LIST OF STANDARD STATEMENT

3P Consultants - List of Standard Statements (Automatically generated?) (Dated 11-7-93)

Srl. No.	Statement Content	Frequency (M Q A)	Linkage
1.	Company (Client) wise All bio datas sent - during the last month - Cumulative with Standard-letter requesting "feed back"	M: $\checkmark$	- Triggered on $1^{st}$ of each month. - Bio-Data Fee Invoice - keeping back.
2.	Candidate-wise For a given candidate, list of all Companies to which bio-data sent so far	Q: $\checkmark$	- Triggered on $1^{st}$ date of each quarter - To charge "Campaign Fee" from Candidate
3.	Interview-statements - client wise - candidate wise Extension of above giving - date of interview - Person who Interviewed - outcome.	$\leftarrow$ as & when $\rightarrow$ M: $\checkmark$	- Triggered as soon as "Client-Advice (for interview) entered - Billing - Follow-up
4.	Interview Schedules Against Advertised positions	$\leftarrow$ as & when $\rightarrow$	- To be sent out to Client as soon as Interview-call letters sent
5.	Confirmation-Schedules To be sent to client 2/3 days before actual interview date stating which Candidates have Confirmed to appear in interview.		-
6.	Post-Interview Follow-up There are 3 versions and we should standardise upon one.	M: $\checkmark$ (May need to be weekly/fortnightly)	- To know - who is selected - Appointed - Joined - To raise Invoices
7.	Application-Rating short-lists (A/B/C/R) For Sending to client as soon as position-wise "rating-exercise" is completed	$\leftarrow$ as & when $\rightarrow$	- For Client to decide whom to call for interview

 

• Both statements, # 1 & # 2, must get "updated" automatically & Simultaneously as soon as " PRINT BIO " command is given.
• Printer must not print unless "Client" is identified in the software/command.
• "Self" - as a client, will be restricted only to NAP. (to print Sample bios).
• In some-cases (eg. Deepak) we have also to send a floppy containing this information - with some additional details as mentioned in our agreement with DEPCL.

 

Srl. No.	Statement	Frequency (M Q A)	Linkage
8.	Special statement like the one sent to Mr Molasi - to get salary-details		- Invoice raising

 

• System should have provision to "delete" a Candidate's name from HHSP as soon as we have received our payment from Client for his appointment. Thereafter he will remain "inaccessible" to HHSP Search module till he resigns from that company.

Srl. No.	Statement	Frequency (M Q A)	Linkage
9.	General Statements Listing of entire database		Separately: - for Registered or application/bio data candidates - for all others (e.g. Mailing Lists - CA/CS Directories) etc.

•  
• Industry-wise
•  
• Function wise
•  
• Designation wise
•  
• Location-wise
•  
• a given Company wise
• In descending order of
•  
• age
•  
• Experience (total)
•  
• Salary
• With or without cut-off limits for age/experience/salary

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Scan_0004.jpg (Dated 11-7-93)

Srl. No.	Statement	Frequency	Remarks
10.	General Statement		$\leftarrow$ obsolete

• In one of my earlier notes, I have mentioned Abbreviated/Condensed data (300 characters/candidate record) for feeding into CASIO 9500. This is for carrying "function-wise 64 kb Cards (approx 200 records/card) along with diary while visiting a Client.
• It is possible that the Client asks to send a "print-out" of 200 candidate so he can study it at leisure and then tell us whom he would like to meet.
• This, then, would be same data-sheet which I have mentioned as one of the FOUR output statements.
• By and large, we should NOT give such broad/general output statements to Clients. (In all cases any Exce. Code should be given - also current company name should be hidden). At the most, we may sit across the table & show.
• If required to leave the statement with an important client, we must always collect back the statement.

 

Given

• "a Purchase Order Number,"

we should find

• Status/progress Report
• Bios sent (date wise)
• One line statement sent (date wise)
• Interviews arranged/Persons interviewed.
• Feedback (Reject/shortlist)
• Person/s appointed/joined
• Advances (to receive/Recd/adjusted/to be adj.)
• Invoices (incl. Out-of-Pocket.)
• Payments (recd/balance)
• Balances.
• Expenses incurred
• on our own (non-reimbursable)
• on client's behalf (reimbursable)
• Correspondence

 

PRODUCTION - CONTROL SYSTEM

• Pur. Order Register / ESR Register.
• MASTER REGISTER (CMR) Serial no. wise (and therefore date-wise chronologically) file of all Purchase Orders giving bare/minimum details of
• P.O. No & date
• Client Co.
• Position (No of Vac)
• Mode (A/D) - Search Mode
• Advance
• Expected
• Not expected
• Client Request
• Formal (thru Letter/ESR)
• Informal (overphone/talk)
• By zooming onto a Specific Purchase Order NO. we should get full status/details re: that P.O.

 

Order Execution Summary

P.O. No.	P.O. date	Client Name	Vacancy/ Position	No of Adv. Vac.	Adv Amt.	Mode A/D/H	Estimated Invoice Value	Status
								Compl/Pending

• This statement can be broken up into two separate statements as follows:
1. Completed Order Statement
2. Pending order statement
• Last column "status" would disappear. In its place will come a column for "Invoice Amt/dt/Cheque no/dt/etc" and "Cumulative Invoice value, Cumulative Payment Value"
• Last column will be replaced by "Cumulative Invoice Value" which is the same as "Cumulative Order Backlog Value."

 

Purchase Order System Module

1. Client - Purchase Order Details
2. 3P - Offer/Terms Details
3. Client - Advance Details
4. Invoice/Advance Adjustments Details
5. Order Execution Details.
• a. Search List details/Advt. Details.
• b. Convn/bio data sent details
• c. Interview-Call letter detail
• d. Candidate - Confirmation Recd/date
• e. Persons attended
• f. Persons shortlisted for final interview
• g. Client - Persons finally interviewed
• h. Appointed Person/s
• i. Issue Copies of Appt. letters/Comp. Package details sent to 3P recd.
• j. Invoice details.

 

Order Execution Activities

Order Execution Activities can also be divided as:

Executive/Search related activities	Administrative/Record keeping/ statistical Activities	Accounting Activities
- Job Description	- send short-lists/Bios	- Terms
- Man-Specifications	- call letters	- Advance
- Search Parameters	- Confirmations	- Adv. adjustment
- ACCESS	- Interview Schedules	- Progress Payment (PP)
- Advt./Response/rating	- Order Acceptance	- PP adjustment
- short-lists	- Delivered	- Invoice
- Bio-datas.	- Closed	- 25% Payment
- Computerisation.	- Transfer to Statistics module.	- 75% Payment.
		-

 

System Philosophy

In the enclosed charts, I have shown the flow of information/stream of information taking place.

Each stream is like a thread.

We have to visualise a 100 threads which gets hopelessly entwined. And if all 100 are of same colour (black or white), imagine trying to untangle them! A nearly impossible task.

It would be a Gordian Knot. But in a business situation, you cannot take a sword, cut it and move ahead!

But if each of the 100 threads was of a different colour, there can be some hope. Even then it would take a long time to unravel, since "shades" could be deceptively similar.

But if each was not only of a different shade, but all threads are laid down parallel to each other, then the task to trace either of the (two) ends becomes quite simple.

Our job is to devise a System that is so simple that we can catch the thread at any point of time/length and trace the entire length within minutes.

What is required is to give/assign a UNIQUE NUMBER to

• each client
• each Candidate
• each "Purchase Order/ESR"

As far as "Candidates" are concerned, we have already decided that each would have a unique SERIAL NO which is unconnected with the Company code NO. So that part/requirement will be taken care of.

Now comes the CLIENT or COMPANY Code No.

To-day, we have provided certain "blocks" of nos. within each Industry, together totalling about 10,000.

This is against CMIE list of 2300 Companies. Some other DATABASE have 3000 listed companies.

Unique Numbering & Manual Register

But a Client could be a small partnership firm and may not figure in our MASTER CODE of Companies. There are tens of thousands of such companies.

Therefore, I suggest, we assign a unique serial no. as Purchase Order No. (ESR No.) to each incoming request/order as soon as one is received.

I think this provision perhaps already exists.

What is required is to implement the same, as soon as REVISED HH3P system is installed.

But in the meantime, we should prepare a MANUAL Register (a list) in which we should compile ALL PENDING ORDER DETAILS.

This is because not every Client has filled-in an ESR. Some have described their requirement in a letter - or even phone! Some have sent the TABULATION (covering 5/6 Vacancies).

We should treat each vacancy as a SEPARATE/DISTINCT purchase order.

Because, we are getting advance per each vacancy and raising Invoice per person appointed.

Of course, we may debate if this is the right thing to do in case, eg. Belleli or FINPLEX orders

• = 10 Fitters
• = 20 Plant operators

Which are identical.

There may be no advantage in creating 10/20 Pur. Order NOS. We will increase a lot of work by duplication.

Each Purchase Order must be Immediately ACKNOWLEDGED (a standard letter could be devised) and client should be requested to USE THE PUR. ORDER NO. assigned, in all future correspondence for quick reference/response.

Client Transparency

So, the interactive internet website was envisaged $5\frac{1}{2}$ years ago!

I foresee a not-too-distant time when certain PRIVILEGED CLIENTS (who give minimum so much business to us every year), may be allowed to access our "Order Execution Module" using modems / password of client / Pur. Order No., and be able to find out the "ORDER EXECUTION STATUS"

• on their own
• at any time
• without intermediacy of 3P personnel.

We should try to make this part of our system TRANSPARENT to the clients.

To begin with we should make it transparent to ourselves!

Bill Gates/Michel Dell advocate this! in their book published in 1999!

MASTER - RECORD

Purchase Order NO:	Date:
Client Name:
Code (if in Master):
Vacancy - Details
Srl. No.	Position/Designation
ADVANCE - DETAILS
Adv. Amt. Rs
Cheque (D-D) NO:
Order Acknowledgement Sent on:

 

ADMINISTRATIVE RECORD (MODE A) - (Advt. Campaign)

Client Name:	Code NO:
Pur. Order NO:	Date:

 

Activity	Sent	Approved
- Draft Advt. to client
- Press-Estimate (Rs)
- Media Plan
1
2
3

ADVT. APPEARED (Date):

RESPONSE - DETAILS

1. No. of Application Recd.
2. Rated
• A
• B
• C
• R
3. Computer-Printout (One-line) sent to client on
4. No. of persons selected by client for interview
• A
• B
• C
• Total
5. Interview-Dates
• 1
• 2
• 3
6. Call-letters sent on
7. In Detailed BIOS sent to Client on

 

ADMINISTRATIVE RECORD (MODE D) - (Data Bank)

Client Name:	Code:
Pur. Order NO:	Date:

• One line Statement sent on:
• NO. covered by:
• One page bio sent on:
• NO. sent:
• Fully Convd. bios sent on:
• NO. sent:
• No. of Persons selected for interview: $\Bigg\}$ Interview Module
• Date of Prelim. Interview: $\Bigg\}$
• " " Final Interview: $\Bigg\}$
• Call letters sent on:
• To (how many):
• How many confirmed:
• " " Attended:
• " " Short-listed: $\Bigg\}$ Covered in INTERVIEW MODULE

 

Interview Followup Module (Common for both MODE A & MODE D)

Client Name:	Code No:
Purchase Order No:	Order Date:

INTERVIEW MODULE

Position	Interview Date	NO. called	NO. Confirmed	NO. Attended

 

Name of Person Who Attended	Loc	Applic. rating	Prelim. Int. Rating	IF Short-listed for final.	For Position

FINAL INTERVIEW DETAILS

Names of Persons Called	Date called	Int. Outcome	Appt. Letter Issue	Target date for Joining

Scan_0020.jpg - Accounting Module (MODE A)

ACCOUNTS MODULE

Pur. Order No:
$\rightarrow$ Client:

ADVT. COST

• Ad. Agents Name:
• Press-Estimate Amt:
• Approved on:

BILLING DETAILS

Ad. Agency	Sent to	Client	Cheque NO.	dt	Amt
BILL NO & date	Client date

OOP EXPENSE (Out-of-Pocket Expense)

Statement/ INVOICE NO.	Covering Period From	To	Amt Rs	Payment Details cheque NO.	Amt.	Date
1
2
3

ADVANCE DETAILS

• Adv. Amt. Asked:
• Recd Amt:
• cheque NO:
• Ref:
• dt:

Computation details:

For	Rate	No. of Vac	Total
Jr. Vacancy	2000
Middle "	3000
Sr. "	5000
TOTAL			$\rightarrow$

 

•  

Based on the handwritten notes provided in the image, here is the text conversion:

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ACCOUNTS MODULE - CONT. (MODE A & MODE D)

NOTE:  There will be no progress payment

INVOICE DETAILS

Inv. No.	Date	For Rs.	For Appt of. Candidate Name	Adjustment (Rebate) Towards Adv.	Adjustment (Rebate) Towards Prog. Pay	Total Rebate	Net Payable
(Continue)

 

Cumulative Amounts		OUT-STANDING (Remaining to be Adjusted)
Gross Invoices	Total Rebates	Gross Net
(Continue)

•  

Based on the handwritten notes provided in the image, here is the text conversion:

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ACCOUNTS MODULE - CONT. (MODE A & MODE D)

NOTE:  There will be no progress payment

INVOICE DETAILS

Inv. No.	Date	For Rs.	For Appt of. Candidate Name	Adjustment (Rebate) Towards Adv.	Adjustment (Rebate) Towards Prog. Pay	Total Rebate	Net Payable
(Continue)

 

Cumulative Amounts		OUT-STANDING (Remaining to be Adjusted)
Gross Invoices	Total Rebates	Gross Net
(Continue)

Payment Details

Cheque No.	Date	Amt Rs.