Notes

2/5/99

Cyril

Sub: Order Execution Module

The enclosed note (E-MAIL) is 5 years old (23-4-94).

At that time, internet was beyond horizon. So, it is not surprising that, in the enclosed note, I have talked about the concept of a HELP-DESK with several technical & commercial support staff.

- taking "Orders" over telephone

- answering "Queries" " The concept of a Clients,

- placing "order" thro' Internet

- tracking/monitoring progress of his

"order" on our website Simply did not exist!

But, in 1999, things are vastly different.

Although "Help-Desks" do exist (even on websites), it is only a matter of time, before these become OBSOLETE.

More & more Companies are using Internet

(their website) as a

CENTRE PIECE/ANCHOR

around which, all their business-processes

are centred.

The current scenario is somewhat like

[Diagram with three intersecting circles: Intranet, Extranet, and Internet. Labels around the circles and their intersections]

Intranet: Order Execution, Admin, Sales, Accts, HR, R&D

Extranet: Supply-Chain (Vendors/Contractors/Suppliers) (Inventory Mgmt)

Internet: Company Information/Product Info, Help Desk/Tech Support, Order Placement/Credit card verification

Internet intersects with Customers/Clients.

Barriers are shown between Intranet/Extranet/Internet.

But I feel, for most Companies (at

least in U.S.A. / Europe / Japan), the barrier

would fall and there would be a SINGLE

"Interface" for

- Employees

- Suppliers

- Customers

That single interface would be a company's

WEBSITE!

This has already happened with a few large American Companies. Examples of these could be found in following books.

- Web-Pages that Suck (Sent to you)

- Webonomics

- Business @ Speed of Thought (Bill Gates) Sajida

- Direct from DELL. (I am still reading)

If we had implemented HELP-DESK

5 years ago, that would have been

fine. It might have even helped

our staff to get used to "doing

business over telephone."

But having "wasted", I feel it

would be wise to simply "By-Pass"

that stage of "evolution" altogether

and straightaway jump to the concept

FULLY INTERACTIVE SINGLE INTERFACE

(WEBSITE)

We may still develop our

ORDER EXECUTION SYSTEM

(MODULE #2)

around our INTRANET & thoroughly

test it out before MERGING with

the INTERNET.

This will help us to "debug" our

internal business processes before

exposing these (processes) to the

public-at-large.

Because,

if these (processes) do NOT perform

100% correctly/accurately on our website,

it might get adverse reaction - even

ridicule - and clients may NEVER

RETURN!

Eg. What is happening to our

MEMBERSHIP SERVICES (Edit / Auto

Job Search / Job Mail Robot) for the

last 8 months!!

But, our "goal" has to be clear

right now.

And that is,

Merger of "Intranet" with "Internet".

Assuming that

- Implementation of Module #1 takes

2 months ( May / June)

- Development of Module #2 (Order

Execution) covering features in the

enclosed notes, takes

. 3 months ( May / June / July )

- Testing of Module #2 takes 2 months

( Aug / Sept )

- Development of NEW WEBSITE (NT

based) takes 2 months

( Oct / Nov. )

- Merger of Module #2 into NEW

NT Based Website takes

3 months ( Dec / Jan / Feb 2000 )

We are talking of a PROJECT TIME

FRAME of

12 months.

If we manage this Schedule (and

do you see any reason, why, we

cannot ?), at the end of this

12 month period, we should be ahead

- all Indian job-sites

- most of the Worlds jobsites

By March 2000, I also expect that,

in India,

- internet subscriber base would have grown

substantially

- many ISPs would be operational

- Internet - over - cable" would have become

a reality (IN cable / SITI cable & a

Delhi Party which expects to launch

this by June 99). If this happens,

millions of home TV's will be able

to "access" internet (Hridaya (IN),

alone have 2.3 million cable TV

connections in 12 cities)

- hundreds of Cyber-Cafes would have

come up.

- Internet Connection charges would

have dropped drastically (each

"late-comer" ISP would have to drop

prices to be able to enter the fray).

(DISHNET offering Rs. 1.8/hour in Pune/Chennai).

- E-Commerce would have become a

"little" easier

In the books mentioned earlier, I have

underlined / marked-out, sentences / paras /

pages, which I would request you to

read,

before you start working on Module #2.

Unless, we have the GRAND PICTURE

in front of us, we would end-up on

the periphery !

I subscribe to Jack Welch's (GE)

business philosophy, Viz:

"If, in any business, you cannot be

either #1 or #2, get out of it!"

To implement this project, I am ready

to commit

- required funds

- my own time

- B.P.'s Organisational Support.

I am sending this note to you with a

request to commit

- your own personal time/attention

- a dedicated team of professionals

- time frame (with bonus / penalty clauses)

How Soon ?

Regards

[Signature]

2/5/99

ORDER EXECUTION MODULE ? enclosure to H.R.'s note to

SYSTEM REQUIREMENT ) Cyril dt. 2/5/99

INDEX

| Subject/Topic of Note | Date |

| :--- | :--- |

| MIS - Daily/Weekly/Monthly Statistics | 3-9-93 |

| 3 Dimensions (Number/Timeframe/Reward) | 17-9-93 |

| Interview Feedback from Clients | 27-4-96 |

| Order Backlog/Pending Assignment Analysis | 29-11-98 |

| 10 Standard statements | 11-7-93 |

| Interview Follow-Up | 25-6-93 |

| Follow Up | |

| - with Our Own Staff | 30-3-94 |

| - with Candidates | " |

| - with Clients | 29-3-94 |

| Chasing Events & Activities | 30-3-94 |

| (To send what - when - whom) | |

| 18 Screens (Pop-Up ?) of | 12-11-94 |

| PAPERLESS OFFICE | 26-11-94 |

| Order Execution System - MASTER CHART | 2-9-93 |

| | 1-2-94 |

| HELP DESK & QUERIES | 23-4-94 |

| (clients/candidates/Associates) | 16-11-94 |

Analysis Of

Pending Assignments

29-11-98

A. CLIENT - WISE

| Client | No. of Positions | Prof. Fees (Est.) |

| :--- | :--- | :--- |

| Cadilla | 18 positions | |

| Rubamin | 6 " | |

| Pidilite | 5 " | |

| Schindler | 5 " | |

| Kuwait Invt. Autho. | 3 " | |

| CCI | 2 " | |

| Tata Interactive | 2 " | |

| Guy. Guardian | 2 " | |

| Anil Starch | 2 " | |

| Lupin | 2 " | |

| M&M (Tractor) | 1 " | |

| Lucent | 1 " | |

| ICC Kesar | 1 " | |

| Permronics | 1 " | |

| Kirloskar AAF | 1 " | |

| Total | 52 | |

In terms of

- NO. of Positions &

- Est. Value of Prof. Fees,

which are our "important" clients ?

Obviously, more important clients need

- more frequent Verbal interaction

- more frequent Written feedback/position statements

B. CONSULTANT - WISE

[Table with columns: Nirmit, Thakur, Mitchelle, Shankar]

How much "workload" does each consultant

have at any given point of time?

This analysis can be extended to the

REVENUE (est. professional fees) that each

consultant is handling (apart from the

"no. of vacancies" that he is handling.)

This could help us to decide

- to provide "temporary" help/assistance to a

particular consultant in case of OVERLOAD

- to "shift" some of the assignments to

another consultant who might be UNDERLOADED

- to hire additional consultants in case of

situations of PERMANENT / CONTINUOUS OVERLOAD

- to "even-out" workload on different consultants

Total

C. AGE-WISE (CHRONOLOGY)

| Pending From Since | No. of Assignments |

| :--- | :--- |

| April 98 | |

| May 98 | We aim at executing assignments within 2 months of receipt (later on or even faster - once ORDER EXECUTION MODULE software gets installed). Till such time, at each month-end, we must (manually) compile this statement, so that, we may conclude (based on FACTS & not on hunches/guess) that |

| June 98 | |

| July 98 | |

| Aug. 98 | - we need to put in extra efforts and "clear" very old backlog |

| Sept. 98 | - we need to add more consultants (Permanent/Temporary) |

| Oct 98 | - we have no "work" beyond 2 months and therefore we need to step-up our "marketing" efforts |

| Nov. 98 | |

| Total | |

Cyril $\to$ Let us target to compile this statement "automatically"

[Signature] 2/5/99

D. PROFESSIONAL FEES - WISE (Estimated)

Descending - Order of Value

E. EXPECTED JOINING-DATE WISE { To figure out CASH INFLOW statement }

| PO No | Position | Expected Joining Date |

| :--- | :--- | :--- |

| | | Nov | Dec | J | F | M | Ap | May | June | July | Aug | Sep |

| | | 98 | | | | | | | | | | |

Assuming, we will receive our

prof. fees within 30 days of

the executive joining duty,

this chart will help us in

determining our CASH INFLOW.

F. FUNCTION - WISE (DEMAND SCENARIO)

AS ON - - - -

Monthly/Quarterly/Annual analysis like

this, will tell us, in which FUNCTIONAL-

AREA do we need to build-up an

"inventory" of executives.

G. HIERARCHY

LEVEL - WISE (DESIGNATION)

| PO No. | Level | MD | CEO Presr. | V.P. SBU Head | GM | DGM | Mgr. | Exec. | Eng. |

PRIORITY MATRIX

[A matrix chart with y-axis as Professional Fees (Est.) and x-axis as Assignment Age (Pending Since). The x-axis is divided into Recent, 1 Month, 2 Month, 3 Month (cold), and 4 Month.]

**Y-Axis (Fees):**

* High Fees

* Medi. Fees

* Low Fees

**X-Axis (Age):**

* (Recent)

* 1 Month

* 2 Month

* 3 Month (cold)

* 4 Month

**Matrix Content (Reading across rows from High Fees to Low Fees):**

**High Fees Row:**

* Medium Priority

* High Priority

* V. High Priority

* Extreme Priority (Arrow points from V. High to this box)

**Medium Fees Row:**

* Low

* Medium

* High

**Low Fees Row:**

* V. Low Priority (Arrow points from this box to Medium/Low row)

* Low Priority

* Medium Priority

[Three blank boxes for address/date/contact information]

Dear Sir:

Interview Feedback

We had arranged some executives

to meet you for the position of

[Blank box for position]

on.

[Blank box for date]

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.

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.

With regards

[Space for signature/name]

INTERVIEW FEEDBACK

Client:

Contact Person:

Interview Position:

Interview Date:

Phone:

| - Final interview date | --- | --- | --- | --- | --- |

| - Appt. Letter will be issued by | --- | --- | --- | --- | --- |

| - Expected to join by | --- | --- | --- | --- | --- |

| - Gross Salary (annual) negotiated | Rs. --- L | Rs. --- L | Rs. --- L | Rs. --- L | |

chart

ORDER - EXECUTION MODULE

STANDARD LETTER

Dear Sir:

| Status Report | Feedback |

We had recently arranged some

interviews for your Organisation. We

do not seem to have received any

feedback on the outcome and would

highly appreciate if you would fill - in

the "Feedback Details" and return

to us, a photocopy of the enclosed

sheet.

With regards

[Space for signature/name]

Ideally, the enclosed "screen" should

be accessible" to a client by

logging into our EXTRANET and

he should be able to enter his

feedback directly / On-line

for us (and for him) to see at

anytime. Of course there has to be

proper "ACCESS CONTROL" thro' Passwords

etc.

30/4/99

INTERVIEW SCHEDULE / FEEDBACK SHEET

Client:

Interview Dates:

To Meet:

Venue:

For (Position):

Phone:

Fax:

| :--- | :--- | :--- | :--- |

Interview Schedule / Feedback Sheet

CLIENT: MAFATLAL INDUSTRIES LIMITED

INTERVIEW DATE:

TO MEET:

VENUE:

FOR (POSITION):

PHONE NO.:

FAX NO.:

| 1 | D.V. ASNANI MSV/36 | 48 24 | MULTINATIONAL PHARMA CO. G.M. MANAGER BOMBAY | | | | | | | | | | | |

| 2 | K.D. LAD LSL/36 | 40 16.2 | H & R THOMSON (I) LTD. MGR. EMP. RELN. MANAGER BOMBAY | 5674350 5523592(O) | | | | | | | | | | |

| 3 | M.S. MENDOZA MMS/36 | 44 18 | DAMAL INDL. GROUP MANAGER PERS. AFFAIRS BOMBAY | 8373200 | | | | | | | | | | |

| 4 | R.E. SAWANKAR SRE/36 | 43 24 | INDOOR LTD. PERSONNEL MANAGER BOMBAY | (O) 462728, 462721 | | | | | | | | | | |

| 5 | H.V. TATGAGE THV/35 | 42 17.9 | BATAZ AUTO LTD. MANAGER (PERS) AURANGABAD | | | | | | | | | | |

| 6 | V.B. PATANKAR PVB/36 | 40 15.5 | SANDVIK ASIA LTD. MANAGER - I.R. & P. PUNE | 0212-333568 | | | | | | | | | | |

| 7 | K. SHANTARAM SK/36 | 39 18 | PUNE | | | | | | | | | | |

| 8 | W.D. SUTAR SWS/36 | 38 15 | BRIGHT BROTHERS LTD. MANAGER ADM. & B. DEV. BOMBAY | 5136252 | | | | | | | | | | |

| 9 | R. PHILIP PR/30 | 38 17 | W.P.T.C. CHIEF PERS. MANAGER DELHI | 222214(PP) | | | | | | | | | | |

PENDING ASSIGNMENTS

Position as on 30-11-98

| 1 | KIA-FC-001 | | Kuwait Invest Authority | Manager - Financial Control | 1 | D | 7-12-98 | | 10,000 | NIL |

| 2 | KIA-OM-002 | | " | Operations Manager | 1 | D | " | | | |

| 3 | KIA-PM-003 | | " | Comp. Project Manager | 1 | D | " | | 20% | NIL |

| 4 | KAAF-SMH-001 | | Kirloskar AAF Ltd. | Sr. Mgr. Mktg-W. Region | 1 | D | 25-11-98 | | 20% | NIL |

| 5 | P-CEO-001 | | Permronics | CEO-Marketing | 1 | D/H | | | | |

| 6 | ICCK-PI-001 | | ICC Kesar | President-Indenting | 1 | D | " | | | |

| 7 | PID-HPCD-001 | | Pidilite | Head-Paints/Chem. Div/GM | 1 | D/H | | | 16-60% | 25000 |

| 8 | PID-SMS-002 | | " | Sr. Mgr. Sales-Cons. Pro. Div. | 1 | D/H | | | 20% | NIL |

| 9 | PID-H-ISD-002 | | " | Head-Info. Services Div. | 1 | D | " | | 2.5 L | 50,000 |

| 10 | PID-DM-004 | | " | Distribution - Manager | 1 | " | " | | 16.66% | |

| 11 | PID-PM-SPD-005 | | " | Product Mgr-Spcl. Prod. Div | 1 | " | " | | 16-66 % | 7000 |

| 12 | GG-PM-001 | | Gujarat Guardian | Production - Manager | 1 | D | 19-11-98 | | | |

| 13 | GG-PM-002 | | " | Production Manager | 1 | " | " | | | |

| 14 | SCH-SE-001 | | Schindler | Sales Executive | 1 | " | | | 32000 | |

| 15 | SCH-SE-002 | | " | " | 1 | " | " | | |

| 16 | SCH-SE-003 | | " | " | 1 | " | " | | |

| 17 | SCH-SER-E-001 | | " | Service Executive | 1 | " | " | | |

| 18 | SCH-SER-E-002 | | " | " | 1 | H | " | | |

| 19 | LUC/SMB-BD/001 | | Lucent | Sr. Mgr. Bus. Dev | 1 | " | " | | |

| 20 | TI/CTO/001 | | Tata Interactive Systems | CTO | 1 | " | " | | |

| 21 | TI/HM-002 | | " | Head-Web Mktg | 2 | D | " | | |

| 22 | MM/BPR/E/001 | | M&M (Tractor Div) | BPR Engineer | 1 | D | 15-9-98 | | 7000 | |

| 23 | RUB/OP/001 | | Rubamin | Oracle Programmer | 1 | D | " | | | NIL |

| 24 | RUB/OP/002 | | " | " | 2 | " | " | | | NIL |

| 25 | RUB/OP/003 | | " | Oracle Analyst | 1 | " | " | | | NIL |

| 26 | RUB/OP/004 | | " | " | 2 | " | " | | | NIL |

| 27 | RUB/OP/005 | | " | " | 2 | " | " | | |

| 28 | RUB/OP/006 | | " | " | 2 | " | " | | |

| 29 | CC/GM/M/001 | | Cable Corporation | GM-Materials | 1 | " | 15-9-98 | | 15000 | |

| 30 | CC/E/P/001 | | " | Executive-Personnel | 1 | " | Urgent | | 7500 | |

| 31 | AS/PM/001 | | Anil starch Products | Project Manager | 1 | D | 1-11-98 | | 20% | 7000 |

| 32 | AS/UM/002 | | " | Utilities Manager | 1 | D | 1-11-98 | | 20% | 7000 | |

| 33 | CAD/GM/001 | 21-9-98 | Cadilla Pharma | GM - Marketing | 1 | H | 30-11-98 | | 16.66% | | |

| 34 | CAD/GM/002 | | " | " | 1 | D | | | | | |

| 35 | CAD/PM/003 | 21-9-98 | " | Product Manager | 1 | D | | | | | |

| 36 | CAD/PM/004 | | " | " | 1 | D | | | | | |

| 37 | CAD/PM/005 | | " | " | 1 | D | | | | | |

| 38 | CAD/PM/006 | | " | " | 1 | D | | | | | |

| 39 | CAD/PM/007 | | " | " | 1 | D | | | | | |

| 40 | CAD/PM/008 | | " | " | 1 | D | | | | | |

| 41 | CAD/SRM/009 | | " | Sr. Mgr. Mfg. Technology | 1 | " | | | | | |

| 42 | CAD/MQA/010 | | " | Manager - Q.A. | 1 | " | | | | | |

| 43 | CAD/DGM/011 | 21-9-98 | " | Dy. GM - Mktg (Gulphlan) | 1 | H | 30-11-98 | | | | |

| 44 | CAD/EE/012 | | " | Environment Engineer | 1 | H | | | | | |

| 45 | CAD/GM/013 | | " | GM (Finance & Accounts) | 1 | H | | | | | |

| 46 | CAD/MS/014 | | " | Manager - Sourcing | 1 | " | | | | | |

| 47 | CAD/M-SER-M/015 | | " | Mktg Services Mgr (Zam Pharma) | 1 | H | | | | | |

| 48 | CAD/PM-H/016 | | " | Product Manager - Herbal | 1 | D | | | | | |

| 49 | CAD/SM-H/017 | | " | Sales Manager - Herbal | 1 | D | | | | | |

| 50 | CAD/GM/018 | | " | GM-Mktg (CHPL) | 1 | D | | | | | |

| 51 | LUP/MP/001 | 16-6-98 | Lupin Laboratories | Manager - Personnel | 1 | D | | | | | |

| 52 | LUP/SM/HR/002 | | " | Sr. Mgr - HRD | 1 | D | | | | | |

*D - Dispense, H - Human

9 is complete, written dispense with these assignments also.

OUTPUT [9/11/98]

$\to$ Send call letters to desired A/B/C/R candidates

mentioning

* date.

* Venue.

* Reimbursement.

* Position.

* Address of candidate.

Enveloped label printing.

$\to$ Regret letters to Interviewed/Rejected Candidate.

$\to$ ONE LINE Statement of all A/B/C/R candidates.

(in short all applicants)

$\to$ Floppy of above containing also:

* A rated candidah

* B "

* C "

$\to$ Print out of executives called for interview.

ACTIVITY

1. Preparation of Advt. Draft.

2. Release of Advt. in Media.

3. Receipt of Applications.

4. Filing in Appropriate Box Files (Position wise).

- Date of receipt etc.

5. Rating of Applications 'A', 'B', 'C', 'R' by H.R.P./N.R.

A $\to$ Excellent

B $\to$ Good.

C $\to$ Acceptable.

R $\to$ Reject [not suitable for Advt. pos or]

6. Entering minimum data into H.R.P. CS

$\to$ Position advertised/Date of receipt of Application

$\to$ Name of Application (Surname Middle Name Last Name)

$\to$ Address "

$\to$ Telephone No: Office/Residence

$\to$ Executive Code.

$\to$ Birth date/Age.

$\to$ Education/Qualification.

$\to$ Name of Current Employer

$\to$ Designation [Current]

$\to$ Experience years [Current]

$\to$ Experience yrs [Total]

$\to$ Function (Mktg/Technical/Administr./

Material Stores/Logistics/Personnel)

Systems/Finance (Accounts etc.)

$\to$ 3P Rating (A/B/C/R)

$\to$ Interview Assessment details

ORDER EXECUTION - SEARCH - MODULE 1/2/94

3P SYSTEM DESIGN

Client "JANAM-KUNDLI"

Given

- A Client Company's Name,

we should see "Screens" which

will tell us

$\downarrow$

1. Addresses.

2. Phone Numbers.

3. Fax Nos.

4. Senior Executives' Names (With whom we normally deal)

5. Resi. Phone Nos of Sr. Executives.

Business - Related Data

- All bio-datas sent till date (Function wise / date wise)

- All One-line statements sent till date

- All Candidates interviewed so far (with remarks re: short-listing etc.) date wise / offers made

- All Executives appointed (from us) and their date of joining in Client-Company.

- All Executives belonging to Client-Co.

who have registered with us

(To ensure we do not send

their bio's to the client).

- All Purchase Orders (ESR's) serially.

- Each Individual Pur. Order - total history.

- All Advt. released on behalf of client.

- All letters written to client (Corresp. File)

- " " recd. from " " (Scanned/Stored)

- Whether "3P CLUB" member & if so all

membership-related information.

ACCOUNTS - RELATED SCREENS

- Advances (Now "Commitment charges")

received/adjusted/balance

(Pur. Order wise/Total)

- All Invoices raised (Appt/Out of Pocket)

& cheques received/yet to receive

with cheque No/Amt/date details.

- All Credit Note/Debit Note details

- Invoices of our Advt. Agencies (Serially)

- Advt. Wise / Amts due / balance / cheques

- Cumulative Client wise billing (Rs.)

" " Appts. (No.)

$\to$ Yearwise " " billing/Appt.

$\to$ This info will be very useful if we ever have

a system under which each one of our own Mktg. Mgr.

is exclusively working for a set of clients. This will help

us judge the Manager's "performance".

The new files detail the operational and financial aspects of the proposed Order Execution Module (3P System Design):

1. Pending Assignments (Scan_0022.jpg & Scan_0023.jpg)

A detailed list of 52 pending assignments as of November 30, 1998, categorized by PO No., Client, Position/Vacancy, and No. of Vacancies.

Clients include Kuwait Invest Authority, Kirloskar AAF, Pidilite, Gujarat Guardian, Schindler, Rubamin, Cadilla Pharma, and Lupin Laboratories.
Terms include professional fees (percentage or fixed amount), advance money received, and target dates (mostly late 1998). The Mode column uses D (Dispense) and H (Human), indicating whether the assignment is handled by the system or a consultant.

2. Candidate Processing Activity (Scan_0025.jpg & Scan_0026.jpg)

The steps for handling applications are clearly defined:

Preparation and release of Advertisement Draft.
Receipt and Filing of applications.
Rating applications as A (Excellent), B (Good), C (Acceptable), or R (Reject).
Data Entry of minimum candidate details (name, contact, experience, education, function, and 3P Rating).

3. System Outputs (Scan_0024.jpg)

The required outputs from the system include:

Call letters to A/B/C/R rated candidates (with date, venue, position, reimbursement details).
Regret letters to interviewed/rejected candidates.
One-line statement of all applicants.
Floppy containing data for A, B, and C rated candidates.

4. Client "Janam-Kundli" (Search Module/Client Profile) (Scan_0027.jpg)

This screen is designed to provide a comprehensive client profile including:

Contact Information (Addresses, Phones, Faxes, Names of Sr. Executives).
Business-Related Data (All bio-datas/one-line statements sent, all candidates interviewed/short-listed, and all executives appointed through the firm).

5. Accounts-Related Screens (Scan_0028.jpg)

These screens track all financial transactions and history:

Advances/Commitment Charges received/adjusted.
Invoices raised and cheques received/to receive.
Credit/Debit Notes.
Invoices from Advertising Agencies.
Cumulative Client-wise Billing and Appointments (used to judge Marketing Manager performance if they are client-exclusive).

Tuesday, 2 November 1999

ORDER EXECUTION MODULE