15Tracking Time Off Territory
Tracking Time Off Territory
This chapter covers the following topics:
About Tracking Time Off Territory
In order to better manage their sales and field personnel, pharmaceutical companies need a way to measure and track the amount of time individuals take off.
A time off territory is any block of time during normal business hours in which sales representatives are out of their territories. Examples of time off territory include field trainings, national sales meetings, sick leave, vacation, or personal activities such as doctor’s appointments.
Companies can use time off territory information to track the time that remote sales and field personnel spend on activities that do not directly relate to accounts, contacts, or opportunities. Companies can use this information to:
Maintain a record of field employee time such as vacation and sick days
Evaluate market penetration based on territory coverage and to assess the effectiveness of field personnel
Using the views in the Time Off Territory screen, users can record blocks of time that should not be included in call-frequency reporting. In addition, they can enter and record past and future time off information, including the duration, reason, date, and description of the time off territory event.
Because time off territory is actually a type of activity in Siebel Pharma, time off territory records appear in the Activities screen and in views that display activities. For more information about activities, see About Creating Activities.
Scenario for Time Off Territory
This scenario is an example process performed by two types of end users, a field sales representative and his or her regional sales manager. Your company might follow a different process according to its business requirements.
A sales representative for a pharmaceutical company has been invited to a two-day, out of town seminar. She speaks to her manager and they decide she should attend it. The sales representative then uses Time Off Territory to record why her territory will not be worked on the days on which the seminar will take place. Once she submits the information, her manager has a record of where she is and why she is gone.
Process of Tracking Time Off Territory
This topic details sample tasks often performed by end-users when tracking time off territory. Your company might follow a different process according to its business requirements.
When tracking time off territory, end users typically perform the following tasks:
Creating a Time Off Territory Record. Typically, the sales representative creates a record for all of the days she will be attending the seminar.
The regional sales manager uses Siebel Time Off Territory to:
Viewing Time Off Territory Charts. The regional sales manager can review the time off territory records that have been submitted to the system.
Once the sales representatives submit time off territory records to the system, Siebel Pharma:
Creates a new time off territory record in the Activities list.
For each time off territory record, creates an all-day appointment in the calendar.
Creating a Time Off Territory Record
End users must create at least one time off territory record for business days that they spend on activities not directly related to an account, contact, or opportunity. A single time off territory record can represent one or many days. Multiple time off territory records can represent different activities performed on a single day. For example, a user could create one record for a conference attended in the morning and another for vacation time taken in the afternoon.
This task is a step in Process of Tracking Time Off Territory.
To create a time off territory record
Navigate to the Time Off Territory screen.
Create a new record and complete the necessary fields.
Some fields are described in the following table.
Field Comments Description
The reason for the time off.
Hours
Represents duration of the time off request. The application automatically calculates this value when you enter or update the Start Time and End Time fields.
Status
The status of a time off request.
End users cannot select Submitted. For more information on changing the status of a record to Submitted, see Submitting a Time Off Territory Record.
The new time off territory record appears in the Activities lists and in the calendar.
Submitting a Time Off Territory Record
End users must submit a time off territory record for the information to be included in ROI (return on investment) analyses and expense reports. Once a time off territory record has been submitted, it can no longer be modified or deleted.
This task is a step in Process of Tracking Time Off Territory.
To submit a completed time off territory record
Navigate to the Time Off Territory screen.
Select the record you want to submit.
Click Submit and then OK.
The status of the time off territory record changes to Submitted and the record becomes read-only.
Viewing Time Off Territory Charts
Managers and end users can view graphical charts of time off territory information by clicking the Charts tab. Using these charts is an effective way see trends and patterns.
For Siebel Mobile Web Client: If your routing rules are not configured to route employee time off territory records to managers, employees can give calendar access to their managers so that managers working remotely can view their teams’ time off territory records.
This task is a step in Process of Tracking Time Off Territory.
To view time off territory charts
Navigate to the Time Off Territory screen.
From the view drop-down list, select My Team’s Time Off Territory.
Click the Charts tab.
From the drop-down lists that appear after the Time Off Territory list, select how you want the information to be displayed:
TOT by Reason.Displays the number of hours spent off territory each month, by reason.
TOT by Creator. For managers. Displays the aggregate and incremental number of hours spent off territory.
From the By drop-down list, select how you want the information to be displayed.
Configuring Time Off Territory
Most of the procedures in Siebel Time Off Territory are end-user related. However, the Siebel administrator might want to:
Create an approval process and develop alerts so that managers will be notified when sales representatives submit Time Off Territory records. For more information, see the notifications chapter in Siebel Applications Administration Guide.
Enter additional selections to the Reason drop-down list. For more information about Lists of Values, see Siebel Applications Administration Guide.