Tapan –
Jayant – Neeraj
Applitech
Welcome to
Mumbai & to 3P.
I will join
you in afternoon. You can spend the morning with Nirmit/Thakur/Mitchelle, who
will give you an overview of how we conduct our business currently. They will
give you “Samples/Specimen” of all forms/statements/screens that we use at
present and what are the limitations of each of these.
They will
certainly tell you what data/information we need (on the tap/at our
finger-tips) to enable us to take
TIMELY & INFORMED
DECISION & ACTIONS
All of you
can use enclosed “lists” to kick-off discussions & note down precise
“System Requirements”.
In the
afternoon, I will spend time with you to share my thoughts on “HOW WE SHOULD
CONDUCT OUR BUSINESS IN FUTURE”
With
Regards,
HEMEN
PAREKH
FIELDS / INFORMATION / DATA
1. Names
·
Company
(Overall/Group/Division)
·
Client
Company ( “ )
·
Executive
( non-member)
·
Executive
(member)
·
City
( present/preferred/posting)
·
Country
( “ )
·
Street
·
State
·
Currency
·
Interview
Expert Name
·
Concerned
Consultant Name
·
Password
·
User-name
·
For Org. chart
Personnel Chief’s Name
·
Chief
Executive’s Name
·
Boss’s
/ Supervisor’s Name
·
Subordinates’ Name
·
Colleagues, Name
·
Current
Designation (level)
·
“ “ (Actual)
·
Data
Source (Media/Directory etc.)
·
Position/Vacancy
Name
2. Numbers
·
Phone
·
Fax
·
Mobile
·
E-mail
·
PIN
·
PEN
·
Executive
Search Request
·
Shopping
Basket
·
Job
Advt.
·
Purchase
order (from Clients)
·
Purchase
order (for supplies from Vendors)
·
Invoice (all types)
·
Company
Code No.
·
Client
Code No.
·
Invoice (from suppliers)
·
Challan/GRN
·
Cheque
(Incoming) / D-D
·
Cheque
(outgoing) /D-D
·
Cost
Centre (internal)
·
Employee
No. (Salary Payment)
·
Marks
/GPA
·
Total
Months’ Service / Total Exp.
·
Semester
No. / Year-of-study No.
·
Passport
·
Salary
Ammount
·
Vacancy
No. / Position No.
(Within on Purchase
order)
-
Since
invoices will be raised Vacancy-wise, at different points of time, for
appointment of diff. Candidates.
· “3P-Membership” Number
· Activity Number/Name
· Consultant Number/Name
3. Dates (Numbers)
·
Birth-date
·
ESR
date
·
PO
date
·
Invoice
date
·
Year
of Passing/Graduation/Degree
·
Year
of Salary
·
Joining
Date/Working Since
·
Leaving
date
·
Resume
(submitted) date
·
Shopping
Basket date
·
Inquiry
(oral) date
·
Availability
date
·
Passport
Expiry date
·
Search
Date ( Resume Database Search )
·
Targetted
Assignment Completion date
·
Order
Acknowledgement Date
·
Interview-Call
letter date
·
Interest
letter date
4. Masters
·
Edu-Level
·
Industry
– Names
·
Function
Names Dropdown
·
Desig-Level
Name
·
Actual
Designations (static)
·
Skills
(static)
·
Universities (None)
·
Colleges
(Non)
·
Branch/Displine/Subjects
(Non)
·
Products
/ Services (Non)
·
Language
(Non)
5. Status
·
Sex
(M/F)
·
Marital
(Married / Bachelor/Widow)
·
Citizenship
(Indian / Foreigner/NRI)
·
Visa
Type
·
Mode
( A = Advt.
D= Database Search
H=Headhunt)
· Rating A=
Excellent
B=Goop
C=Fair
R=Reject
P=Potential for
(Company’s Name)
·
Client Status
ADMIN TOOL ?
(Casual /Regular/3P
Client Member)
·
Credit
Status
o
Strictly on advance
o
Without
advance
o
Rotating/Perpetual
Advance
·
Client’s
“Remote Access” Status
(Access to order
Execution Module over extranet /internet)
(Yes / No )
6.
Forms
·
Resume
( 5 types)
·
Resume
Search
·
Short
Display
·
Full
Display
·
Inquiry
(shopping Basket)
·
Resume
Edit
·
Job
Advt. Posting
·
“Candidate
Alert” Posting form
·
“Candidate
Alert” Intimation form
·
Corporate
Profile (Janam Kundli)
·
Candidate
Profile (Janam Kundli)
·
Non-Member
Profile (Janam Kundli)
·
Job
Search
·
Job
Advt. Display
·
Invoice
Forms
-
Advance
/ Min. Fees
-
Progress
Payment
-
Final
Payment
-
Out
of Pocket Expense
-
Misc.
“Services rendered”
-
SW
Caliber Skill Test fees
-
Our
“Commissions” due
·
Invoice
Amount Calculation form
·
Interview
Assessment /Evaluation form
·
Interview
Schedule form
·
Client
feedback forms (email ?)
(See note on “external follow-up”)
·
One-line
statement
·
Truncated/converted
resume
·
No.
of Resumes sent so far to a client
·
No.
of Candidates Interviewed so far
·
Order
status
·
Standardized
“Questions” ( client/Corpo/Candidate/Asso. )
·
Standardized
“Answers” ( “ )
·
Standard Model (Prof. Terms/Conditions/Quotation / offer)
·
Month-End
order Backlog statements
Ø Industry wise
Ø Function wise
Ø Chronology wise
Ø Consultant wise
Ø Order Value wise
·
“Proposals/Offers
sent so far” History.
(client wise/Consultant wise/Ind./ Func/Desig.)
·
All
Executives appointed so far
(Client
wise/Consultant wise/ Ind wise/Func. Wise / Desig. Wise/ etc.)
·
Tabulation
of all “Correspondence” letters/email/fax/phone
(Client
wise / Consultant wise)
·
Overdue
Payments
·
Tabulation
of all Invoices so far
·
Who
attended interview (far each order)
·
Short-lists/Search
Results) of Candidates
7.
Tabulations /Statements (Cont)
·
Day-end / Weekend
“SELF REMINDER SCREENS”
Ø Resumes remaining to be entered in
Module 1
(inc.
email/webforms/typed
EDP Supervisor
Ø ESRS against which offers
yet to
be sent/shopping Basket Nirmit
Ø Interview-Call letters remaining to be sent
Ø Interest letters remaining to be
sent
Consultants
Ø Resumes remaining to be sent
Ø Online statement to be sent
Ø Invoice remaining to be sent
Ø Bills remaining to be paid
Accountant
Ø Payments remaining to be Collected
·
Interview
Follow-Up Module (7 Screens)
·
10
Standard statements
8.
History
·
Client
·
Corporates
·
Members
·
Non-Members
·
Exec.
Search Requests/Shopping Baskets
·
Proposals
/ Offers
·
Purchase
orders
·
Resumes
Sent ( to one Corpo.)
·
Resumes
Sent (of one member)
·
Order
backlog (different ways)
·
Outstanding
payments (different ways)
·
Online
headhunts Carried out
·
Online
Job Advt. Baskets
·
Executive Appointed So far
·
Order
Executed So far
·
All
Correspondence (client wise)
·
All
Queries & Answers given (client wise/Candidate wise etc.
·
Interviews
·
“Job
Alert” Sent out
·
“Candidate
Alerts” Sent out
·
Market-Promotion
letters/emails
·
No.
of Applications/Resumes received against HOT JOBS / ADVERTISED JOBS.
·
Who
(which) / How many candidates attended each interview (each assignment)
·
Terms
/ offer/Conditions
·
Interested
?
·
Interview-call
letter
·
Interview
– result
·
Interview
– Confirmations recd. (to clients)
·
Covering
letters for
Ø Order Confirmation
Ø Invoice
Ø Outstanding statement
Ø Shortlists of resumes
Ø Media (advt) Cost-estimate
Ø Oneline statement
Ø Interview confirmation state.
In short, if any statement/tabulation/form etc. is required to be sent
(by post/fax/email) to any
· Corporate
· Client
· Candidate
· Associate/Allies/Affiliate etc.
Then, in each such case, a
STANDARD/MODEL COVERING LETTER should get attached, when activated by a
Consultant.
Of course Consultant would need to enter the “variable” data/info. Into
the standard template-also modify the letter if desired.
CMT/Mitchelle to prepare & make available all such STANDARD LETTERS
MS/1
INFO. REQD (OUTPUT STATEMENT)
Ø
What
shopping Baskets (online) were received
-
On
any given date?
-
For
any given period?
-
For
any given Consultant?
-
From
any given Client-Co.?
-
From
any given “Industry”?
-
For
any given “Function”?
-
For
any given “Designation-level”?
-
From
any given City/Region/Country?
DECISIONS IT WILL HELP TAKE
Ø
How
are online “inquiries (i.e. Shopping baskets) behaving? Going up/down?
Ø
Do
we need additional resources to handle increasing inquiries? Do we need to hire
more “Industry-Specific” Consultants
Ø
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?
INFO. REQD (OUTPUT STATEMENT) MS/2
Ø
How
many / which shopping-basket got converted into an order? How long did it take
– from
·
Receipt
of shopping basket
·
Sending
of proposal/term
Ø
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
Ø
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?
Ø
What
can we do in each of these Cases?
Ø
Are
any policy-changes warranted?
Ø
Should
we “revive” the Case?
Ø
Should
we make an “exception”?
INFO. REQD (OUTPUT STATEMENT) MS/3
Ø
How
may Shopping-Baskets have been “answered” (i.e. proposal/terms Sent)?
Ø
How
may remaining to be answered?
Ø
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”.
DECISIONS IT WILL HELP TAKE
Ø
What
are reasons for building-up of a “backlog”- if any ?
Ø
Which
Consultant is in “areears” ? why? – Reasons?
Ø
Do
we need to “re-allocate” industries allocated to each Consultant?
Ø
What/how
to re-allocate if a given Consultant is going on leave/resigns?
INFO. REQD. (OUTPUT STATEMENT)
Ø
“OUT-OF-POCKET” EXPENSE
INVOICE SUMMAY
Client wise / Value wise / Date wise
DECISION 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?
Ø
PAYMENT
CHEQUES RECD. HISTORY
(overall / Client wise / Date wise
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 payment 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.
Ø
INVOICE
SUMMARY TABULATION
·
Client
wise
·
Consultant
wise
·
Overall
·
Value
wise
·
Date
wise
(Anytime /
Month-end / Quarter-end / Year-end)
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.
Ø
“FINAL
PAYMENT” Tabulation.
(Value wise / Date wise)
DECISIONS IT WILL HELP TAKE
Ø
How much
final payment (after adjusting “advance” & “progress payment” is due /
overdue from whom, when
Ø
How
to follow-up ? who shall follow-up.
Ø
“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 ?
Ø
ADVANCE
/ MIN. SEARCH FEE / RETAINER-FEE TABULATION
(Value wise / Date wise)
DECISIONS 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, ,,
·
Whether
we should wait till advance is received ? or start work ?
·
Whether
we have, in a particular case, agreed to work without advance ?
Ø
CUSTOMER
OUTSTANDING PAYMENTS
(Ind / Func. / Desig. Level / Client /
Consultant wise in chronological order) – Value wise (Descending)
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).
Ø
“EXECUTIVE
APPOINTED SO FAR”
Summary
·
Industry
wise . Date wise
·
Func
wise . Billing
Amount wise
·
Desig.
Level wise (Descending
order)
·
Client
wise . 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 lured / pinched that executive ! Then
promotion will boomrang !!
·
To
help in “Advertising Matter” (to bolster our “claims” ! )
·
To
approach / write to these very executive (whom we appointed anywhere/anytime)
for
-
Recommending
Someone
-
Giving
us “business” from his new Company/Employer
·
Analysis
of all order 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 ?
Ø
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
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 ?
·
Did
he/she ever get appointed thru us ? If so, where ? when ? as what ? at what
salary ? Did we collect our fees ?
Ø
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 ?
Ø
Overall,
order-backlog analysis
(month-end or at any point of time)
Ind-wise : Client wise
Func. Wise : Consultant wise
Desig. Level wise : Order
value wise (Descend)
Chronological (Descend) : Salary
– wise
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 likely hood of “wasted/underutilized”
resources. We must maintain a “healthy” backlog at all times by adjusting our
INPUTS/RESOURCES.
Ø
How
many orders are pending (at any given momen) from a particular client ? –
Arranged
-
Chronologically
-
Order
value wise
-
Designation-level
wise
-
Likely
completion-date wise
-
Consultant-wise
DECISIONS IT WILL HELP TAKE
·
Shall
we approach client for more orders ?
·
Is
one client monopolizing/being-up our resources ?
·
Shall
we “re-allocate” these pending orders ? Amongst whom ? (will require informing
client)
Ø
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 load to consultant (in case of underload)
·
Advice
client/clients of likely delay
Ø
Interest
– Letters
o
Sent out Inquiry-wise
o
To
be sent
DECISIONS IT WILL HELP TAKE
·
Aggressive
follow-up
·
Automatic
Reminder
Ø
Resumes (Search – Result)
o
Already
sent out order
wise
o
Remaining
to be sent
Ø
One-line
Statements
DECISIONS IT WILL HELP TAKE
·
Aggressive
follow-up
·
Automatic
Reminder
Ø
Interview-Call letters
o
Sent
out order
wise
o
Remaining
to be sent
o
Confirmation recd “
o
Confirmation
remaining
DECISIONS IT WILL HELP TAKE
·
Aggressive
follow-up
·
Automatic
Reminder
Ø
“Interviews
Held” Summary
(Overall, chronological/Client wise)
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
o
Shortlisted
(for further interviews)
o
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 ?
Ø
At
what stage is a particular order ?
Ø
Is
it progressing / proceeding as per pre-decided schedule ? Are we ahead / behind
schedule
o
Committed
by consultant, (internally)
o
Committed
to Client (externally)
DECISIONS IT WILL HELP TAKE
·
Advice
client of delay/revised schedule
·
Change
priorities of Consultant
·
Transfer
to another Consultant
·
Provide
additional “help” to Consultant
Ø
“RESPONSE
RECEIVED” Tabulation.
This will cover
o
Vacancies/positions
at 3P
o
HOT JOBS
DECISIONS IT WILL HELP TAKE
·
Who / How many applied
·
Online
“rating” / shortlisting / segregating rating-wise / position wise / city wise
·
Sending-out
interview-call letters
·
Printing
oneline statements for sending to client
Ø 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 / underestimate, both timewise / 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
o
Generally
applicable to all future orders from all/any clients
o
Specifically
applicable for future inquiries from this client.
·
Was
“Yield” Commensurate with our efforts ?
HISTORY
Ø
COMMUNICATION
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 colored 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.
OUTPUT STATEMENTS 9/10/2000
ORDER EXECUTION SYSTEM
Category Statement |
Marketing - Sales |
Order-Processing |
Order Backlog |
Payments |
History |
||
As Proposed by Applitech |
(15) Consultant - wise Client List (2) Sales order (1) Proposal |
(23) Advt. Response (Media) (22) Advt. Response (client) (3) Project Plan (20) Expected date of Joining (18) Order Execution Details (17) Resume Sent History
(Candidate wise) (16) Resume Sent History (Client
wise) (4) Advt. Details. (14) Interview Details (Client) (11) Prospective Candidate (10) Follow-up with Candidate (9) Follow-up with Client (6) Interview Schedule (5) Oneline statement |
(12) Pending OEN
(client/Consultant/date wise) |
(19) Compensation Details (7) Invoice |
(21) Client Information (24) Janam Kundli of client (25) Janam Kundli of Candidate (13) Order History (client) (8) Project Variance |
||
Additional (including duplicate?)
proposed by 3P |
MS/1 ·
What shopping baskets were received ? MS/2 ·
How many/which SB got converted into on order ? MS/3 ·
How many/which SB has been answered ? |
OP/1 – Interest Letters OP/2 – Resume Sent OP/3 – Int. Letters Sent OP/4- Interview Held OP/5 – Order stages & Order
Monitoring OP/6- Response Recd. OP/7 – Purchase Order History OP/8- Communication History |
OB/1 -Order Backlog Analysis OB/2 -Orders Pending Analysis OB/3 -Load on a Consultant |
PY/1 - OOP Invoices PY/2 -Cheques Received PY/3 -Invoice Summary PY/4 -Final Payment Tabulation PY/5 -Progress Payment Tabulation PY/6 -Advance Tabulation PY/7 -Customer Outstanding |
HS/1 -Executives Appointed so far HS/2 -Order Executed Analysis HS/3 -Candidate History HS/4 -Client History |
||
OCT.
9, 2000
TO
Tapan
(Applitech - A’bad)
CC:
Ravi
(Applitech – A’bad)
Sudhakar
(Applitech – Mumbai)
Mr. Nagle –
Mumbai
Mr. Cyril
Ovely – Mumbai
Order Execution System (OES)
I refer to
our several meeting 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).
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,
Ø Occurred to you but not to me
Ø Occurred to me but not to you.
Taken
together, hopefully, these will add-up to our requirement.
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!
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
Ø Tactical / operating decisions
Ø 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
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, these “tools” are really meant
for “techies”.
They feel,
Ø Wherever possible (to the extent
possible), We should “freeze” the design of each output statement in advance
Ø 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:
Ø Note dt. Aug. 24, 2000 (our original
order)
Ø Note dt. Sept 14, 2000 (our revised
order)
Ø Your revised offer dt. 12/9/2000
(and the discussions on features listed on p-13)
Ø My email of Sept.20 to Ravi
Ø My note given to you on oct. 5
I now await
your detailed report.
With
Regards,
Hemen
Parekh
P.S.
Also find
enclosed, my remarks on various pages of
“REQUIREMENT
CATALOGUE”
Which was
handed-over to Nirmit on Oct.5.
Only
your own intense interest / involvement/interaction with APPLITECH team,
will lead to a satisfying solution.
CC: Nirmit
CC: CMT
CC: AMB
CC:
Mitchelle
MANAGEMENT
PRINCIPLE
Ø Speed is the essence
BUSINESS
RULES
·
Each
shopping basket must be answered (Send proposal/terms) within 24 HRS
·
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)
INFO. REQD (OUTPUT
STATEMENT)
Ø ADDRESS FOLDER
(Ph/Mobile/Fax/email/Add) (Allies/Clients/Corporates/Members/Non-Members)
DECISIONS IT WILL HELP TAKE
·
To
send-out individual messages/Communication
·
To
send-out MASS-MAILERS
Notes on pages:
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. This is prepared by a consultant
independently – Since client is not participating in these interviews.
Mostly these interviews are conducted at 3P’s own consultants/experts, who
fill-in “Interview Evaluation” Sheets.
Compensations (detail) format
Compare – 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)
Requirement Name: Industry Master
-
Available
as dropdown on website
-
Separate
for IT-Professionals
Requirement Name: Product or Service Master
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.
Requirement Name: Designation Master
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
“EXAPLES” only in case of IT-Professional. Of course this list can be
enlarged/expanded from time to time.
As far as Non-IT (other) Professional 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.
Once again the problems that we run into are
Ø
A
dropdown of 200/300, takes too long to “download” & too long to “Scroll”,
once downloaded.
Ø
When
people make “free text” entries, they spell, same designation differently !
Requirement Name: Project Activity Master
Actual sequence (of activities) followed will very from
o
Client-to-client
o
Consultant-to-Consultant
o
Order-to-order
Requirement Name: Follow up activities
Ok (+ Same remarks as on preceeding page)
Requirement
Name: Media Master
I think
this may not be necessary. By & large, we advertise in 8/10 newspapers and
magazines
Requirement
Name: City Master
Lakhs of Cities
& Towns “Master” not Possible!
City Code –
PIN/ZIP should be used
Requirement
Name: Billing Cycle Master
Adjustable
or Non-adjustable
-
Advance
(Minm Search fee)
-
Retainer
-
Progress
Payment
-
Final
Payment
Solution:
Type of
proposal (flat rate % rate, Turnkey) – 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.
Requirement
Name: Sales order
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/minm 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. May be we should
modify item #11 as
|
|
Requested |
Recd. |
11.1 11.2 11.3 |
Advance Amount Date |
|
|
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 canbe treated as Sales
Order”.
Quite
often, client confirms our proposal/items orally & asks us to start work.
Probably this happens in 80% of the cases !
Requirement
Name: Project Plan
If this schedule
any different then item #9 on preceeding page ?
Is this
schedule far more “detailed” & for “internal use” only? (as compared to
what is stated in sales order?)
This is a
must.
Suppose
client requests a change ? Especially if 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
clients, we must have a provision to treat the project as CLOSED.
Critical
Or “Client
Confirmation of Proposal”?
(prelim
Interview dates)
In every
screen, we should try to capture the mobile phone no. of clients &
candidates, since, our first choice would be to send SMS/WAPP messages, failing
which to send emails.
(along with
prelim. Interview Evaluation sheets) (Final interviews with clients)
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
Requirement
Name: Advertising Details
(Reimbursement
as out-of-pocket exp.)
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.
Reimbursement
– Mode has the danger that we have to first pay the Advt. Agency
But
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.
Then there
are Cases (eg. IRISE), when we ourselves bear the cost of Advt. there must be
provision for this
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