COMMENTS and ESR Rules
COMMENTS (Dated 29/5/97)
- ESR form (hard copy) to be filled for every
inquiry - even if telephonic request.
- ESR form (Electronic - on Computer Screen)
to be filled in only for those clients with whom we have reached clear
understanding W.R.T. our Terms. If it is a repeat business from an
existing Client, then directly enter in computer.
- Any consultant should be able to bring-up any of
the screens by simply typing TO SHOW US:
a) Client Name $\rightarrow$ All
pending ESRs (in chronological order)
b) Position $\rightarrow$ All
" " (clientwise)
c) ESR NO.
|
Search Parameter |
Screen |
|
Client Name |
$\square$ ESR Screen $\square$
Primary Screen $\square$ Good Morning |
|
Position |
$\square$ Primary Screen
$\square$ Good Morning |
|
ESR NO |
$\square$ ESR Screen $\square$
Primary Screen $\square$ Good Morning |
- ESR Screen will precede PRIMARY SCREEN.
Internal ESR Screen to be designed. External ESR Screen may continue as
ITS.
Interview Data Input Notes
- Each "Position" (even from same client)
must have a distinct/Separate ESR NO. and therefore ESR Screen
and Primary Screen.
- Interview Data Input Screens
- If interview-date is entered in the top portion of
the screen itself, then it will be assumed that all the candidates are to
be called on the same date.
- Alternatively enter interview-date
separately for each candidate in the bottom screens.
Introduction Letter
Date: 27-5-97
To: Nimit, Thakoon,
Sujata, Urmila
Subject: Development of
Software for Interview Follow-Up
With growing business, there is
an urgent need to develop a Software to keep track of the interviews'
schedules/confirmations and outcome (feedback). For this purpose, I enclose a SYSTEM-DESIGN.
This is by no means comprehensive. It is only a beginning... Pl. study enclosed
pages carefully and jot down your comments... I would like to discuss this
thoroughly in our next Monday meeting...
Interview Follow-Up Module
(Screens 1-6)
|
Sr No. |
SCREEN NAME |
WHAT DOES IT SHOW? |
Who Enters? |
When? |
|
1 |
PRIMARY SCREEN |
ESR Details |
Concerned Consultant |
As & When ESR recd. |
|
2 |
INTERVIEW DATA INPUT SCREEN |
Interview-Schedule Details. |
" |
As soon as client advises
interview date/names. On-line over telephone. |
|
3 |
GOOD MORNING |
Interview-Schedule - candidate
confirmation - Summary (consultant/datewise/Today) |
" |
As soon as confirmation Recd
(Daily) |
|
4 |
CLIENT SUMMARY |
List & outcome of all
Candidates ever Interviewed by any given client (chronologically) |
Nobody. (Auto generated) |
Continuously |
|
5 |
CANDIDATE SUMMARY |
List all interviews ever
attended by any given Candidate (chronological order) |
No-body. (Auto generated) |
Continuously |
|
6 |
INTERVIEW-CALL LETTER |
Interview details |
No body. (Auto generated from
Screen #2) |
- |
Interview Follow-Up Module
(Screen 7)
|
Sr No. |
SCREEN NAME |
WHAT DOES IT SHOW? |
Who Enters? |
When? |
|
7 |
INTERVIEW FEEDBACK with
covering letter |
Feedback on each & every
Candidate interviewed by a client for a given position |
concerned consultant |
As soon as interview date is
over |
PRIMARY SCREEN (1) Details
|
Section |
Data |
Source/Action |
|
Serial No: |
C (Auto) |
|
|
CLIENT DATA: |
Client Name, Code, Contact
Exec, Phone |
Auto. picked-up from ESR
Screen/HHBP |
|
ASSIGNMENT DATA: |
ESR
Date/No/Ref/Mode/Terms/Position/No. of Vacancy/Location |
Auto-generated UNIQUE SERIAL
NUMBER / KEY ENTRY / Auto. picked-up from ESR Screen |
|
CONSULTANT: |
(Name and Date fields) |
|
|
EXECUTION SCHEDULE: |
Activity (e.g., Send one-line
statement, Bio-Datas, Arrange Interviews) |
Target Date, Actual Date,
Variance |
|
ESR Status |
$\square$ Pending $\square$
Completed $\square$ Closed/Otherwise |
INTERVIEW DATA INPUT SCREEN
(2) Details
|
Field |
Source/Action (#1) |
|
Client Name |
KEY ENTRY |
|
ESR NO, Date |
C (Auto) |
|
ESR Position, Interview
Date/Time, Venue, Travel, Contact Exec |
Key Entry |
|
CANDIDATES TO BE CALLED FOR
INTERVIEW |
|
|
Candidate Name |
Key Entry |
|
PEN, Company, Phone (R/O) |
By default Auto from HHBP |
|
Interview Date Interview Time
(per candidate) |
Key Entry |
|
Entered By (Consultant),
Entered on (Date) |
GOOD MORNING (3) Details
Summary Filters:
$\square$ All clients/All days
$\square$ My clients/All days $\square$ My clients/Today $\square$ My
clients/For [DATE]
|
Section |
Field |
Source |
|
Interview Date/Time |
Auto from INTERVIEW DATA INPUT
SCREEN (#2) |
|
|
Candidate Details (Name,
PEN, Company, Phone) |
Auto from INTERVIEW DATA INPUT
SCREEN (#2) or HHBP |
|
|
If Confirmed or Remarks |
KEY ENTRY |
|
|
Client Details (Name, ESR
Position) |
Auto from INTERVIEW DATA INPUT
SCREEN (#2) |
|
|
Contact Person (Name, Phone) |
Auto from PRIMARY SCREEN (#1) |
|
|
Interview Feedback |
KEY ENTRY |
CLIENT SUMMARY (4) Details
(Chronological)
|
Field |
Source |
|
Header Fields: CLIENT
NAME, CODE, CONTACT EXEC, PHONE NO |
|
|
Date of Interview, Candidate
Name, PEN, Position |
Auto. from Screen #2 |
|
Mode |
Auto. from ESR Screen |
|
ESR NO Date |
Auto. from Screen #2 |
|
Feedback |
Auto. from Screen #3 |
CANDIDATE SUMMARY (5) Details
(Chronological)
|
Field |
Source |
|
Header Fields: CANDIDATE
Name, PEN, Phone (R/O) |
Auto. from Screen #2 / HHBP |
|
Date of Interview, Client
Company, Position |
Auto. from Screen #2 |
|
Feedback |
Auto. from Screen #3 |
|
ESR NO Date |
Auto. from Screen #2 |
Interview Call Letter (Screen
6)
This document is Automatically
Generated and (All inputs automatic from Screen #2).
|
Field |
Source/Action |
|
Candidate Name, PEN, Resi.
Address |
(Auto from Screen #2) |
|
Date |
$00/00/0000$ (Date field) |
|
Our Ref: ESR: |
(Reference field) |
|
Dear Mr/Mrs Surname |
(Auto populated) |
|
Client Name |
(Auto populated) |
|
Position |
(Auto populated) |
|
Mr. Contact Exec. Name,
Designation |
(Auto populated) |
|
Client Name has shown
interest in meeting you as per following details: |
|
|
Date, Time, Venue, Phone |
(Auto populated) |
|
Closing: |
We would highly appreciate your
attending this meeting and confirms the same to the undersigned. Yours
Sincerely, CONSULTANT |
Interview Feedback Letter
(Client)
This appears to be the letter
used to send the feedback sheet (Scan_0013.jpg) to the client.
|
Section |
Content |
|
Header |
Contact Exec. Name, DESIG,
Client Address, Date |
|
Salutation |
Dear Sir: |
|
Subject |
Interview Feedback |
|
Body |
We had arranged some executives
to meet you for the position of [Position Description] on [Date]
against your Executive Search Request No. [ESR No.] |
|
We would appreciate receiving
your feedback and request you to fill in the enclosed sheet and send us a
photocopy while retaining the original for your records. |
|
|
Action Items |
If you want us to - contact
executives who did not attend - organise "final" interviews -
follow-up with short-listed candidates - send you any more details/resumes,
please feel free to phone undersigned. |
|
Closing |
With regards, (Signature
placeholder) |
INTERVIEW FEEDBACK Sheet
(Screen 7)
This is the form for collecting
detailed feedback on candidates.
|
Client: |
Interview Date: |
|
Contact Person: |
Phone: |
|
Interview Position: |
Ref: ESR NO: |
|
Candidate → |
(Column 1) |
(Column 2) |
(Column 3) |
(Column 4) |
|
Feedback $\downarrow$ |
||||
|
IF DID NOT ATTEND |
||||
|
- Did he call/ask for a new
date? |
$\square$ YES $\square$ NO |
$\square$ |
$\square$ |
$\square$ |
|
- Indicate fresh date, if given |
$\square$ YES Date |
$\square$ |
$\square$ |
$\square$ |
|
IF ATTENDED |
||||
|
- Not suitable |
$\square$ |
$\square$ |
$\square$ |
$\square$ |
|
- Kept on hold |
$\square$ |
$\square$ |
$\square$ |
$\square$ |
|
- Would like to see him again |
$\square$ |
$\square$ |
$\square$ |
$\square$ |
|
IF FOUND SUITABLE |
||||
|
- Short-listed for final
interview |
$\square$ |
$\square$ |
$\square$ |
$\square$ |
|
- Final interview date |
--- |
--- |
--- |
--- |
|
IF APPOINTING |
||||
|
- Appt. letter will be issued
by |
--- |
--- |
--- |
--- |
|
- Expected to join by |
--- |
--- |
--- |
--- |
|
- Gross Salary (Annual)
negotiated |
Rs. L |
Rs. L |
Rs. L |
Rs. L |
|
REMARKS |
(Field) |
(Field) |
(Field) |
(Field) |
INTERVIEW FOLLOW-UP (MODULE)
SYSTEM Notes
Date: 15/7/93
The system will operate in three
modes:
- "Automatically": It will operate
as soon as you log in first thing in the morning (from a specified
terminal/operator). This mode will show interview details (as per Annex)
for TO-DAY.
- "Selectively": Under this mode,
you can view on the Screen interview details of ANY GIVEN (PARTICULAR)
DATE.
- "Third Mode": Under which you can
see at any point of time all interviews details for ANY GIVEN
client/company - or any given Candidate.
System Responsibilities &
Workflow:
- One person should be responsible for maintaining
this system.
- Initially: (Until a suitable person is
found) NHP may have to contact the clients (for feedback) whereas Vanita
can contact the candidates (for confirmation).
- Once a Senior person is found, he/she can be
entrusted to contact clients as well.
- The module should be activated everyday for the
next 8/10 days (once call letters have been dispatched) for follow-up
to obtain Candidates' confirmations. We should not wait till the last
date.
- The module should be inter-linked with "Interview-Call
letter Module" (Transaction-driven).
- The moment print-command is given for interview
call letters, automatically details should enter the FOLLOW UP module.
Data entry must not be duplicated. All related modules must get updated
automatically/simultaneously.
- AIM: To eliminate "Interview-Schedule
Files" (hard-copies) currently maintained by Vanita. She (or other
operator) must have a terminal, and she should enter data from phone to
Computer!
GOOD MORNING (Template Sketch)
This is a template sketch for the
GOOD-MORNING screen (Screen 3, operating in "Automatically"
mode for TO-DAY).
|
Interview Time |
Candidate-Detail |
Client-Details |
Consultant |
|
Time (e.g., 8 am, 8:30
am, 9:00 am, 8 pm) |
Name/Employer |
Company |
|
|
Phone NO (R/Off) |
For which position? |
||
|
Whether Confirmed |
Person Interviewing |
||
|
His Phone NO. |
|||
|
Result |
