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Scenario 2: Administrator and End Users Establish a Master Inventory

In this scenario, both the samples administrator and the end user establish a master samples inventory or inventory count. Samples administrators are again responsible for their company's samples inventory and making sure it complies with regulatory rules and regulations.

From a process perspective, this process requires more steps for the end user because they must first establish an initial inventory and then reconcile it before they can disburse any samples.

Administrator Procedures

Samples administrators require administrative responsibilities in Siebel Samples Management to:

• Define samples as products. Product inventory is maintained in the database. For more information, see Managing Clinical Projects.
• (Optional) Define lot numbers. Samples may be tracked by lot numbers For more information, see Defining Lot Numbers for Samples.
• Set up and reconcile initial master inventory. This step is required only if you are not using a third-party system to populate the samples inventory. For more information, see Establishing an Initial Inventory.
• Monitor samples activities. Samples activities that are monitored include disbursements, orders, transfers between employees, user inventory counts, and inventory adjustments. For more information, see Monitoring Samples Activities.
• Check electronic signatures. Regularly check Signature Audit Administration to verify that signatures collected from contacts are consistent. For more information, see Checking Electronic Signatures.
• Identify sample locations in the event of recalls. Follow your company's guidelines for managing sample recalls.

End-User Procedures

The end users are the sales representatives who distribute samples to health care professionals. They enter information to:

• Set up and reconcile initial master inventory. For more information, see About Establishing an Initial Inventory Count (End User).
• Add inventory to personal lists. For more information, see Creating a Personal List (End User).
• Use the new samples in regular call reporting. For more information, see Recording Calls in Pharma.
• Transfer samples to other end users. Sales representatives exchange samples among themselves. For more information, see Creating a Samples Transfer.
• Acknowledge receipt of the inventory transfers. End users must acknowledge receipt of a samples transfer transaction before the transfer can be completed. For more information, see Acknowledging Receipt of a Samples Transfer (End User).
• Perform counts and adjustments. For more information, see Adjusting a Past Samples Transaction.
• Reconcile inventory periods as needed. For more information, see Reconciling an Inventory Period (End User).