16..... Received Samples Adjustment ........ Receiving Samples & Processing Returns ........90 15................................ Setup your Calendar Access List . Transfer Out.....................................................................95 16. Sample Transfers ....................58 12........................75 12................. Creating a Smart Call.....63 12........82 12...... Rep Reconciliation Summary Report (Currently N/A) ...........2. Reconciliation .............4.... Tips on Working with Samples...........4......4...........2................................63 12........92 16................. Transfer In.....................3... HOME PAGE... Sample History ........2..................2....... Inventory Count Adjustment ..1........4.........77 12...........................1..........4.......4............3................2..................................................1............3.....4..............2......
.. 103 20..............96 16......... APPENDIX D – HEAD OFFICE USAGE ...... 100 19.............. APPENDIX B – DBM USAGE ..2...........................................4................................................... Useful Hotkeys .......................... Biopharm MLs – FSA Z1Z ....1...............11.. Typical AdvantEDGE Usage ...................................1.................................. 103 AdvantEDGE User Guide Page iv 11 November 2008 ................................95 16...........1......... 101 20............. Recording a KOL Call using Groups & Events .. Best Practices .............. Setup Default Queries ..BEST PRACTICES FOR FIELD USERS ............. 102 20...... Using Head Office AdvantEDGE to Record Calls ........ APPENDIX C – MEDICAL LIAISONS (MLs) USAGE .. 101 19..... Recording a Call on any Professional ..... 101 19..................3.....................2..................... Assistant Expense Reporting ............ 102 20............... 101 19......3.. 100 18......................... Setup Default Calendar ....97 17.9........95 16......98 17................16.. Training Questionnaire ...... Private Call Notes ......................8............99 18.................................4.......1.............7.. Biopharm MLs – Applicable Call Types ...................2............. APPENDIX A ..........................97 17... 101 19.2........... My Professionals vs My Team's Professionals. Biopharm MLs – Special Considerations ....................................12......................10....... Recommended Columns Displayed..............95 16..... Bypass Login Screen ........... Commonly Used Query Operators .......95 16..............2......98 17....2. Enter Time Allocation ..........1.....96 17.. 102 20....................................................
g.2. It is a Siebel-based system that has been customized to our needs and launched in Canada in January 2007. AdvantEDGE is used to manage all the data and interactions with our customers as well as to streamline business processes throughout the organization. Rep. 1. INTRODUCTION 1. b) Field User (e.1. Architectural Overview The following is a schematic overview of the AdvantEDGE system.1. no data is stored locally). What is AdvantEDGE? AdvantEDGE is the Customer Relationship Management (CRM) system used by Novo Nordisk in North America. 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. 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.S. These users must be attached to the network whenever they use the system.e. U. DBM) – These users have a local copy of the subset of data on the central database that AdvantEDGE User Guide Page 1 11 November 2008 ..
The following figures illustrate the different parts of the screens in AdvantEDGE. however.pertains to their respective territory.3. Field Users have the benefit of not having to be connected to the Central Database to use AdvantEDGE. 1. 1. Screen Layout It's important to first establish common terminology to facilitate training and support. Data for a territory is defined by FSAs (i. AdvantEDGE User Guide Page 2 11 November 2008 . Benefits AdvantEDGE offers many benefits including: • • • • • • • Strategic System for Decision Making Analytic Reporting of Sales Metrics Data Targeting of Key Customers 360 View of Customers Streamlining Business Processes Sharing of Customer Information Transferring Customer Knowledge between Colleagues 1.5. the first half of postal codes).. it is built using rigorous testing procedures and can only be upgraded at specific intervals during the year. they are required to "synchronize their data" with the Central Database on a regular basis to ensure their data is up-to-date. Validated System AdvantEDGE is a validated system which has been built using the architecture developed by the US. As the system is validated.e.4. This has provided us with significant cost-savings in the development and support of the system.
AdvantEDGE User Guide Page 3 11 November 2008 . In the example above. Applets are of 2 types: a) A List applet displaying many records in the form of a list. b) A Form applet displaying detailed information about 1 record. you will find an example of each type of applet displaying information about Professionals.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.
Click the Login icon.Show More/Less Previous Record Set Previous Record Hyperlinks Next Record Set Next Record Select button Drop Down arrow Calendar button Figure 1-3 – Navigation Tools 1.6. AdvantEDGE User Guide Page 4 icon on your Desktop. As provided by the Administrator.1. Value As provided by the Administrator. Accessing AdvantEDGE 1. 2. Double-click the Field User ID Password 3. Enter the following fields: 11 November 2008 . Logging In 1.6.
As such. You may also get an error when restarting AdvantEDGE.g. only use the bottom menu bar for AdvantEDGE.Note: • AdvantEDGE runs within Internet Explorer. SC is used interchangeably with SAC (Sample Accountability & Compliance) which is the term used in the US. Columns Displayed) set within AdvantEDGE will not be saved. select File / Logout.e. For consistency. Terminology Term Description AdvantEDGE Name of Siebel system used by Novo Nordisk in North America (i. From the menu bar. When running AdvantEDGE. Canada & US) DBM Rep SC or SAC District Business Manager Sales Representative Sample Compliance (team at Head Office which addresses all Samples Management concerns). we use the term "SAC" throughout this document. you will notice that you have 2 menu bars: the top menu bar is for Internet Explorer. AdvantEDGE User Guide Page 5 11 November 2008 ..6. 1.7. Logging Out 1.. Note: • It is important to logout properly otherwise some of your User Preferences (e. 1.2. and the bottom menu bar is for AdvantEDGE.
Using This Manual This Manual has been created to provide an overview of AdvantEDGE and is not meant as an exhaustive Reference Guide. Additional information for other users is detailed in the Appendices.8. You will find that there are many ways to perform certain tasks and this manual presents the most practical methods. Italics are used in the manual to represent processes that support the AdvantEDGE system. The chapters are arranged in the order in which they should be covered for training purposes. Support Field Users – Call 1-866-633-6686 (NOVO) • • • • • Monday to Friday: 7am – Midnight (EST) Saturday: Closed Sunday: 10am – Midnight (EST) Bilingual Support Tickets are escalated to NNCI IT as required Head Office Users – Call x-3939 1. AdvantEDGE User Guide Page 6 11 November 2008 .1. Boxes are used to highlight Important Notes.9. The manual focuses on the usage of AdvantEDGE for the Diabetes and Biopharm Sales Forces.
Doctors. Figure 2-1 – Professionals Screen The Link Bar and View tabs allow you to access the many applets of information regarding the selected Professional.2. b) Form Applet displaying detailed information of the highlighted Professional on the bottom. PROFESSIONALS The Professionals screen contains all the information about the People we call on (e.. By default.g. and Pharmacists). The selection made in the Link Bar will determine which View tabs are displayed. The following table displays a summary of the applets on the Professionals screen. The screen (as shown below) consists of 2 sections: a) List Applet of Professionals on the top. AdvantEDGE User Guide Page 7 11 November 2008 . Health Care Professionals. the Link Bar displays the Professionals List.
Rx & Profile Selection Prof. Patient Referrals) Samples given Groups to which the Professional is linked General Notes which are not part of a Call Note Computer files Querying Professionals based on Rx Data Querying Professionals based on Rank & Decile Data Professionals Pre-Call List Change Requests Call Plan Profile Professional Info Activities Provincial Licenses Account Affiliations Professional Affiliations Sample History Groups and Events Notes Attachments Filters Prof..g. Hospitals) Professionals to which the selected Professional is associated (e.. Rank & Deciles Selection Figure 2-2 – Views of the Professionals Screen AdvantEDGE User Guide Page 8 11 November 2008 .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. Best Call Time List of All Call Activities Professional Licenses Accounts to which the Professional is associated (e. Telephone.g. Address.
2. Professionals List The Professionals List displays a complete list of all Professionals in your database.1. Note: Useful pre-defined queries on the Professionals screen are: • • Canada – My Targets Canada – Corporate Targets AdvantEDGE User Guide Page 9 11 November 2008 . To query on all Professionals of a specific Location and Specialty (e. You can use the Thread-Bar to back out of your drill-downs and navigate back to previous screens from which you hyperlinked. You can otherwise use "CREDIT VALLEY*" if desired..Throughout the AdvantEDGE system. use the following criteria: • • Location: CREDIT VALLEY HOSPITAL Specialty: Anesthesia It is very important that you enter the criteria with the exact spelling. An example of a hyperlink is the Last Name as shown on the Professionals screen of Figure 2-1. You may need to use the "Columns Displayed" function to display a column that is hidden as covered in Chapter 4. you will find hyperlinks which are displayed in blue. When you position your cursor over a hyperlink. Hyperlinks allow you to drill down to get more detailed information about a record. a Thread-Bar will appear just above the screen tabs. When you click on a hyperlink. It is very useful to query Professionals as covered in Chapter 3.g. Note: • You can return to any previous screen by clicking the Back button of Internet Explorer. All Anesthetists at Credit Valley Hospital). Clicking on this hyperlink will bring you to the Profile/Activities applet displaying Calls on the Professional. the cursor will change to a "finger pointer".
Defaults to current Date & Time. Fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to "Face to Face". while accessing the Pre-Call View. Pre-Call Analysis For Pre-Call Analysis. Only "Face to Face" and "CHE" call types count towards your Call Plan compliance. 2.2. Reps cannot view the Comments field of the calls made by MLs. Decile 10 (Low)) To generate a Pre-Call Analysis report. 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). but the Comments field will be blanked out.2. click on Professionals / Professionals List / Pre-Call. Date 3.3. Recording a Call To record a Call on a Professional: 1. Reps can see other details of the Call made by an ML. Enter "Marketing Messages" and "Issues". 2. It is recommended that you enter your call on the same day that the call was made (preferably. Enter the "Call Topics" by specifying: • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) 4. click on the Reports icon Note: • As the Call Notes of Medical Liaisons (MLs) are private. immediately after the call). Click the New Call button. AdvantEDGE User Guide Page 10 11 November 2008 .
To enter a License # from the Call Screen.5.g. Insulin. and record the Form ID in the Document # (Paper Sign) field. Devices) require the signature of a Health Care Professional). 4) Samples can only be dropped off to Professionals having a License #. Gluconorm. OR • (if it is not possible to record the signature on the tablet PC) Record signature by: Click the Paper Sign checkbox. record the information on the Sample Disbursement Form. a) Prescription Samples (e.. Activelle) can only be dropped off to the Doctor and requires the doctor's signature. 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. 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 . Vagifem. 3) If a signature is collected for a Non-Prescription Sample from someone other than the Professional for which the Call is recorded. 2) All Sample Drops require a Signature.. Important Notes: 1) Be careful to enter Sample information carefully. b) Non-Prescription Samples (e. Record Samples Dropped by specifying: • • • • List No/Product Lot #/Exp Date Quantity Click Sign button and record an electronic signature (preferred).g.
Note: • You can only Submit a Call if either a "Call Topics" or "Samples Dropped" record has been entered.c) Status (set to Active) 6. Figure 2-3 – Sample Disbursement Process (tracking the HCP's Signature electronically vs using the paper-based SDF) AdvantEDGE User Guide Page 12 11 November 2008 . Click the Submit button to submit the call. Once "Submitted". 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. the contents of the Call Screen cannot be changed with the exception of the "Comments" field.
2. too few samples do not have an effective impact. To show all line items.3. The Samples Dropped List function offers the following functionality: Function Hide Column Checkbox Usage Used to hide Sample Product/Lot# line items.3. To cancel your changes. AdvantEDGE User Guide Page 13 11 November 2008 . 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. 2. and too many samples cut into a Representative's sales.3.3. Hide Show All Drop Cancel Note: • To simplify recording Samples Dropped. To save your changes.1. hidden line items are not displayed unless the "Show All" button is clicked.2. Whenever the List applet is displayed. List Button (Samples Dropped) The List button is a useful function added to the Call Screen to simplify the recording of Samples Dropped. There is a sweet spot to the number of samples to provide. To hide hidden line items. 2. Planned Button (Samples Dropped) – FUTURE A "Planned" button is located on the Samples Dropped applet of the Call screen. This function is preloaded by Marketing to indicate the optimal amount of samples to provide to a specific Professional. use the Hide function to only show the Samples you are currently working with. This function displays a list of Product and Lot #s in your inventory so that samples can be recorded by only entering their respective quantities.
a corresponding relationship can be viewed for the associated Professional (i.e. 3.4. Professional Affiliations Professional Affiliations are useful to identify relationships between Professionals (e. 2. Account Affiliations Account Affiliations are used when recording a Group Call on an Account (as you will see later). Upon setting this relationship. B is affiliated from A). 2. You will be able to view both Public and Private (i. Click the pick list icon in the Account field. A Pick Account dialog box is displayed.6. Click Professionals / Profile / Professional Affiliations.5.2. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. if A is affiliated to B. Activities To view all Call Activities on a Professional. referrals). Select the Professional and click Add.g.. Click Professionals / Profile / Account Affiliations. To record a Professional Affiliation: 1.. Upon setting this relationship. however. Select the Account and click Pick. ML) Call Notes in this view by positioning your cursor over the Comments field. AdvantEDGE User Guide Page 14 11 November 2008 . A dialog box listing Professionals is displayed. A new row is inserted. Click New.e. To record an Account Affiliation of a Professional: 1. 2. Click New in either the "Affiliations From" or "Affiliations To" applets. 4. 2. 3.. click Professionals / Profile / Activities. a corresponding relationship can be viewed from Accounts / Profile / Professional Affiliations for the specified Account. This screen displays all Call Notes for the last 2 years.
A dialog box is displayed of Available & Selected addresses. Adding a New Professional To add a New Professional: 1. AdvantEDGE User Guide Page 15 11 November 2008 . • Highlight the Address and click Add. It is recommended that you search & sort by Postal Code.7. phone/fax of clinic or hospital) Main Phone / Main Fax (specific to Professional) Suite Department • Click OK. Notes (Managing Addresses): • You must use the Address MVG icon in the Professionals form applet below the Professionals List applet (as indicated in the diagram below). 2. The Address is Selected as Primary if it is the only linked Address. First Name Specialty (don't worry about enter Sub-Specialty 1. click the New button. From the Professionals / Professionals List screen.2. This is the only icon that will allow you to link an Address to a Professional.g. Enter the following mandatory fields: • • Last Name. 3) 3. Link the Professional to an Address • Click the Address MVG icon (in the Professionals form applet below the Professionals List applet). • Update any additional information regarding: Staff/Gatekeeper Site Phone Number / Site Fax Number (e. 2. This avoids entering a duplicate record.. Perform an exhaustive query to ensure that the Professional doesn't already exist. • Query the Available addresses to find the correct address.
It is likely that one Location is a Pharmacy and should not be used. • In the unlikely scenario that the address could not be found. you cannot immediately enter a call.. Figure 2-4 – Changing the Address of a Professional Note: • When adding a "New" Professional. click New to create a new address. • If the Available address list is blank.• If you find multiple addresses at the same location. scroll to the right to check the Location & Location Type. please call the Help Desk to be sent the Address Syndicated Data File. AdvantEDGE User Guide Page 16 11 November 2008 . You need to step off the record (i. access another Professional) and then step back on the record to allow the system to Save the Professional before entering a call.e.
If you remove a valid Address that another Rep uses. A Change Requests List applet and Form applet are displayed. the other Rep may no longer be able to find the Professional. Change Requests .9.The Address is not flagged as the Primary Address. It is recommended that you work with the AdvantEDGE User Guide Page 17 11 November 2008 . Note: • You can Remove an Address provided: . follow the steps outlined above to "Link a Professional to an Address" (Ref: Section 2. 2. Access the Professional and select the Professionals / Professionals List / Change Requests view. Click the Address MVG icon in the Professionals form applet below the Professionals List applet (Ref: Section 2. Adding/Removing an Address To Add or Remove an Address for a Professional. 2. These operations have to be submitted using a CR (Change Request). To submit a Change Request: 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. you must enter a Change Request as described in Section 2. IMPORTANT NOTE: • 2. set the Primary checkbox and click OK.7. step 3).7. .10.8.The Address resides in your Territory.Professionals There are certain operations that only the Siebel Administrator is allowed to perform.10. Setting a Primary Address Each person can set their own Primary Address for a Professional. From the "Selected" address list. • To Remove an Address outside of your Territory. To set a Primary Address: 1. step 3).2.
City.Out of Territory Address Fields (Address. Notes: • Every CR Type requires the specification of an Address for the Professional (as indicated by the red asterisk on the field). CR Type Required Fields Duplicate Professional . For example.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. Only 1 CR can be "Submitted" per Professional until the CR has been Processed. Each CR Type requires you to specify various fields. Access the Professionals / Filters screen. Use the table below as a guide.11.Address (current) .Professionals AdvantEDGE provides some limited functionality for querying Professionals for Rx Data. Select the CR Type from the pick-list and applicable field values.Address (current) Record . Querying Rx Data . 2. Click New to create a new Change Request.Address (current) .Address (current) .Address (current) .Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll. Set the Status of the CR to "Submitted". AdvantEDGE User Guide Page 18 11 November 2008 .Comments From Rep . 3. to query Professionals who write more than 1800 TRx Market Share of Total Insulin: 1. Postal Code) .Comments From Rep Moved Out of TerrAddr Known . Province. • 2.
Field Product TRx Market Share Value Total Insulin > 1800 4.2. 3. Enter the criteria below. Click the Query button on the Rx Volumes Selection applet. Click the Go button. AdvantEDGE User Guide Page 19 11 November 2008 . A list of Professionals matching the query criteria is displayed.
" whereas US system-defined queries do not follow any naming convention. There are 2 types of queries as follows: • • System-Defined Queries – created by the Administrator. you may get 32 records one day. Enter "OAKVILLE" in the City field.1. if you created a query to search for all Nurses in Oakville. 3. Follow the Steps above to Create a Query.2. Click the Query button. Enter the Query criteria. Creating a Query To create a query from the Professionals List: 1.3. As a naming convention. and 33 records the next day as your data changes. can be deleted It is difficult to distinguish between system-defined queries and user-defined queries as they look and work exactly the same. 3. In other words. 3. however the same functionality can be used on any List Applet. Queries can be saved so that you can rerun them simply by selecting them from the Queries pick list. QUERYING Querying is a powerful function that is available on all List Applets to filter records. 2. you are not saving the resultant list but rather the criteria for running the query. You will only know that a query is system-defined because you will not be able to delete it. Canadian system-defined queries are prefixed with "Canada . cannot be deleted User-Defined Queries – created by the User. when you save a query. This chapter will provide examples to query on the Professionals screen. Queries are dynamic. • • Enter "Nurse – DNE" in the Specialty field. AdvantEDGE User Guide Page 20 11 November 2008 . The query results are displayed. As an example. For example. Saving a Query To Save a Query: 1. The List applet becomes blank so that you can enter your query criteria. Click the Go button.
Click Go. 3. 2. Useful Querying Operations Operator Example <. 3. Note: Only User-Defined Queries can be deleted. The Query is now available to run anytime by selecting it from the Queries pick list. >. Update the Query criteria.2. From the menu bar. The current query criteria are displayed. Refining a Query To Refine the results of the currently run Query: 1. 3. From the menu bar. Saving a Query will also save the Sort Order of the List. 3. 4. Sort the Records (if desired).4. select Query / Refine Query. >= <> * <25/4/2007 <>'General Practice' SMI* Usage Calls before Apr 25/07 Professionals who are not GPs Represents any combination of characters including no characters Represents 1 and only 1 character (to return both 'SMITH' & 'SMYTH') ? SM?TH AdvantEDGE User Guide Page 21 11 November 2008 . select Query / Delete Saved Query. 3. Select the Query Name and click OK. 2. Deleting a Query To Delete a Query: 1. <=. From the menu bar.3.5. Enter a Query Name and click OK. select Query / Save Query As. SystemDefined Queries cannot be deleted.
Today() And Or Is Null Is Not Null
>today()-7 'OAKVILLE' And 'GUELPH' 'OAKVILLE' Or 'GUELPH' Is Null Is Not Null
To retrieve all calls within the last 7 days Returns Professionals located in both cities Returns Professionals located in either city To find Professionals without a Phone # To find Professionals with a Phone #
Figure 3-1: Useful Query Operators
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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.
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.
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
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.
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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Use Tab Delimited Text File as the Output Format.5. Export To Export the data of a List Applet: 1. 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. Click Next.Figure 4-3 – Advanced Sort 4. 2. AdvantEDGE User Guide Page 25 11 November 2008 . Use Visible Columns to export all columns in the list. From the List Applet. A dialog box is displayed to help you specify the details of the Export. 3. select Menu/Export.
• 4. Note: Siebel exports data in a raw Unicode Text format by default. My Documents). Set the File name of the file. Excel opens with the exported data. click File/Save As from the Excel menu bar and specify the following attributes: • • Navigate to an appropriate Folder (e.Figure 4-4b – Exporting Data Click Open. Set Save as type to "Microsoft Office Excel Workbook (*. 5. To Save the data. Double-click on the column header you wish to freeze.xls)".1.6. Repeat to toggle off. Note: Siebel uses output[1]. 4.6.g.. Column Functions To freeze/unfreeze columns (as in Excel): 1. AdvantEDGE User Guide Page 26 11 November 2008 .csv by default. 4. Freeze Columns Figure 4-5 – Freezing Columns This is a useful feature when scrolling horizontally.
4. Move Columns To move columns: 126.96.36.199. The list is sorted in Ascending order by that column and an Indicator is displayed in the column header. Figure 4-7a – Sorting Columns (Ascending) 2. Sort Columns To sort columns: 1.6. Click on the column header. Drag the column header.6.6. Figure 4-6 – Moving Columns 4. Resize Columns To resize columns: 1. Position the cursor between the column headers until a double-sided arrow appears. and drag to adjust the width. Figure 4-7b – Sorting Columns (Descending) AdvantEDGE User Guide Page 27 11 November 2008 . 4. Click on the same column header to sort in Descending order.
AdvantEDGE User Guide Page 28 11 November 2008 . Figure 5-1 – Accounts Screen The Link Bar and View tabs allow you to access the many applets of information regarding the selected Account. and Pharmacies). the Link Bar displays the Accounts List. Medical Clinics. The screen (as shown below) consists of 2 sections: a) List applet of Accounts on the top b) Form applet displaying detailed information of the highlighted Account on the bottom. By default. The following table displays a summary of the applets on the Accounts screen. The selection made in the Link Bar will determine which View tabs are displayed..5. ACCOUNTS The Accounts screen contains all the information about Buildings (e.g. Hospitals.
g.. AdvantEDGE User Guide Page 29 11 November 2008 . Accounts List The Accounts List displays a complete list of all Accounts in your database. Telephone. Hospital Service Roster) Accounts to which the selected Account is associated (e. To query on all Targeted Pharmacies. use the following criteria: • • Type: My Targets: Pharmacy/Store Checked You may need to use the "Columns Displayed" function to display a column that is hidden as covered in Chapter 4. Hospital Network) Groups to which the Account is linked Computer files Profile Address Info Activities Notes Professional Affiliations Account Affiliations Groups and Events Attachments Figure 5-2: Views of Accounts Screen 5.1. It is also very useful for querying Accounts as covered in Chapter 3. 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..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. Address.
while accessing the Pre-Call View. and then you link all Attendees to that Call at once. select the "XXXX CHE ENTRY ACCOUNT" (where "XXXX" is your Territory #). A Group Call will save you time because you only have to enter the Call Information once at the Account Level. Only "Face-to-face" and "CHE" call types Page 30 11 November 2008 AdvantEDGE User Guide . click on the Reports icon Notes: • You will not be able to see notes made by MLs on the Pre-Call View. Recording a Group Call A Group Call is very useful in recording calls when you call on several Professionals at the same time (e. CHEs).3. To record a Group Call: 1.g.. Note: If the Call was made outside of a Hospital or Clinic. 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. Access the Account to which the call was entered. fill in the following fields: Field Comments Type Usage Free-Text description of the call Defaults to "Face-to-face".Useful pre-defined queries on the Accounts screen are: • • Canada – My Targets Canada – Corporate Targets 5. click on Accounts / Accounts List / Pre-Call. 2. Pre-Call Analysis For Pre-Call Analysis. You will need to access the Accounts / Profile / Activities View. Click the New Group Call button.2. As with a Professional Call. 5. This entry appears at the top of your Account List when sorted alphabetically.
Date Defaults to current Date & Time. It is recommended that you enter your call on the same day that the call was made (preferably. click New. Do not worry about setting the Time of the Call. 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. Refer to section 2. AdvantEDGE User Guide Page 31 11 November 2008 . immediately after the call). click the All Professionals button. Enter the "Call Topics" by specifying: • • • • Name (of Product) Order (defaults to order the Products are selected) Tools (optional) In the Attendees applet.5 & 5. 4.count towards your Call Plan compliance. 3.4 on how to setup an Affiliation. An "Add Attendees" dialog box is displayed listing all Professionals affiliated with the Account.
5. When a Group Call is "Submitted". • 5.4. 1. Continue all steps as entering a Professional Call as described in step 2. These controls are similar to those used in Excel. 5 Attendee Calls). • If you enter a Group Call to 5 Professionals. Later. b) The Attendee Calls remain as "Planned" and have a blank Call Type. the following occurs: a) The Comments of the Account Call are concatenated to any Comments recorded on the individual Attendees. or <Shift>Click to block highlight. it results in the creation of 6 Calls (1 Account Call.• • Find an Attendee to the Call. Access the Pharmacy and click the New Call button.3. and click OK. click on the record to highlight it. Recording a Pharmacy Call Recording Calls on Pharmacies is done in a unique way because Pharmacy Professionals (including Pharmacists) are not entered into AdvantEDGE. In step 4 above. following the running of a Nightly Process. As a result. Repeat these steps to identify all Attendees of the Call. the Attendee Calls are set to "Submitted" and the Call Types are set to that of the corresponding Account Call. the contents of the Call Screen cannot be changed with the exception of the "Comments" field. Click the Submit button to submit the call. The New Call screen allows you to record samples dropped off at the Pharmacy. you record a Professional Call on the Pharmacy Account and it is recorded using a "DEFAULT PROFESSIONAL". Once "Submitted". Notes: • • The criteria for identifying a CHE is that the Call Type='CHE'. you can highlight several records at once using <Ctrl>Click to selectively highlight. AdvantEDGE User Guide Page 32 11 November 2008 .
if A is affiliated to B. 3.5. Account Affiliations Account Affiliations are used to identify relationships between Accounts (e. To record an Account Affiliation: 1. This screen displays all Call Notes for the last 2 years. Professional Affiliations The recording of Professional Affiliations is useful when recording a Group Call on an Account.6. 2.e. Private Notes are hidden if you drill-down into the call by clicking on the hyperlink. click Accounts / Profile / Activities. ML) Call Notes in this view by positioning your cursor over the Comments field. 5. AdvantEDGE User Guide Page 33 11 November 2008 . 4. a corresponding relationship can be viewed from Professionals / Profile / Account Affiliations for the specified Professional. Click Accounts / Profile / Account Affiliations. 5. a corresponding relationship can be viewed for the associated Account (i. Click New.e. Click New in the "Professional Affiliations" applet. Select the Account and click OK. A Pick Professional dialog box is displayed. B is affiliated from A). Hospital Affiliations). A dialog box listing Accounts is displayed. Activities To view all Call Activities on an Account. 2. You will be able to view both Public and Private (i. Click Accounts / Profile / Professional Affiliations. To record a Professional Affiliation on an Account: 1.7. 3. Upon setting this relationship. Click the pick list icon in the Last Name field. Upon setting this relationship. Select the Professional and click Pick. A new row is inserted.. however.5.g...
• Highlight the Address and click Add. Notes • You must use the Address MVG icon in the Accounts form applet below the Accounts List applet (as indicated in the diagram below). Enter the following mandatory fields: • • Account (e. scroll to the right to check the Location & Location Type. • Query the Available addresses to find the correct address. "Hospital") 3. Perform an exhaustive query to ensure that the Account doesn't already exist. It is likely that one Location is a Pharmacy.g. • In the unlikely scenario that the address could not be found. click New to create a new address.8. • Update any additional information regarding: Site Phone Number / Site Fax Number (e. Link the Account to an Address: • Click the Address MVG icon (in the Accounts form applet below the Accounts List applet). click the New button. • If the Available address list is blank. This is the only icon that will allow you to link an Address to a Account. • If you find multiple addresses at the same location.. AdvantEDGE User Guide Page 34 11 November 2008 . It is recommended that you search & sort by Postal Code. Adding a New Account To add a New Account: 1. phone/fax of clinic or hospital) • Click OK. please call the Help Desk to be sent the Address Syndicated Data File.g. 2. This avoids entering a duplicate record.. From the Accounts / Accounts List screen.5. The Address is Selected as Primary if it is the only linked Address.g. "CREDIT VALLEY HOSPITAL") Type (e.. A dialog box is displayed of Available & Selected addresses.
Accounts There are certain operations that only the Siebel Administrator is allowed to perform. A Change Requests List applet and Form applet are displayed. Each CR Type requires you to specify various fields. Use the table below as a guide. It is recommended that you work with the Change Requests Form applet because it allows you to view all Change Requests fields without having to scroll. To submit a Change Request: 1. Change Requests . 3. Click New to create a new Change Request.Address (current) AdvantEDGE User Guide Page 35 11 November 2008 . CR Type Duplicate Account Record Required Fields . Access the Account and select the Accounts / Accounts List / Change Requests view.9. 2.Figure 5-3 – Changing the Address of an Account 5. These operations have to be submitted using a CR (Change Request). Select the CR Type from the pick-list and applicable field values.
Address (current) .Comments From Rep Figure 5-4 – Change Request Types for Accounts 4. Only 1 CR can be "Submitted" per Account until the CR has been Processed. Set the Status of the CR to "Submitted".Comments From Rep Name Change / Address Edit . • 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)..
You can set your default Calendar view using Site Map / User Preferences / Calendar. Monthly Calendar The Monthly Calendar is displayed below. 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. and Daily. Weekly.1. The "Weekly (7 day)" view is recommended. There are 3 calendars accessed via the View tabs: Monthly. Figure 6-1 – Monthly Calendar Notes • • • To quickly view Call information. Useful pre-defined queries on the Calendar screen are: • • Canada – Planned Calls Canada – Submitted Calls AdvantEDGE User Guide Page 37 11 November 2008 .6. 6. The Weekly Calendar is the most popular. position the cursor over the Call to invoke a pop-up.
2. To grant Calendar access to a colleague: 1. Query and select the appropriate name and click OK. The Add Employees dialog box is displayed.6. 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.2. AdvantEDGE User Guide Page 38 11 November 2008 . Select the Calendar / Access List screen. Click New.
Querying Activities Because the Activities screen displays calls in the form of a list applet. AdvantEDGE User Guide Page 39 11 November 2008 ..2. Professional Call. 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. 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. 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. Use the Internet Explorer Back arrow to return to the previous screen. Account Call. To drill down on a Call: 1. Call Activity)..e. Click on the Activity hyperlink (i. you can use the following criteria: • • • Date: >=4/1/2007 and <5/1/2007 Canada – Planned Calls Canada – Submitted Calls Useful pre-defined queries on the Activities screen are: 7.1. Following a drill-down. Attendee Call hyperlink). ACTIVITIES The Activities screen displays the same information that's on the Calendar screen (i. or you may click on the associated thread-bar.e. As an example.7. to return to the previous screen: 2. it offers powerful querying capability.
7. 7. 2. Note • You need to set your Personal Marketing Messages before you can pick them on the call screen. 3.3.e. To delete a Planned Call: 1. Use the New and Delete push-buttons to set the desired Products on the Personal Product Lists applet. 3. 2. Access the Call record. 2. Select the Activities / Personal List screen. Select the Activities / Personal List screen. and set the Status to "Cancelled". Note • You need to set your Personal Call Topics before you can pick them on the call screen. However. 3.. Setting Call Topics To set the Call Topics pick-list values of the Call Screen: 1.5. Setting Marketing Messages To set the Marketing Messages pick-list values of the Call Screen: 1. Select the Activities / Activity List screen. Select the Personal Marketing Initiatives List from the Show pick list (i.4. the name of the applet on the top left corner).e. the name of the applet on the top left corner). Deleting a Planned Call Submitted Calls are locked and cannot be Un-Submitted. Use Menu / Delete Record to delete the record. AdvantEDGE User Guide Page 40 11 November 2008 .. Use the New and Delete push-buttons to set the desired Marketing Messages on the Personal Marketing Initiatives List applet. Select the Personal Product Lists from the Show pick list (i. 7. Planned Calls can be Cancelled/Deleted.
Time is recorded in 2.8. Recording Time Allocation To record Time Allocation: 1. 4. Set the Status to "Submitted" to lock the record from being updated. Select the Time Allocation screen. or 8 hour durations. TIME ALLOCATION The Time Allocation screen is used to record your time sheet activities. Fill in the fields. The following table lists the Time Allocation categories.1. 3. You are expected to record Time Allocation activities for Monday to Friday (8 hours per day) including holidays. Click New. 6. Note: Fields identified with a red asterisk are mandatory. 2. 4. 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 . 8.
Head Office Meeting International Meeting National Meeting SLT Meeting Special Project Team Meeting Teleconference Other Family Leave Jury Duty Marriage/Compassionate Leave Moving Sick Days Illness-Family Illness-Self Medical Leave/LTD Medical Leave/STD Staff Management Training DBM-Training/Coaching Compliance Training Field Training Other Phase I Phase II Vacant Disability/Leave Territory Did Not Exist Territory Vacant Vacation/Holiday Float Day (also used for 'Personal Day') Lieu Day Stat holiday Vacation Weather Travel Inclement Weather Travel to/from territory AdvantEDGE User Guide Page 42 11 November 2008 .
the entire contents are duplicated except the Status which is set to "In Progress".3. 3. To Un-Submit a Time Allocation record: 1. Submitted Time Allocation records can be changed. Note: When a record is copied.2. 8. 8. Un-Submitting Time Allocation Records Unlike Submitted Calls which cannot be "Un-Submitted". Consider that you have the same activity for an entire week (e. AdvantEDGE User Guide Page 43 11 November 2008 . Change the Status from "Submitted' to "Cancelled". 2. or Vacation): 1. Use the Copy button to copy the record 4 times for the remainder of the week. Enter a Submitted record for the Monday. 3. All other Categories are for "Off Territory" Activities.Category "Worked" counts for "On Territory" Activity. 2. Copying Time Allocation Records Copying Time Allocation Records is a real time-saver. Access the record.. In Field.g. Change the Status from "Cancelled" to "In Progress". Update the copies to set the Date and set the Status to "Submitted".
Expense Report is automatically sent to the Princeton Finance Dept. It is a very efficient system for processing Expense Reports and employees are typically paid within a few business days. Mgr reviews Expense Report within AdvantEDGE & sets Status to 'Approved' or 'Rejected'. The Expense Report Process is depicted below. Status='Audited' Figure 9-1: Expense Report Process AdvantEDGE User Guide Page 44 11 November 2008 . Status='Completed' STEP #3: Employee prints & signs Expense Report.5x11 paper. Employee can set the Status back to 'In Progress' to unlock the Expense Report so that Expenses can be updated & re-Submitted. Auditors in Princeton validate that the Expenses entered electronically in AdvantEDGE match those of the receipts.. Mgr receives e-mail notification to approve Expense Report. Expense Reports are processed electronically and the paper receipts are sent afterwards to support the electronic submission. the Employee will be paid before the paper receipts are reviewed by Auditors. & places Expense Report package in Orange Envelope (which is sent to the Mississauga Office). Employee receives e-mail notification to indicate that Expense Report has been Approved. EXPENSE REPORTS The Expense Reports module of AdvantEDGE is used by all NNCI employees.. Status='Processed' Funds are deposited into the Employee's Bank Account using Electronic Fund Transfer. $ Princeton Finance processes payment. STEP #2: Employee sets Status of Expense Report to 'Submitted'. If 'Approved'. $ $ $ Employee Incurs Expenses STEP #1: Employee Enters Expenses into AdvantEDGE (create Expense Report Header & individual Line Items) Status='In Progress' If 'Rejected'. Often. Expense Report is now locked & cannot be changed. Receptionist at Head Office forwards all Orange Envelopes to the Princeton Finance Office. tapes receipts to 8.9.
Manager Approves Report and the Employee receives an eMail notification of Approval . In this case. Steps 1-3 as depicted in Figure 9-1).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. Prepare the Expense Report Package.Manager receives an e-Mail notification that an Expense Report has been Submitted . Submit the Expense Report. AdvantEDGE User Guide Page 45 11 November 2008 .e. the Employee can change the status to 'In Progress' to reopen the Expense Report so that it can be updated and then re-Submit it Submitted Manager Approved Processed Princeton Finance Dept . PROCESS FOR SUBMITTING EXPENSE REPORTS STEP #1) STEP #2) STEP #3) Enter the Expense Report (including Header & Line Items) into AdvantEDGE.The following diagram depicts the overall processing of Expense Reports from the perspective of the Expense Report Status for the most common Statuses.. In Progress Employee .Initial Status .Expenses are entered .Report is Locked .Princeton has Processed the Expense Report .An Expense Report may be 'Rejected'.
select the Expense Reports screen to access My Expense Reports.1. 2. From the menu bar.There are 2 Expense Report reporting periods per month: the first period is from the 1st of the month to the 14th.2. 9.3 respectively. and 9.These 3 Steps are covered in sections 9.1. first create the Header as follows: 1. Note: • You will find that the Expense Report module contains both List applets and Form applets which display the same data. 9. DBMs. A list of previous Expense Reports for the user is displayed. 3. 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 . 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. Name: Usage: Field Expense Report – CANADA Regular Expense Reporting for Field Users (Reps. Select 1 of the 3 Names from the drop-down list as specified in the table below. click New to create a new Expense Report. In the Form applet. MLs) Associated Fields: • • Description (optional) Period . Fill in the associated fields.
6. It is recommended that you use the Form AdvantEDGE User Guide Page 47 11 November 2008 . Enter each Line Item for the Expense Report.Name: Usage: Home Office Report – CANADA Regular Expense Reporting for Head Office Users Associated Fields: • • • • Description (optional) Start Date End Date Pay To / Prepared By / Submit To are pre-populated to indicate the Users' Initials involved with the Expense Report Status is pre-populated as 'In Progress' • Name: Usage: Other Cost Ctr Report – CANADA Used to claim Expenses to be paid by a Cost Centre other than your own Associated Fields: • • • • • Description (optional) Start Date End Date Cost Centre – You must only include items for 1 Cost Centre per Expense Report Pay To / Prepared By / Submit To are pre-populated to indicate the Users' Initials involved with the Expense Report Status is pre-populated as 'In Progress' • At this stage. 5. Click the Name hyperlink of the Expense Report. The following table provides guidelines for some common expenses. the Report Header is entered and you are ready to enter the Line Items as described below: 4. Click New to insert a Line Item. A new applet is displayed showing the Expense Report Header at the top and the Line Items at the bottom.
.g. Grand Rounds) Description of Expense Pick-list detailing payment method (e..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. Field Business Purpose Details Payment Type Credit Card # Description Pick-list detailing activity (e.e. Visa) Do not use. District Meeting. $0.g. the out-of-pocket expense). e.. All amounts are entered inclusive of all taxes (i..g.Hotel KM/Mileage Allowance & Parking KM/Mileage Allowance & Parking Fields to Enter Data • • Start / End / Expense Amount Start / End / Expense Amount Start / End Business Miles (amount is automatically calculated based on a per km rate. Do not enter your Credit Card # in AdvantEDGE. Cash. AdvantEDGE User Guide Page 48 11 November 2008 . Expense Incurred Hotel Parking Expense Type to use in AdvantEDGE Lodging .applet rather than the List applet for entering Line Items so that you can see all input fields as you edit them.
Use the rate that you are being charged by Visa or your bank.2. Enter the Transaction Amount which is expense amount in the foreign currency. To Enter Foreign/US Expenses Follow the regular steps to enter a Line Item.1. 9. 4. An "Enter Amount" dialog box is displayed.1.. Access the Line Item in the Line Items "List" Applet (and not the Line Items "Form" Applet). Enter the Internal Order Number in the "SAP Int Order" column. 3. The Expense Amount is calculated for you when you step off the field.9. perform the following: 1. USD for US Dollars). except when you enter the Expense Amount. To Enter an Internal Order Number To specify an Internal Order Number for a Line Item: 1. 2. Select the Currency Code from the pick-list (e.1. 2. Click the Expense Amount pick-list icon. Figure 9-3: Enter Foreign Expense Amounts AdvantEDGE User Guide Page 49 11 November 2008 .g. Enter the Exchange Rate which is used to convert the foreign currency to Canadian dollars.
2. Reconcile your Expense Report Line Items with your Receipts. 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.Foreign These 2 Expense Reports are same except that the Foreign Expense Report has 2 additional columns displaying the Foreign Currency and Exchange Rate. While accessing the Expense Report. 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. click the Reports icon in the Toolbar. You want to be sure that everything is correct.3. STEP #2: Submit the Expense Report When all Expense Line Items are entered. While accessing the Expense Report to print. it will be automatically populated once the Expense Report is submitted. If there are any errors. click the Submit button to change the Status from 'In Progress' to 'Submitted'. This window may startup AdvantEDGE User Guide Page 50 11 November 2008 . correct the Line Items and then step off the record to save. The Expense Report is now locked so that it can no longer be edited. To create your Expense Package. perform the following steps: 1. 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. If the Cost Centre has not been set.2. Your completed Expense Report is displayed in the Siebel Report Viewer window.9. 9. Select 1 of the following 2 options to print your Expense Report: • • Novo Nordisk Expense Report Novo Nordisk Expense Report . Only use the Foreign Expense Report when you have expenses in foreign currencies. you are ready to Submit the Expense Report by doing the following steps: 1. 2.
4. so you may have to click on it in your task bar to maximize the window so it can be viewed. 5.minimized on your task bar.5. Place your Printed Expense Report and associated receipts (taped) into an Orange Envelope so that your name on page 1 of the Printed Expense Report shows through the window of the Orange Envelope. Click on the Print icon in the Toolbar to print the Expense Report on your printer. Receipts are taped so that auditors can properly review receipts when crossreferencing them to the Submitted Expences. 3. 9.5"x11" paper. 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 . Do not use any staples or paper-clips. Expense Report Rules • • • • • • 1 Expense Report per Orange Envelope Sort sheets in Chronological order Multiple receipts can be taped to a page using both the front and back pages. Sign the Printed Expense Report.4. Other Cost Centre Expense Report When creating an "Other Cost Centre Expense Report". Tape the receipts to 8. 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. Send the Orange Envelope to the NNCI Office (not to Princeton).
a nightly process needs to run before you can see the associated record in the Unspecified Calls view. Recording a Call from the Call Plan Screen To record a Call from the Call Plan screen: 1. Click the POA Period hyperlink (e. Submitted Calls. There are 2 sub-views to view Professionals or Accounts. CALL PLAN The Call Plan screen is used to display your Targeted Professionals and Accounts. and Segment are displayed as columns. When creating your first non-Targeted call on a Professional/Account.g. The Call Plan Calls view is displayed. Viewing your Call Plan To view your Call Plan: 1. Viewing Call Activity from the Call Plan Screen To view past Call Activity of a Professional/Account from the Call Plan screen: 1. Select the Call Plan screen. The Call Screen used to enter a new call is displayed. 2007 Canada POA). Note: An Unspecified Calls view is also available for displaying information on non-Targeted Professionals and Accounts. Highlight the desired Professional/Account and click the New Call button. Targeted Number of Calls within the Period as set by Sales Operations. Assigned Calls 10. 2. The Assigned Calls.10.2. 10.. AdvantEDGE User Guide Page 52 11 November 2008 . 10.1. as well as their respective Assigned Calls and Submitted Calls as defined below: Field Submitted Calls Definition Number of Calls Submitted by the Rep within the Period.3. Only 'Face to Face' and 'CHE' Call Types are counted. The corresponding Profile/Activities view is displayed. Click the Last Name/Account hyperlink.
Viewing Submitted Call Plan Calls To view the Call Details of the calls which have been used to calculate the Submitted Calls of the Call Plan: 1. Highlight the appropriate Call Plan record.5.10.4. Click the Recalculate button. you can recalculate it using the following steps: 1. Click on the POA Period hyperlink of the corresponding Professional/Account record. Recalculating Call Plan Calls If the calculation of the Submitted Calls on the Call Plan screen is questionable. 10. 2. AdvantEDGE User Guide Page 53 11 November 2008 .
11. 4. 5. Select the Professionals or Accounts sub-view. Note: • You can also delete Associations for those created by your Territory using the Delete push-button. The Associations view screen is displayed. For Groups and Events that are not "Secure".1. Note: • You can only update Groups and Events that are not flagged as "Secure". Select the Groups and Events screen tab. Click the pick-list icon in the Last Name/Name field.11. you can add/remove links to the Professionals and Accounts pertaining to your territory. The Professional/Account is added to the Groups and Events Associations. AdvantEDGE User Guide Page 54 11 November 2008 . Linking a Professional/Account to a Group and Event 1. 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. Click on the Name hyperlink of the Group and Event. highlight it. 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. 3. Click the Add push-button. and click the Pick push-button. 2. A blank row is created. Query the desired record.
AdvantEDGE User Guide Page 55 11 November 2008 .6. Set the "Program Date" and enter "Comments" (optional) for the association.
" 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. Transfer. Samples Returned Sample Transfers between Reps Sample Disbursements The Samples Management module excludes samples that are ordered by Reps to be shipped directly to DECs/Customers.12. Sample Details are tracked in AdvantEDGE using the following 3 attributes: "List No. etc.. These include: • • • Samples Received. The Samples Management module consists of the following screens: Screen Samples Orders Received Samples Description Not Used Used to acknowledge the Receipt of Samples via: • Received Shipments • Transfer In (from another Rep) Used to track discrepancies regarding Received Samples Used for Sending Samples as: Page 56 11 November 2008 • Received Samples Discrepancies Sent Samples AdvantEDGE User Guide . Return. These samples do not pass through the Reps possession and hence are excluded. Shipment.g. SAMPLES MANAGEMENT The Samples Management module is used to track all samples involving Rep transactions and for which the Rep is responsible.).
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.Sent Samples Discrepancies Inventory Count Reconciliation • Returns • Transfer Out (to another Rep) Used to track discrepancies regarding Sent Samples Used to Count Inventory Used to Reconcile an Inventory Count by comparing the "Actual Samples on hand" with the "Sample Calculated to be on hand" Used to adjust the recorded number of Samples Sent.. AdvantEDGE User Guide Page 57 11 November 2008 . Received. Sample Drop) is covered in the "Call Recording" section of this document.e.
refrigeration) when receiving a shipment Your signature is required for sample deliveries.1.g. b) Sign the carrier's delivery slip indicating the correct number of cartons. you may authorize another adult provided they are aware of NNCI policies and procedures.. synchronize your data so that your sample delivery information will appear in the Received Samples view. Receiving Samples & Processing Returns Receiving a Sample Shipment The Receiving Samples Shipment Process is depicted below.12. Figure 12-2: Receiving Samples Shipment Process You must follow proper procedures to ensure the stability of your samples (e. When receiving a sample shipment. On occasion. if you cannot sign for a shipment. AdvantEDGE User Guide Page 58 11 November 2008 .1. On the morning of your sample delivery.1. 12. a) Verify that the cartons are labeled with your name and address.
highlight the corresponding shipment record. The "Line Items" list applet at the bottom of the screen will display the details of the shipment. 5. so if all quantities are correct. overage. Click the Samples / Received Samples screen. 4.g.c) Verify that the contents of each carton match the carton's packing slip. shortage. The record will have a status of "In Progress". or damage) immediately by calling MLS. Enter the sample counts for each Lot # in the Received Quantity field. The values default to the samples shipped as entered by MLS. MLS Contact Information: 905-568-2511 x-3234 or 1-800-215-5310 To record Receiving the Sample Shipment in AdvantEDGE. AdvantEDGE User Guide Page 59 11 November 2008 . you do not need to change anything. you need to perform the following steps. Count all samples shipped even if there are damaged samples that need to be returned. If however the quantities are incorrect. 3. The Lot #s are now part of your sample inventory balance in AdvantEDGE. d) Count the number of samples in the shipment down to the Lot #. update them and enter a brief description in the Comments field. From the "My Received Samples" applet. Fill in the Date / Time Received field to specify the date/time that the shipment was received.. Click Submit to complete the receipt of your sample shipment. 1. 2. e) Report discrepancies (e.
etc. Rep returns Samples to MLS. Expired. 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. or Soon-to-Expire Samples to be Returned to MLS Rep records Sample Returns into AdvantEDGE & 'Submits" the Transaction. To Return Samples. you need to: a) Determine the lot numbers and quantities of your inventory that need to be returned. Rep prints the 'Sample Return Transmittal Form Canada' which contains the Sample Return details.2.Canada' serves as the packing slip for the shipment. Samples are delivered back to MLS.1.12. Processing Sample Returns A good practice to follow before taking your inventories is to return any lot numbers that need to be returned. The 'Sample Return Transmittal Form . problem with device. recall. If the Returns are part of a 'Shipment Received'. The Samples Returns Process is depicted below. AdvantEDGE User Guide Page 60 11 November 2008 . the Rep calls MLS so that MLS can replace the Returned Samples. Rep identifies Damaged.
you need to perform the following steps: 1.b) Create a Sent Samples transaction. Fill in the header values for the samples being returned. 7. 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. To record a Sent Samples transaction. AdvantEDGE User Guide Page 61 11 November 2008 . 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 6. 5. 3. click New. Fill in the line item values for each lot number being returned. From the "My Sent Samples" applet.CANADA that must accompany the product when shipped back. and select the Samples Return Transmittal Form CANADA. 8. Your inventory for the affected Lot #s is reduced accordingly. click Submit. Click the Reports icon from the application toolbar. Click the Samples / Sent Samples screen. print the Samples Return Transmittal Form . Remember. From the "My Sent Samples" applet. click New. 2. Click the Printer Icon to print the form. A report is prepared in the Siebel Report Viewer (which may take several moments to prepare). and then physically return the product using a ground carrier service. From the "Line Items" applet. Repeat steps 4-5 for all sample return line items.
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 . Sign and Date the form.9.
Lot #/Expiration Date. Sample Transfers The Sample Transfer Process is depicted below.2. 12.12. 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. b) The Rep transferring out the samples needs to create a Transfer Out transaction. Click the Samples / Sent Samples screen. 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. The Rep then performs a data synchronization to send the Transfer Out transaction.1. AdvantEDGE User Guide Page 63 11 November 2008 .2. Transfer Out To record a Transfer Out transaction. and Quantity being transferred. you need to perform the following steps: 1. This is to be done on the SAME day as the transfer and can be done during the face-to-face meeting.
5. 3. From the "My Sent Samples" applet. Field Description Transaction Date Defaults to current date/time but can be updated if the Transaction Date occurred earlier Transfer Out Select Rep to which samples are being transferred Transfer As required Transaction Type To (Last Name) Reason Comments 4. Fill in the line item values for each lot number being transferred. click New. Synchronize. a discrepancy transaction is automatically created in the Sent Samples Discrepancies screen of the sender.2. it is important that both parties agree on the Product List No. click New. Fill in the header values for the samples being transferred. one Samples Transaction can have several line items. 7. click Submit. Notes (regarding Sent Samples Discrepancies): • When transfers occur. Field Description Product Description Lot # Quantity Select value from pick-list Select from pick-list Specify number 6. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Sent. If the recipient records values differently from the Transfer Out data. and Quantity being transferred. AdvantEDGE User Guide Page 64 11 November 2008 . Your inventory for the affected Lot #s are reduced accordingly. From the "My Sent Samples" applet. From the "Line Items" applet. Lot #/Expiration Date. Repeat steps 4-5 for all sample transfer line items. Remember. 8.
Click Submit to complete the receipt of the Transfer In. Fill in the Date / Time Received field to specify the date/time that the transfer was received. 12. Note (regarding Received Samples Discrepancies): • If you record a unit quantity other than what the sender recorded transferring to you. update them and enter a brief description in the Comments field. a discrepancy transaction is automatically created in the Received Samples Discrepancies screen when the record is Submitted. 6. you do not need to change anything. The field defaults to the current date/time. 2. The values default to those entered by the Rep who recorded the Transfer Out. Transfer In The Rep receiving Sample Transfers must acknowledge the Transfer In transaction so that your sample inventory reflects what is physically on hand. so if all quantities are correct. AdvantEDGE User Guide Page 65 11 November 2008 . you need to perform the following steps: 1. Synchronize. The record will have a status of "In Progress". highlight the corresponding Transfer In record. 5. Click the Samples / Received Samples screen. The Lot #s are now part of your sample inventory balance in AdvantEDGE. From the "My Received Samples" applet. This will pickup the Transfer In transaction triggered from the sending Rep. This screen is a read-only screen that allows you to track discrepancies that have occurred for Samples Received. Enter the sample counts for each Lot # in the Received Quantity field. The "Line Items" list applet at the bottom of the screen will display the details of the transfer. To record a Transfer In transaction. a samples adjustment needs to be created to account for any differences between your physical inventory and your AdvantEDGE inventory. If however the quantities are incorrect.2. 4.• If the sender receives a valid discrepancy transaction in the Sent Samples Discrepancy screen.2. 3.
• As noted earlier. Sample Adjustments The Sample Adjustments Process is depicted below.3. a discrepancy transaction is also automatically created on the Sent Samples Discrepancies screen of the sender. Figure 12-6: Received Samples Discrepancies screen 12. AdvantEDGE User Guide Page 66 11 November 2008 • • . 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.
BE CAREFUL TO SELECT THE CORRECT INVENTORY PERIOD WHEN ENTERING AN ADJUSTMENT.Notes: • You always make Adjustments to your AdvantEDGE Inventory so that it is consistent with your Physical Inventory. A Negative Adjustment will decrease your AdvantEDGE Inventory. A Positive Adjustment will increase 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 .
perform the following steps: 1.1. click New. Sent Samples Adjustment Sent Samples adjustments are used when you record sample transactions incorrectly compared to what you actually Returned or Transferred Out. For the above scenario. click New. For the above scenario. The recipient acknowledged that only 5 units were "Transferred In". Click OK. Consider the following scenario: • • You recorded a Transfer Out record of 10 units of "643993-Levemir Flexipen 1x3ml" and "Lot # F0906A" to another Rep. 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. 2. • To enter a Sent Samples Adjustment. type "Miscount in transferred out quantity" 4.12. From the "My Samples Adjustments" applet. Click the Samples / Samples Adjustments screen. AdvantEDGE User Guide Page 68 11 November 2008 . A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. You need to add 5 units to your AdvantEDGE inventory to reflect your physical inventory.3. use "Incorrect Quantity" Pick-list from the "Stock Period" dialog box Free text. use "Transfer Out – Adjustment" Pick-list. From the "Line Items" applet. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. Fill in the header values for the samples adjustment. You now need to record a Sent Samples "Transfer Out" Adjustment to correct your AdvantEDGE inventory.
5. the other Rep will see a discrepancy in his "Sent Samples Discrepancies" screen after synchronizing. From the "My Samples Adjustments" applet. enter "5". click Submit. For the above scenario. 12. Repeat steps 4-5 for all sample transfer line items. Fill in the line item values for each lot number adjustment. The adjustment needs to be made by the person who entered the incorrect quantity. Your inventory for the affected Samples is updated.2.3. 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. • • AdvantEDGE User Guide Page 69 11 November 2008 . 7. Due to this mistake. Consider the following scenario: • During a Sample Transfer with another Rep. You need to subtract 5 units to your AdvantEDGE inventory to reflect your physical inventory. however you inadvertently changed the received quantity from 30 units to 35 units when you acknowledged the Transfer In transaction. you received 30 units of "368369-Novologmix 70/30 Flex Pen" and "Lot # G1405A". 6. Remember. 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. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. one Samples Transaction can have several line items.
Click the Samples / Samples Adjustments screen. perform the following steps: 1.To enter a Received Samples Adjustment. For the above scenario. 2. Click OK. From the "Line Items" applet. use "Incorrect Quantity" Pick-list from the "Stock Period" dialog box Free text. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. For the above scenario. 5. 7. click New. AdvantEDGE User Guide Page 70 11 November 2008 . 3. use "Transfer In – Adjustment" Pick-list. From the "My Samples Adjustments" applet. Field Description Product Description Lot # Quantity (+/-) Select value from pick-list Select from pick-list Specify number. Fill in the line item values for each lot number adjustment. enter "-5". click Submit. Your inventory for the affected Samples is updated. Remember. type "Made a mistake when acknowledging the quantity received" 4. one Samples Transaction can have several line items. click New. 6. From the "My Samples Adjustments" applet. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. For the above scenario. Repeat steps 4-5 for all sample transfer line items. For the above scenario. Fill in the header values for the samples adjustment.
Field Description Transaction Type Reason Inventory Period Start Date Pick-list. perform the following steps: 1. 6 units of "368392-Levemir Vial 1x10ml. From the "My Samples Adjustments" applet. Wayne Newton. • To enter a Disbursement Adjustment. 2.Levemir Flexipen 1x3ml. Lot # F0906A" instead of the 6 units of "368392-Levemir Vial 1x10ml. Lot # S50730" which was actually disbursed. Click OK. Fill in the header values for the samples adjustment. 3. Lot # S50730" to be entered as a Negative integer. For the above scenario.12. Sample Disbursement Adjustment Sample Disbursement adjustments are used when you record sample drops incorrectly. use "Incorrect List # & Lot #" Pick-list from the "Stock Period" dialog box. For the above scenario.3. Click the Samples / Samples Adjustments screen. Consider the following scenario: • A discrepancy occurred for a sample drop on Sep 13/07 for Dr. You recorded 6 units of "643993.Levemir Flexipen 1x3ml. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. use "Disbursement – Adjustment" Pick-list. 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. click New. You need to create a Samples Disbursement Adjustment with 2 line items to adjust your AdvantEDGE inventory as follows: 6 units of "643993. Lot # F0906A" to be entered as a Positive integer.3. Page 71 11 November 2008 Comments AdvantEDGE User Guide . For the above scenario.
AdvantEDGE User Guide Page 72 11 November 2008 . Enter a Second Sample Inventory Adjustment for the Inventory Period that you have just Started. Your inventory for the affected Samples is updated. Repeat steps 4-5 for all sample transfer line items. one Samples Transaction can have several line items. From the "My Samples Adjustments" applet./Lot # when recording Sample Drop on 9/13/2007 to Dr Wayne Newton" 4. 368392) S50730 -6 Description Levemir Flexipen 1x3ml (List No. you would enter 2 line items as specified below. click New. click Submit. 643993) F0906A 6 6.4. Line Item 1: Field Product Description Lot # Quantity (+/-) Line Item 2: Field Product Description Lot # Quantity (+/-) Description Levemir Vial 1x10ml (List No. From the "Line Items" applet. Fill in the line item values for each lot number adjustment.3. Remember. 12. 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. 5. 7. For the above scenario.type "Entered wrong product List No.
use "Incorrect Quantity" Pick-list from the "Stock Period" dialog box. type "Entered wrong Inventory AdvantEDGE User Guide Page 73 11 November 2008 . From the "My Samples Adjustments" applet. This will set the On Hand Quantity to 25 so that you can Reconcile to a Difference of 0. 2. 3. You need to enter 2 Sample Inventory Adjustments as follows: -10 units for the Period "Sep 6/08 – Nov 6/08". For the above scenario. +10 units for the Active Period starting on Nov 6/08 to make your On Hand Quantity be 35 and match your Physical Quantity.Consider the following scenario: • You have just recorded an Inventory Count of 25 units of "01211-NovoMix 30 Penfill 5x3ml. Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. click New. Click the Samples / Samples Adjustments screen. Fill in the header values for the samples adjustment. Click OK. use "Inventory Adjustment" Pick-list. choose "Sep 6/08" Free text. For the above scenario. perform the following steps: 1. Lot # VS60785" which you have "Submitted" on Nov 6/08. • • To enter the first Inventory Adjustment. AdvantEDGE indicates that your On-Hand Inventory for this Lot # is 35 and so there is a Difference = (On Hand Quantity – Counted Quantity) of 10. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. Your 2 most current Inventory Periods are as follows: Sep 6/08 – Nov 6/08 which you must Reconcile Nov 6/08 – blank which is your Active Period You have since realized that you have another 10 units of the same Sample Lot # that you forgot to include in your Count. For the above scenario. For the above scenario.
Field Description Transaction Type Reason Inventory Period Start Date Comments Pick-list. use "Inventory Adjustment" Pick-list. From the "My Samples Adjustments" applet.Count" 4. Fill in the header values for the samples adjustment. For the above scenario. one Samples Transaction can have several line items. 5. Your inventory for the affected Samples is updated. From the "Line Items" applet. For the above scenario. To enter the second Inventory Adjustment. type "Entered wrong Inventory Count" 9. From the "My Samples Adjustments" applet. For the above scenario. click New. From the "Line Items" applet. choose "Nov 6/08" Free text. click Submit. For the above scenario. you would enter: Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. 01211) VS60785 -10 6. one Samples Transaction can have several line items. click New. click New. Click OK. Fill in the line item values for each lot number adjustment. Fill in the line item values for each lot number adjustment. use "Incorrect Quantity" Pick-list from the "Stock Period" dialog box. 8. you would enter: AdvantEDGE User Guide Page 74 11 November 2008 . perform the following steps: 7. For the above scenario. For the above scenario. Remember. Remember. A message box is displayed to indicate that the adjustment will be reviewed by the SAC Associate. 10.
The SAC department does not mandate a certain date but rather lets the Rep control the best time to conduct an inventory count within a bi-monthly timeframe. Other Adjustments "Other Adjustments" are made in a similar fashion to the procedures described in the previous sections. Your inventory for the affected Samples is updated. It is extremely important that Sample Adjustments reference the appropriate Inventory Period as you would otherwise introduce additional discrepancies when doing a Reconciliation. It is recommended that this inventory count is completed prior to your next delivery of samples so there is less to count. 12.3. click Submit. It is critical that you complete one inventory count per bimonthly period. 01211) VS60785 +10 11. Each time you do an Inventory Count. 12.5. Inventory Count & Reconciliation The Sample Accountability & Compliance (SAC) department requires that each Rep physically count their samples inventory on a bi-monthly basis.4. Always be sure to enter the correct Positive or Negative quantity which would adjust your AdvantEDGE Inventory to be consistent with your Physical Inventory.Field Product Description Lot # Quantity (+/-) Description NovoMix 30 Penfill 5x3ml (List No. it creates the start of a new Inventory Period. AdvantEDGE User Guide Page 75 11 November 2008 . From the "My Samples Adjustments" applet.
Term Inventory Period Status Values Active Definition/Usage An inventory period which has a Inventory Period Start Date but no Inventory Period End Date.The following is a definition of terms you will need to understand when entering an Inventory Count into AdvantEDGE.e. Promotion or separation of a Representative When a random audit is conducted by the SAC department or other Home Office or field personnel Closed Inventory Type Annual Theft/Loss For Cause Monthly Closeout Random There are 2 stages that you need to complete as follows: • • Inventory Count – to count your physical inventory Reconciliation – to account for any discrepancies between your physical inventory (i. 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". Audited yearly inventory count If a theft or loss occurs Inventory request generated by the SAC Department Mandatory bi-monthly inventory count..
once you take an Inventory Count. and Samples Adjustments transactions. Consequently. Figure 12-9: Inventory Count & Reconciliation Process 12. 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. c) Verify and Submit all Received Samples. 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.The Inventory Count and Reconciliation Process is depicted below. Before starting an Inventory Count.1. Expired. Sent Sample. or within 60 days of Expiring. AdvantEDGE User Guide Page 77 11 November 2008 . you cannot make any sample transactions until the next day. b) Return any Samples that are Damaged.
Hint: To check for "Planned" Calls that need to be Submitted. The worksheet is compiled in the "Siebel Report Viewer" as shown below. 4. Close the window when done. Click the Print icon from the "Siebel Report Viewer" to print the report. This screen allows you to drill-down and Submit any "Planned" Calls. AdvantEDGE may take 10-20 seconds to compile the data. AdvantEDGE User Guide Page 78 11 November 2008 . Click the Samples / Inventory Count screen. From the "My Inventory Count" applet. Use the printed worksheet to record your physical inventory down to the individual Lot #. To enter an Inventory Count. 2. You are now ready to enter your physical inventory count into AdvantEDGE by continuing with the following steps: 5. perform the following steps: 1. click the Reports icon and select Inventory Count Worksheet. Figure 12-10: Inventory Count Worksheet 3. The system will not allow you to submit an Inventory Count if there are any "In Progress" transactions. Click the Samples / Samples History screen. query the My Activities screen.
The next section describes how to Reconcile your Inventory Count for the inventory period you just closed.. what the system calculates you to have on hand)..e. Reconciliation The Reconciliation Process is used to account for any discrepancies between your physical inventory (i. Sent Samples. there are transactions (i. you will not be able to Submit your Inventory Count and a corresponding error message is displayed. Disbursements. Set the "Inventory Type" field to Monthly to enter a regular bi-monthly Inventory Count. "Unreconciled"). 8. The AdvantEDGE On Hand Inventory is calculated as follows: AdvantEDGE Inv. and a new inventory period has been opened for use with the physical inventory counts you just entered. From the "My Samples History" applet.e. From the "My Inventory Count" applet.e. = Inv.4. If you access the Samples / Samples History screen. 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). you will find that the current inventory period is "Closed" and has a "Reconciliation Status" of Null (i.2... Note: If in step 9). Click Submit. at Start of Inv. Received Samples. enter the Counts by Lot # for your physical inventory.6. 9. Be careful to enter the values carefully as these values will become your AdvantEDGE inventory for the next inventory period. Period + Shipments Received AdvantEDGE User Guide Page 79 11 November 2008 . Inventory Count) and your AdvantEDGE inventory (i.e. highlight the Active inventory period. or Samples Adjustments) with a status of "In Progress". 12. Click the Samples / Inventory Count screen. You will need to return to the appropriate screens to check for "In Progress" transactions and Submit them.
Details the Samples by List No.Transfer Outs + Transfer Ins .. and Lot # for the respective Inventory Period highlighted in the top applet.Samples Returned . On AdvantEDGE User Guide Page 80 11 November 2008 .e. For Differences > 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. you need to enter adjustments under the Samples Adjustment screen.. For all Differences not equal to 0. • 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. This applet is helpful when researching for sample activity relevant to an inventory period. Once an Inventory Count is Submitted. Use the Samples History applet to help with this process. you will need to enter a Negative adjustment to reduce your AdvantEDGE Inventory (i. the Difference of all associated Unreconciled Inventory must be 0.
Click the Samples / Reconciliation screen. A message box is displayed if there are any Differences not equal to 0. and click Submit for Reconciliation.Hand Quantity). Consider the following scenario for a specific sample: Number of Samples at Start of Inv Period Samples Received from Shipments Samples Returned Transfer Outs Transfer Ins Sample Disbursements Sample Adjustments Number of Samples at End of Inv Period (2 + 10 – 1 – 3 + 0 – 5 + 0) If only 2 Sample Units are counted when performing the Inventory Count. you will need to enter a Positive adjustment. AdvantEDGE User Guide Page 81 11 November 2008 . a Sample Adjustment of -1 would need to be entered to Reconcile the Inventory Count. To Submit an Inventory Period for Reconciliation. For Differences < 0. If you do not Submit for Reconciliation the closed inventory period prior to taking your next inventory count. perform the following steps: 1. 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. Highlight the Unreconciled Inventory Period. the system will prevent you from submitting your next inventory count. 2.
At this point. Figure 12-11: Rep Reconciliation Summary Report AdvantEDGE User Guide Page 82 11 November 2008 . highlight the inventory period. To generate a Rep Reconciliation Summary Report. click the Reports icon and select Rep Reconciliation Report. Close the window when done. 3. The report contains the information submitted to the SAC Department and contains a summary of all sample transactions for the inventory period. From the "My Samples History" applet. The SAC Department will then validate your submitted inventory period and assign the applicable "Reconciliation Status". 12.4. Click the Samples / Samples History screen. Click the Print icon from the "Siebel Report Viewer" to print the report. the final status of the Inventory Period is still pending SAC review. 2. perform the following steps: 1.3.3. Synchronize. The report is compiled in the "Siebel Report Viewer" as shown below. Rep Reconciliation Summary Report (Currently N/A) A Rep Reconciliation Summary Report is available once an Inventory Count is Submitted for Reconciliation.
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.The columns of the Rep Reconciliation Summary Report are described in the table below. Column List No. Desc. Return Rep. Shp. Return Rep. Tr. Start Inv. In Rep. Rec'd Rep Disb. Out AdvantEDGE User Guide Page 83 11 November 2008 . Prod. Rec'd Rep Shp. for this inventory period Corporate Returns: Total quantity of samples that Corporate indicates to have been returned by the Rep Rep Returns: Total quantity of samples that the Rep indicates to have been returned Rep Transfer In: Total quantity of sample Transfer Ins Rep Transfer Out: Total quantity of sample Transfer Outs Corp. Tr. Corp.
AdvantEDGE User Guide Page 84 11 November 2008 . highlight the inventory period. Sample History Viewing Sample History At anytime.4. No further action is required. 12.4. 4. to display all transactions of a specified Sample Lot #. highlight the desired Sample Lot #. From the "My Samples History" applet. it may take the SAC department 30-90 days to complete their review of a submitted inventory period. The SAC Manager will follow up with you and take appropriate action (Corrective Action Program) if deemed necessary. Reconciliation Status When an Inventory Period is first Submitted for Reconciliation. Click the Samples / Samples History screen. Status Pending SAC Review Reconciled Description The inventory period has been Submitted for SAC Review. perform the following steps: 1. 3.5. it has a status of Pending SAC Review. In some situations. The SAC Department then reviews the submitted details and sets the status to either Reconciled or Unresolved. From the "Inventory List".1. The variances within the submitted inventory period are above corporate thresholds and cannot be reconciled. The Reconciliation Status are described in the table below. The associated Status and SAC Comments can be seen on the Samples / Samples History screen. The variances within the submitted inventory period are within corporate tolerances.5.12. 2. The "Samples History" applet displays all respective transactions. Unresolved Figure 12-12: Reconciliation Statuses 12.
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. AdvantEDGE User Guide Page 85 11 November 2008 . This technique can only be used for DECs and cannot be extended to Medical Clinics or Hospitals. Orient different Lot #s in opposite directions. Note: Falsifying signatures. Ensure refrigerated samples are cool to the touch. Work with 1 Lot # at a time on a first-in/first-out basis. Ensure Calls are "Submitted" on a timely basis. Do not distribute samples during symposiums or conventions. Do not remove samples from practitioner offices or pharmacies.12. Take Inventory Counts prior to Receiving Sample Shipments when your inventory is at its lowest. • • • • Note: You can change the Professional directly on the Call Screen by clicking the "Last Name" pick-list icon. You can record Sample Drops to Diabates Education Centres (DECs) as you would for a Pharmacy. do not leave calls in a "Planned" status. Tips on Working with Samples • • • • • • • Avoid sharing refrigerators or lockers.6. This is useful when you recorded Sample Data on the Call Screen and the original Professional when you started the Sample Drop is no longer available. Use zip-lock bags or elastics to organize samples & lot #s. quantities or dates are grounds for dismissal. The call is recorded using "Default Professional". Use electronic signatures to minimize the work regarding paper-based forms.
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).1. 2. select the Site Map icon. Note: • Unlike your Windows login passwords. Click the desired Screen. On the Professionals and Accounts screens. select Tools / User Preferences. You then need to perform the following steps: 1. 2. Click Save. Enter your Password.2. 3. 4. the query must first be created and saved. Click the pick-list in the Default Query field. AdvantEDGE Passwords do not expire. A "Pick Query" dialog box is displayed. and then click the desired Screen View. Changing Password To change your AdvantEDGE password: 1. Select User Preferences / Default Queries. From the AdvantEDGE menu bar. you may want to default the query on your Professionals screen to display your Targeted Professionals. and Verify Password in the respective fields. As an example. 13. 3.13. From the tool bar. AdvantEDGE User Guide Page 86 11 November 2008 . Setting Default Queries Setting Default Queries is very useful as it can be a real time-saver for accessing information. Corporate flags indicate that the record is a target for someone within Novo Nordisk in Canada To set a default query. USER PREFERENCES 13.
4. Select the desired Query and click OK. Select your preferred Calendar views from the picklists. 13. Setting Default Startup Screen If you prefer to display a screen other than the Home Page as your default Startup Screen: 1. For example. 2. Select User Preferences / Behaviour. 2. Occasionally you may be required to Change Positions in AdvantEDGE. select the Site Map icon. The "Weekly (7 day)" view is recommended. 2. you may be covering a Vacant Territory on a temporary basis and as a result. Select User Preferences / Calendar. BE EXTREMELY CAREFUL THAT YOU DO NOT SUBMIT EXPENSES ERRONEOUSLY UNDER THE WRONG POSITION. Important Note: • When you are finished assessing the other Position. you need access to the other territory's data.5. 13. From the tool bar. You will now have access to all the data of the other Position / Territory. select the Site Map icon. 3. Page 87 11 November 2008 AdvantEDGE User Guide .5.3. Set the "Startup View" value as desired. Changing Position Note: • A "Territory" is referred to as a "Position" within Siebel. From the tool bar. Highlight the Position you wish to access and click the Change Position push-button. 13. Setting Default Calendar View To set your default Calendar View: 1. perform the following steps: 1. Select Site Map / User Preferences / Change Position. 3. you must switch back to your regular Position. An applet is displayed listing the Positions to which you have access and also the "Active Position". To change a Position.
13.• If you logout. Checking Synchronization Status 1. Select User Preferences / Remote Status. 2. AdvantEDGE User Guide Page 88 11 November 2008 . A list of synchronization sessions and their respective results is displayed. your Position reverts back to your Primary Position automatically. From the tool-bar. click the Site Map icon.6.
4. AdvantEDGE User Guide Page 89 11 November 2008 . 5. you must be sure to edit the call details on the call screen appropriately to reflect what happened during the call. Complete the details of the Smart Call including "Call Topics". 3. each Rep has their own set of Smart Calls that they manage). and the call screen with immediately populate with all of the details of the Smart Call. Typically. When using Smart Calls.e. This is the text which will populate the Comments section of the call screen. and deleted at any time. Enter a "Name" by which you will reference the Smart Call (e. Click New. Creating a Smart Call 1. and "Issues".. This will drill-down into the details of the Smart Call. Levemir Acceleration). The Rep can then select a Smart Call when recording a call on the call screen.g. and then delete the Smart Call. Note: • Smart Calls are meant to give the Rep a "head start" on recording a call. Smart Calls can be added. Smart Call is used to create "templates" of the call details that the Rep typically records on a call. 6. Select Site Map / Smart Calls. 14.14. Smart Calls are user-specific (i. Reps have 5-10 Smart Calls to represent their most common calls. Click on the Name hyperlink. These Smart Calls should be kept updated as Sales and Marketing strategies change.1. edited. Enter "Comments". 2. "Marketing Messages".. SMART CALL Smart Call is a powerful utility which is used to enter calls with less clicks and less effort. A Rep may decide to create a Smart Call to record the same call on only a handful of Professionals.
When the Call Screen is first displayed after clicking the New Call button. The Call Screen will populate with the details of the Smart Call. Using a Smart Call 1.2. Highlight the Smart Call and click OK. click on the Smart Call pick-list icon.14. AdvantEDGE User Guide Page 90 11 November 2008 .
The Home Page consists of the following applets: Applet Where Do I Go Next? Description Displays the Call Plan Professionals and Accounts for which the Submitted Calls is less than the Assigned Calls. Displays Expense Reports that are "In Progress" or "Submitted". maximized/minimized. The various applets can be rearranged. and hidden/showed. only applicable to Field Users. Changing the Home Page Layout To change the Home Page Layout: 1.1. 2. click the Edit Layout button.15. Once you reach your Assigned Calls for a Professional or Account. On the Home Page. Displays Change Requests that are "In Progress" or "Submitted". HOME PAGE The Home Page is used as a "Dashboard" to display the most relevant information from the various AdvantEDGE modules. 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 . they no longer appear in this applet. Displays the Current Days Call Activities. Displays your Last Synch Date/Time and Status. My Expense Reports My Change Requests My Last Synch My Calendar 15.
Synchronizing your Database You should synchronize your AdvantEDGE system daily. You will know everything is complete when the Home Page is displayed. If you get an error or your connection is terminated. Also on occasion. AdvantEDGE passwords do not expire. you will be prompted to enter your AdvantEDGE Password and Confirm Password.2. Downloading your Database When AdvantEDGE is first rolled out to you. select File / Synchronize Database. perform 2 more Synchronizations. you can click AdvantEDGE User Guide Page 92 11 November 2008 . DBMs may even take longer. If your computer fails or is stolen. These Synchronizations will be much quicker and will ensure that you have picked up all files and that your database is complete. 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. this section details the steps to "Go Live" on your Production database. you will have an AdvantEDGE icon but no database. Alternatively. To Synchronize your Database: 1. It backs-up your AdvantEDGE data. Finally. Let the process continue uninterrupted. Downloading your Database takes 5-30 minutes depending on your Territory size and connection speed. From the AdvantEDGE menu-bar. Establish your VPN connection. re-try and AdvantEDGE will continue from where it left off. 2. the Administrator may send you an updated Database for maintenance purposes. we can restore your AdvantEDGE database up to the time of your last synchronization session. "GOING LIVE" Upon the completion of your AdvantEDGE Training. Synchronizing your database offers the following benefits: • • It ensures your system is up-to-date. 16.1. When downloading your database for the first time. The first time you try to synchronize.16. 16.
AdvantEDGE User Guide Page 93 11 November 2008 . 3.the icon in the tool-bar. 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. specifically: • • Address Information Rx Prescription Data This data is usually sent monthly. you can click on the icon to view the Siebel Remote dialog box to check that the synchronization is progressing. The Siebel Remote dialog box is displayed. If you wish. 16. there are 2 types of data that are kept updated via Syndicated Data Files. Importing Syndicated Data Files Although most data is kept synchronized by performing the synchronization process.3. AdvantEDGE will begin icon displayed in synchronizing as indicated by the the service tray at the bottom right of your computer. Click the Synchronize button. This icon will stay displayed during the synchronization session and it will disappear when synchronization is complete.
but you will know that the Import is complete when the screen no longer displays any syndicated data files in the applet. 4.To Import Syndicated Data Files. Synchronize your data 1-2 more times to ensure that all of your Syndicated Data is picked up. click the Site Map icon. Click the Syndicated Data Files link to access the Syndicated Data Files screen. AdvantEDGE User Guide Page 94 11 November 2008 . A list of files to be imported is displayed. Click the Import push-button. 2. The computer will work for several minutes to import the files. From the tool-bar. 3. All files are imported at the same time. perform the following steps: 1. you do not need to highlight a particular row. You do not get a progress bar to indicate the status of the import process.
4.10. 16.7. use the User Preferences / Default Queries screen to set your default queries. Enter Time Allocation Enter your Time Allocation records for your time spent in Training.8. use the Activities / Personal List / Personal Marketing Initiatives List screen to setup your drop-down list of Marketing Messages on the Call Screen. 16. 16.9. Note: • You will not be able to enter a call until you setup your products list.6. Setup Marketing Messages As described in the Activities section. Setup your Calendar Access List As described in the Calendar section. use the Activities / Personal List / Personal Product Lists screen to setup your drop-down list of products that appears in the Call Topics applet of the Call Screen. Setup Default Calendar As described in the User Preferences section. Setup Products List As described in the Activities section. 16.5. 16. Typical AdvantEDGE Usage The following table represents typical AdvantEDGE usage. Setup Default Queries As described in the User Preferences section.16. 16. use the Calendar / Access List screen to setup your DBM with access to your Calendar so that your manager can view your call activity from their Calendar screen. Frequency Daily Activity Enter Calls Synchronize AdvantEDGE User Guide Page 95 11 November 2008 . use the User Preferences / Calendar screen to set your default Calendar.
Bypass Login Screen For quicker startups.11. the AdvantEDGE login screen can be bypassed by setting the following parameters in the argument list of the AdvantEDGE icon: • • /u userid /p password Please arrange for an IT resource to set these parameters for you.12.aspx?sm=ci1bPhTjTfYFQeKXWeqpYg _3d_3d AdvantEDGE User Guide Page 96 11 November 2008 . Training Questionnaire On the completion of your Instructor-led AdvantEDGE Training. please reference the following website to complete an one-line questionnaire: http://www.surveymonkey. 16.com/s.Weekly Enter Time Allocation Enter Expenses Check for 'Planned' Calls Monthly Process Syndicated Data Files Check Rx Data 16.
"Submit" it. Do not leave Calls in a "Planned" state. Use the system defined "Canada –" queries to check for "Planned" & "In Progress" records.e. When the data is entered. then drilldown on these records to "Submit" them. Do not use the Standby or Hibernate options for weeks at a time. • • • • • • • • • • • • AdvantEDGE User Guide Page 97 11 November 2008 .. Ensure that you remove your computer from the docking station properly (using Start/Undock Computer). set the Activities list applet to view the Comments field without having to scroll horizontally to see it). Best Practices • Keep your AdvantEDGE Data Accurate by maintaining correct Address and Telephone information on your Professionals and Accounts. Close AdvantEDGE before connecting or disconnecting from the Internet and VPN. Be sure to close AdvantEDGE by accessing the menu bar and clicking File/Log Out rather than simply closing the Internet Explorer window. Carefully record accurate Lot #s when working with Samples.g.BEST PRACTICES FOR FIELD USERS 17.17. When using AdvantEDGE on a network or wireless environment. Synchronize often (i. Use the Menu / Columns Displayed function to customize your list applets so that you can readily access the most important information (e.. Maintain Account to Professional Affiliation data to facilitate Group Call entry. Enter CHEs by recording the Call Type as 'CHE'. Daily). APPENDIX A . close AdvantEDGE before disconnecting from the network or moving out of the wireless environment.1. Shutdown or Restart your Computer every few days (if not daily) to clear the memory.
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
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 #
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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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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18.1. My Professionals vs My Team's Professionals
When using the Professionals screen, DBMs have 2 choices to show Professionals: • My Professionals – To see all Professionals which have been assigned to them by the Administrator by allocating them FSAs. My Team's Professionals – To see all Professionals which have been assigned to the Reps that report to them and for which the Rep has been identified as Primary.
Because very few Reps are identified as the Primary Rep for Professionals, the "My Team's Professionals" list is incomplete and should not be used. DBMs are advised to use the "My Professionals" list only. This circumstance also applies to the Accounts screen.
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e. 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 ..2.2.g. the following Call Types are counted towards their Call Plan: • • Face to Face CHE For Biopharm MLs only. ML) are visible from the Activities view so that the Rep can view that a call was made by an ML.1. All other fields (e.19. 19. 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. They are allowed to see some Call Note details but only on the Activities view. Medical Liaisons Call Notes (i.2. The Biopharm MLs typically call on Professionals within their own geographical area (i.1. When a Professional's address is added to FSA Z1Z. Call Type. Biopharm MLs – Special Considerations Biopharm MLs – FSA Z1Z The Biopharm MLs have been setup with a unique AdvantEDGE configuration. 19. all Biopharm MLs are assigned the Professional once the Nightly Assignment Manager process runs. 19.e. MLs however can see all details of the Reps' Call Notes from the Activities view. but the Comments field is blanked out because it is Private.2. Comments) cannot be viewed by Reps. Date. For this reason. 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.. APPENDIX C – MEDICAL LIAISONS (MLs) USAGE 19. Biopharm MLs – Applicable Call Types For all Reps & MLs.. territory) but sometimes require the capability to call on select Professionals throughout the country.
Enter the Call details. Click the Query button. Type. In order to record a call on anyone in the system using Head Office AdvantEDGE. or logout. APPENDIX D – HEAD OFFICE USAGE 20. Click the Last Name hyperlink of the Professional. AdvantEDGE User Guide Page 102 11 November 2008 . The Call Screen is displayed. Using Head Office AdvantEDGE to Record Calls Often Head Office AdvantEDGE is used to record calls on anyone within the AdvantEDGE system. 6.20. 5. Click the New Call button. Highlight CAN CALL ENTRY and click the Change Position push-button. a special generic Position has been created (i. 4. An applet is displayed listing the Positions to which you have access and also the "Active Position". You must do Expenses under your regularly assigned Position so that your Expenses are Submitted under the correct Cost Centre and approved by your Manager. 3. 2.2.e. Date. Enter the first few letters of the Professionals Last Name in the Last Name field. and Call Topics. Click the Go button. 20. Click the Submit button and click OK to confirm. namely Comments. You will continue to have access to CAN CALL ENTRY until you change the Position again. Select Site Map / User Preferences / Change Position. To do this. IMPORTANT: Do not do Expense Reporting using the CAN CALL ENTRY Position.1. 2. you must first perform the following steps: 1. The Professionals Profile screen is displayed with the historic Call Activity displayed in the Activities view tab. Recording a Call on any Professional To record a Call on a Professional: 1.. CAN CALL ENTRY) which has write access to all Professionals and Accounts. Access the Professionals screen.
5. 6. 20. Click the Last Name hyperlink of the Professional. 3. Assistant Expense Reporting Often an Assistant is setup to enter expenses for a coworker. Access the Groups and Events screen. In this circumstance. click the Activities view tab. 4. When entering expenses for a co-worker. Call Type. Click the Name hyperlink for the appropriate KOL Group. Click the Submit button and click OK to confirm. when the Assistance accesses the Expense Reports screen. Optional Step: To review historic Call Activity for the Professional. namely Comments. A list of Professionals associated with the Group is displayed. however the performance improves for repeated tasks. 2. Recording a KOL Call using Groups & Events To record a Call using Groups & Events: 1. Click the New Call button. Enter the Call details.3. 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 . and Call Topics. they can choose between "My Expense Reports" and "Assistant's Expense Reports". The Professionals Profile screen is displayed.Note: • Head Office AdvantEDGE is relatively slow. It is recommended that you enter several calls for one login session rather than logging in each time to enter a call.4. 20. The Call Screen is displayed. Date.