ORDER EXECUTION SYSTEM

To:

Tapan (Applitech - A'bad)

cc:

Ravi (Applitech - A'bad)

Sudhakar (” - Mumbai)

Mr. Nagle { Mumbai }

Mr. Cyril Ovely { Mumbai }

Oct. 9, 2000

Order Execution System (O.E.S)

I refer to our several meetings last week, including last one on Friday (Oct. 6) when Mr. Nagle was also present.

In this meeting you had submitted a list of 25 output statements (albeit, not a comprehensive list). Then Mr. Nagle Suggested that, independent of your list, I should also try to prepare a list of OUTPUT STATEMENTS which we need from OES.

Enclosed, please find details of such statements (once again, may not be comprehensive).

 

Scan_0002.jpg (Page 2/6)

On a separate chart, I have also tried to tabulate your statements $\&$ my statements, under some broad categories. This chart will bring-out the duplications and those which,

• occured to you but not to me.
• occured to me but not to you.

Taken together, hopefully, these will add-up to our requirement.

VENKAT

Since many of these are in the manner of "SUMMARIES", it will mean there will be quite a few "INDIVIDUALS" (statements), from which, you will construct these "summaries."

I have not attempted to prepare a list of the "INDIVIDUAL STATEMENTS"

Further, I have not attempted to actually "design" (the layout/columns/rows etc) these output statements. You will, no doubt, do a better job!

Scan_0003.jpg (Page 3/6)

Even, what should be the precise "content" (fields) of these statements, is something, you should decide.

As far as we are concerned, we need to take some

• tactical / operating decisions
• strategic / policy decisions

So, what I have done is to list the types / kinds of "decisions", that we have to take day-in $\&$ day-out. It is dynamic "course correction" all the time.

Now,

If "relevant/up-to-date/historical info. is readily available/accessible at finger-tip" then the decisions taken tend to be "SMARTER"

but

if relevant info. is absent/incomplete, the decisions tend to be POORER.

Scan_0004.jpg (Page 4/6)

Venkat

Mr. Nagle did not agree with this and insisted that, as Client/End-users, we should give our REQUIREMENT 4/6 in the form of PRECISE OUTPUT STATEMENT that we want the system to produce.

So, your job is to figure-out,

"what info (fields) will be needed by 3P to be able to take SMART DECISIONS?"

Then, provide that info. in each statement.

Simple !

When you show us the exact design of the OUTPUT STATEMENTS, our consultants, would be able to say whether each statement contains all the info. they need (at the finger-tip / one glance) to take the decisions.

As far as using CRYSTAL REPORT / ORACLE DISCOVERER is concerned, both, Mr. Nagle $\&$ Mr. Cyril Ovely have serious reservations about the technical skills of our consultants to be able to use these. They feel,

 

Scan_0005.jpg (Page 5/6)

these "tools" are really meant for "techies".

They feel,

• Wherever possible (to the extent possible), we should "freeze" the design of each output statement in advance
• Only in case, where absolutely necessary to construct a "customised" statement, we should export the data to EXCEL (as was suggested by Ravi in our first meeting).

So, let us forget about Crystal Report / Oracle Discoverer.

As far as this note (incorporating a set of desired OUTPUT STATEMENTS) is concerned, it should not be looked-upon in isolation but it should be read in conjunction with my following earlier notes:

Scan_0006.jpg (Page 6/6)

• Note dt. Aug. 24, 2000 (our original order)
• Note dt. Sept 14, 2000 (our revised order)
• your revised offer dt. 12/9/2000 (and the discussions on features listed on p. 13)
• My email of Sept. 20 to Ravi
• My note given to you on Oct. 5

I now await your detailed report.

with regards.

H. R. Parikh (Signature)

P.S. Also find enclosed, my remarks on various pages of

"REQUIREMENT CATALOGUE"

which was handed over to Nirmit on Oct. 5.

cc: Nirmit

cc: CMT

cc: AMB

cc: Mitchelle

Only your own intense interest/involvement/interaction with APPLITECH team, will lead to a satisfying solution.

Scan_0007.jpg (Page M5/1 - INFO. REQD)

INFO. REQD (OUTPUT STATEMENT)

• What Shopping Baskets (Online) were received - on any given date? Not needed 18/21 - for any given period? (Monthly)
• 25 $\checkmark$ - for any given Consultant?
• 24 $\checkmark$ - from any given Client - Co?
• 23 $\checkmark$ - from any given "Industry"?
• 22 $\checkmark$ - for any given "Function"?
• 21 $\checkmark$ - for any given "Designation - level"?
• 20 $\checkmark$ - from any given City/Region/Country?
• Venkat 19 $\checkmark$ - URL wise (Maybe Branch-wise is more relevant)

DECISIONS IT WILL HELP TAKE

• How are online inquiries (i.e. shopping baskets) behaving? Going up / down?
• Do we need additional resources to handle increasing inquiries? Do we need to hire more "Industry-specific" consultants?
• Do we need to open office (appoint franchisee-associate) in any particular City/Region/Country, from where a large no./% of shopping-baskets are originating?

Scan_0008.jpg (Page M5/2 - INFO. REQD)

INFO. REQD (OUTPUT STATEMENT)

• How many/which shopping-basket got converted into an order? How long did it take - from
• receipt of shopping-basket
• sending of proposal/terms
• Which/how many shopping Basket did not get converted into an order? What were the reasons in each case? (few, most frequent "reasons" can be incorporated and can be "clicked". Rest can be entered by typing).
• All consultant wise $\&$ Overall SUMMARY.

DECISIONS IT WILL HELP TAKE

• Which is the most "frequent" reason for losing an order? Price? Delivery? Our late response? Poor Quality/Quantity of resume database i.e. stock of candidates?
• What can we do, in each of these cases?
• Are any policy-changes warranted?
• Should we "revive" the case?
• Should we make an "exception"?

Scan_0009.jpg (Page M5/3 - INFO. REQD)

INFO. REQD (OUTPUT STATEMENT)

• How many Shopping-Baskets have been "answered" (i.e. proposal/terms sent)?
• How many remaining to be answered? How long remaining to be answered (in descending order)? We have promised to answer in 24 hours (on our website).
• All of the above, to be "consultant-wise." (By default, wherever applicable "to be blank")

DECISIONS IT WILL HELP TAKE

• What are reasons for building-up of a "backlog" - if any?
• Which consultant is in "arrears"? Why? - Reasons?
• Do we need to "re-allocate" industries allocated to each consultant?
• What/how to re-allocate if a given consultant is going on leave / resigns?

Scan_0010.jpg (Page H5/1 - INFO. REQD)

INFO. REQD (OUTPUT STATEMENT)

• "EXECUTIVES APPOINTED SO FAR"
• Summary
• 44 $\checkmark$ - Industrywise
• 45 $\checkmark$ - Func. wise
• 46 $\checkmark$ - Desig. level wise
• 47 $\checkmark$ - Client wise
• 48 $\checkmark$ - Date wise (Joining Date)
• 49 $\checkmark$ - Billing Amount wise (Descending order)
• 50 $\checkmark$ - Overall

DECISIONS IT WILL HELP TAKE

• To send-out promotional letters to chiefs of any given Industry (names of executives appointed must be hidden; also letter must not be sent to that very company from whom we had hired/pinched that executive! Then promotion will boomerang!!)
• To help in "Advertising-Matter" (to bolster our "claims"!)
• To approach/write to these very executives (whom we appointed anywhere/anytime) for
• recommending someone
• giving us "business" from his new company/employer

 

Scan_0011.jpg (Page H5/2)

INFO. REQD (OUTPUT STATEMENT)

• Analysis of all orders executed during just-completed year/quarter/month.

DECISIONS IT WILL HELP TAKE

• Who was our biggest/smallest client (in terms of Order-Value)? Descending order of Value wise.
• A-B-C. analysis of clients Vs. Order Values (cumulative)
• Where are most orders coming from? (Ind / Func / Desig / Region wise). Where should we focus our efforts?
• Are we putting all (or too many) of our eggs in one basket? Is our business too heavily dependent on one/few clients (industries/regions)?
• Is there a need for "diversifying" / "Spreading-out" evenly?
• Which are the "SUNRISE" / "SUNSET" industries?
• Do we need to open additional offices? Where?
• Should we "donate" a video-conf. facility to a client who, for example, gave us Rs. 50 lakh business, last year?

Scan_0012.jpg (Page H5/3)

43 - Janam Kundli (HGP to give format)

68 - Interviews attended / Resumes sent

INFO. REQD (OUTPUT STATEMENT)

• CANDIDATE HISTORY (Janam Kundli)

DECISIONS IT WILL HELP TAKE

• Which (Company's) interviews did he attend? which he did not? What are the types of jobs/companies that he "prefers"?
• What functions/desig. levels / posting cities he is interested in? (from interviews attended so far).
• For what kind of jobs/companies he should NOT be approached? - Regrets.
• What are his MOBILITY limitations - in terms of Wife's job / children's edu. / family's health / parental obligations?
• Is he a job-jumper? How often?
• Does he accept job-offers, then fail to join? Unreliable!
• What do "antecedent checks" reveal about him?
• All the companies to whom we ever sent his resume? when? Against which position/vacancy/Purchase order?
• What was the outcome, in each case?
• (only thing we finally incorporated 21/07/01)
• Did he/she ever get appointed thru us? If so, where? When? at what? at what Salary? Did we collect our fees?

Scan_0013.jpg (Page H5/4)

37 - Consultant wise Client list.

42 - Janam Kundli (HGP to give format).

INFO. REQD (OUTPUT STATEMENT)

• CLIENT HISTORY (Janam-kundli)

DECISIONS IT WILL HELP TAKE

• Is this client giving us regular/profitable business thru repeat orders?
• Should we develop specific POLICY/PROCEDURE in dealing with this client? What should that be?
• $\cdot$
• $\cdot$

Scan_0014.jpg (Page P $\Upsilon$/1)

INFO. REQD. (OUTPUT STATEMENT)

• "OUT-OF-POCKET" EXPENSE / INVOICE SUMMARY
• client wise / Value wise / Date wise

(Statements To be prepared $\&$ given to Tapan)

DECISIONS IT WILL HELP TAKE

• How much payment is to be collected? from whom? When was it due?
• Whom to follow-up? How?
• Who should follow-up?
• When was invoice sent? for what amount?
• How much actual payment received against our invoice? How much still remaining? Should we write-off balance?
• Is there a dispute?

Scan_0015.jpg (Page P $\Upsilon$/2)

INFO. REQD (OUTPUT STATEMENT)

• PAYMENT CHEQUES RECD. HISTORY
• Overall / Client wise / Date wise

(To be prepared $\&$ given)

DECISIONS IT WILL HELP TAKE

• Client wise / Invoice-wise, cheques received To help send out statements to clients (Confirmations)
• Assist in clarifying over phone,
• What payments have been received against which invoice
• $\&$
• What payments are still TO BE RECD against each invoice
• What cheques (payments) are overdue
• "Promises Made" column to enter the date, client has promised to give cheque, so that Computer automatically reminds accountant on that date.

Scan_0016.jpg (Page P $\Upsilon$/3)

INFO. REQD. (OUTPUT STATEMENT)

• INVOICE SUMMARY TABULATION
• Client wise
• Consultant wise
• Overall
• Value wise
• Date wise

(Any time / Month-end / Quarter end / Year-end) (To be prepared $\&$ given)

DECISIONS IT WILL HELP TAKE

• Who did, how much billing (absolute $\&$ as $\%$ of total billing).
• Calculation of individual consultant's or group-of-consultant's INCENTIVE - EARNING for the period.
• Compare "outstanding" with "Invoicing" find out "bad debts" (Consultant-wise)
• find "chronic" defaulters / blacklisting action to be taken
• find which client delays payments $\&$ by how much.

Scan_0017.jpg (Page P $\Upsilon$/4)

INFO. REQD (OUTPUT STATEMENT)

• "FINAL PAYMENT" Tabulation.
• (Value wise / Date wise)

DECISIONS IT WILL HELP TAKE

• How much final payment (after adjusting "advance" $\&$ "progress payment") is due / overdue from whom, when?
• How to follow-up? who shall follow-up?

FINAL PAYMENTS

• 63 $\rightarrow$ Client wise ( from Month - to month)
• 64 $\rightarrow$ Consultant wise ( ” - ” )
• 65 $\rightarrow$ Period wise (Month)
• 66 $\rightarrow$ Date wise (Date)
• 67 $\rightarrow$ Consultant wise (from - to )

Scan_0018.jpg (Page P $\Upsilon$/5)

INFO. REQD (OUTPUT STATEMENT)

• "PROGRESS PAYMENT" Tabulation
• (Value wise / Date wise)

DECISIONS IT WILL HELP TAKE

• For each order, is any "progress-payment" due? If yes
• how much?
• when?
• has it become due or not?
• If yes, when?
• If not yet, then when?
• Which client/order to follow-up, when?

Scan_0019.jpg (Page P $\Upsilon$/6)

INFO. REQD (OUTPUT STATEMENT)

• ADVANCE / MIN$^{\text{M}}$ SEARCH FEE / RETAINER - FEE TABULATION
• (Value wise / Date wise)

DECISION IT WILL HELP TAKE

• For which orders/assignments we have still to receive advance / how much / from whom / when (Follow-Up Action)
• For which, we have already received, $\text{”}$
• Whether we should wait till advance is received? or start work?
• Whether we have, in a particular case, agreed to work without advance?

Scan_0020.jpg (Page P $\Upsilon$/7)

INFO. REQD (OUTPUT STATEMENT)

• CUSTOMER OUTSTANDING PAYMENTS
• (Ind / Func / Desig level / client / consultant wise in chronological order) - Value wise (descending)
• (To be given)

DECISIONS IT WILL HELP TAKE

• Which client to follow-up? In what way - oral / written? - How often?
• Who should make a personal visit, if required?
• Should we write-off the amount $\&$ close the chapter? Accept lesser amount?
• Should we send a legal notice? when?
• Should we "black-list" the client $\&$ regret his future inquiries / shopping-baskets? (Black-listing should "disable" sending of proposals/terms to a client).

Scan_0021.jpg (Page OB/1)

INFO. REQD (OUTPUT STATEMENT)

• Overall, Order-backlog analysis (month-end or at any point of time)
• 15 $\bullet$ Ind-wise (OB/2)
• 16 $\bullet$ Func. wise
• 17 $\bullet$ Desig. level wise
• 18 $\bullet$ Chronological (Descend)
• 19 $\bullet$ Order Value wise (Descend)
• 20 $\bullet$ Salary-wise
• 7-8-9-10 $\bullet$ Consultant wise (OB/3)

(To be prepared $\&$ given)

DECISIONS IT WILL HELP TAKE

• Trend-Analysis (which sector/function etc is booming) $\&$ Website based online "guidance" of jobseekers $\&$ recruiters.
• Internal "re-deployment" of resources.
• Addition of resources to ensure that backlog does not become UNMANAGEABLE nor should order backlog drop to such low-levels (Overall $\&$ Consultant wise $\&$ regional office-wise) that there is an immediate likelyhood of "wasted/underutilised" resources. We must maintain a "healthy" backlog at all times by adjusting our INPUTS / RESOURCES.

Scan_0022.jpg (Page OB/2)

INFO. REQD (OUTPUT STATEMENT)

• How many orders are pending (at any given moment) from a particular client? - Arranged
• 11 $\bullet$ Chronologically
• 14 $\bullet$ Order Value wise
• X $\bullet$ Designation-level wise (drop)
• 13 $\bullet$ Likely completion-date wise
• 12 $\bullet$ Consultant-wise

DECISIONS IT WILL HELP TAKE

• Shall we approach client for more orders?
• Is one client monopolizing/tieing-up our resources?
• Shall we "re-allocate" these pending orders? Amongst whom? (will require informing client).

Scan_0023.jpg (Page OB/3)

INFO - REQD (OUTPUT STATEMENT) - 80

• what is the load/backlog on a given Consultant? How "booked" is he/she?
• How long will it take him to clear the backlog? How many orders is he handling simultaneously at this point of time?
• As per normal schedule when are each of these orders likely to be completed? Is he/she overloaded / underloaded?

DECISIONS IT WILL HELP TAKE

• Rearrange Order-priorities
• Give additional help to Consultant (in case of overload)
• Give additional help/load to Consultant (in case of underload)
• Advise client/clients of likely delay

Scan_0024.jpg (Page OP/1)

INFO. REQD (OUTPUT STATEMENT)

• Interest-Letters
• Sent out
• To be sent

(To be prepared Inquiry-wise)

DECISIONS IT WILL HELP TAKE

• Aggressive follow-up
• Automatic Reminder

Scan_0025.jpg (Page OP/2)

INFO. REQD (OUTPUT STATEMENT)

• Resumes (Search-Results)
• already sent out
• Remaining to be sent
• One-line Statements

(Order wise)

DECISIONS IT WILL HELP TAKE

• Aggressive follow-up
• Automatic Reminder

5 $\rightarrow$ Resumes remaining to be sent (orderwise)

6 $\rightarrow$ Resumes Sent out for an order

30 $\rightarrow$ One line Statement

36 $\rightarrow$ Details of Prospective Candidate

Scan_0026.jpg (Page OP/3)

INFO - REQD (OUTPUT STATEMENT)

• Interview-call letters
• Sent out
• remaining to be sent
• Confirmations recd
• Confirmations remaining

(order wise)

DECISIONS IT WILL HELP TAKE

• Aggressive follow-up
• Automatic Reminder

4 - Interview Call sent out for an order

31 - Interview Schedule for a given Sales Order

78 - Interview Held Summary Client wise

79 - Interview Held Summary (from $\text{—}$ to $\text{—}$)

Scan_0027.jpg (Page OP/4)

INFO. REQD (OUTPUT STATEMENT)

• "Interviews Held" Summary (overall, chronological / client wise - 78)

DECISIONS IT WILL HELP TAKE

• Who got interviewed, when, by whom for what position/vacancy and What was the outcome/result?
• Did interview result in anyone getting
• short listed (for further interviews)
• appointed
• Is appt. letter issued? accepted?
• What is the joining date?
• Have we received our copy of the appt. letter? If not, when?
• Have we made $\&$ sent-out our Invoice? If not when?

Scan_0028.jpg (Page OP/5.)

INFO. REQD (OUTPUT STATEMENT)

• (32) Project Plan for a Sales Order
• At what stage is a particular order?
• Is it progressing/proceeding as per pre-decided schedule? Are we ahead/behind schedule
• Committed by consultant, (internally)
• Committed to client, (externally)
• (33) Project Variance for a Sales Order

DECISION IT WILL HELP TAKE

• Advise client of delay/revised schedule
• Change priorities of Consultant
• Transfer to another Consultant
• Provide additional "help" to Consultant

Scan_0029.jpg (Page OP/6)

INFO. REQD (OUTPUT STATEMENT)

• "RESPONSE RECEIVED" Tabulation (To be prepared $\&$ given)
• This will cover
• Vacancies/positions at 3P
• Hot Jobs

only put up on​ our website​ by ourselves for​ a client​	first advertised in Print​ & response invited thru​ our website​

DECISIONS IT WILL HELP TAKE

• Who/How many applied
• online "rating" (short listing/segregating)
• rating-wise/position wise/city wise
• Sending-out interview-call letters
• Printing oneline statements for sending to client

Scan_0030.jpg (Page OP/7)

INFO. REQD (OUTPUT STATEMENT)

• Purchase Order History (Janam Kundli)

DECISIONS IT WILL HELP TAKE

• Did order get executed within the TIME-FRAME promised to client? If not, what were the reasons for delay? were these reasons beyond OUR CONTROL?
• Where, if any, did we goof-up? what could we do, to prevent this in future?
• What did we over-estimate / under-estimate, both time wise/expense wise?
• How can we use this "feedback" to improve our estimates in future / make them more realistic?
• What should be our future strategy/policy/terms in dealing with this client?
• What lessons did we "learn" from this order which are
• generally applicable to all future orders from all/any clients
• specifically applicable for future inquiries from this client.
• Was "Yield" commensurate with our efforts?

Scan_0031.jpg (Page OP/8)

INFO. REQD (OUTPUT STATEMENT) - 3

• COMMUNICATION HISTORY (From a folder dt Oct 9.)

ALLIES	Company	Person
	Client	Any other

DECISIONS IT WILL HELP TAKE

• What is the best "mode" to communicate with each of the above? (email/SMS/WAP/POTS/fax/letter/Voice-mail etc)
• What was our first/last "message/communication" to each of these? What was their "last" message to us?
• Where shall we pick up the "thread-of-Communication"? Follow the coloured string.
• Ball is in whose "court"? What action/response is expected of us / expected from them?
• History-folder should open simply by typing the name of person and/or Company/Ally.

Scan_0032.jpg (OUTPUT STATEMENTS - Summary Table)

Category Statement	Marketing – Sales	Order Processing	Order Backlog	Payments	History
As Proposed by Applitech	(18) Consultant-wise Client List	(33) Advt.-Response (Media)	(12) Pending OEN (Client/Consultant/ Date wise)	(19) Compensation Details	(21) Client Information
	(2) Sales Order	(32) Advt.-Response (Client)		(7) Invoice	(24) Janam Kundli of Client
	(4) Proposal	(3) Project Plan			(25) ” of Candidate
		(26) Expected date of Joining			(13) Order History (Client)
		(10) Order Execution Details			(9) Project Variance
		(17) Resume Sent History (Candidate Wise)
		(16) Resume Sent History (Client Wise)
		(4) Advt. - Details
		(1a) Interview Details (Client)
		(11) Prospective Candidate
		(10) Follow-Up with ”
		(9) ” with Client
		(8) Interview Schedule
		(5) One-line Statement
Additional (Including duplicate?) proposed by 3P	MS/1: What Shopping baskets were received?	OP/1 - Interest Letters	OB/1 - Order Backlog Analysis	PY/1 - OOP Invoices	HS/1 - Executives Appointed so far.
	MS/2: How many/which SB got converted into an order?	OP/2 - Resumes Sent	OB/2 - Orders Pending Analysis	PY/2 - Cheques Received	HS/2 - Orders Executed Analysis
	MS/3: How many/which SB has been answered?	OP/3 - Int. Letters Sent	OB/3 - Load on a Consultant.	PY/3 - Invoices Summary	HS/3 - Candidate History
		OP/4 - Interviews Held		PY/4 - Final Payment Tabulation	HS/4 - Client History
		OP/5 - Order stages $\&$ Order Monitoring		PY/5 - Progress Payment Tabulation
		OP/6 - Response Received		PY/6 - Advance Tabulation
		OP/7 - Purchase Order History		PY/7 - Customer Outstanding
		OP/8 - Communication History