ORDER EXECUTION SYSTEM (OES)

To:

Tapan (Applitech - A'bad)

cc:

Ravi (Applitech - A'bad)

Sudhakar (” - Mumbai)

Mr. Nagle { Mumbai }

Mr. Cyril Ovely { Mumbai }

Oct. 9, 2000

Order Execution System (O.E.S)

I refer to our several meetings last week, including last one on Friday (Oct. 6) when Mr. Nagle was also present.

In this meeting you had submitted a list of 25 output statements (albeit, not a comprehensive list). Then Mr. Nagle Suggested that, independent of your list, I should also try to prepare a list of OUTPUT STATEMENTS which we need from OES.

Enclosed, please find details of such statements (once again, may not be comprehensive).

 

Scan_0002.jpg (Page 2/6)

On a separate chart, I have also tried to tabulate your statements $\&$ my statements, under some broad categories. This chart will bring-out the duplications and those which,

• occured to you but not to me.
• occured to me but not to you.

Taken together, hopefully, these will add-up to our requirement.

VENKAT

Since many of these are in the manner of "SUMMARIES", it will mean there will be quite a few "INDIVIDUALS" (statements), from which, you will construct these "summaries."

I have not attempted to prepare a list of the "INDIVIDUAL STATEMENTS"

Further, I have not attempted to actually "design" (the layout/columns/rows etc) these output statements. You will, no doubt, do a better job!

Scan_0003.jpg (Page 3/6)

Even, what should be the precise "content" (fields) of these statements, is something, you should decide.

As far as we are concerned, we need to take some

• tactical / operating decisions
• strategic / policy decisions

So, what I have done is to list the types / kinds of "decisions", that we have to take day-in $\&$ day-out. It is dynamic "course correction" all the time.

Now,

If "relevant/up-to-date/historical info. is readily available/accessible at finger-tip" then the decisions taken tend to be "SMARTER"

but

if relevant info. is absent/incomplete, the decisions tend to be POORER.

Scan_0004.jpg (Page 4/6)

Venkat

Mr. Nagle did not agree with this and insisted that, as Client/End-users, we should give our REQUIREMENT 4/6 in the form of PRECISE OUTPUT STATEMENT that we want the system to produce.

So, your job is to figure-out,

"what info (fields) will be needed by 3P to be able to take SMART DECISIONS?"

Then, provide that info. in each statement.

Simple !

When you show us the exact design of the OUTPUT STATEMENTS, our consultants, would be able to say whether each statement contains all the info. they need (at the finger-tip / one glance) to take the decisions.

As far as using CRYSTAL REPORT / ORACLE DISCOVERER is concerned, both, Mr. Nagle $\&$ Mr. Cyril Ovely have serious reservations about the technical skills of our consultants to be able to use these. They feel,

 

Scan_0005.jpg (Page 5/6)

these "tools" are really meant for "techies".

They feel,

• Wherever possible (to the extent possible), we should "freeze" the design of each output statement in advance
• Only in case, where absolutely necessary to construct a "customised" statement, we should export the data to EXCEL (as was suggested by Ravi in our first meeting).

So, let us forget about Crystal Report / Oracle Discoverer.

As far as this note (incorporating a set of desired OUTPUT STATEMENTS) is concerned, it should not be looked-upon in isolation but it should be read in conjunction with my following earlier notes:

Scan_0006.jpg (Page 6/6)

• Note dt. Aug. 24, 2000 (our original order)
• Note dt. Sept 14, 2000 (our revised order)
• your revised offer dt. 12/9/2000 (and the discussions on features listed on p. 13)
• My email of Sept. 20 to Ravi
• My note given to you on Oct. 5

I now await your detailed report.

with regards.

H. R. Parikh (Signature)

P.S. Also find enclosed, my remarks on various pages of

"REQUIREMENT CATALOGUE"

which was handed over to Nirmit on Oct. 5.

cc: Nirmit

cc: CMT

cc: AMB

cc: Mitchelle

Only your own intense interest/involvement/interaction with APPLITECH team, will lead to a satisfying solution.

Scan_0007.jpg (Page M5/1 - INFO. REQD)

INFO. REQD (OUTPUT STATEMENT)

• What Shopping Baskets (Online) were received - on any given date? Not needed 18/21 - for any given period? (Monthly)
• 25 $\checkmark$ - for any given Consultant?
• 24 $\checkmark$ - from any given Client - Co?
• 23 $\checkmark$ - from any given "Industry"?
• 22 $\checkmark$ - for any given "Function"?
• 21 $\checkmark$ - for any given "Designation - level"?
• 20 $\checkmark$ - from any given City/Region/Country?
• Venkat 19 $\checkmark$ - URL wise (Maybe Branch-wise is more relevant)

DECISIONS IT WILL HELP TAKE

• How are online inquiries (i.e. shopping baskets) behaving? Going up / down?
• Do we need additional resources to handle increasing inquiries? Do we need to hire more "Industry-specific" consultants?
• Do we need to open office (appoint franchisee-associate) in any particular City/Region/Country, from where a large no./% of shopping-baskets are originating?

Scan_0008.jpg (Page M5/2 - INFO. REQD)

INFO. REQD (OUTPUT STATEMENT)

• How many/which shopping-basket got converted into an order? How long did it take - from
• receipt of shopping-basket
• sending of proposal/terms
• Which/how many shopping Basket did not get converted into an order? What were the reasons in each case? (few, most frequent "reasons" can be incorporated and can be "clicked". Rest can be entered by typing).
• All consultant wise $\&$ Overall SUMMARY.

DECISIONS IT WILL HELP TAKE

• Which is the most "frequent" reason for losing an order? Price? Delivery? Our late response? Poor Quality/Quantity of resume database i.e. stock of candidates?
• What can we do, in each of these cases?
• Are any policy-changes warranted?
• Should we "revive" the case?
• Should we make an "exception"?

Scan_0009.jpg (Page M5/3 - INFO. REQD)

INFO. REQD (OUTPUT STATEMENT)

• How many Shopping-Baskets have been "answered" (i.e. proposal/terms sent)?
• How many remaining to be answered? How long remaining to be answered (in descending order)? We have promised to answer in 24 hours (on our website).
• All of the above, to be "consultant-wise." (By default, wherever applicable "to be blank")

DECISIONS IT WILL HELP TAKE

• What are reasons for building-up of a "backlog" - if any?
• Which consultant is in "arrears"? Why? - Reasons?
• Do we need to "re-allocate" industries allocated to each consultant?
• What/how to re-allocate if a given consultant is going on leave / resigns?

Scan_0010.jpg (Page H5/1 - INFO. REQD)

INFO. REQD (OUTPUT STATEMENT)

• "EXECUTIVES APPOINTED SO FAR"
• Summary
• 44 $\checkmark$ - Industrywise
• 45 $\checkmark$ - Func. wise
• 46 $\checkmark$ - Desig. level wise
• 47 $\checkmark$ - Client wise
• 48 $\checkmark$ - Date wise (Joining Date)
• 49 $\checkmark$ - Billing Amount wise (Descending order)
• 50 $\checkmark$ - Overall

DECISIONS IT WILL HELP TAKE

• To send-out promotional letters to chiefs of any given Industry (names of executives appointed must be hidden; also letter must not be sent to that very company from whom we had hired/pinched that executive! Then promotion will boomerang!!)
• To help in "Advertising-Matter" (to bolster our "claims"!)
• To approach/write to these very executives (whom we appointed anywhere/anytime) for
• recommending someone
• giving us "business" from his new company/employer

 

Scan_0011.jpg (Page H5/2)

INFO. REQD (OUTPUT STATEMENT)

• Analysis of all orders executed during just-completed year/quarter/month.

DECISIONS IT WILL HELP TAKE

• Who was our biggest/smallest client (in terms of Order-Value)? Descending order of Value wise.
• A-B-C. analysis of clients Vs. Order Values (cumulative)
• Where are most orders coming from? (Ind / Func / Desig / Region wise). Where should we focus our efforts?
• Are we putting all (or too many) of our eggs in one basket? Is our business too heavily dependent on one/few clients (industries/regions)?
• Is there a need for "diversifying" / "Spreading-out" evenly?
• Which are the "SUNRISE" / "SUNSET" industries?
• Do we need to open additional offices? Where?
• Should we "donate" a video-conf. facility to a client who, for example, gave us Rs. 50 lakh business, last year?

Scan_0012.jpg (Page H5/3)

43 - Janam Kundli (HGP to give format)

68 - Interviews attended / Resumes sent

INFO. REQD (OUTPUT STATEMENT)

• CANDIDATE HISTORY (Janam Kundli)

DECISIONS IT WILL HELP TAKE

• Which (Company's) interviews did he attend? which he did not? What are the types of jobs/companies that he "prefers"?
• What functions/desig. levels / posting cities he is interested in? (from interviews attended so far).
• For what kind of jobs/companies he should NOT be approached? - Regrets.
• What are his MOBILITY limitations - in terms of Wife's job / children's edu. / family's health / parental obligations?
• Is he a job-jumper? How often?
• Does he accept job-offers, then fail to join? Unreliable!
• What do "antecedent checks" reveal about him?
• All the companies to whom we ever sent his resume? when? Against which position/vacancy/Purchase order?
• What was the outcome, in each case?
• (only thing we finally incorporated 21/07/01)
• Did he/she ever get appointed thru us? If so, where? When? at what? at what Salary? Did we collect our fees?

Scan_0013.jpg (Page H5/4)

37 - Consultant wise Client list.

42 - Janam Kundli (HGP to give format).

INFO. REQD (OUTPUT STATEMENT)

• CLIENT HISTORY (Janam-kundli)

DECISIONS IT WILL HELP TAKE

• Is this client giving us regular/profitable business thru repeat orders?
• Should we develop specific POLICY/PROCEDURE in dealing with this client? What should that be?
• $\cdot$
• $\cdot$

Scan_0014.jpg (Page P $\Upsilon$/1)

INFO. REQD. (OUTPUT STATEMENT)

• "OUT-OF-POCKET" EXPENSE / INVOICE SUMMARY
• client wise / Value wise / Date wise

(Statements To be prepared $\&$ given to Tapan)

DECISIONS IT WILL HELP TAKE

• How much payment is to be collected? from whom? When was it due?
• Whom to follow-up? How?
• Who should follow-up?
• When was invoice sent? for what amount?
• How much actual payment received against our invoice? How much still remaining? Should we write-off balance?
• Is there a dispute?

Scan_0015.jpg (Page P $\Upsilon$/2)

INFO. REQD (OUTPUT STATEMENT)

• PAYMENT CHEQUES RECD. HISTORY
• Overall / Client wise / Date wise

(To be prepared $\&$ given)

DECISIONS IT WILL HELP TAKE

• Client wise / Invoice-wise, cheques received To help send out statements to clients (Confirmations)
• Assist in clarifying over phone,
• What payments have been received against which invoice
• $\&$
• What payments are still TO BE RECD against each invoice
• What cheques (payments) are overdue
• "Promises Made" column to enter the date, client has promised to give cheque, so that Computer automatically reminds accountant on that date.

Scan_0016.jpg (Page P $\Upsilon$/3)

INFO. REQD. (OUTPUT STATEMENT)

• INVOICE SUMMARY TABULATION
• Client wise
• Consultant wise
• Overall
• Value wise
• Date wise

(Any time / Month-end / Quarter end / Year-end) (To be prepared $\&$ given)

DECISIONS IT WILL HELP TAKE

• Who did, how much billing (absolute $\&$ as $\%$ of total billing).
• Calculation of individual consultant's or group-of-consultant's INCENTIVE - EARNING for the period.
• Compare "outstanding" with "Invoicing" find out "bad debts" (Consultant-wise)
• find "chronic" defaulters / blacklisting action to be taken
• find which client delays payments $\&$ by how much.

Scan_0017.jpg (Page P $\Upsilon$/4)

INFO. REQD (OUTPUT STATEMENT)

• "FINAL PAYMENT" Tabulation.
• (Value wise / Date wise)

DECISIONS IT WILL HELP TAKE

• How much final payment (after adjusting "advance" $\&$ "progress payment") is due / overdue from whom, when?
• How to follow-up? who shall follow-up?

FINAL PAYMENTS

• 63 $\rightarrow$ Client wise ( from Month - to month)
• 64 $\rightarrow$ Consultant wise ( ” - ” )
• 65 $\rightarrow$ Period wise (Month)
• 66 $\rightarrow$ Date wise (Date)
• 67 $\rightarrow$ Consultant wise (from - to )

Scan_0018.jpg (Page P $\Upsilon$/5)

INFO. REQD (OUTPUT STATEMENT)

• "PROGRESS PAYMENT" Tabulation
• (Value wise / Date wise)

DECISIONS IT WILL HELP TAKE

• For each order, is any "progress-payment" due? If yes
• how much?
• when?
• has it become due or not?
• If yes, when?
• If not yet, then when?
• Which client/order to follow-up, when?

Scan_0019.jpg (Page P $\Upsilon$/6)

INFO. REQD (OUTPUT STATEMENT)

• ADVANCE / MIN$^{\text{M}}$ SEARCH FEE / RETAINER - FEE TABULATION
• (Value wise / Date wise)

DECISION IT WILL HELP TAKE

• For which orders/assignments we have still to receive advance / how much / from whom / when (Follow-Up Action)
• For which, we have already received, $\text{”}$
• Whether we should wait till advance is received? or start work?
• Whether we have, in a particular case, agreed to work without advance?

Scan_0020.jpg (Page P $\Upsilon$/7)

INFO. REQD (OUTPUT STATEMENT)

• CUSTOMER OUTSTANDING PAYMENTS
• (Ind / Func / Desig level / client / consultant wise in chronological order) - Value wise (descending)
• (To be given)

DECISIONS IT WILL HELP TAKE

• Which client to follow-up? In what way - oral / written? - How often?
• Who should make a personal visit, if required?
• Should we write-off the amount $\&$ close the chapter? Accept lesser amount?
• Should we send a legal notice? when?
• Should we "black-list" the client $\&$ regret his future inquiries / shopping-baskets? (Black-listing should "disable" sending of proposals/terms to a client).

Scan_0021.jpg (Page OB/1)

INFO. REQD (OUTPUT STATEMENT)

• Overall, Order-backlog analysis (month-end or at any point of time)
• 15 $\bullet$ Ind-wise (OB/2)
• 16 $\bullet$ Func. wise
• 17 $\bullet$ Desig. level wise
• 18 $\bullet$ Chronological (Descend)
• 19 $\bullet$ Order Value wise (Descend)
• 20 $\bullet$ Salary-wise
• 7-8-9-10 $\bullet$ Consultant wise (OB/3)

(To be prepared $\&$ given)

DECISIONS IT WILL HELP TAKE

• Trend-Analysis (which sector/function etc is booming) $\&$ Website based online "guidance" of jobseekers $\&$ recruiters.
• Internal "re-deployment" of resources.
• Addition of resources to ensure that backlog does not become UNMANAGEABLE nor should order backlog drop to such low-levels (Overall $\&$ Consultant wise $\&$ regional office-wise) that there is an immediate likelyhood of "wasted/underutilised" resources. We must maintain a "healthy" backlog at all times by adjusting our INPUTS / RESOURCES.

Scan_0022.jpg (Page OB/2)

INFO. REQD (OUTPUT STATEMENT)

• How many orders are pending (at any given moment) from a particular client? - Arranged
• 11 $\bullet$ Chronologically
• 14 $\bullet$ Order Value wise
• X $\bullet$ Designation-level wise (drop)
• 13 $\bullet$ Likely completion-date wise
• 12 $\bullet$ Consultant-wise

DECISIONS IT WILL HELP TAKE

• Shall we approach client for more orders?
• Is one client monopolizing/tieing-up our resources?
• Shall we "re-allocate" these pending orders? Amongst whom? (will require informing client).

Scan_0023.jpg (Page OB/3)

INFO - REQD (OUTPUT STATEMENT) - 80

• what is the load/backlog on a given Consultant? How "booked" is he/she?
• How long will it take him to clear the backlog? How many orders is he handling simultaneously at this point of time?
• As per normal schedule when are each of these orders likely to be completed? Is he/she overloaded / underloaded?

DECISIONS IT WILL HELP TAKE

• Rearrange Order-priorities
• Give additional help to Consultant (in case of overload)
• Give additional help/load to Consultant (in case of underload)
• Advise client/clients of likely delay

Scan_0024.jpg (Page OP/1)

INFO. REQD (OUTPUT STATEMENT)

• Interest-Letters
• Sent out
• To be sent

(To be prepared Inquiry-wise)

DECISIONS IT WILL HELP TAKE

• Aggressive follow-up
• Automatic Reminder

Scan_0025.jpg (Page OP/2)

INFO. REQD (OUTPUT STATEMENT)

• Resumes (Search-Results)
• already sent out
• Remaining to be sent
• One-line Statements

(Order wise)

DECISIONS IT WILL HELP TAKE

• Aggressive follow-up
• Automatic Reminder

5 $\rightarrow$ Resumes remaining to be sent (orderwise)

6 $\rightarrow$ Resumes Sent out for an order

30 $\rightarrow$ One line Statement

36 $\rightarrow$ Details of Prospective Candidate

Scan_0026.jpg (Page OP/3)

INFO - REQD (OUTPUT STATEMENT)

• Interview-call letters
• Sent out
• remaining to be sent
• Confirmations recd
• Confirmations remaining

(order wise)

DECISIONS IT WILL HELP TAKE

• Aggressive follow-up
• Automatic Reminder

4 - Interview Call sent out for an order

31 - Interview Schedule for a given Sales Order

78 - Interview Held Summary Client wise

79 - Interview Held Summary (from $\text{—}$ to $\text{—}$)

Scan_0027.jpg (Page OP/4)

INFO. REQD (OUTPUT STATEMENT)

• "Interviews Held" Summary (overall, chronological / client wise - 78)

DECISIONS IT WILL HELP TAKE

• Who got interviewed, when, by whom for what position/vacancy and What was the outcome/result?
• Did interview result in anyone getting
• short listed (for further interviews)
• appointed
• Is appt. letter issued? accepted?
• What is the joining date?
• Have we received our copy of the appt. letter? If not, when?
• Have we made $\&$ sent-out our Invoice? If not when?

Scan_0028.jpg (Page OP/5.)

INFO. REQD (OUTPUT STATEMENT)

• (32) Project Plan for a Sales Order
• At what stage is a particular order?
• Is it progressing/proceeding as per pre-decided schedule? Are we ahead/behind schedule
• Committed by consultant, (internally)
• Committed to client, (externally)
• (33) Project Variance for a Sales Order

DECISION IT WILL HELP TAKE

• Advise client of delay/revised schedule
• Change priorities of Consultant
• Transfer to another Consultant
• Provide additional "help" to Consultant

Scan_0029.jpg (Page OP/6)

INFO. REQD (OUTPUT STATEMENT)

• "RESPONSE RECEIVED" Tabulation (To be prepared $\&$ given)
• This will cover
• Vacancies/positions at 3P
• Hot Jobs

only put up on​ our website​ by ourselves for​ a client​	first advertised in Print​ & response invited thru​ our website​

DECISIONS IT WILL HELP TAKE

• Who/How many applied
• online "rating" (short listing/segregating)
• rating-wise/position wise/city wise
• Sending-out interview-call letters
• Printing oneline statements for sending to client

Scan_0030.jpg (Page OP/7)

INFO. REQD (OUTPUT STATEMENT)

• Purchase Order History (Janam Kundli)

DECISIONS IT WILL HELP TAKE

• Did order get executed within the TIME-FRAME promised to client? If not, what were the reasons for delay? were these reasons beyond OUR CONTROL?
• Where, if any, did we goof-up? what could we do, to prevent this in future?
• What did we over-estimate / under-estimate, both time wise/expense wise?
• How can we use this "feedback" to improve our estimates in future / make them more realistic?
• What should be our future strategy/policy/terms in dealing with this client?
• What lessons did we "learn" from this order which are
• generally applicable to all future orders from all/any clients
• specifically applicable for future inquiries from this client.
• Was "Yield" commensurate with our efforts?

Scan_0031.jpg (Page OP/8)

INFO. REQD (OUTPUT STATEMENT) - 3

• COMMUNICATION HISTORY (From a folder dt Oct 9.)

ALLIES	Company	Person
	Client	Any other

DECISIONS IT WILL HELP TAKE

• What is the best "mode" to communicate with each of the above? (email/SMS/WAP/POTS/fax/letter/Voice-mail etc)
• What was our first/last "message/communication" to each of these? What was their "last" message to us?
• Where shall we pick up the "thread-of-Communication"? Follow the coloured string.
• Ball is in whose "court"? What action/response is expected of us / expected from them?
• History-folder should open simply by typing the name of person and/or Company/Ally.

Scan_0032.jpg (OUTPUT STATEMENTS - Summary Table)

Category Statement	Marketing – Sales	Order Processing	Order Backlog	Payments	History
As Proposed by Applitech	(18) Consultant-wise Client List	(33) Advt.-Response (Media)	(12) Pending OEN (Client/Consultant/ Date wise)	(19) Compensation Details	(21) Client Information
	(2) Sales Order	(32) Advt.-Response (Client)		(7) Invoice	(24) Janam Kundli of Client
	(4) Proposal	(3) Project Plan			(25) ” of Candidate
		(26) Expected date of Joining			(13) Order History (Client)
		(10) Order Execution Details			(9) Project Variance
		(17) Resume Sent History (Candidate Wise)
		(16) Resume Sent History (Client Wise)
		(4) Advt. - Details
		(1a) Interview Details (Client)
		(11) Prospective Candidate
		(10) Follow-Up with ”
		(9) ” with Client
		(8) Interview Schedule
		(5) One-line Statement
Additional (Including duplicate?) proposed by 3P	MS/1: What Shopping baskets were received?	OP/1 - Interest Letters	OB/1 - Order Backlog Analysis	PY/1 - OOP Invoices	HS/1 - Executives Appointed so far.
	MS/2: How many/which SB got converted into an order?	OP/2 - Resumes Sent	OB/2 - Orders Pending Analysis	PY/2 - Cheques Received	HS/2 - Orders Executed Analysis
	MS/3: How many/which SB has been answered?	OP/3 - Int. Letters Sent	OB/3 - Load on a Consultant.	PY/3 - Invoices Summary	HS/3 - Candidate History
		OP/4 - Interviews Held		PY/4 - Final Payment Tabulation	HS/4 - Client History
		OP/5 - Order stages $\&$ Order Monitoring		PY/5 - Progress Payment Tabulation
		OP/6 - Response Received		PY/6 - Advance Tabulation
		OP/7 - Purchase Order History		PY/7 - Customer Outstanding
		OP/8 - Communication History

Scan_0033.jpg (Page 3 of 42 - System Diagrams and Tables)

Source	Communication Mode	Dataflow/Document	Recipient
Client	Any	Inquiry	Consultant
Consultant	Hard Copy	Proposal	Client
Client	Hard Copy	Signed Proposal	Consultant
Consultant	Hard Copy	Sales Order	Client
Consultant		Project Plan	Management
Advertising Agency	Hard Copy	Advertising Draft	Consultant
Consultant	Hard Copy	Advertising Details	Client
Client	Hard Copy	Approved Ad. Details	Consultant
Candidate	Any	Candidate Interest	Consultant
Consultant	Any	Preliminary Screening	Client
Client	Any	Interview Schedule	Consultant
Consultant	Any	Interview Details	Candidate
Candidate	Any	Confirm Interview	Consultant
Client	Any	Interview Feedback	Consultant
Candidate	Any	Interview Feedback	Consultant
Consultant	Any	Compensation Details	Client
Consultant	Any	Invoice	Client

*Any includes E-mail, Snail-mail, Fax and Phone.

*Hard copy is Fax, Snail-mail

[Handwritten Notes Below Table]:

Prelim. Interview Schedule

This is prepared by a consultant independently - since client is not participating in these interviews. Mostly these interviews are conducted at 3P's premises, by 3P's own consultants/experts, who fill-in "Interview Evaluation" sheets.

Final Interview Schedule

This is normally given by client (over the phone) to our consultant. Quite often this is based on one-line statement and/or interview evaluation sheets (of Prelim. Interviews held by 3P) prepared/sent by 3P consultant to the client.

Scan_0034.jpg (Page 4 of 42 - 2.2 Document Flow Diagram)

[Diagram showing data flow between Client, Consultant, Candidate, and Order Execution system]

[Handwritten Notes around diagram]:

• [Interview] Evaluation Sheets
• [Dataflow from Candidate to Order Execution]:
• Candidate interest,
• Confirm interview,
• Interview feedback,
• follow up,
• Confirmation that he/she has $\rightarrow$ resigned from current job $\rightarrow$ joined new employer
• [We also like to collect from the candidate, a copy of his/her Appointment letter (to compare with "Compensation format" made available to us by our client)]
• [Dataflow from Client to Order Execution]:
• [Inquiry, Signed proposal, Advertising Details, Preliminary screening results, Invoice]
• Compare

Scan_0035.jpg (Page 5 of 42 - 2.3 Context Level Diagram – Proposed System)

[Context Level Diagram]

• Input: Inquiry, Signed Proposal, Advertising draft, Approved Advertising Details, Candidate Interest, Confirm Interview, Interview Details, Compensation details, follow-up, prospective candidate
• System (Center): Order Execution System
• Output: Proposal, Sales order, Project plan, Advertising Details.

Scan_0036.jpg (Page 6 of 42 - Requirement ID 1: Industry Master)

Requirement ID 1
Requirement Name:	Industry Master
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various kind of industries.
Benefits:	Details of the industries are maintained which can be used for easy data entry.
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of Industry names, following information will be captured.	1. Industry Code
	2. Industry name

[Handwritten Note]: Available as dropdown on website. $\text{—}$ separate for IT professionals.

Scan_0037.jpg (Page 7 of 42 - Requirement ID 2: Product or Service Master)

Requirement ID 2
Requirement Name:	Product or Service Master
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various kind of products and services.
Benefits:	A list of the products and services is maintained which can be used for easy data entry.
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of Product or services, following information will be captured.	1. Product Code - forget coding!
	2. Product or service name $\rightarrow$ Same "product-name" will be spelled slightly differently by different people!

[Handwritten Note]: It is impossible to create/maintain such a MASTER, since, literally, there are millions of products $\&$ services. As a result, on our website too, we have kept this as a "free-text" search.

Scan_0038.jpg (Page 8 of 42 - Requirement ID 3: Parent Group Details)

Requirement ID 3
Requirement Name:	Parent Group Details
Source:	As and when required.
User Responsible:	Consultant
Functional Requirements:	The system should maintain the details of the parent group company.
Benefits:	Details of the parent company are maintained which can be used for information retrieval at a later stage.
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of existing client or prospect, following information will be captured.	1. Client code
	2. Client name
	3. Contact person
	4. Designation of contact person
	5. Other contact person
	6. Designation of contact person
	7. Contact telephone number 1
	8. Contact telephone number 2
	9. Contact telephone number 3
	10. Correspondence address
	11. Registered Address
	12. Fax number
	13. Website
	14. Email address 1
	15. Email address 2
	16. Industry code $\rightarrow$ No code, only
	17. Industry name (D) $\rightarrow$ MASTER for Ind. Names.

[Handwritten Note]: Pl. see my notes (op-1/2/3) dt. Oct. 5, on Corporate Profile Screens (Janam kundli).

Scan_0039.jpg (Page 9 of 42 - Requirement ID 4: Company Details Master)

Requirement ID 4
Requirement Name:	Company Details Master
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various kind of industries.
Benefits:	Details of the company are required for storing and retrieval of the vital business information regarding any client of 3P.
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of the companies the following information will be captured.	1. Client code
	2. Client name
	3. Contact person
	4. Designation of contact person
	5. Other contact person
	6. Designation of contact person
	7. Contact telephone number 1
	8. Contact telephone number 2
	9. Contact telephone number 3
	10. Correspondence address
	11. Registered Address
	12. Fax number
	13. Website
	14. Email address 1
	15. Email address 2
	16. Industry code
	17. Industry name (D)
	18. Parent group code

[Handwritten Note]: See Corpo. Profile notes op-1/2/2 (Oct. 5).

Scan_0040.jpg (Page 10 of 42 - Requirement ID 5: Currency Master)

Requirement ID 5
Requirement Name:	Currency Master
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the various kind of currencies that may be used for business transactions with the clients.
Benefits:
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of referring Doctors, following information will be captured.	1. Currency Code
	2. Currency

 

Scan_0041.jpg (Page 11 of 42 - Requirement ID 6: Designation Master)

Requirement ID 6
Requirement Name:	Designation Master
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various Designations.
Benefits:	This list can be enlarged/expanded from time-to-time.
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of the companies the following information will be captured.	1. Designation code $\text{X}$
	2. Designation name

[Handwritten Notes]:

• $\rightarrow$ We have a "Desig. Level Master" as a dropdown on our website.
• As far as "ACTUAL DESIGNATIONS" is concerned, we have a "static" page giving some "Examples" only in case of IT-Professionals. Of course, giving some "Examples" only in case of IT-Professionals.
• As far as "NON-IT (other) Professionals" are concerned, we have neither a "drop-down" nor a static page, as far as "Actual Designations" is concerned - although, if required, I have prepared one, which runs into, maybe 200/300.
• $\rightarrow$ A dropdown of 200/300, takes too long to "download" $\&$ too long to "scroll", once downloaded.
• $\rightarrow$ When people make "free text" entries, they spell same designation differently!

Scan_0042.jpg (Page 12 of 42 - Requirement ID 7: Designation level master)

Requirement ID 7
Requirement Name:	Designation level master $\checkmark$ Available
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various levels of management.
Benefits:
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of the companies the following information will be captured.	1. Designation code $\text{X}$
	2. Designation level name $\checkmark$

 

Scan_0043.jpg (Page 13 of 42 - Requirement ID 8: Function master)

Requirement ID 8
Requirement Name:	Function master - available
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the various function names.
Benefits:
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of the companies the following information will be captured.	1. Function code $\text{X}$
	2. Function name $\checkmark$

[Handwritten Note]: - separate lists (dropdowns) for $\rightarrow$ IT professionals $\rightarrow$ Non-IT $\text{”}$

Scan_0045.jpg (Page 15 of 42 - Requirement ID 10: Follow up activities)

Requirement ID 10
Requirement Name:	Follow up activities $\checkmark$ OK (+ same remarks as on preceding page)
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various kind of follow up activities during an assignment.
Benefits:
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain the list of activities the following information is required to be captured	1. Activity code
	2. Activity name

 

Scan_0046.jpg (Page 16 of 42 - Requirement ID 11: Media Master)

Requirement ID 11
Requirement Name:	Media Master $\text{—}$ I think this may not be necessary
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the various media that may be used for the assignment.
Benefits:
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of the media the following information will be captured.	1. Media code
	2. Activity name

[Handwritten Note]: By $\&$ large, we advertise in newspapers and magazines.

Scan_0047.jpg (Page 17 of 42 - Requirement ID 12: Communication Type)

Requirement ID 12
Requirement Name:	Communication Type $\checkmark$ OK
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the type of communication with the client or customer. This master is for the facilitation of the same.
Benefits:	$\bullet$ phone $\bullet$ voice-mail $\bullet$ "email $\rightarrow$ to voice" $\bullet$ "Voice $\rightarrow$ to email" $\bullet$ email $\bullet$ fax $\bullet$ letter $\bullet$ SMS message $\bullet$ WAP message $\bullet$ letter
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:
Solution: In order to maintain details of the companies the following information will be captured.	1. Communication type code
	2. Communication type

Scan_0048.jpg (Page 18 of 42 - Requirement ID 13: City Master)

Requirement ID 13
Requirement Name:	City Master
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various city. $\checkmark$
Benefits:
Comments $\&$ Suggestions:	NA
Related Documents:	Nil
Related Requirements:	NA
Solution: In order to maintain details of the city be captured.	1. City code $\rightarrow$ PIN/ZIP should be used
	2. City name $\checkmark$

[Handwritten Note]: Lakhs of cities $\&$ towns $\text{—}$ "Master" not possible !

Scan_0049.jpg (Page 19 of 42 - Requirement ID 14: Country Master)

Requirement ID 14
Requirement Name:	Country Master $\checkmark$
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various Country. $\checkmark$
Benefits:	NA
Comments $\&$ Suggestions:	NA
Related Documents:	NA
Related Requirements:	NA
Solution: In order to maintain details of the Country the following information will be captured.	3. Country code $\text{?}$
	4. Country name $\checkmark$

Scan_0050.jpg (Page 20 of 42 - Requirement ID 15: Out of pocket expense)

Requirement ID 15
Requirement Name:	Out of pocket expense
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various Cost head. $\checkmark$
Benefits:	NA
Comments $\&$ Suggestions:	NA
Related Documents:	NA
Related Requirements:	NA
Solution: In order to maintain details of the Cost head the following information will be captured.	1. Cost head code $\checkmark$
	2. Cost head name $\checkmark$

 

Scan_0051.jpg (Page 21 of 42 - Requirement ID 16: Consultant Master)

Requirement ID 16
Requirement Name:	Consultant Master
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various consultants. $\checkmark$
Benefits:	NA
Comments $\&$ Suggestions:	NA
Related Documents:	NA
Related Requirements:	NA
Solution: In order to maintain details of the Consultant the following information will be captured.	1. Consultant code $\checkmark$
	2. Consultant name $\checkmark$

 

Scan_0052.jpg (Page 22 of 42 - Requirement ID 17: Billing Cycle Master)

Requirement ID 17
Requirement Name:	Billing Cycle Master $\checkmark$
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the various phase of billing cycle.
Benefits:	NA
Comments $\&$ Suggestions:	NA
Related Documents:	NA
Related Requirements:	NA
Solution: In order to maintain details of the various phase of Billing cycle the following information will be captured.	1. Phase code $\checkmark$
	2. Phase description $\checkmark$

 

[Handwritten Notes]:

• $\rightarrow$ Advance (Min$^{\text{m}}$ Search fee) $\text{—}$ Adjustable or Retainer $\text{—}$ Non-adjustable
• $\rightarrow$ Progress Payment
• $\rightarrow$ Final Payment

Scan_0053.jpg (Page 23 of 42 - Requirement ID 18: Perk Master)

Requirement ID 18
Requirement Name:	Perk Master $\text{? do not understand!}$
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various city.
Benefits:	NA
Comments $\&$ Suggestions:	NA
Related Documents:	NA
Related Requirements:	NA
Solution: In order to maintain details of the Perks will be captured.	1. Perk code
	2. Perk name
	3. Std cost in Rs. at Sr. level
	4. Std Cost in Rs. at Middle level
	5. Std cost in Rs at Jr. level

 

Scan_0055.jpg (Page 25 of 42 - Requirement ID 19: Proposal Details)

The page contains a list of data fields for Proposal Details (Requirement ID 19, on a preceding page not provided here), focusing on job and corporate information:

• 9.3. Age (max)
• 9.4. Experience (Total) Min/max
•  
10. Job related information

• 10.1. City (Drop Down)
• 10.2. Country (Drop Down) $\rightarrow$ Free text ?
• 10.3. Position is (temporary or permanent)
• 10.4. Hours (full time or Part time)
• 10.5. Approx. Gross Annual Salary Offered
• 10.6. Currency

11. Details for forwarding the resume

• 11.1. Address
• 11.2. City (Drop Down)
• 11.3. State / Province
• 11.4. Zip / Postal code
• 11.5. Country (Drop Down)
• 11.6. E-mail

12. Contact on

• 12.1. Work phone
• 12.2. Fax
• 12.3. URL

13. Executives details

• 13.1. Name
• 13.2. Designation (Drop Down)
• 13.3. Name of chief executive
• 13.4. Designation of Chief Executive

14. Corporate profile

• 14.1. Employee Strength
• 14.2. Last year sales / turnover
• 14.3. Main products / Services (Drop Down)
• 14.4. Industry-Sectors in which Corp / Section is engaged (Drop down)
• 14.5. Company Profile
• 14.6. Remarks

15. Expected date of sending the proposal

 

Scan_0057.jpg (Page 27 of 42 - Requirement ID 20: Sales Order)

This page contains additional details related to the Sales Order (Requirement ID 20, on a preceding page not provided here):

• 6.3. Valuation of perks
• 6.4. Billing cycle (there can be upto five phases)
• 6.4.1. Phase (Drop Down)
• 6.4.2. Figure (numeric value for % or value in currency)
• 6.4.3. Unit (could be % or value)
• 6.4.4. Currency (Drop Down)
• 6.5. Out of pocket expense
• 6.5.1. Cost head (Drop Down)
• 6.5.2. Cost
• 6.6. Copy format from samples - Is this our standard "compensation - calculation format ?"
• 6.7. Date of confirmation of Proposal by Client

[Handwritten Note]: This must form a part of our Proposal.

Scan_0058.jpg (Page 28 of 42 - Requirement ID 21: Sales Order)

Requirement ID 21
Requirement Name:	Sales order
Source:	On getting signed proposal, Advance
User Responsible:	Consultant
Functional Requirements:	The system should be able to capture details for sales order. Should be able to print the sales order in standard format. System should give a unique order execution no. (OEN). Each proposal will have the sales order. Sales order can only be send on or after the client confirmation on the proposal is received. In cases of IT recruitment the resume are sometime sent before the technical test or preliminary short-listing by 3P. In such cases the milestones may not be in the particular order. The print of the sales order shall ensure that the milestones given to the client are given on the basis of the due dates.
Benefits:	The system would print standard sales order.
Comments $\&$ Suggestions:	NA
Related Documents:	Signed proposal of the client
Related Requirements:
Solution: The following details will be captured.	1. Order execution no (auto)
	2. Proposal no (Drop Down)
	3. Inquiry no (D)
	4. Vacancy(D)
	5. No of vacancy(D)
	6. Mode of search (D)
	7. Client details(D)
	8. Consultant name (Drop Down)
	9. Scheduled dates for:
	9.1. Identification of prospective candidate
	9.2. Completion of preliminary interview
	9.3. Sending of resumes of candidate to client
	10. (A) One-note (has to be printed at the bottom of sales order)
	11. Advance received details
	11.1. Advance to be taken (yes/no)
	11.2. Advance amount
	11.3. Date of receipt of Advance

[Handwritten Notes]:

• As far as "Sales Order" is concerned, Item # 9. is the only additional data. If we incorporate Item 9 details in our "proposal" itself, can we eliminate the "Sales order" itself?
• We can simply say that "Schedule dates (or rather No. of days) are from the date of receipt of client's confirmation of our proposal accompanied with cheque for advance!"
• One would assume that the client-confirmation is accompanied with "advance/min$^{\text{m}}$ search fees" - in which case (item # 11. becomes relevant).
• But quite often, advance is received much later. In the meantime Order Execution Process has to start.
• Maybe we should modify item # 11 as... (The note refers to a requested/received advance distinction, but the idea is discarded below).
• This is provided, we see a definite advantage in issuing a "Sales Order". I cannot see such an advantage!
• If anything, client's CONFIRMATION of our "proposal" itself can be treated as "Sales Order".
• Quite often, client confirms our proposal/terms orally $\&$ asks us to start work. Probably this happens in 80% of the cases!
• What if a proposal, for some reason, does not get converted in a sales order?

Scan_0059.jpg (Page 29 of 42 - Requirement ID 22: Project plan)

Requirement ID 22
Requirement Name:	Project plan
Source:	On getting signed proposal, Advance
User Responsible:	Consultant
Functional Requirements:	1.2 The system should be able to plan the schedule for the project. 1.3 The project plan is prepared to monitor the progress of the assignments. The plan covers the major activities involved in the consultancy. The consultants are required to give the scheduled date for each activity in this plan. Then as the activities are planned the system updates the plan with actual date of completion of the activities of the projects.
Benefits:	The system would help in tracking the project execution.
Comments $\&$ Suggestions:	NA
Related Documents:	Signed proposal of the client
Related Requirements:
Solution: The following details will be captured.	1. OEN
	2. Proposal no (Drop Down)
	3. Inquiry no (D)
	4. Vacancy(D)
	5. No of vacancy(D)
	6. Mode of search (D)
	7. Client details(D)
	7.2 Contact person
	7.3 Email/Phone
	5.3. contact person
	5.4. address
	6. Consultant name (Drop Down)
	7. Due date and actual date for activities (actual date will be captured automatically) $\rightarrow$ critical
	7.1. Inquiry
	7.2. Proposal
	7.3. Sales order $\rightarrow$ or "Client Confirmation of Proposal"
	7.4. Adv. Details
	7.5. Candidate listing and head hunting
	7.6. Preliminary screening (Prelim. Interview dates)

[Handwritten Notes]:

• Is this Schedule any different than item# 9 on preceding page?
• Is this schedule far more "detailed" $\&$ for "internal use" only? (as compared to what is stated in Sales Order?)
• $\rightarrow$ The actual date of the activities should be captured automatically.
• $\rightarrow$ The project plan cannot be changed once it is saved $\text{—}$ This is a must.
• $\rightarrow$ Project plan may be prepared only after the advance is received from the client (when the advance is to be taken from the client).
• client wants an indefinite or very long "postponement" in filling-up the vacancy, we cannot keep the "order" OPEN for ever! In such an event, after giving due notice (written) to the Client, we must have a provision to treat the project as CLOSED.
• In every screen, we should try to capture the mobile phone $\rightarrow$ no. of Clients/candidates, since, our first choice would be to send sms/WAP messages, failing which to send emails.

Scan_0060.jpg (Page 30 of 42 - Requirement ID 22: Project Plan - continuation)

This page lists further activities or milestones for the Project Plan (Requirement ID 22):

• 7.7. Resume to client (along with Prelim. Interview Evaluation Sheets)
• 7.8. Interview (Final interviews with client?)
• 7.9. Result sent to candidate
• 7.10. End date

What about?

• Issue $\&$ Appointment letter - date
• Proposed date of joining (to get automatic reminder for sending final payment invoice)
• Actual date joined.
• Amount $\&$ Date final payment received.

 

Scan_0061.jpg

Requirement ID 23

Requirement Name: Advertising details

Source: as and when required

User Responsible: Consultant

Functional Requirements:

The system should be able to maintain the advertising details that are sent to client. When the mode of search includes the advertisement the details for the same are given to the client. When the client approves the media or some of the proposed media then the consultants go ahead with the release of the advertisement.

The number of responses for each OEN and each media is to be recorded.

The consultants can make modification at later stages.

Benefits:

The system would help in receiving the cost of the advertising from the client (Reimbursements as out-of-pocket exp.)

Comments & Suggestions:

NA

$\rightarrow$ System should also permit the client to be made direct payment to Advt. Agency

Related Documents:

The Advt. Agency - if so agreed

Related Requirements:

By use This should be the preferred mode.

• Reimbursement - Mode has the danger that we
• The system should be able to maintain the details of the advertising $\rightarrow$ have to first pay
• The system should also allow to add new details of media after client feedback
• The system should capture the response in terms of CV received $\rightarrow$ The Advt. Agency

Solution:

1. Advertising details no.
2. Date
3. OEN (can be multiple) (Drop Down)
4. Advertisement details (can be multiple) $\rightarrow$ Client may not reimburse us that out-of-Pocket Expense for many months thereafter! So, quite often at least with, unknown/Small Clients, we must insist on getting full media-cost in ADVANCE out-of-Pocket Expense, before going ahead with release of advt.
• 4.1. Media (Drop Down)
• 4.2. Location (Drop Down)
• 4.3. Date (of Advt?)
• 4.4. Cost
• 4.5. Approved by client (Y/N)
• 4.6. Response to Ad
5. Date of approval
6. Note

$\rightarrow$ Then there are cases (eg. PRISE), when we ourselves bear the cost of Advt. There must be provision for this.

Confidential $\quad$ October 2000 $\quad$ Page 31 of 42

Scan_0062.jpg

Requirement ID 24

Requirement Name: Candidate Listing

Source: Sales Order

User Responsible: Consultant

Functional Requirements:

The candidate details are sent to the clients for the short-listing or recommendation. The system should be able to maintain the list and the details of the candidates.

Benefits:

The consultants should be able to track the candidates.

Comments & Suggestions:

NA

Related Documents:

One line resume

Related Requirements:

• In case of short list by 3P the candidates details shall go to the clients in the form of one line resume along with the score sheets. $\rightarrow$ These are often sent in 2 stages:
• After Internal database search
• shortlisting of potential candidates
• The client will short list the candidate for which consultant will enter status. The candidate which are short listed will be considered for the interview schedule. $\rightarrow$ After Prelim. Interviews & few candidates Question of Score-sheets

Solution:

1. Date (Auto)
2. OEN (Drop Down)
3. Client name (D)
4. Vacancy name (D)
5. Number of vacancies (D)
6. Candidate details
• 6.1. PEN
• 6.2. Name of candidate
• 6.3. Organization
• 6.4. Designation
• 6.5. Educational Qualification
• 6.6. Past company details
• 6.7. Age
• 6.8. City (Drop Down)
• 6.9. Phone (O)
• 6.10. Phone (O)
• 6.11. Mobile no.
• 6.12. Contact agency
• 6.13. Status
• 6.14. Comment
• 6.15. Mode of communication
• 6.16. Candidate response (Y/N)

$\rightarrow$ There should be some built-in mechanism, whereby, WE (but not client) $\rightarrow$ (e.g. for Candidate Listing), are able to identify $\&$ those executives whose resumes have been received from

$\rightarrow$ Partner websites (which?)

$\rightarrow$ Colleges ( )

$\rightarrow$ NACT Member ( )

$\rightarrow$ Cyber cafe ( )

$\rightarrow$ Asso. Recruit. Agencies ( )

$\rightarrow$ This is MOST IMPORTANT for transparency of all our Marketing Programs!

7. Which ALLY? $\rightarrow$ We want Cyril, to pick up these details $\&$ upload on PARTNER STATISTICS pages, so there is NO SECRECY. In fact, "Which ALLY" should not be loaded with PEN!

Confidential $\quad$ October 2000 $\quad$ Page 32 of 42

Scan_0063.jpg

Requirement ID 25

Requirement Name: Interview Schedule

Source: candidate listing

User Responsible: Consultant

Functional Requirements:

The candidate details are sent to the clients for the short-listing for interview. The system should be able to maintain the interview schedule.

Benefits:

The consultants should be able to track the interview schedules.

Comments & Suggestions:

NA

Related Documents:

Interview schedule details by client

Related Requirements:

• Interview schedule is prepared as per client instruction and the candidates are informed about the time, place, etc.
• In case the timings are not suitable to candidates the interview is rescheduled with the client and confirmed with candidates.
• Based on the result of the interview the candidate may be called for the subsequent interviews.
• The system should take care of multiple interviews (rounds) and results.
• Joining details should be captured only for selected candidates.

$\rightarrow$ Prelim Interview Schedule (independently decided by Consultant)

$\rightarrow$ Final Interview Schedule (as indicated by client)

Solution:

1. OEN
2. Client name
3. Vacancy name
4. Number of vacancies
5. Date
6. Multiple schedules
• 6.1. PEN (Drop Down)
• 6.2. Name (Drop Down)
• 6.3. Venue (Drop Down)
• 6.4. Tel (Drop Down)
• 6.5. Time
• 6.6. Saturday
• 6.7. Mode of communication
• 6.8. Other info
• 6.9. Interview no ($1^{st}$, $2^{nd}$, $3^{rd}$...)
• 6.10. Candidate confirmation (if timings are not confirmed re scheduling of interview)
• 6.11. Feedback from client (Interview Selected rejected hold and shortlist; if short listed than arranging for subsequent interview till get selected or rejected)

Confidential $\quad$ October 2000 $\quad$ Page 33 of 42

Scan_0064.jpg

6.12. Joining details

• 6.12.1. Accepted the offer (Y/N)
• 6.12.2. Date of acceptance
• 6.12.3. Tentative Date of joining
• 6.12.4. Date of joining (actual)

Confidential $\quad$ October 2000 $\quad$ Page 34 of 42

Scan_0065.jpg

Requirement ID 26

Requirement Name: Compensation details

Source: interview

User Responsible: Consultant

Functional Requirements:

The compensation details are received from the client/candidate.

Benefits:

It helps in invoice generation to collect compensation-details.

Comments & Suggestions:

NA $\rightarrow$ One must not wait till candidate joins, to collect compensation-details.

$\rightarrow$ Using the standard format (Compensation-calculation format, enclosed with our "Proposal"), this

Related Documents:

Interview schedule details by client

Related Requirements:

• information should be collected as soon as Appt. letter is issued (so related document is Appt. Letter). Our Proposal contains a "condition"
• Once the candidate has joined the company the compensation details are gathered from client/candidates and the invoice is prepared, print of the invoice is sent to the client.

$\rightarrow$ that the client shall send us a copy of the Appt. letter, as soon as it is issued. (Maybe this condition, should be printed in bold/italics).

Solution:

1. OEN
2. Client name (D)
3. Vacancy name (D)
4. Number of vacancies (D)
5. Candidate name (D)
6. Client name
7. Monthly (Rs. per month prorate)
• 8.1. Basic salary
• 8.2. DA/equivalent
• 8.3. Housing
• 8.4. HRA
• 8.5. Soft/Hard furnishing $\&$ conveyance allowance
• 8.6. Car/conveyance allowance
• 8.7. City compensation
• 8.8. Education
• 8.9. Servant
• 8.10. Electricity
• 8.11. Gas
• 8.12. Medical
• 8.13. News paper/periodicals
• 8.14. Driver salary
• 8.15. Entertainment
• 8.16. Telephone

$\rightarrow$ This means, as soon as either client or Candidate informs us (over phone) that an Appt. letter has been issued, Consultant must immediately send an automatic/standard email, requesting both client $\&$ candidate, to send us Copies of Appt. letter, for comparison.

Confidential $\quad$ October 2000 $\quad$ Page 35 of 42

Scan_0066.jpg

• 8.17. Other allowance reimbursement/payment 1
• 8.18. Other allowance reimbursement/payment 2
• 8.19. Other allowance reimbursement/payment 3
9. Sub total (total of all above elements in monthly category)

10. Annual (Rs. Per month prorate)

• 10.1. Bonus
• 10.2. Exgratia (in lieu of bonus)
• 10.3. LTA
• 10.4. Commission/Incentive/profit sharing (estimated or projected)

11. Sub total (total of all item under annual)

12. Retirement benefits

• 12.1. Provident funds (12%)
• 12.2. Super annexion (15%)
• 12.3. Gratuity (4%)

13. Sub total (total of the item under retirement benefits)

14. Indirect benefits

• 14.1. Benefit due to interest savings (over 18% rate of interest) arising out of loans advanced by the employer
• 14.2. Club fees (entrance fees / 60)
• 14.3. Lump-sum furniture/furnishing outlay (amount / 60)
• 14.4. Sign off bonus (/ 60)
• 14.5. ESOPs (market value /60 )

15. Sub Total (total of all items under indirect benefits)

16. Total (Total of all sub total)

$\rightarrow$ All of these details shall be exactly as per "Compensation-Calculation Format".

Confidential $\quad$ October 2000 $\quad$ Page 36 of 42

Scan_0067.jpg

Requirement ID 27

Requirement Name: Invoice

Source: Candidate Selected and joined

User Responsible: Consultant

Functional Requirements:

The invoice has to be raised once the candidate joins the company as per the terms and condition in proposal. $\rightarrow$ why wait till then?

Benefits:

It helps in invoice generation

Comments & Suggestions:

NA

Related Documents:

Interview schedule details by client

Related Requirements:

• Once the candidate has joined the company the compensation details are gathered from client/candidates and the invoice is prepared, print of the invoice is sent to the client.

$\rightarrow$ (1) Appointment Letter. (2) Compensation Details Format (3) Our Proposal (which contains "terms")

Solution:

1. OEN
2. Client name (D)
3. Vacancy name (D)
4. Number of vacancies (D)
5. Proposal ID (D)
6. Total amount
7. Less Advance
8. Net Receivable
9. Service tax
10. Total

VISIBLE PORTION (of Invoice)

$\rightarrow$ Name of Person appointed

$\rightarrow$ pick up from 6. Name $\rightarrow$ Industry

INVISIBLE PORTION (of Invoice)

Must also contain following info

• Designation-Level? in which appointed
• Function
• Industry

In previous Company

• Industry
• Function
• Desig. Level
• Last drawn Salary

This INVISIBLE PORTION will not get printed but will be stored $\&$ can be seen by 3P in a database.

Confidential $\quad$ October 2000 $\quad$ Page 37 of 42

Scan_0068.jpg

Consultant:

Assignment Date: DD MM YY.

Candidate Name	Old Company	New Company
Desig. Level
Function
Industry	(while leaving)	(offered)
Salary
Company Name

Compilation of this data about each $\&$ every candidate appointed, is very vital from the view-point of MIS.

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Requirement ID 28

Requirement Name: Follow up with client

Source: as and when required

User Responsible: Consultant

Functional Requirements:

The consultants should be able to record the details of the follow-up with the outcome and next follow up.

Benefits:

It helps in tracking the follow-ups

Comments & Suggestions:

NA

Related Documents:

NA

Related Requirements:

• The consultants should be able to know the details of the follow-up with various clients so he can decide on further course of action

Solution:

1. OEN
2. Client name (D)
3. Vacancy name (D)
4. No of vacancies (D)
5. Activity (Drop Down)
6. Date of follow up
7. Outcome
8. Next follow up date if any
9. Mode of communication

Activity	∇	Targetted completion date	Actual completion date	Variance (+/−) days
$\rightarrow$ These are selected from dropdown		$\rightarrow$ This should be picked up from Sales Order	$\rightarrow$ This will be entered by Consultant	$\rightarrow$ This will be computed auto.

$\rightarrow$ Is this where Consultant will record/type the client feedback?

Confidential $\quad$ October 2000 $\quad$ Page 38 of 42

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Requirement ID 29

Requirement Name: Follow up with candidate

Source: as and when required

User Responsible: Consultant

Functional Requirements:

The consultants should be able to record the details of the follow-up with the outcome and next follow up.

Benefits:

It helps in tracking the follow-ups

Comments & Suggestions:

NA

Related Documents:

NA

Related Requirements:

• The consultants should be able to know the details of the follow-up with various clients so he can decide on further course of action

Solution:

1. OEN
2. Client name
3. Vacancy name
4. PEN
5. Activity (Drop Down)
6. Date of follow up
7. Outcome
8. Next follow up date if any
9. Mode of communication

Confidential $\quad$ October 2000 $\quad$ Page 39 of 42

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Requirement ID 30 Requirement Name: Prospective clients Candidate Most of the details compiled below, pertains to a executive Candidate! Then why call this, "Prospective Client"? Source: as and when required User Responsible: Consultant Functional Requirements: The consultants should be able to record the details of the prospective candidates. Benefits: It helps in head hunting Comments & Suggestions: NA Related Documents: NA Related Requirements: NA Solution:

1. OEN
2. Client Potential Employer (for this executive)?
3. Position For which this executive maybe suitable 'in Potential Employer's Company'?
• 3.1. Candidate Name
• 3.2. Current company
• 3.3. Designation (Drop Down)
• 3.4. Source
• 3.5. Comments
• 3.6. Office address
• 3.7. Residence address
• 3.8. Tel
• 3.9. Date of contact
• 3.10. Consultant (Drop Down)
• 3.11. Experience
• 3.12. Location (Drop Down)
• 3.13. Age
• 3.14. Education level (Drop Down)
• 3.15. Skills
• [Flow chart arrow pointing to an empty box]

Confidential October 2000 Page 40 of 42

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3.1.3. List of Reports The user will take most of the reports through report creation software. 4. Performance Requirements Due to nature of business and criticality of data, the system should be at optimal speed for data entry and retrieval. 5. Interface Requirements

• System should interface with the e-mail system.
• There is a requirement of sending 12 standard letters that the user may want to send to many associates in one operation.
• The shopping basket (the inquiry that is received through online email form) should be converted into inquiry. what about fax/MS-WORD/UniMobile? This no. will keep growing Standard "Templates" should be capable of being copied/modified/Customised. 6. Operational Requirements NA 7. Security/Control Requirements User and password authorization is required. It could be
• client
• corporate
• any jobseeker (Member)
• non-member
• Expert
• etc.

Confidential October 2000 Page 41 of 42

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8. Requirement of Standards to be used NA 9. Documentation Requirements User Manual 10. User Training Requirements As per proposal 11. Output Requirements Users will use one of the report creation software for the production of the reports. The reports are generally printed on laser printer and there are no printed forms for the same. 12. User acceptance criteria 3P requires a system which would take care of Order Execution Operation. Speed, Security, reliability and ease of use are the features, which 3P is looking for.

Approved On	Accepted On
Approved By (Applitech Solution Limited)	Accepted By (3P Consultants)

Confidential October 2000 Page 42 of 42

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MANAGEMENT PRINCIPLE Speed is the essence BUSINESS RULES

• Each shopping-basket must be answered (Send proposal/terms) within 24 hours.
• The ABC order-execution activity shall take no more than XYZ days
• All orders must be executed within XYZ days
• Invoice must be raised within ____ days of receipt of Appointment letter
• Outstanding Amount shall not exceed ____ days of Sale (Speed of Collection)
•  

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INFO. REQD (OUTPUT STATEMENT) ADDRESS FOLDER (Ph/Mobile/Fax/email/Add) (Allies/Clients/Corporates/Members/Non-Members)

DECISIONS IT WILL HELP TAKE

• To send-out individual messages/ communications
• To send-out MASS-MAILERS

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3P ORDER EXECUTION SYSTEM (Dated 2-9-93)

The diagram shows a process flow divided into three main modules: Module A (Client Activities), Module B (3P Activities), and Module C (Candidate Activities).

Module A (Client Activities)	Module B (3P Activities)	Module C (Candidate Activities)
Inquiry	3P offer/Terms
Purchase order WITH/WITHOUT Advance	Send draft Advt./Advt. Est. or Send ACCESS short-list to client.
Sends short-list to 3P	Sends to client conv. bio datas
Requests arrange interview of few	Sends out call-letters.	Confirms/regrets
Conducts prelim. interview	Informs Client confirming tech	Attends Interview (between)
Informs 3P who attended/who got short-listed	Gives feed back to Candidates	Receive feedback from 3P
Calls candidates for final interview	Receives feed back 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 for 25% (Advance but 75%)	Sends Invoice	Joins duty
	Requests client for bal. 75%