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Dell EMC Rebate & MDF Tool

Partner Training

The training will begin momentarily….

Housekeeping & Agenda

© Copyright 2016 Dell Inc.3

Training Introduction & Rules

• Introduction

– Purpose of the training

– This is a Partner training call

• Today’s Training Call Rules

– The call is being recorded and will be provided for review

– Please stay on mute

– Ask questions during the call using the My Q&A

– Q&A will be at the end

• The deck and recording will be made available to partners

after the trainings have been completed


Agenda

• Tool Benefits

• Accessing the Dell EMC Rebate & MDF Tool

• Program Enrollments

• Benefit Statement

• Marketing Development Fund’s (MDF)

– Eligibility

– How to enter an Activity

– How to submit a Claim

– Resubmitting an Incomplete Claim

– Fund Balance

• Setting a Proxy

• Reporting

• Email Notifications

• Support & Frequently Asked Questions

Tool Benefits


Tool Benefits

It’s easier to do business with Dell EMC

• The Dell EMC Rebate & MDF Tool demonstrates

our commitment to make it easier for you to work

with Dell EMC

– Login via SSO and view benefits in your preferred

language

– Review your eligibility to participate in the Dell EMC

channel Marketing Development Fund and Rebate

programs

– Track your quarterly sales performance against your

revenue goals and the resulting estimated rebate

payment

– Accept the terms and conditions for participation

– Submit your marketing activities and claims online

– Monitor your earnings and payments

– Access our helpdesk for inquires

Getting to the Dell EMC Rebate & MDF ToolEasy access via the Portal


Login via the Partner PortalStep 1

• From the Partner Portal select “Incentives”

• Eligibility to participate in Dell EMC Partner Program incentives is dependent on your

partner status, including but not limited to, any required certifications and acceptance of

terms and conditions. Not all partners will be eligible for all programs. Projected earnings

reported on the Performance tab of the Benefit Statement are not a guarantee of

payment, and earnings are not final until approved by Dell EMC at quarter-end.


Login via Partner PortalStep 2

• From the Incentives page, select the MDF link


Login via Partner PortalStep 3

• When you select the MDF link choose Access MDF

Tool option to navigate to the Dell EMC Rebate &

MDF Tool.

Program EnrollmentsPartners who wish to participate in the Rebate or MDF Programs are required to accept the Terms and Conditions of the Program


Dell EMC Rebate & MDF Tool – Partner View Enrollments – Program Details

• Upon accessing the Dell EMC Rebate & MDF Tool,

a partner is directed to the Program Details of the

Enrollments section

• This page lists all programs available for Enrollment

as well as Active Programs


EnrollmentsProgram Details

• Programs for which you are eligible display in My

Actions section of the Program Details page

• Click individual Program link(s) to review program

details including T&C’s and additional required

documentation such as a Code of Conduct

• Click the Enroll button to accept the T&Cs and

participate in an individual program


Accepting Terms and Conditions

• Check Accept upon complete review of the

Program’s Terms and Conditions

• Click on the Submit button to proceed with the

enrollment

• If the Reject link is clicked, a pop-up message

appears to request partner to confirm rejection to

participate in the program. If the Ok button is

clicked, a message indicating that the Enrollment

has been declined appears

• If the Enroll Later link is selected, the partner will be

brought back to the Program Details main page

Benefit StatementTrack and manage your Dell EMC financial benefits


Benefit StatementSummary

• Click on Benefit Statement on top menu bar to

track and manage financial benefits. Your default

view is of the Summary page

• The Summary page shows an overview of

approved and paid benefits for each incentive

offered

• The Benefit Statement is also available to view

your historical payments.

• Depending on your browser, the Benefit Statement

may open in a new tab or window.

• This page provides a view of claims that have

been approved or paid.


Benefit Statement

Performance

• Click on the Performance link in the sub-menu bar

to manage revenue and objective-based goals

• Click on the arrow icon () to reveal additional

details of the Program

• Click on Export to Excel to export all incentive

details to Excel


Benefit Statement

Approved

• Click on the Approved link in the sub-menu bar to

view all transactions that are either approved for

payment or already paid based on the date range

applied in the Search Filter


details of the transaction

• You can drill down on the transaction to view the

claim and Activity IDs.

• Click on Export to Excel to download all

transactions including associated details to Excel


Benefit Statement

Payments

• Click on the Payments link in the sub-menu bar to

research which incentives were included within a

specific payment


details of the transaction

• To access a specific transaction, simply enter the

Reference Number in the search filter and click

the Apply button for the results

• The Payments page provides transactions that

have been paid along with the Payment

Reference Number.

Marketing Development Funds (MDF) ProgramGaining approval for Dell EMC funded marketing activities


Who is Eligible for MDF?

• MDF Partners

– Who are designated as a Distributor, Titanium or Platinum level in the Dell EMC Partner Program. Gold

partners are eligible for Proposal based MDF.

– Who are eligible to plan activities, as determined by Dell EMC

– Who have obtained the necessary competencies

• Any questions on eligibility, feel free to reach out to your regional MDF administrator


Compliance & Ethics Reminders

Gentle reminder of the following expectations

• All documentation submitted must be accurate. Dell EMC reserves the right to audit or request

further information in support of any claims submitted.

• Any intentional falsification of records or otherwise providing misleading information that does not

accurately reflect the true nature of an activity will result in denial of payment and may result in

ineligibility for further participation in the program.

• Funds provided may only be used for the intended legal business purpose as explicitly provided in

activity and claim submissions and in accordance with program terms.

• Use of funds for illegal or other intended purpose is strictly prohibited. Funds shall never be used

for payment of bribes, terrorist funding, or other illegal purpose.

• If you suspect that funds may be used for purpose other than intended, immediately contact your

support team.


Compliance & Ethics Reminders, continued

Don’t Let This Happen To You

• A Dell EMC partner was provided MDF for the purpose of hiring a resource for specifically defined

selling and marketing activities. The partner provided to Dell EMC, in writing, the exact nature of

the planned activities and estimated costs. Dell EMC reviewed and approved the claim based on

the information provided. The agreed upon process was for the partner to send to Dell EMC, on a

monthly basis, the activities performed in exchange for MDF payment. This occurred for 6

months. It was later discovered that the partner had provided false documentation to Dell EMC.

This partner is no longer eligible for Dell EMC MDF.

• A large distributer provided documentation for payment of Dell EMC rebates that didn’t quite add

up. Missing critical details included full address and current contact information for

resellers. Regardless of missing data, Dell EMC team members authorized and provided rebates

to the distributer totaling over $250,000. Following an internal investigation, it was revealed that

the resellers were not legitimate companies. Appropriate action is in progress.


Marketing Development Funds

• Participants in Dell EMC MDF will frequently use

this area of the tool

• Enter new Activities and Claims

• Search for Activities and Claims

• View Summaries, Reports, Incentive Statement &

Fund Balance

• Get Help and Program Guidelines

How to Enter an Activity


How to Enter an Activity

• A partner who is interested in running a marketing activity within a given quarter is required to

obtain approval from their respective Dell EMC Program Marketing Manager (PMM)

• Upon receiving off-line approval, the partner is required to enter their desired marketing activity

into the Dell EMC Rebate & MDF Tool site for official approval


Activity SubmissionNew Activity

• There are two ways to create a New Activity:

• First, on the right hand side of the Marketing

Development Funds Home page, you will find

within the ‘Programs’ section a link to the ‘New

Activity’ form for the desired Program

• Click on the New Activity link to start creating an

activity

• Mouse over view balances under the Fund Balance

to view the remaining funds within the eligible

program

• To select desired language, click on the arrow next

to English

• To change to local currency, click on the arrow next

to USD


Activity SubmissionNew Activity

• The second option is to click on ‘Activity Search’ in

the sub-menu bar, then at the bottom of the Activity

Search page, under Enter New Activity section,

select the desired program from the dropdown

menu and click on New Activity button.

• Finally, Proposal program activities are submitted

by a Dell EMC GBS team and once approved, the

partner will be able to claim against the activity.


Activity SubmissionActivity Details

• Enter Activity Name, Activity Start & Completion

Dates and choose the Activity Type from dropdown

list

• In most cases only one Fund Category is available

and is automatically selected when adding an

activity. However, for some Partners more than one

category may be available, use the dropdown list to

select the appropriate fund for this activity

• Next, select the options that best categorizes the

Activity. Examples include Solution Focus, Product

Focus, Activity Objective and SFDC Campaign ID

(to be completed by Dell EMC)


Activity SubmissionActivity Details continued…

• Enter Activity

Description and Total

Cost of Activity. The

Reimbursement % field

will default to 100%.

• To select a currency

other than USD, on the

top right hand side of

the page, next to the

USD currency, click on

the arrow and select

the desired currency.


Activity SubmissionProof of Execution Requirements

• Under the Proof of Execution

Requirements section, the Proof of

Execution (POE), Marketing and

Branding Requirements vary according

to the Activity Type selected

• Take note of the POE documents that

are required for the Activity claim and

the Marketing and Branding

requirements


Activity SubmissionEstimated Key Performance Indicators

• In the Estimated Key Performance Indicators section, provide the needed information into the

required fields

• The fields that display will depend on the ‘Activity Type’ chosen. Different fields will populate for

each activity type

• Example below:


Activity SubmissionUpload Documents

• To assist the approver in reviewing and approving

an Activity, upload supporting document(s) by

selecting the Document Type from the dropdown,

click on the Browse button for the file and then click

on the Upload button

• To assist the approver further, enter notes in the

Comments section

• Click on the Submit button if the Activity is ready to

be submitted for approval. Otherwise, click on Save

to save the draft to revisit later


Activity SubmissionActivity Confirmation

• Upon submission of Activity

– The partner will see the Activity Confirmation page

acknowledging the activity is under review

– An email about the activity will be sent to partner within

5 business days

– An automated email with the Activity ID and activity

details is sent to the activity submitter.


Action Items

• At the bottom of the Home Page is the “Action Items”. Any activity with a pending action such as

submitting a claim against an approved activity or editing a saved activity will appear in the list

• Click on Claim or Edit to proceed


Definitions of Activity StatusActivity Status Description

Not Submitted User has saved an activity, but has not yet submitted it for review

Submitted-Under

Review

User has submitted activity for review

Approved Activity has progressed through all designated approval steps and is now ready

for implementation

Incomplete Activity is incomplete and a notification has been sent to the originator with a

request for more information about the Activity

Cancelled Activity has been cancelled due to non-execution or error in Activity entry

Declined Activity is not valid and has been declined by Activity Approver

Expired Activity has expired and claim can no longer be submitted against it

How to Accept an Activity Agreement


Activity Agreement Acceptance

• Once an Activity has been created and approved, but before you can submit a claim, you must

accept the individual Activity Agreements

• This can be completed from the homepage in the Activity Agreement Acceptance Section by

selecting all and clicking the Accept button

• To view the agreement guideline click the View Accept Link under the Program Guidelines

column

How to Submit a Claim


Claim Submission

• A partner has 45 days after the activity completion date to submit a claim

• The partner is encouraged to submit the claim as soon as the activity is completed/executed


Claim SubmissionNew Claim

• There are two (2) ways to create a new claim:

• First, on the Marketing Development Funds Home page, under the Action Items section, click on Claim to

create a claim against the desired Activity


Claim SubmissionNew Claim – Claim Search

• The second option is to click on Claim Search in the sub-menu bar. At the bottom of the Claim Search

page, under Enter New Claim section, select the desired program from the dropdown and Activity ID and

click on New Claim button


Claim SubmissionNew Claim – Marketing Key Performance Indicators

• Under Marketing Key Performance Indicators, ACTUAL section, enter information of the executed

activities KPI in the appropriate fields


Claim SubmissionNew Claim – Total Cost of Activity

• Under Total Cost of Activity, click on Add

• Enter the information required and click on Save. Please note the information on the screen shots only will

be replaced with generic terms that will work across all activities.

– Note: Total Cost of Activity should exclude tax

– For non partner to Dell EMC invoices – enter invoice number


Claim SubmissionNew Claim – Proof of Execution Documentation

• Select appropriate Document Type and

browse for the File and click on Upload

• Under the optional Comments section,

enter information relating to claim,

select the Audience and click on the

Add button

• To complete the New Claim, click on

the Submit button or to send the claim

to Dell EMC for approval

• Save will put the claim into Not

Submitted status and will show in the

Action Items section of the Marketing

Development Funds Home page for you

to submit when you are ready.


Claim Submission

• Upon submission of a claim, the partner will see

the Claim Confirmation page acknowledging that

the claim has been submitted for review. An

automated email with the claim ID and claim

details is sent to the claim submitter.

How to Resubmit Incomplete Claims


Incomplete Claim• When a claim is in incomplete status, the responsibility is on the partner to provide the necessary

information specifically requested by the claim approver

• If partner is unsure, they should always email to [email protected] to inquire,

providing the Company Name and Claim ID

• A claim is set to incomplete when the POE submitted does not meet the requirements

• When a claim is set to incomplete, auditors will check the project expiration date. If the project expiration

date is shorter than the 21 day allowance for claim resubmit, the auditor will extend the expiration to a

maximum of 21 days. Incomplete project expiration extensions are only eligible one time per claim.

• After 21 days, the claim will be canceled. Project will expire on the expiration date.

• If the claim is sent to Incomplete for a 2nd time, there is not a secondary extension of the project

expiration. The partner will need to submit the claim in the remaining time frame prior to expiration, even if

it is shorter than 21 days.

• If a claim is canceled and project expires, a partner may request a reinstatement which must be approved

by marketing finance. If approved, the project will be reopened for 7 calendar days only to enable the claim

to be resubmitted. Reinstatements are only eligible 1x per project.


Re-Submission of Incomplete Claim

• On the Marketing Development Funds Home page, The Action Items section will show a list of

activities and claims and their respective statuses

• To complete an Incomplete claim, click on the Edit link to proceed



• Under the Claim Information section, review the “Incomplete Reason” to understand what further

information is required



• Select the appropriate Document Type, browse for the File and click on the Upload button to attach the POE document to the claim



• Click on the Submit button to re-submit the Incomplete claim in the system for approval with the additional Proof of Execution (POE) or Proof of Spend documents requested


Definitions of Claim StatusClaim Status Description

Not Submitted User has entered a claim but has not yet submitted it for review

Submitted-Under

Review

User has submitted claim for review. Claims are reviewed within 2 business days.

Approved Claim has progressed through all designated approval steps and is now ready for payment

Declined Claim is not valid and has been denied payment

Incomplete Claim is incomplete and a notification has been sent to the originator with a request for more information about the claim. A

partner has 21 days to resubmit an incomplete claim.

Ready for

Payment

Claim is ready for payment and payment is in progress.

Paid Claim has been paid to the partner through the designated banking institution

Cancelled Claim has been cancelled, usually due to an error in data entry

On Hold Claim has been put on hold; no further processing of the claim will occur until administrator returns the status to Approved; this

status is usually used to investigate escalations, resolve partner accounting issues and other such issues

Fund Balance


Fund Balance

• The earned MDF fund balance

will appear here on the

Marketing Development Funds

home page

• If you are eligible for multiple

programs, hover over the Fund

Balance number to reveal the

breakdown of funds available


Fund Balance• To view your Fund Balance details such

as allocated and paid funds, navigate to

Fund Balance in the MDF sub-menu

• Fund Balance page gives you more

details around the available balance for

Earned program funds.

• Shows the total deposits, total

adjustments, total paid, total expired,

and total available balance.

• For the available balance, it breaks

down the total to show amounts by start

and expiration dates, how much has

been allocated to activities, and how

much has expired.

Setting a Proxy


Setting a Proxy

It is a good practice to add a proxy when you are on

leave so that activities and/or claims are managed or

approved in a timely manner to avoid any delay in

processing

You can designate a co-worker to review and/or

approve activities/claims on your behalf

Under the Marketing Development Funds program

module, click on your partner name link to access

the Profile page


Setting a Proxy

• At the bottom of the Profile page, under the Proxy Users

section, select the Company User from the dropdown list, click

on Add Proxy

• Click on the Save button to save the selection or the trashcan

icon to delete the proxy

• Note that the selected Company User must already have an

access to the Dell EMC Rebate & MDF Tool

Activity & Claim Search & Available Reports


Activity and Claim Search

• To check the status of your Activities or Claims,

navigate to the Activity Search or the Claim Search

pages in the sub-bar menu

• You can also create a new Activity or Claim from

these pages


ReportsClaim/Activity Report

• To create activity reports and claim reports,

navigate to Activity Report or Claim Report at the

top of the page.

• Select filter criteria.

• Add additional fields to the report under the Show

Export To Excel Fields section.

• Export the report to Excel to see the data.

• Data in these reports are refreshed 3 times a day

(4am, 12pm, and 8pm EST) so it is best to pull the

reports right after these times to get the most

current data.


Activity Report & Claim Report• Search criteria can be saved if you run same

reports often with the same search criteria and

fields.

• Select the criteria and fields.

• Give a View Name.

• Save View.

• Saved view is now available in the Activity

Reports or Claim Reports section above the filter

criteria.

• Data in these reports are refreshed 3 times a

day (4am, 12pm, and 8pm EST) so it is best to

pull the reports right after these times to get the

most current data.

Email Notifications


Banking DetailsPartner Payments

• When a claim is ready to be paid, you will receive

an email requesting banking details.

• Click on the link which takes you to a secure page

to provide your banking details.

• Once banking details are provided first time,

partner does not need to provide again. If partner

has future payments, they will receive similar email

and be given opportunity to update or confirm

banking details. If banking details are not updated

or confirmed, the tool will automatically use the

existing banking details.


Banking Details Cont.Partner Payments

• Enter your banking details and submit.


Banking Details Cont.Partner Payments

• If your country requires tax details, enter the details

and submit.


Payment ConfirmationPartner Payments

• Once the payment has been completed, you will

receive a payment confirmation email which will

include the claim ID, amount, and reference ID.


Claim Updates to Paid Status

• When the payment has been paid, the claim status

will update to Paid and you can view the Payment

Reference Number and Payment Date within the

claim details page.

• Navigate to the Claim Search page to search for

the paid claim and the details are shown in the

Claim Information section.

• Payment Ref Number and Payment Date are also

available to add to your Claim Report.

• Payment Ref Number can be used at your bank to

locate the payment if needed.

Support & Frequently Asked Questions


Help & Guidelines

• Help & Guidelines page may have

documentation to support the Marketing

Development Funds programs.

• Select a program and if any

documentation, they will display below as

links to download.

• For support, you can contact Dell EMC

Partner Program Benefit Support at

[email protected].

– System-related question

– Claims/ Payment inquiries/escalation

– Claim Processing and Review

– Payment questions

– And more!

mailto:[email protected]


Frequently Asked Questions

Qn. Why don’t I see all of my sales on the Incentive Statement?

Ans: Sales are updated weekly. The sales export contains a column “Sales Processed Thru”, which indicates the recency of the data.

Qn. Do I have to agree to the terms and conditions of the program to receive MDF funds?

Ans: Yes. If you have not agreed, please navigate to the Enrollments tab of the tool to accept the Terms and Conditions.

Qn. Can I execute the Activity before my Channel Marketing Manager has approved?

Ans: No. Activity should only be executed after approval has been obtained. Always submit Activity in the system at least 10 business days prior start of Activity to allow time for your Channel Marketing Manager to review and approve.



Qn. After I have submitted my claim, how long does it take to be paid?

Ans: Upon claim submission, the audit team will review all POE documents to ensure compliance. Once claim is in Approved status, it will take between 10 and 45 calendar days to receive payment either via Electronic Funds Transfer or Credit Memo or Other.

Qn. I have entered an incorrect Activity Type, what shall I do?

Ans: Please contact [email protected] for assistance. They can set the activity to Incomplete status for you to update and resubmit.

Qn. If an activity is created, but then I want to do something else can it be cancelled?

Ans: Any activity can be either edited or modified prior to activity approval. Please contact [email protected] for assistance.





Qn. Do I need to upload the complete marketing plan at the beginning of the Q?

Ans: You can either submit all at the beginning of the Q or you can submit each activity at least 10 business days prior start of Activity to allow time for your Channel Marketing Manager to review and approve.

Qn. What happens if the Activity result is not the same in the Estimated result and the Claim, will I be reimbursed at the pre approved percentage?

Ans: Yes, as long as the activity is compliant and your Channel Marketing Manager has approved.

Qn. What currency will I be paid in?

Ans: You will be paid in the currency your activity is submitted in. You can select the relevant currency on the home page or activity entry page of the tool and this will then display all data in said currency.

Additional Questions?