Notes: October 2000

Monday, 30 October 2000

ORDER EXECUTION SYSTEM -FEATURES & FUNCTIONS

Feature/ Functionality

1. "It would be a client - server based solution with WEB - ENABLED COMPONENTS, for future expansion and integration, using web - technology"

2. Auto mailing to candidates short listed.

3. Extensive MIS Reports Balance of Payments for each P.O./ Client etc.

Documentation of follow - up for the Balance of payment

MIS reports of the cases handle, advance given, B.O.P./ Receivables etc., client - wise, P.O. Wise, Consultant – wise & Date - wise.

B.O.P. reminder for each client, P.O, documentation on correspondence on follow - up

4. Audit trail

5. Auto - emailing the alerts to the potential candidates about the new requirements. Auto email to candidate once the client selects the CV for a particular assignment.

6. Alerts to the clients on the availability of new CV's as per their requirement.

7. All the correspondence with the client & the candidates.

Logs of who accessed what files when (S / 1)

Integration of server based "call - centre", permitting "access" (as per rights) to monitor order execution process to

· Consultants (immediately /now)

· Clients / candidates / Experts / Asso. etc. (Later)

Intranet - Extranet - Internet (Migration)

Auto generation of Shopping Basket Summary (Client/ Consultant/ Branch/ Industry/ Func/ Desi. Level/ Date wise)(F/3)

Follow - up of each / every shopping Basket (F/ 3)

P.O. Summaries (Just like shop. Basket Summaries) (F/3)

Auto Generation of Invoices

Client/ Value - wise OUTSTANDING statements (F/4)

Automate all communications & Maintain a log (F/4)

No data should be required to be entered twice (G/1)

Advertised vacancy to be treated as P.O. (G/1)

All searches (of any type) in OES to start by clicking on a CORPORATE NAME (Which is the ANCHOR Point/ Main Gate) All entry, only thru CORPORATE name.

Every data/ Field to be linked to a CORPORATE NAME (G/2)

Determination/ fixation of ACTIVITY STANDARD TIME (AST) before start of an assignment (G/2)

Comparison of ACTUAL ACTIVITY TIME (AAT) with AST & reporting "Variance" (G/2) (Built - in " Consultant - Productivity" measurement for performance evaluation)

In case of "ON - LINE SALE OF RESUMES", the order Execution Module Should

· Calculate amt. payable by client

· Automatically send and "offer / quotation" to client.

· Sent relevant/ concerned resumes to client as soon as concerned consultant (who is handling that shopping Basket) has entered the D/D details in the O/E module.

"We have also included the Finance Management Module as per your "suggestion"

"we have taken care that the system proposed would cater your future requirements of integration with the web - enabled applications "....." It would be a Client Server based solution with WEB ENABLES COMPONENTS for the future expansions and integration using the web - technology"

Documentation of follow - up for Balance of Payment B.O.P. reminder for each client, P.O, documentation on Correspondence on the follow - up.

- MIS Daily/ Weekly/ Monthly statistics

- 3 Dimensions (No. / Time Frame/ Rewards)

- Interview Feedback from client

- Order Backlog / Pending Assignment Analysis

- 10 standard statements.

- Interview Follow - up

- Follow - up with our own staff/ candidates/ clients

- 18 Screens (pop - up) of paperless office

- Order Execution Master Chart

- Help Desk & Queries.

- Shopping Basket as P.O. and follow - up

- P.O. - Summaries should get generated

- List of all resumes ever sent to a given client

- For a given candidate, which are the clients to whom his resume is sent ever

- Integration of server - based call - centre, permitting access to monitor O/E/ to consultants (Only)

- "Pop - Up Screens" thru manual typing

- Auto email of std. letters/ fax.

"Annotation" of all incoming/ outgoing Communications (email/ fax/ letter/ phone - call) with "keywords" letter using a COMMUNICATION WIZARD & creating a chronological "string history" for other Execution follow - up

Corporate Profiles

. Data Capture Screen AND

. Data base structures

must be same, whether offline or online

Editing or Corporate Profiles

. Offline by consultants

. Online by concerned "Personnel Manager"

Future integration our order Execution System with

ORACLE FRONT OFFICE SUITE

Automatic extraction/ Creation of

. Phone database

. Fax database

. Email database

. Postal address database

. Mobile No. database

Incorporation of PIM (Personal Info. Mgmt) Software’s into

order Execution Module

- Capability to move from "Help Desk/ call - centre

"Fully interactive web based Single Interface"

- Capability to integrate in future IVRS for capture of resumes.

- Follow up/ Reminder (Communication) strategy to cover all modes (viz); phone/ fax/ email/ sms/ wap/ letter

- Online sale of resumes (after online quotation), to be capable of receiving/ accounting payments over internet

- Trigger for "follow - up" reminders what/ who/ when/ whom (Morning Greeting Screen to each Consultant)

- Unique code no. for each CORPORATE.

h.c.parekh

ORDER EXECUTION SYSTEM

Tapan - Jayant (Applitech - A'had)

Sudhakar (Applitech - Mumbai

I refer to

. Your email of Oct. 18

. Sudhakar's letter of Oct. 19

(Enclosing 33 pages/ 80 output formats of 'Requirement Catalog')

. Neeraj's letter of Oct. 20

. Our telecom of Oct. 25th

We were closed for 4 days for Diwali & re-opened today - hence the delay in responding. To answer Neeraj's letter, I will need to talk to Mr. Nagle/ Mr. Cyril. Cyril is in Dubai & expected back by this weekend. When I received your 80 output formats, I found that these were not grouped logically, so I spent some time “re - grouping" these as follows.

PROGRAMMING OF OUTPUT FORMATS

Group 1

Shopping Basket (18-19-20-21-22-23-24-25)

Inquiry (55-56-57-58-59-60-61-62-76-77)

Group 2

Proposal (26)

Sales Order (27, 28, 33)

Pending Orders (7-8-9-10-11-12-13-14-15-16-17-80)

Group 3

Resumes (5, 6, 30, 36)

Interviews (4, 31, 78, 79)

Follow - up (1, 34, 35, 39)

Advertising (29, 40, 41)

Group 4

Invoice (32, 63, 64, 65, 66, 67)

Compensation (2, 3, 38)

Customer Outstanding ( ? ? ? ? ? ? ? ? ? ?)

Group 5

Client List (51, 52, 53, 54)

Janam Kundle (Client) (37, 42)

Janam Kundli (Candidate) (43, 68)

Group 6

Executives placed (44, 45, 46, 47, 48, 49, 50)

Analysis of Order Executed(69, 70, 71, 72, 73, 74, 75)

To view all related formats at one glance, I cut these out and posted on large sheets. So, broadly speaking, there are 6 groups and 16 topics/ subjects covered by these 6 groups. Total no. of statements (viz : 80), in reality are only 16 Statements. It is because of "re - arrangement" of fields (Industry wise/ Function wise/ Desig. Level wise/ Branch wise/ Consultant - wise/ Period wise etc. etc.), that the total no. gets inflated.

Once immediate observations :

I do not find any statement on "Customer Outstanding" / "Balance of Payments" (in several different ways).These are an ABSOLUTE MUST. These are already covered in

. your first proposal dt Aug. 21

. Your second proposal dt. Sept. 12

. Our meeting on spet. 1

. My mail dt. sept. 20

Please cover these under Group 4 & let me see the formats.

Another Observations:

It is quite likely that each future/ functionality covered by order Execution module, does NOT have an "output statement" (need not have one). But we must have a clear, prior, written, understanding whether or not a given feature/ functionality will be incorporated in order Execution system. I request you to carefully go thru these pages and enter your comments in the last column - then return a photo - copy for our study. Or we could fill - up this column jointly during your next visit (When?)

cc: Mr. Nagle

cc: Nirmit

h.c.parekh

SHOPPING BASKET SUMMARY

Image 1: SHOPPING BASKET SUMMARY (BRANCH-WISE)

BRANCH RESPONSIBLE:

Consultant Responsible:

Maybe, in all other statements on shopping baskets, what we should do, is to simply add one more column, titled

“Branch”

next to the column titled → “Consultant Responsible”

so that “Branch-wise” statement can be generated as a “bye-product.”

Within each branch, we could group all shopping baskets “Consultant-wise.”

EXECUTIVES APPOINTED SO FAR

(A) – Industry Wise

Name of Industry:

Client Corpo.	Order No. / Date	Position/Vacancy	Person Exec. Appt. + PEN	Appt. At (Salary cpa / Design. Level)	Func.	Bill Amt.

(B) – Function Wise

Function:

(Table space left blank)

(C) – Designation Level Wise

Desig. Level:

(Table with multiple columns left blank)

(D) – CLIENT WISE

Client Names:

(Table with multiple columns left blank)

SHOPPING BASKET (DESIGNATION-LEVEL WISE)

Desig. Level:

Basket No	URL from which arrived	Date Arrived	Date Replied	Actual Time Taken (days)	Consultant Responsible	Whether conv. into order	Func	Ind	PEN

SHOPPING BASKET – FUNCTION-WISE

Function: ______________________

Basket No	URL from which came	Date Arrived	Date Replied	Actual Time Taken (Days)	Consultant Responsible	Whether Conv. into Order	Ind.	Desig. Level	PEN

Image 6: SHOPPING BASKET – INDUSTRY-WISE

Name of Industry: ______________________

Basket No	Arrived Date	Replied Date	Time Taken	Consultant Responsible	URL from which came	Whether Conv. into Order	Func.	Desig. Level	PEN

Image 7: SHOPPING BASKET – CLIENT/CORPORATE WISE

Name of Corpo/Client:

Address:

Phone: ___________________ Email: ___________________

Fax:

Name of Contact Person:

Desig.:

Basket No (clickable link)	Arrived Date	Replied Date	Actual Time Taken (days)	Variance (+/- days)	Consultant Responsible	Whether Converted into Order	Source Website URL	No. of Resumes Shortlisted (PEN)

Clicking on this link will open up "Consultant-wise statement of Shop Baskets"

Image 8: SHOPPING BASKETS – CONSULTANT-WISE

Name of Consultant: ______________________

Source Website URL	Basket No	Arrived Date	Replied Date	Actual Time Taken (days)	Variance (+/- days)	Corpo. Name	Posting City	No. of Resumes Shortlisted (PEN)	Whether Converted into Order

Clicking on this link will open up particular basket details

Clicking on Corpo. Name would lead to "CORPO/CLIENT WISE SHOPPING BASKETS statement"

SHOPPING BASKETS (MS/1)

Shopping Basket No
Date Recd
Date Replied (Terms Sent)
Who Replied (Name of Consultant)
Name of Sender (Executive)
“ ” (Company)/Client
Contact Info (Add / Phone / Fax / Email)
Industry Name (Company belongs to)
Position / Vacancy Details
- Designation Level
- Actual Designation (?)
- Function
- Industry
Main Specifications

Age
Exp
Edu. Qualification
Skills

CLIENTS

Clients → Basic Data / Client Profile

→ Proposals

→ Final Order

→ Correspondence

→ Billing

Clients

Old clients
New clients
Associ

Order Execution System (1/5)

Dated: Oct. 30, 2000

To:

Tapan – Jayant (Apsflitech – Aked)

Sudhakar (C19 – Mumbai)

Order Execution System

I refer to

▶ Your email of Oct. 18

▶ Sudhakar’s letter of Oct. 19

(enclosing 33 pages / 80 output formats & Requirement Catalog)

▶ Neeraj’s letter of Oct. 20

▶ Our telecon of Oct. 25th

We were closed for 4 days for Diwali & re-opened today – hence the delay in responding.

To answer Neeraj’s letter, I will need to talk to Mr. Nagle / Mr. Cyril. Cyril is in Dubai & expected back by this weekend.

When I received your 80 output formats, I found that these were not grouped logically, so I spent some time “re-grouping” these as follows:

REGROUPING OF OUTPUT FORMATS (2/5)

Group 1

▶ Shopping Basket (18–19–20–21–22–23–24–25)

▶ Inquiry (55–56–57–58–59–60–61–62–76–77)

Group 2

▶ Proposal (26)

▶ Sales Order (27, 28, 33)

▶ Pending Orders (7–8–9–10–11–12–13–14–15–16–17–80)

Group 3

▶ Resumes (5, 6, 30, 36)

▶ Interviews (4, 31, 78, 79)

▶ Follow-Up (1, 34, 35, 39)

▶ Advertising (29, 40, 41)

Group 4

▶ Invoice (32, 63, 64, 65, 66, 67)

▶ Compensation (2, 3, 38)

▶ Customer Outstandings ( ? ? ? ? ? ? )

Group 5

▶ Client List (51, 52, 53, 54)
▶ Janam Kundli (Client) (37, 42)
▶ “ ” “ (Candidate) (43, 68)

Group 6

▶ Executives Placed (44, 45, 46, 47, 48, 49, 50)
▶ Analysis of Orders Executed (69, 70, 71, 72, 73, 74, 75)

To view all related formats at one glance, I cut these out and pasted on large sheets.

(See Annex: B enclosed)

So, broadly speaking, there are 6 groups & 16 topics/subjects covered by these 6 groups.

Total no. of statements (viz: 80), in reality are only 16 statements.

It is because of "re-arrangement" of fields (industry-wise / function-wise / Desig. level-wise / branch-wise / consultant-wise / period-wise etc. etc.); that the total no. gets inflated.

One immediate observation:

I do not find any statement on

“Customer Outstandings” / “Balance of Payments”

(in several different ways).

These are an ABSOLUTE MUST.

These were already covered in:

▶ Your first proposal dt Aug. 21

▶ Your second proposal dt Sept. 12

▶ Our meeting on Sept. 1

▶ My email dt Sept. 20

Please cover these under Group 4 & let me see the formats.

Another Observation:

It is quite likely that each feature/functionality covered by Order Execution Module does NOT have an "Output Statement" (need not have one).

But we must have a clear, prior, written understanding whether or not

a given feature/functionality will be incorporated in Order Execution System.

With this in mind, I enclose:

Annex: A (nine pages)

“Order Execution System” (Features & Functions)

I request you to carefully go thru these pages and enter your comments in the last column – then return a photocopy for our study.

Or we could fill up this column jointly during your next visit (when?).

Regards

H. Parekh

cc: Mr. Nagle

cc: Nirmit

Order Execution System

Dated: Oct. 30, 2000

To:

Tapan – Jayant (Applitech – Aked)

Sudhakar (C19 – Mumbai)

Order Execution System

I refer to:

▶ Your email of Oct. 18

▶ Sudhakar’s letter of Oct. 19

(enclosing 33 pages / 80 output formats & Requirement Catalog)

▶ Neeraj’s letter of Oct. 20

▶ Our telecon of Oct. 25

We were closed for 4 days for Diwali & re-opened today – hence the delay in responding.

To answer Neeraj’s letter, I will need to talk to Mr. Nagle / Mr. Cyril.

Cyril is in Dubai & expected back by this weekend.

When I received your 80 output formats, I found that these were not grouped logically, so I spent some time “re-grouping” these as follows:

egrouping of Output Formats

Group 1

▶ Shopping Basket – (18, 19, 20, 21, 22, 23, 24, 25)

▶ Inquiry – (55, 56, 57, 58, 59, 60, 61, 62, 76, 77)

Group 2

▶ Proposal – (26)

▶ Sales Order – (27, 28, 33)

▶ Pending Orders – (7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 80)

Group 3

▶ Resumes – (5, 6, 30, 36)

▶ Interviews – (4, 31, 78, 79)

▶ Follow-Up – (1, 34, 35, 39)

▶ Advertising – (29, 40, 41)

Group 4

▶ Invoice – (32, 63, 64, 65, 66, 67)

▶ Compensation – (2, 3, 38)

▶ Customer Outstandings – (? ? ? ? ? ?)

Page 3/5 – Continuation: Groups 5 & 6

Group 5

▶ Client List – (51, 52, 53, 54)

▶ Janam Kundli (Client) – (37, 42)

▶ Janam Kundli (Candidate) – (43, 68)

Group 6

▶ Executives Placed – (44, 45, 46, 47, 48, 49, 50)

▶ Analysis of Orders Executed – (69, 70, 71, 72, 73, 74, 75)

To view all related formats at one glance, I cut these out and pasted on large sheets.

(See Annex: B enclosed)

So broadly speaking, there are 6 groups & 16 topics/subjects covered by these 6 groups.

Total no. of statements (viz: 80), in reality are only 16 statements.

Page 4/5 – Observation & Missing Format

It is because of “re-arrangement” of fields

(Industry-wise / Function-wise / Designation level-wise / Branch-wise / Consultant-wise / Period-wise etc.)

that the total number gets inflated.

One immediate observation:

I do not find any statement on

“Customer Outstandings” / “Balance of Payments”

(in several different ways).

These are an ABSOLUTE MUST.

These were already covered in:

▶ Your first proposal dt Aug. 21

▶ Your second proposal dt Sept. 12

▶ Our meeting on Sept. 1

▶ My email dt Sept. 20

Please cover these under Group 4 & let me see the formats.

Page 5/5 – Final Observation

Another Observation:

It is quite likely that each feature/functionality covered by the Order Execution Module does NOT have an “output statement” (need not have one).

But we must have a clear, prior written understanding whether or not

a given feature/functionality will be incorporated in the Order Execution System.

With this in mind, I enclose:

Annex A (nine pages)

“Order Execution System” (Features & Functions)

I request you to carefully go through these pages and enter your comments in the last column – then return a photocopy for our study.

Or we could fill up this column jointly during your next visit (when?).

Regards

[Signature: H. Parekh]

cc: Mr. Nagle

cc: Nirmit