ORDER EXEC. SYSTEM MASTER CHART

3P Order Execution System Master Chart

This is a flowchart (Master-Chart) detailing the flow of activities:

Module A: Client Activities	Module B: 3P Activities	Module C: Candidate Activities
Inquiring	3P offer/terms
Purchase order with/Client advance	Send draft Advt./Post Est. or Send access Secret List to client.
Sends short list to 3P	Sends to client conv. bio data
Requests arrange interview of few	Sends out Call-letters	Confirms/Regrets to 3P
Conducts prelim. Interview	Informs client continuous feed.	Attends Interview.
Informs 3P who attended/who got short-listed	Gives feed back to candidates.	Receive feedback from 3P
Calls candidates for final interview	Receives feedback from candidates.
Interviews/Short-lists/Issues Appointment Letter		Attends final interview/negotiates salary/Receives Appt. letter
Sends to 3P copy of Appt. letter/comp. details.	Receives feedback from client/candidate.
Receives Invoice/Issues cheque	Sends Invoice

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3P Order Execution System Analysis and Concepts

System Concept

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 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 longtime 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.

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Unique Identification

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 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 totaling about 10,000.

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

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 HHSP 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.

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Purchase Orders and 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, e.g. Belleli or FINDLEX orders:

• 10 Filters
• 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 [...].

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Future Client Access (Dated 2/5/99)

So, the interactive internet website was envisaged $5\frac{1}{2}$ years ago! (5) $\frac{2}{5/99}$

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 intermediary 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/Michael Dell advocate this! in their booked published in 1999! $\frac{2}{5/99}$

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Master Record and Administrative/Interview Forms

Master Record

Field	Details
Purchase Order No:	Date =
Client Name:	Code (if in Master) =
Vacancy - Details	Sr. No/Position/Designation/No of Vac./Rating (A/B)/Mode/Filling Target
Advance - Details	Adv. Amnt. Rs.
Cheque/DD No:	Date:
Order Acknowledgement Sent on	_________________________

Administrative Record (Mode A) (Scan_0008.jpg)

• Client Name:
• Code No:
• Pur. Order No:
• Date:

Activity (In case of Mode A - Advt. Campaign)	Draft Advt. to client	Press-Estimate (Rs)	Media Plan
Sent	$\checkmark$
Approved		$\checkmark$
Appeared	$\checkmark$

Advt. Released (Date):

Response - Details

1. No of Application Rectd.
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. Inter-Detailed BIOS sent to client on

Administrative Record (Mode D)

Client Name:

• Code:
• Pur. Order No:
• Date:

In Case of Mode D (Data Bank)

• One line statement sent on:
• No. covered by
• One page Bio sent on:
• No. sent
• Fully Conv. Bio sent on:
• No. sent

Interview Module (from here down)

• No. of Persons Selected for interviews:
• Date of Prelim. Interview:
• " " Final Interview:
• Call letters Sent on:
• No (how many):
• How many confirmed:
• " " Attended:
• " " Short-listed:

Interview Follow-up Module (Common for both Mode A & Mode D)

Interview Module

• Client Name:
• Code No:
• Purchase Order No: $\checkmark$
• Order Date:
• Position

Field	Interview Date	No. Called	No. Confirm	No. Attended
$\checkmark$

 

Name of Person Who Attended	Loc	Appli Rating	Prelim Intr. Rating	If Short-list for Final	For Position
$\checkmark$

Final Interview Details

| Names of Persons Called | Date Called | $\checkmark$ Date Attended | Interview Outcome | Appt. Letter Date | Target of Joining |

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

| $\checkmark$ | | | | | |

 

Accounting Module (Mode A & D) (Scan_0011.jpg & Scan_0012.jpg)

Advt. Cost (Mode A)

• Pur. Order No / Date / Client:
• Ad. Agents Name:
• Press-Estimate Amnt:
• Approved on:

Billing Details:

Ad. Agency Bill No	& Date	Sent to client date	Cheque No	dt	Amnt

OOP (Out-of-Pocket) Expense

Statement/ Invoice No	Covering Period From	To	Amnt Rs	Cheque No	Amnt	Date
1
2
3

Advance Details

• Adv. Amnt Asked:
• Recd:
• Amt:
• Cheque No / dt
• Ref:
• Computation Details: For: Jr. Vacancy / Middle / Sr. Vacancy. Rate: 2000 / 3000 / 5000. No of Vac. Total. Total $\rightarrow$

PROGRESS-PAYMENT DETAILS (identical as in case of "ADV. DETAILS")

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Invoice Details (Plus new progress payment)

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

Cumulative Amounts & Outstanding:

Gross Invoice	Total Rebate	Gross Net	Outstanding (Remaining to be Adjusted) Towards Adv.	Towards PP	Total

Payment Details:

Cheque No	Date	Amt Rs.

Accounts-Related Screens (Additional Details) (Scan_0014.jpg)

• 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 Notes details
• Invoices of our Advt. Agencies (serially)
• Advt. wise / Amts/due/balance/cheques
• Cumulative client wise billing (Rs.)
• Cumulative client wise Appts (Nos.)
• Year wise billing/appt.

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".

Client "Janam-Kundli" / Search Module (Scan_0013.jpg & Scan_0014.jpg)

Given "A Client Company's Name", the system should provide a comprehensive Client "JANAM-KUNDLI" (horoscope/complete profile).

Basic Contact Information:

1. Addresses.
2. Phone Numbers.
3. Fax Nos.
4. Senior Executives' Names (with whom we normally deal).
5. Resi. Phone Nos of Sr. Executives.
6.  

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 (thru 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 bios to the client).
• All Purchase Orders (ESRs) serially
• Each individual Pur. Order-total history.
• All Advt. released on behalf of client.
• All letters written to client (Corresp. file)
• All letters recd. from " (Scanned/stored)

Whether "3P CLUB" member & if so all Membership-related information.

3P System Design: Order Execution Module (Dated 1/2/94 & 2/9/93)

Order Execution Activities

The Order Execution Activities are divided into three main categories:

1. Executive Search-related Activities
• Job-Description
• Man-Specifications
• Search Parameters
• ACCESS
• Advt./Response/Rating
• Short-lists
• Bio-datas
• Computerisation.
2. Administrative/Record-keeping/Statistical Activities
• Send short-lists/bios
• Call letters
• Interview/Schedules
• Confirmations
• Order Acceptance
• Order Delivered
• Order Closed
• Transfer to statistics module.
3. Accounting Activities
• Terms
• Advance
• Adv. adjustment
• Progress Payment (PP)
• PP adjustment
• Invoice
• 25% Payment
• 75% Payment.

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Production-Control System & Registers

This section describes the Pur. Order Register / ESR Register, which serves as the 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 (Over phone/talk)

By zooming onto a specific Purchase Order No., we should get full status/details regarding that P.O.

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Order Execution Status by P.O. Number

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/Short list)
• 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

Purchase Order System Module Flow (Scan_0016.jpg)

1. Client: Purchase Order Details $\checkmark$
2. 3P: Offer/Terms Details $\checkmark$
3. Client: Advance Details.
4. 3P: Invoice/Advance Adjustments Details.
5. Order Execution Details:
• 3P:
• a. Search List details/Advt. Details $\checkmark$
• b. Conv. bio data sent details $\checkmark$
• c. Interview-Call letter details $\checkmark$
• Candidate:
• d. Confirmation Recd. $\checkmark$
• e. Persons attended $\checkmark$
• 3P:
• f. Persons short-listed for final interview $\checkmark$
• Client:
• g. Persons finally interviewed $\checkmark$
• h. Appointed Person/s $\checkmark$
• i. Copy of Appt. letter/Comp. Package details (sent to 3P/recd.) $\checkmark$
• 3P:
• j. Invoice details $\checkmark$

Order Execution Summary & Output

Order Execution Summary (Dated 3/9/93)

Sr. No	Purchase Order No	PO Date	Client Name	Vacancy/Position	No. of 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

The last column "Status" would disappear. In its place will come a column for "Invoice Amnt/dt/Cheque no/amt/dt" and "Cumulative Invoice value / Cumulative Payment value".

The last column will be replaced by "Cumulative Invoice Value" which is the same as "Cumulative Order Salary Value".

Output Reports

• Send call letters to desired A/B/C/R candidates mentioning:
• date.
• Venue.
• Reimbursement.
• Position.
• Address of candidate.
• Envelop label Printing.
• Regret letters to Interviewed/Rejected candidate.
• ONE LINE Statement of all A/B/C/R Candidates. (i.e. short all applicants)
• Floppy of Above containing also:
• A rated candidate
• B "
• C "
• Print out of executives called for interview.

The document outlines a sequential process for handling job applications, particularly for those received via an advertisement campaign (Mode A):

1. Preparation of Advt. Drafts.
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./Mgr.
• A $\rightarrow$ Excellent
• B $\rightarrow$ Good.
• C $\rightarrow$ Acceptable.
• R $\rightarrow$ Reject (Not suitable for Advt Position)
6. Entering minimum data into HHSP CS (Computer System).

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💻 Minimum Data Entry for Applicants

The following minimum data points must be entered into the system for each applicant:

• Position advertised / Date of receipt of Applicant
• Name of Applicant (Surname, Middle Name, Middle

$$...$$

)

• Address
• Telephone No. Office / Residence
• Execute Code.
• Birthdate / Age.
• Education Qualification
• Name of Current Employer
• Designation (Current)
• Experience years (Current)
• Experience years

$$Total$$

• Function (Mktg/Technical/Admin./Material/Stores/Logistics/Personnel/Systems/Finance (Accounts) etc.)
• 3P Rating (A/B/C/R)
• Interview Assessment details