Notes: REQUIREMENT CATALOGUE VER 1.0

2. System Diagrams and Tables

2.1. Document Flow Table

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
Client	Any	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) letter	Candidate
Candidate	Any	Confirm Interview	Consultant
Client	Any	Interview Feedback	Consultant
Candidate	Any	Interview Feedback	Consultant
Client	Any	Compensation Details	Consultant
Consultant	Any	Invoice	Client

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

Hard copy is Fax, Snail-mail

Handwritten Notes:

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/Confidential 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.

2.2. Document Flow Diagram

(Diagram shows a flow between Client, Order Execution, Consultant, and Candidate)

Client to Order Execution: Proposal, Sales order, Preliminary screening results, Invoice
Order Execution to Client: Inquiry, Signed Proposal, Approved advertising Details, Interview feedback, Compensations (details) format
Consultant to Order Execution: Inquiry, Signed Proposal, Advertising Draft, Approved Advertising Details, Candidate interest, Interview schedule, Confirm Interview, Interview feedback, Compensation details, follow-up.
Order Execution to Consultant: Proposal, Sales order, Project plan, Advertising Details, Preliminary screening, Interview details, Invoice, prospective candidate
Order Execution to Candidate: Interview details
Candidate to Order Execution: Candidate interest, Confirm interview, Interview feedback, follow up, Confirmation that he/she has resigned from current job, Joined new employer

Handwritten Notes:

Next to "Preliminary screening": Interview Evaluation sheets
Next to "Compensations (details) format" arrow from Order Execution to Client: compare
Next to Candidate to Order Execution flow:

Candidate interest
Confirm interview
Interview feedback
follow up
Confirmation that he/she has resigned from current job
Joined new employer

Block of notes: 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)

📄 Scan_0003.jpg (Page 5 of 42)

2.3. Context Level Diagram - Proposed System

(Diagram shows a central "Order Execution System" circle with Input and Output boxes)

Input: Inquiry, Signed Proposal, Advertising Draft, Approved Advertising Details, Candidate interest, Interview schedule, Confirm Interview, Interview feedback, compensation details, prospective candidate
Output: Proposal, Sales order, Project plan, Advertising Details

📄 Scan_0004.jpg (Page 6 of 42)

3. Modules

3.1. Order Execution

3.1.1. List of Masters

Field	Content
Requirement ID	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 Industry 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.

Industry Code
Industry name

Handwritten Notes:

Next to "Requirement Name: Industry Master": Available as drop down on website - separate for IT- Professionals

📄 Scan_0005.jpg (Page 7 of 42)

Field	Content
Requirement ID	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.

Product Code
Product or service name

Handwritten Notes:

Next to "Requirement Name: Product or Service Master": 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.
Next to "Product Code": forget coding!
Next to "Product or service name": Same "product-name" will be spelled slightly differently by different people!

📄 Scan_0006.jpg (Page 8 of 42)

Field	Content
Requirement ID	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.

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)

Handwritten Notes:

Next to list items 1-17: Pl. see my notes (CP-1/2/3) dt. oct. 5. on Corporate Profile Screens. (Janam kundli).
Next to list item 16: No code, only MASTER & Ind. Names.

📄 Scan_0007.jpg (Page 9 of 42)

Field	Content
Requirement ID	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.

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)
Parent group code

Handwritten Notes:

Next to list items 1-18: See Corpo. Profile Notes CP-1/2/3. (oct. 5.)

📄 Scan_0008.jpg (Page 10 of 42)

Field	Content
Requirement ID	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:	Details of referring Doctors, following information will be captured.
Comments & Suggestions:	NA
Related Documents:	Nil
Related Requirements:

Solution:

In order to maintain details of referring Doctors, following information will be captured.

Currency Code
Currency

Handwritten Notes:

Next to list items 1-2: only two - Rs. & $.

📄 Scan_0009.jpg (Page 11 of 42)

Field	Content
Requirement ID	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.

Designation code $\times$
Designation name

Handwritten Notes:

Next to "Requirement Name: Designation Master": $\to$ We have a "Desig. Level Master", as a drop-down on our website.
Next to "Source": As far as "ACTUAL DESIGNATIONS" Is Concerned, we have a "static" page giving some "Examples" only in case of IT-Professionals. Of course,
Next to "Comments & Suggestions": 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.
Next to list item 1 ($\times$): once again the problems that we run into are

A dropdown of 200/300, takes too long to "download" & too long to "scroll", once downloaded.
When people make "free text" entries, they spell, same designation differently!

📄 Scan_0010.jpg (Page 12 of 42)

Field	Content
Requirement ID	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.

Designation code $\times$
Designation level name $\checkmark$

Scan_0011.jpg (Page 13 of 42)

Field	Content
Requirement ID	ID 8
Requirement Name:	Function master
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.

Function code $\times$
Function name $\checkmark$

Handwritten Notes:

Next to "Requirement Name: Function master": available
Next to "Source": **separate lists (dropdowns) for $\to$ IT professionals $\to$ Non-IT **

📄 Scan_0012.jpg (Page 14 of 42)

Field	Content
Requirement ID	ID 9
Requirement Name:	Project Activity Master
Source:	As and when required.
User Responsible:	Operator
Functional Requirements:	The system should maintain the name of various kind of activities during an assignment.
Benefits:
Comments & Suggestions:	NA
Related Documents:	Nil
Related Requirements:

Solution:

In order to maintain details of the companies the following information will be captured.

Activity code $\checkmark$
Activity name $\checkmark$

Handwritten Notes:

Next to "Requirement Name: Project Activity Master": ($\{$ Actual Sequence (of activities) followed will vary from $\to$ client-to-client $\to$ consultant-to-consultant $\to$ order-to-order.

📄 Scan_0013.jpg (Page 15 of 42)

Field	Content
Requirement ID	ID 10
Requirement Name:	Follow up activities
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

Activity code
Activity name

Handwritten Notes:

Next to "Requirement Name: Follow up activities": $\checkmark$ OK (+ same remarks as on preceding page)

📄 Scan_0014.jpg (Page 16 of 42)

Field	Content
Requirement ID	ID 11
Requirement Name:	Media Master
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.

Media code
Activity name

Handwritten Notes:

Next to "Requirement Name: Media Master": I think this may not be necessary. By & large, we advertise in newspapers and magazines.

📄 Scan_0015.jpg (Page 17 of 42)

Field	Content
Requirement ID	ID 12
Requirement Name:	Communication Type
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:
Comments & Suggestions:	NA
Related Documents:	Nil
Related Requirements:

Solution:

In order to maintain details of the companies the following information will be captured.

Communication type code
Communication type

Handwritten Notes:

Next to "Requirement Name: Communication Type": $\checkmark$ OK
Next to "Functional Requirements": type of communication
Next to "Benefits": $\to$ phone, $\to$ voice-mail, $\to$ "email $\to$ voice", $\to$ "voice $\to$ email", $\to$ email, $\to$ fax, $\to$ letter, $\to$ SMS message, $\to$ WAP message, $\to$ letter

📄 Scan_0016.jpg (Page 18 of 42)

Field	Content
Requirement ID	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:

Solution:

In order to maintain details of the city be captured.

City code
City name $\checkmark$

Handwritten Notes:

Next to "Requirement Name: City Master": Lakhs of cities & Towns. "Master" not possible!
Next to "City code": PIN/ZIP should be used

📄 Scan_0017.jpg (Page 19 of 42)

Field	Content
Requirement ID	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 $\times$

4. Country name $\checkmark$

📄 Scan_0018.jpg (Page 20 of 42)

Field	Content
Requirement ID	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:
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.

Cost head code $\checkmark$
Cost head name $\checkmark$

Handwritten Notes:

Next to "Functional Requirements": Testing fees? (SW Caliber-type testing)

📄 Scan_0019.jpg (Page 21 of 42)

Field	Content
Requirement ID	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:
Comments & Suggestions:	NA
Related Documents:	NA
Related Requirements:	NA

Solution:

In order to maintain details of the Consultant the following information will be captured.

Consultant code $\checkmark$
Consultant name $\checkmark$

📄 Scan_0020.jpg (Page 22 of 42)

Field	Content
Requirement ID	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. $\checkmark$
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.

Phase code $\checkmark$
Phase description $\checkmark$

Handwritten Notes:

Next to "Requirement Name: Billing Cycle Master": $\to$ Advance (Min's Security-fee)
Next to "Source": Adjustable $\to$ Retainer
Next to "User Responsible": Non-adjustable
Next to "Functional Requirements": $\to$ Progress Payment, $\to$ Final Payment

These documents outline several Master files (tables) required for the system, including:

Function Master (ID 8)
Project Activity Master (ID 9)
Follow up activities (ID 10)
Media Master (ID 11)
Communication Type (ID 12)
City Master (ID 13) - Noted as "not possible" due to high volume, suggesting PIN/ZIP usage.
Country Master (ID 14)
Out of pocket expense (Cost Head) (ID 15)
Consultant Master (ID 16)
Billing Cycle Master (ID 17)

Scan_0021.jpg (Page 23 of 42)

Field	Content
Requirement ID	ID 18
Requirement Name:	Perk Master
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.

Perk code
Perk name
Std cost in Rs. at Sr. level
Std cost in Rs. at Middle level
Std cost in Rs. at Jr. level

Handwritten Notes:

Next to "Requirement Name: Perk Master": ? Do not understand!

📄 Scan_0022.jpg (Page 24 of 42)

3.1.2. List of Transactions

Field	Content
Requirement ID	ID 19
Requirement Name:	Inquiry
Source:	As and when required (inquiry is floated by client)
User Responsible:	Consultant
Functional Requirements:	1.1 The system should be able to capture details of inquiry from various sources. $\checkmark$
Benefits:	The system would capture details of inquiry $\checkmark$
Comments & Suggestions:	NA
Related Documents:	E-mail/Fax/others/Phone/Talk
Related Requirements:	* Inquiry no. should be auto generated $\checkmark$ * The inquiries may come through any mode of communication. $\checkmark$

Solution:

To be seen as "Job Advt. Posting" form on website.

Following details as captured during an inquiry from a prospect or client:

Inquiry no. (auto)
Type of inquiry (e-mail, fax, website, tele, personal meetings, other)
Date of inquiry (not necessary the current (system) date it can be back date also)
Consultant handling inquiry
Client details

5.1. Name of person

5.2. Company (drop down) Not possible! free text typing reqd.

5.3. Tele no./fax/email/mobile no.

5.4. Address

Mode of search (multiple modes) (advt., data search, head hunting) (Check Box)
Vacancy details (multiple vacancy)

7.1. Name of vacancy

7.2. No. of vacancy

Position Related information

8.1. Designation/Position to be filled

8.2. Designation Level (As Per Industry-Norm) (Drop Down) $\checkmark$

8.3. Industry Background (Drop Down) $\checkmark$

8.4. Function Background (Drop Down) $\checkmark$

8.5. Job Description

Man-specification

9.1. Education Qualification (Drop Down) $\checkmark$

9.2. Level Discipline (Drop Down) $\checkmark$

Handwritten Notes:

Next to 9.1: level
Next to 9.2: Discipline $\to$ Major
Below Solution list: On website, we have decided not to have drop downs for this.

📄 Scan_0023.jpg (Page 25 of 42)

Details captured for Inquiry (continued from previous page):

9.3. Age (max)

9.4. Experience (Total) Min $\checkmark$

10. Job related information

10.1. City (Drop Down) $\checkmark$

10.2. Country (Drop Down) $\checkmark$

10.3. Position is (temporary or permanent)

10.4. Hours (full time or Part time) $\checkmark$

10.5. Approx. Gross Annual Salary Offered

10.6. Currency

11. Details for forwarding the resume

11.1. Address

11.2. City (Drop Down) $\checkmark$

11.3. State/Province

11.4. Zip/Postal code

11.5. Country (Drop Down) $\checkmark$

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

14.5. Company Profile

14.6. Remarks

15. Expected date of sending the proposal

Handwritten Notes:

Next to 10.1, 10.2: free text ?

📄 Scan_0024.jpg (Page 26 of 42)

Field	Content
Requirement ID	ID 20
Requirement Name:	Proposal $\checkmark$
Source:	Inquiry
User Responsible:	Consultant
Functional Requirements:	The system should be able to capture details of Proposal. Should be able to print the proposal in standard format. The flat rate proposal contains the professional fees in terms of the Amount per Vacancy. In percentage rate contract the fee is charged on the basis of percentage of the cost to the company (compensation package). Turnkey projects are done on lump sum amount of fees. The terms and conditions are required to be selected by the user. The consultant can then make changes to the terms and conditions. The consultant may altogether remove some of the terms and conditions and may also add some new one.
Benefits:	The system would print standard proposal and store details of the proposal, which can be used to prepare the invoice. $\checkmark$
Comments & Suggestions:	NA
Related Documents:
Related Requirements:	* Proposal no. should be auto generated $\checkmark$ * Each position/vacancy in the inquiry will have different proposal $\checkmark$ * If less proposal no. field is given by the user it will bring the entire old proposal which can be modified if required and be saved as the new proposal. $\checkmark$ * System should also print the covering letter which indicates the vacancy/position along with the standard text. $\checkmark$

Solution:

Following details as captured during for Proposal

Proposal no (auto)
Inquiry no (Drop Down)
Client name (Auto)
Type of proposal (flat rate, % rate, Turnkey) $\checkmark$
Covering letter details

5.1. Text as per format

Terms and conditions

6.1. Professional fee details

6.1.1. Figure (numeric value for % or value in currency)

6.1.2. Unit (could be % or value)

6.1.3. Currency (Drop Down)

6.2. Minimum fee

Handwritten Notes:

Next to "Functional Requirements": of the
Next to Solution list 1-6.2:

As in case of RELIANCE, over a period of time, we would have some kind of "rate-contracts" with many companies. Such letters/agreements should be incorporated here.
Any "commission" payable to any associate/affiliate/partner/website/recruiting agents etc. should also be incorporated here.

📄 Scan_0025.jpg (Page 27 of 42)

Details captured for Proposal (continued from previous page):

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 $\checkmark$

6.7. Date of confirmation of Proposal by Client

Handwritten Notes:

Next to 6.6: Is this our standard "compensation-calculation format?"
Below 6.7: This must form a part of our Proposal.

📄 Scan_0026.jpg (Page 28 of 42)

Field	Content
Requirement ID	ID 21
Requirement Name:	Sales order
Source:	As and when required.
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. The 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:	* Sales order no should be auto generated

Solution:

Order execution no (auto)
Proposal no (Drop Down)
Inquiry no (D)
Vacancy(D)
No of vacancy(D)
Mode of search(D)
Client details(D)
Consultant name (Drop Down)
Schedule dates for

9.1. Identification of prospective candidate

9.2. Completion of preliminary interview

9.3. Sending of resumes of candidate to client

Note (note has to be printed at the bottom of sales order)
Advance received details

11.1. Advance to be taken (yes/no)

11.2. Advance amount

11.3. Date of receipt of Advance

Handwritten Notes:

Top Left: What if a Proposal, for some reason, does not get converted in a Sales order?
Top Center: 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?
Next to "Requirement Name: Sales order": We can simply say that "Schedule dates (of order no. $\&$ days) are from the date of receipt of client's confirmation of our proposal, accompanied with cheque for advance!
Next to "Benefits": One would assume that the client-confirmation is accompanied with "advance/min. search fees" - in which case Item # 11 becomes relevant.
Next to "Related Requirements": But quite often advance is received much later. In the meantime Order Execution Process has to start. Maybe we should modify Item # 11 as

11.1. Advance Requested/Recd.
11.2. Amount
11.3. Date

Next to 11.3: This is, provided, we see a definite advantage in issuing a "Sales Order". I cannot see such an advantage!
Bottom Right: If anything, client's CONFIRMATION of our "Proposal" itself can be treated as our "Sales Order".
Bottom Left: Quite often, client confirms our proposal terms orally - asks us to start work. Probably this happens in 80% of the cases!

📄 Scan_0027.jpg (Page 29 of 42)

Field	Content
Requirement ID	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 managed 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:	* The actual date of the activities should be captured automatically $\checkmark$ * The project plan can not be changed once it is saved $\checkmark$ * Project plan may be prepared only after the advance is received from the client (when the advance is to be taken from the client) $\checkmark$

Solution:

The following details will be captured

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

5.1. Name contact no

5.2. email/phone contact person

5.3. address

5.4. Consultant name (Drop Down)

Due date and actual date for activities (actual date will be captured automatically) - critical
Inquiry

7.1. Proposal

7.2. Sales order $\to$ or "Client Confirmation of Proposal" ?

7.3. Adv. Details

7.4. Candidate listing and head hunting

7.5. Preliminary screening (Prelim. Interview notes)

Handwritten Notes:

Next to "Requirement Name: Project plan": Is this Schedule any different than item # 9 on preceding page?
Next to "Functional Requirements": schedule for the project
Next to "Benefits": Is this Schedule far more detailed & for "internal use" only? (as compared to what is stated in Sales order?)
Next to "Related Requirements" list: This is a must!
Next to "Project plan may be prepared only...": Suppose client requests a change? Especially if client wants an indefinite or very long postponement in filling-up the vacancy $\to$ 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.
Bracketed list 5.1-5.4, 6, 7.1-7.5: In every screen, we should try to capture the mobile phone. $\to$ no. of clients $\&$ candidates, since, our first choice would be to send SMS/WAP messages, failing which to send emails so.

📄 Scan_0028.jpg (Page 30 of 42)

Details captured for Project Plan (continued from previous page):

7.7. Resume to client $\to$ along with Prelim. Interview Evaluation sheets

7.8. Interview $\to$ (final interviews with client?)

7.9. Result sent to candidate

7.10. End date

Handwritten Notes:

Below list: What about?

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

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Field	Content
Requirement ID	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 or response for each OEN and each media is to be recorded. The consultants can make modification at later stages.
Benefits:	The system would help in recovering the cost of the advertising from the client
Comments & Suggestions:	NA
Related Documents:	Advertising Draft
Related Requirements:	* The system should also be able to maintain the details of the advertising have to first pa * The system should also allow to add new details of media after client feedback $\checkmark$ * The system should capture the response in terms of CV received the Advt. Agency.

Solution:

Advertising details no.
Date

2.1. OEN (can be multiple) (Drop Down)

2.2. Advertisement details (can be multiple)

2.2.1. Media (Drop Down)

2.2.2. Location (Drop Down)

2.2.3. Date(s) of Advt $\checkmark$

2.2.4. Cost $\checkmark$

2.2.5. Approved by client (Y/N)

2.2.6. Response to Ad

Date of approval
Note

Handwritten Notes:

Next to "Benefits": (Reimbursements of out-of-pocket exp.)
Next to "Comments & Suggestions": $\to$ System should also permit the client to be able to make direct payment to the Advt. Agency. If so agreed by us. This should be the preferred mode.
Next to "Related Requirements": Reimbursement Mode has the danger that we have to first pay 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.
Next to "Solution": But client may not reimburse us that out-of-Pocket Expense for the advt.
Bottom: Then there are cases (eg. IBSE), when we ourselves bear the cost of Advt. There must be provision for this.

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Field	Content
Requirement ID	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:
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. $\to$ Prelim. Interview Assess. sheets ? $\checkmark$ * 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.

Solution:

Date (Auto)
OEN (Drop Down)
Client name (D)
Vacancy name (D)
Number of vacancies (D) $\checkmark$
Candidate details

6.1. OEN $\checkmark$

6.2. Name of candidate

6.3. Desired (D)

6.4. Designation

6.5. Educational Qualification $\to$ Colleges ( $\checkmark$ )

6.6. Past company details

6.7. Past P.F.

6.8. City (Drop Down)

6.9. Phone (R) $\checkmark$

6.10. Phone (C) $\checkmark$

6.11. Mobile no. $\checkmark$

6.12. Contact agency

6.13. Status

6.14. Comment

6.15. Mode of communication

6.16. Candidate response (Y/N)

$\to$ Which ALLY?

Handwritten Notes:

Next to "Requirement Name: Candidate Listing": These are often sent in 2 stages: $\to$ After internal database search & shortlisting of potential candidates. $\to$ After Prelim. Interviews $\&$ After $\to$ Question of Score-sheets.
Next to "Functional Requirements": exists only in this stage
Next to "Solution" list 1-6: There should be some built-in mechanism, whereby, WE (but not, client) are able to identify those Executives whose resumes have been received from

Partner websites (which?)
Colleges ($\checkmark$)
NACT Member ($\checkmark$)
Cyber Cafe ($\checkmark$)
Asso. Recruit. Agencies ($\checkmark$)

Next to 6.16: This is MOST IMPORTANT for transparency of all our Marketing Programs!
Bottom: We want Cynil, to pick-up these details & upload on PARTNER STATISTICS pages, so there is NO SECRECY! Infact, which ALLY?

The documents uploaded cover the core transaction requirements for the system, from Inquiry (ID 19) through Proposal (ID 20), Sales Order (ID 21), Project Plan (ID 22), Advertising (ID 23), and Candidate Listing (ID 24). There is also a detail on a Perk Master (ID 18) which is questioned in the notes.

The handwritten notes show significant analysis, especially concerning:

Sales Order vs. Proposal: Questioning if a separate Sales Order document is needed if the Proposal document contains all the necessary details upon client confirmation.
Advance Payments: Modifying how advance receipt is tracked in the Sales Order.
Project Plan: Making it clear that the Plan is a detailed internal schedule for tracking activities, and how to handle long postponements.
Advertising Cost: A strong preference for requiring advance payment of advertising costs from clients, especially smaller ones, due to long reimbursement delays.
Candidate Sourcing (ALLIES): A requirement to track the specific source (Ally) of candidate resumes for transparency and statistical purposes.

Scan_0031.jpg (Page 33 of 42)

Field	Content
Requirement ID	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:
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 will be captured only for selected candidates

Solution:

OEN
Client name
Vacancy name
Number of vacancies
Date
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. Day/day

6.7. Mode of communication

6.8. Other info

6.9. Interview no (1st, 2nd and 3rd)

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)

Handwritten Notes:

Next to "Requirement Name: Interview Schedule":

Prelim. Interview Schedule (Independently decided by Consultant)
Final Interview Schedule (as indicated by client)

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Interview Schedule (continued from previous page):

6.12. Joining details

6.12.1. Acceptance of the offer (Y/N)

6.12.2. Date of acceptance

6.12.3. Tentative Date of joining

6.12.4. Date of joining (actual)

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Field	Content
Requirement ID	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
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.

Solution:

OEN
Client name (D)
Vacancy name (D)
Number of vacancies (D)
PEN
Candidate name (D)
Monthly (Rs. Per month prorate)

8.1. Basic salary

8.2. DA/ Equivalent

8.3. Housing

8.4. HRA

8.5. Soft/Hard furnishing

8.6. Conveyance/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. Leave salary

8.15. Entertainment

8.16. Telephone

Handwritten Notes:

Next to "Benefits": One must not wait till candidate joins, to collect compensation-details.
Next to "Comments & Suggestions": Using the standard format ("Compensation Calculation format", enclosed with our "Proposal"), this
Next to "Related Documents": information should be collected as soon as APPT. LETTER is issued (so related document is Appt. Letter). Our Proposal contains a "condition"
Next to "Related Requirements": 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).
Next to Solution list: 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.

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Compensation details (continued from previous page):

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 annuation (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. Lumpsum 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)

Handwritten Notes:

Block of notes: All of these details shall be exactly as per "Compensation - Calculation Format".
Below list: 17.

📄 Scan_0035.jpg (Page 37 of 42)

Field	Content
Requirement ID	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.
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.

Solution:

OEN
Client name (D)
Vacancy name (D)
Number of vacancies (D)
Proposal no. (D)
Total Amount
Less Advance
Net Receivable
Service tax
Total

Handwritten Notes:

Next to "Source": $\to$ why wait till then?
Next to "Related Documents": $\to$ (1) Appointment Letter. (2) Compensation Details Format (3) Our Proposal (which contains terms)
Next to Solution list:

pick up from 6. Name $\to$ VISIBLE PORTION (of Invoice) $\to$ Name of Person appointed
INVISIBLE PORTION (of Invoice) must also contain following info

Designation-Level $\checkmark$ in which appointed
Function
Industry

In previous company

Industry
Function
Desig. Level
Last drawn salary

Bottom Left: This INVISIBLE PORTION will not get printed but will be stored & can be seen by 3P in a database.
Bottom Right: P. T. O.

📄 Scan_0036.jpg (Page 38 of 42 - Handwritten Page)

Handwritten Table/Data Compilation for MIS:

Consultant:
Assignment Date: DD MM YY
Candidate

Desig. Level
Function
Industry
Salary
Company Name

Notes:

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

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Field	Content
Requirement ID	ID 28
Requirement Name:	Follow up with client $\checkmark$
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:

OEN
Client name (D)
Vacancy name (D)
No of vacancies (D)

4.1. Activity (Drop Down)

4.2. Date of follow up

4.3. Outcome

4.4. Next follow up date if any

4.5. Mode of communication

Handwritten Notes:

Next to Solution list: Is this where Consultant will record/type the client-feedback?
Below Solution list: Activity Table

Activity (Dropdown): These are selected from dropdown
Targeted completion date: This should be picked up from Sales Order
Actual completion date: This will be entered by Consultant
Variance (+/-) days: This will be computed auto.

📄 Scan_0038.jpg (Page 39 of 42)

Field	Content
Requirement ID	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:

OEN
Client name (D)
Vacancy name (D)
No of vacancies (D)
PEN
Candidate name (D)

2.1. Activity (Drop Down)

2.2. Date of follow up

2.3. Outcome

2.4. Next follow up date if any

2.5. Mode of communication

📄 Scan_0039.jpg (Page 40 of 42)

Field	Content
Requirement ID	ID 30
Requirement Name:	Prospective clients
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:

OEN
Client $\to$ Potential Employer (for this executive)?
Position $\to$ 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

Handwritten Notes:

Next to "Requirement Name: Prospective clients": ? Most of the details Compiled below, pertains to a $\to$ executive/Candidate! Then why call this, "Prospective Client"?
The large bracket highlights the Solution fields.

📄 Scan_0040.jpg (Page 41 of 42)

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 standard letters that the user may want to send to many persons in one operation.
The shopping basket (the inquiry that is received through online email form) should be converted into inquiry.

6. Operational Requirements

7. Security/Control Requirements

User and password authorization is required.

Handwritten Notes:

Next to "Interface Requirements" list: What about fax/HS-WORD/unimobile? $\checkmark$
Next to "The shopping basket...": This no. will keep growing
Below "The shopping basket...": Standard "Templates" should be capable of being copied/modified/customised.
Next to "Security/Control Requirements": It could be $\to$ client $\to$ corporate $\to$ Any jobseeker (member) $\to$ Non-member $\to$ Expert etc.

Scan_0041.jpg (Page 42 of 42)

8. Requirement of Standards to be used

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)

📄 Scan_0042.jpg (Handwritten Page - No Page Number)

MANAGEMENT PRINCIPLE

$\triangleright$ 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)