Resetting Speaker Year-to-Date Caps

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A speaker cap is a limit on the total monetary value that can be transferred to an HCP over the course of a year. Year-to-date (YTD) Speaker Caps can be reset via a scheduled Apex class automatically on a date to accommodate customer needs. This also helps provide flexibility for multi-country implementations.

Two fields on the EM_Speaker_vod object, Year_to_Date_Reset_Month_vod and Year_to_Date_Reset_Day_vod, determine when the recalculation takes place. Recalculation updates the Year_to_Date_Spend_vod and Year_To_Date_Utilization_vod fields.

If no values are present in the reset fields, the default date is used to determine when the spend and utilization fields are updated.

Configuration

  1. Ensure Next Year Speaker Status is configured.

  2. Grant admin users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Speaker_vod

    CRUD

    n/a
    • Year_to_Date_Reset_Month_vod
    • Year_to_Date_Reset_Day_vod

    Edit

    Next_Year_Reset_Date_vod

    Read
  3. Grant admin users access to the Speaker_YTD_Caps_Reset Apex Class.
  4. Schedule the Speaker_YTD_Caps_Reset Apex class to run daily.

  5. Populate the following fields for all appropriate EM_Speaker_vod records:

    • Year_to_Date_Reset_Month_vod
    • Year_to_Date_Reset_Day_vod

    The Next_Year_Reset_Date_vod field populates automatically based on these two fields.

Use

Recalculation logic is as follows:

  • Start_Time_vod field on the Event record related to the Expense_Header_vod object is greater or equal to the Year_to_Date_Reset_Month_vod and Year_to_Date_Reset_Day_vod and less than the next projected values for those fields
  • Either the Speaker or the related Account is the person whom incurred the Expense
  • The Expense Type is included in the Speaker Cap

Year_To_Date_Utilization_vod is recalculated by the count of EM_Event_Speaker_vod records where:

  • Status_vod field value on the EM_Event_vod object is not Canceled_vod
  • Start_Time_vod field on the EM_Event_vod object is greater or equal to the Year_to_Date_Reset_Month_vod and Year_to_Date_Reset_Day_vod and less than the next projected values for those fields
  • Status_vod field on the EM_Event_Speaker_vod object matches a value defined in the SPEAKER_ROLLUP_STATUS_FILTER Veeva setting. If the setting is not populated, records with a value of Attended_vod or Signed_vod are counted