Notes: ORDER EXECUTION MODULE

Mitchell

CMT

Nirmit

Mr. Nagle

Oct. 13, 2000

Order Execution Module

Last Week – and again this week (yesterday) – we discussed our requirements with Tapan/Jayant of Applitech, who visited us to conduct/complete “System Requirement study”.

All throughout Mr. Nagle insisted that we should give our System Requirements to Applitech, in the form of clearly designed OUTPUT STATEMENTS (only). Descriptions will not do!

He also asked Tapan/Jayant to prepare & submit such OUTPUT STATEMENTS, based on what they have understood to be our requirements.

In this Connection, I enclose:

Some “Sample” Output statements prepared by me

These are (17) handwritten pages
I hope to prepare some more.
Copies of these (17) have been given to Tapan/Jayant today.

Work done by Tapan/Jayant so far in this connection.

This consists of enclosed

List A (25 output statements listing "fields", but not formatted)
List B (List of some 60 statements of which 18 have been formatted)

They have promised to prepare rest of the (formatted) statements & send to us by 19th Oct. for our scrutiny/approval.

However, I agree with Mr. Nagle in that, we should also design/draft these Output statements on our own & independently, without getting biased.

Because,

as “USERS” of this system, only we know best, as to

What exactly we want to see in any statement
How that statement will help us in executing an order, better/faster
What future “lessons” (policy-procedure wise) can we learn from HISTORY-TYPE of statements (as opposed to current-order related statements).

This is therefore to request Mitchell, CMT, Nirmit to work overtime (and over the weekend!) and prepare whatever statements they feel we would need from this system.

In this, if you wish, you may consult the folder given to you on Oct. 9 (which contains my note to Tapan).¹

I feel, each one of you should prepare these statements independently. I will do likewise. Then let us meet on Monday morning & compare & consolidate & freeze our requirements.²

with regards:3

[Signature]4

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 $\rightarrow$ “Consultant Responsible” column titled so that “Branch-wise” statement can be generated as a “bye-product”.

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

SHOPPING BASKET SUMMARY – MONTH WISE

Month/Year	a – No. of Baskets Recd.	No. of Shortlisted PBN	Ave. PEN/Basket	b – No. of Baskets got converted into order	% Converted (b/a)	Ave. Time (days) to reply.

SHOPPING-BASKET SUMMARY – URL WISE.

(Partner websites)

(Pl. see URL wise statistics already available on our website.)

URL (Partner Website):

Date Arrived	Basket No.	Date Replied	Time Taken	Client Corpo	Position Ind.	Fin.	Desig.	No. of PBN	Whether Conv. into order	Consultant Responsible

SHOPPING BASKET STATEMENT

DATE WISE

Date	Basket no	URL from which came	When replied	Days taken to reply.	Client Name	Position Detail Ind	Func	Desig	NO. of PEN	Consultant Responsible.

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:

(C) – Designation Level Wise

Desg. Level:

(D) – CLIENT WISE

Client Name:

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.	Design Level	PEN.

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

Shopping Basket

– Client/Corporate Wise.

Name of Corpo/Client:

Address:

Phone: $\quad$ e-mail:

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 Web Site URL	No. of Resumes Short-listed (PEN)

Clicking on this link will open-up "consultant-wise statement of shop. Baskets"

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 short-listed (PEN)	Whether converted into order

Clicking on this link will open up particular Basket Details

Clicking on this link would lead to "CORPO/CLIENT WISE SHOPPING BASKETS" statement

SHOPPING BASKETS

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

Man Specifications

Age
Exp
Edu. Qualification
Skills

CHEQUES RECEIVED HISTORY. – OVERALL

(Chronological)

Srl. No.	Date (Chronologically)	Cheque details Cheque No.	Dt.	Value (Amt)	Client Name / Sales Order No.	Towards/Inv. No. Advance	Prog. Payment	Final Payment	OOP.

CHEQUES RECEIVED HISTORY – CLIENTWISE

(Chronologically)

Client Name:

Srl. No.	Cheque Details Cheque No.	Date	Value (Amt)	Sales order No.	Towards/Invoice No. Adv.	Prog. Payment	Final Payment	OOP.

OUT-OF-POCKET EXPENSE ANALYSIS

Client Name:

Srl. No.	Sales Order No. & Date	Chronologically	OOP Expense Invoice Inv. No.	Date	Amt.	Payment Details Cheque No.	Date	Amt.	Balance Outstanding

"Descending Order of Value" - Wise

Analysis/statement

of all Pending OOP Expense Invoices

Srl. No.	OOP Invoice Value (Rs) (In Desc. order)	Date	Inv. No.	Client Name	Sales order No. & Date	For which Position?	For Whose Appt.?

BILLING HISTORY

Client Name:

Srl. No.	Sales Order No. (chronological)	Date	Billing Amt. Inv. No.	Cumu. Billing Amt. (Incl. of Adv + PP + FP)	For What Position?	For whose Appointment? (Name of Exec. appt.)

CANDIDATE HISTORY.

– INTERVIEWS ATTENDED

Candidate Name:

PEN

Srl. No.	Date of Interview (chronological)	For Which "Position"?	With Which Client?	Outcome short listed for further Interview	Appt.	Rejected

Resumes Sent

Srl. No.	Date Resume sent	For which position? Sales order?	To Which Client?	Outcome short listed for Prelim. Int.	short listed for Final Interview

ANALYSIS OF ORDERS EXECUTED SUMMARY.

PERIOD:

Srl. No.	Industry Name	Total No. of Orders/Vac executed	Total Billing Value of orders executed	Cumulative % of orders	Cumulative % of Value
1
2
3
-
218
	TOTAL.

Repeat for

Function Name
1
-
114
	Total

Repeat for

Srl. No.	Designation Level
1
2
-

ANALYSIS OF ORDERS EXECUTED – DETAILS

(INDUSTRY-WISE)

Industry Name:

PERIOD:

Srl. No.	Sales order No.	Client Name	Position Filled	Executive Appointed	Billing Value (Desc. order)	Cumulative % No. of orders	Cumulative % Value of order

Repeat above statement for

Functions
Designation-Levels

ANALYSIS OF ORDERS EXECUTED – TOTAL

Last Month
Last Quarter
Last Year.

Srl. No.	Sales Order No.	Client Name	Position Filled	Executive Appointed	Order Value (Billing) (Desc. order)	Cumu. % of No. of orders	Cumu. % of Value of order

PERIOD: [Box for period]

$100\% \ R_{c}(\rightarrow)$

Cumu. $80\%$ % of Order Value (Billing)

[Curve showing cumulative % of order value rising sharply and leveling off]

$10\%$

Cumu. % of No. of orders executed.

LIST OF OUTPUT STATEMENTS given by Tapan/Jayant on 6/10/00

LIST A

List of reports

	Report	View	Print
1.	Proposal
2.	Sales order
3.	Project plan
4.	Advertising details
5.	One line statement
6.	Interview schedule
7.	Invoice
8.	Project variance
9.	Follow up with client
10.	Follow up with candidate
11.	Prospective candidate
12.	Pending OEN (client wise, consultant wise, date wise)
13.	Order History (client wise)
14.	Interview details client wise
15.	Consultant wise client list
16.	Resume sent (history client wise)
17.	Resume sent history (candidate wise)
18.	Order Execution Details
19.	Compensation Details
20.	Expected date of joining client wise
21.	Client information
22.	Advertisement response client wise
23.	Advertisement response media wise
24.	Janam Kundli of client
25.	Janam Kundli of candidate

List of Reports

Proposal

As per format

Sales order

1.1. Order execution no (auto)

1.2. Proposal no

1.3. Inquiry no (D)

1.4. Vacancy(D)

1.5. No of vacancy(D)

1.6. Mode of search(D)

1.7. Client details(D)

1.8. Consultant name

1.9. Schedule dates for

1.9.1. Identification of prospective candidate

1.9.2. Completion of preliminary interview

1.9.3. Sending of resumes of candidate to client

1.10. Note (note has to be printed at the bottom of sales order)

Project plan

OEN
Proposal no (D)
Inquiry no (D)
Mode of search (D)
Client details

5.1. Name contact no

5.2. e-mail

5.3. contact person

5.4. Address

Consultant name
Due date and actual date for activities (actual date will be captured automatically)

7.1. Inquiry

7.2. Proposal

7.3. Sales order

7.4. Adv. Details

7.5. Candidate listing and head hunting

7.6. Preliminary screening

7.7. Resume to client

7.8. Interview

7.9. Result sent to candidate

7.10. End date

Advertising details

1.1. Advertising details no.

1.2. Date

1.2.1. OEN

1.2.2. Advertisement details

1.2.2.1. Media

1.2.2.2. Location

1.2.2.3. Date

1.2.2.4. Cost

1.2.2.5. Response to Ad

5. One line statement

As per format

6. Interview schedule

1.1. OEN

1.2. Client name

1.3. Date

1.4. Multiple schedules

1.4.1. PEN

1.4.2. Name

1.4.3. Venue

1.4.4. Tel

1.4.5. Time

1.4.6. Date/day

1.4.7. Mode of communication

1.4.8. Note

1.4.9. Other info

1.4.10. Interview no ($1^{st}, 2^{nd}, 3^{rd} ...$)

7. Invoice

As per format

8. Project variance

OEN

Proposal no

Inquiry no

Client name

Consultant name

Activity

Planned date

Actual date

Difference in days

9. Follow up with client

OEN

Client name

Vacancy name

No of vacancy

Activity

Date

Outcome

Next follow up

Mode of communication

Follow up with candidate

OEN

PEN

Candidate name

Client name

Vacancy name

No of vacancy

Activity

Date

Outcome

Next follow up

Mode of communication

Prospective candidate

OEN

Client

Position

Candidate Name

Current company

Designation

Source

Comments

Office address

Residence address

Tel

Date of contact

Consultant

Experience

Location

Age

Education level

skills

Follow up with candidate

Pending OEN (client wise, consultant wise, date wise)

OEN

Client

Vacancy

No of vacancy

Consultant

Target date

No of vacancies fulfilled

Advance payment

Order History (client wise)

Client

OEN

Date

Vacancy

No of vacancy

Date of completion

14. Interview details client wise

OEN

Vacancy

No of vacancy

PEN

Name

Result

15. Consultant wise client list

Consultant name

Client name

16. Resume sent history (client wise)

Client

OEN

Date

Vacancy

No of vacancy

PEN

Name

Date resume sent

Outcome

17. Resume sent history (candidate wise)

PEN

Date

Client name

Vacancy

No of vacancy

Outcome

18. Order Execution Details

OEN

Client

Vacancy

No of vacancy

Fulfilled no of vacancies

PEN

Name

Status

19. Compensation Details

As per format

Expected date of joining client wise

Client name

PEN

Vacancy

Expected date of joining

Client information

Client code
Client name
Contact person
Designation of contact person
Other contact person
Designation of contact person
Contact telephone number 1
Contact telephone number 2
Contact telephone number 3
Correspondence address
Registered Address
Fax number
Website
Email address 1
Email address 2
Industry code
Industry name (D)

Advertisement response client wise

OEN

Vacancy

No of vacancy

Media

Date

Response

Advertisement response media wise

Media

OEN

Client name

Vacancy

No of vacancy

Date

Response

Janam Kundli of client

Format to be discussed

Janam Kundli of candidate

Format to be discussed

LIST OF PROPOSED OUTPUT STATEMENTS

C Given by Tapan/Jayant on 13/10/00).

LIST B

I. Following queries shall be provided in the order execution system

List of inquiries for any given period
List of inquiries, consultant wise for any given period
List of inquiries, client wise for any given period
List of inquiries, industry for any given period
List of inquiries, function wise for any given period
List of inquiries, Designation wise for any given period
List of inquiries, city wise for any given period
List of inquiries, country wise for any given period

Ref MS1

Number of inquiries remaining to be answered consultant wise
Number of inquiries remaining to be answered for how long (descending) consultant wise

Ref MS2, MS3

Executive appointed so far industry wise for any given period
Executive appointed so far function wise for any given period
Executive appointed so far designation wise for any given period
Executive appointed so far client wise for any given period
Executive appointed so far date wise for any given period
Executive appointed so far billing amount (descending) wise for any given period
Executive appointed so far complete list
Client list on order value (descending) for a year
Client list on order value (descending) for a quater
Client list on order value (descending) for a month
Client list on order value (descending) industry wise
Client list on order value (descending) function wise
Client list on order value (descending) designation wise
Client list on order value (descending) city wise

25. Pending status for a given period industry wise

26. Pending status for a given period function wise

27. Pending status for a given period designation level wise

28. Pending status for a given period client wise

29. Pending status for a given period consultant wise

30. Pending status for a given period order value (descending) wise

31. Pending status for a given period reverse chronological wise

32. Pending status for a given period descending salary wise

Pending order for a client chronologically

34. Pending order for a client order value wise

35. Pending order for a client designation wise

36. Pending order for a client consultant wise

Pending order for a client end date wise

38. Pending order for a client chronologically

39. Pending order for a consultant order value wise

40. Pending order for a consultant designation wise

41. Pending order for a consultant client wise

42. Pending order for a consultant end date wise

43. Pending order for a consultant chronologically

Ref OB 3

Interview letter sent order wise

45. Resume search result sent out order wise

46. Resume search result remaining to be sent order wise

47. Interview call letters sent out order wise

48. Compensation details remaining order wise

49. Compensation details received order wise

50. Follow up details for given client

II. Following report shall be provided in the order execution system

Inquiry status report

Ref MS2

Invoice summary client wise for given period
Invoice summary value wise for given period
Invoice summary date wise for given period
Invoice summary client wise for given period
Invoice summary consultant wise for given period
Invoice summary overall for given period
Interview held summary overall
Interview held summary chronologically
Interview held summary client wise
Variance report for order

Ref PY1

The layout of Output statements above, are enclosed.

wherever Consultant is involved the Branch Name is to appear.

1. Follow up details for an order of given client

Sales Order execution number	Client name	Vac. Name	* No. of Vac.	Consultant name
Date of follow up (Chronologically)	Activity of follow up	Outcome of follow up	Next follow up date if any	Mode of communication

2. Compensation details remaining to be received for an order

Order execution number	Client name *	Consultant name
PEN	Candidate name	Date of joining

3. Compensation details received for an order

Order execution number	Client name *	Consultant name	Gross Amt.
PEN	Candidate name	Date of joining	Gr. Am. Comp.

4. Interview call letter sent out for an order

Order execution number	Client name *	Consultant name	Date of sending interview call letter	Date of Int.
PEN	Candidate name
12345

5. Resume search result remaining to be sent order wise

Order execution number	Client name ×	Consultant name
PEN	Candidate name

6. Resume search result sent out for an order

Order execution number	Client name ×	Consultant name
PEN	Candidate name	Date Sent

7. Interview letter sent for order

[No table or fields provided for this section]

8. Pending order for a consultant chronologically

Consultant name

Branch:

Date of Proposal	Client name	OEN S.O.N	Proposed end date (chronologically)	Vac. Designation to be filled	Order value (Estimated Billing value)

No. of Vacancy x Salary Amount x Fees.

9. Pending order for a consultant [client wise]

Consultant name

Branch:

Client name (sorted on)	Date of Proposal	OEN S.O.N	Vacancy Designation Name	Est. Order value	Proposed end date

10. Pending order for a consultant [designation wise]

Consultant name

Branch:

Designation (sorted on) Vac. Name	Client name	OEN S.O.N	Date of Proposal	Proposed end date (chronologically)

11. Pending order for a consultant [order value wise]

Consultant name

Branch:

Order value Est. Billing. (sorted on)	Client name	Vac. Name Designation (sorted on)	OEN S.O.N	Date of Proposal	Proposed end date (chronologically)

desc. order value wise

12. Pending order for a client [chronologically]

Client name

Branch:

Date of Proposal (chronologically)	Consultant Br.	OEN S.O.N	Proposed end date (chronologically)	Designation Vac. Name	Order value Est. Billing.

13. Pending order for a client [consultant wise]

Client name

Branch:

Consultant name (sorted on)	Branch	Date of Proposal	OEN S.O.N	Designation Vac. Name	Order value	Proposed end date

14. Pending order for a client [designation wise]

Client name

Branch:

Designation (sorted on) Vac. Name	Consultant name	OEN S.O.N	Date of Proposal	Proposed end date (chronologically)

15. Pending order for a client [order value wise]

Client name

Order value Est. Billing. (sorted only)	Consultant name	Br.	Vac. Name Designation (sorted only)	OEN S.O.N	Date of Proposal	Proposed end date (chronologically)