Hi Friends,

Even as I launch this today ( my 80th Birthday ), I realize that there is yet so much to say and do. There is just no time to look back, no time to wonder,"Will anyone read these pages?"

With regards,
Hemen Parekh
27 June 2013

Now as I approach my 90th birthday ( 27 June 2023 ) , I invite you to visit my Digital Avatar ( www.hemenparekh.ai ) – and continue chatting with me , even when I am no more here physically

Wednesday, 15 February 2023

System Requirment ORDER EXECUTION MODULE

 

CMT                                                                                                                                  6/9/99

Module 2 -implementation schedule

By now, you must have gone thru module 2 original file if so, please return to Cyril today.

On Saturday I also gave you my original folders (#5-6-7-34) for study please go thru these then discuss with all the consultants.

As mentioned to you / Cyril we should not aim / target to implement all the feature of module 2 at one go! That would unnecessarily stretch the time frame.

Idea is not to aim for perfection. Idea should be get on with few features at a time in small dozes but in quick succession this will also enable us to give feedback to Cyril.

So, what we need to do is to look at all the feature / functionalities that we want then priorities these the most important at the top.

 

 

 

 

I enclosed a form in which you could do this exercise. By making enough copies of this form, you and maybe each consultant could independently enter the priorities as he/she perceives.

Each consultant will enter the priorities from his / her needs / past experience which prioritising they must ask

What will help me speed-up the order execution process? On what activity am I spending most of my time? What information / data takes me longest to retrieve?

 

When everyone (including yourself & Nirmit) has entered your priorities independently, hold a marathon meeting (not later than 9th Sept) & debate to reach a CONSENSUS which we should handover to Cyril latest by coming Saturday11th

 

CC: Nirmit

CC: Cyril

 

 

 

 

 

 

 

 

 

CYRIL                                                                                                                                       26-5-99

 

POP-UP SCREENS

 

One of the important features of our ORDER EXECUTION MODULE is the

 

POP-UP Screens.

Idea is that whenever a Member (candidate) OR a client (Company) phones, anyone  within our organisation (usually a consultants) should be able to see / view on his/her PC screen a complete

 

JANAM KUNDLI

Of that candidate or that client

 

In the enclosed chart (POP-UP MENU) I have tried to list a set of Files / Documents (about a client or a candidate) that a consultant might want to view on his screen WHILE he is talking on the phone with that person.

I enclosed some literature of SMARTNESS software from SIEMENS which claims to be able to do this trick (costs RS.18500) and will work only on SIEMENS OWN ISDN compatible EPABX Model Hicom 118E- costing another Rs 3.0 lakhs!

 

I am sure, we CANNOT afford this investment at this stage.

Sometime back, I sent you a big comparative tabulation of some 12 PIM (Personal Information Manager) software (each costing between Rs.2000/- to Rs. 5000/-)

Some of these also claim to have the POP-UP SCREEN capabilities!

But

If I am not mistaken (pl. check out from their respective WEB_SITES) these PIMs would require

-ISDN compatible EPABX

-ISDN phone line.

 

If this is true, we will, in any case need to scrap our existing EPABX (HICON-120) which SIEMENS says cannot be upgraded to ISDN compatibility (had us Rs.1.2 Lakhs 3 Years ago) if we buy new EPABX from siemens (their agent) they will give us a relate on our existing EPABX equal to its present book-value.

 

So, the options before us are:

 

1)      Buy Siemens EPABX, along with SMARTEST pop-up software cost Rs. 3.2 Lakhs-relate on old epabx.

2)      Buy some other make ISDN compatible EPABX and install one of the cheap PIM software downloaded from net.   Cost:----------------?

 

ENKAY-NITSUKO sent an offer for Rs.6 lakhs! But I am sure some cheaper ISDN compatible EPABX must be available in the market. We have to investigate.

 

Of course, if you can discover thru your research that there exists some POP-Up software that works on non-ISDN (analog) EPABX, that would be simply wonderful!

OR

We simply do not bother to do things automatically for a while. EG: when tele operator transfer the phone call to a consultant he/she simply uses her keyboard/mouse to open any file/document listed against the NAME/PHONE no. of that candidate/client.

Could you please help me decide?

 

 

 

 

OEDER EXECUTION MODULE

SYSTEM REQUIRMENT

INDEX

Subject / Topic of Note

Date

MIS-Daily/Weekly/Monthly statistics

3-9-93

3 Dimensions (Number/Time Frame Reward)

17-9-93

Interview feedback from clients

27-4-96

Order backlog / pending Assignment Analysis

29-11-98

10 Standard Statements

11-7-93

Interview Follow-Up

25-6-93

31-3-94

7-5-97

27-5-97

Follow UP

With our own staff

With our candidate

With clients

 

30-3-94

30-3-94

29-3-94

Chasing events & Activities

To send what-when-whom

30-3-94

18 Screen (POP-UP?) of Paperless office

12-11-94

26-11-94

Order Execution System – Master Chart

2-9-93

1-2-94

HELP DES & QUERIES

Clients / Candidates / Associates

23-4-94

16-11-94

 

 

 

 

 

Cyril                                                                                                                                     2/5/99

 

                         Sub: Order Execution Module

 

The enclosed note (E-mail) is 5 years old (23-4-94)

At that time internet was beyond horizon. So, it is not surprising that in the enclosed note, I have talked about the concept of

                                                   HELP-DESK

With several technical & commercial support staff

-talking orders over telephone

-answering Queries over telephone.

That concept of a client,

Placing order thru internet

Tracking / monitoring progress of his order on our website.

Simply did not exist!

But in 1999 things are vastly different.

Although HELP-DESK do exist (even on website), it is only a matter of time before these become OBSOLETE.

 

More & more companies are using internet (their website) as a

                                                   CENTER PIECE / ANCHOR

around which all their business-process are centred.

The current scenario is somewhat like

 

Internet Business -Intranet

Supply Chain- Extra Net

Internet

 

Order execution

Admin

Sales

Accounts

HR

R&D

Vendors

Contractors

Suppliers

Inventory Mgmt

Company Information

Product info

Helpdesk

Tech Support

Order placement/ credit

Card verification

 

But I feel for most companies (at least in USA/Europe / Japan) the barriers would fall and there would be a SINGLE interface for -Employees / Suppliers / Customers

That single interface would be a company’s WEBSITE!

 

This has already happened with a few large American companies Examples of these could be found in following books.

Web Pages that suck (sent to you)

Economics

Business @ speed of thought (bill gates)

Direct from Dell (I am still reading)

 

If we had implemented HELP-DESK 5 Years ago that would have been fine. It might have even helped our staff to get used to doing business over telephone.

 

But having waited I feel it would be wise to simply by-pass that stage of evolution altogether and straight away jumps to the concept of FULLY INTERACTIVE SINGLE INTERFACE WEBSITE

We may still develop our

                                                   ORDER EXECUTION SYSTEM

                                                        Module #2

Around our INTERNET & thoroughly test it out before MERGING with the INTERNET.

This will help us to debug our internal business processes before exposing these to the public at large.

 

If these (process) do not perform 100% correctly / accurately on our website it might get advises reaction even ridicule and clients may NEVER RETUEN!

 

What is happening to our MEMBESHIP SERVICES (Edit/Auto Job search / Job mail Robot) for the last 8 Months!!

Buit our goal has to be clean right now.

And that is merger id Internet with Intranet Assuming that

-Implementation of module #1 takes 2 months (may/June)

Development of module #2 (order Execution) covering features in the enclosed notes takes

 

                        3 months (May /June /July)

Testing of module 2 takes 2 months (Aug / Sept)

Development of NEW WEBSITE (NT based) takes 2 months (Oct / Nov)

 

Merger of module #2 into new NT Based website takes 3 monts (dec / Jan / Feb /

We are talking of a project Time Frame of 12 Months

If we manage this schedule ( and do you see any reason why we cannot?) at the end of this 12 months period, we should be ahead of

-          All Indian jobsites

-          Most of the worlds jobsites

By march 2000 I also expect that in india

Internet subscriber base would have grown substanticaly

Many ISPs would be operational

Internet over cable would have become a reality (in cable /SITI cable & a Delhi Party which expects to launch this by June 99) if this happens millions of home TVs will be able to access internet alone have 2.3 million cable tv connection in 12 cities.

Hundreds of cyber-cafes would have come up

Internet connection charges would have dropped drastically (each late comer ISP would have to drop prices to be able to enter the fray) (DISHNET offering Rs. 1.8 /Hour in pune / Chennai )

e-Commerce would have become a little easier

(yesterday HDFC announced Payment Gateway     14/5/2000)

In the books mentioned earlier & I have underlined / marked out sentences / paras / pages, which I would request you to read,

Before   you start working on module#2

Unless we have the GRAND PICTURE in front od us, we would end-up on the periphery!

I subscribe to Jack Welch’s(GE) business philosophy VIZ

If in any business, you cannot be either#1 or #2 get out of it!

To important this project I am ready to commit

-required funds

-My own time

-3P Organisational Support

I am sending this note to you with a request to commit

-your own personal time / attention

-a dedicated team of professionals

-time frame (with bonus / penalty clauses)

How soon?

 

Regards

H C Parekh

2/5/99

 

 

 

 

 

 

 

 

 

 

 

                       E-MAIL (HELP DESK CONCEPT)                              23/4/94

 

Although we would need to use it extensively for

-internal communications between all of our 20/25 workstations

-communicating with these of our clients who have E-Mail (2way)

-communicating with our Associates who will install E-Mail

It is highly unlikely that our candidates will ever use it to send us their biodata

 

Reason?

-Lack of access to a computer with E-Mail facility.

-Having to type out their biodata on email & lack of privacy to do this.

-Fear of some one in the office uncovering / discovering the file in case he is unable to erase totally after transmitting to us.

 

The alternatives most likely to be used by the candidates (to send their biodatas to us) are:

# Post / Courier

# Fax

# Phone in bio data

 

We want to encourage #3 because of its tremendous potential every excretive may phone in his biodata.

Initially we may leave VOICE-MAIL (and therefore part or whole of our LAN system?) ON

From 6AM – 9 AM (before executive leaves from office)

7 PM – 12 midnight (after return home)

Whatever is deposited in the voice mail box is entered / keyed in daily into our System by one or more operator (as daily assigned by EDP Manager)

But this will not suffice

 

We would want executives to phone in their biodatas even during the working hours.

Viz- 9 AM – 6 PM

It is for this reason that I have envisaged the TELECOM ROOM.

This is where ¾ operators will sit with – headphons a PC

 

They will ask question to the executive ( as per format appearing on the screen) phoning

As they listen to the executive they will key in the answers.

This is a very common situation in lots of SERVICES INDUSTRIES

Eg:

# Airlines / Railways

# Hotels

# Transport / Courier

# Computer Maintenance

# Telecom companies                             etc-etc

 

 

If we, someday can install a reliable VOICE RECOGNITION SYSTEM we can do away with key words. Each operator will sit in a sound-proff glass partitioned cuticle and SPEAR-ALOUD the answers, as she listens on the headphones.

 

At least one telecom operator will be needed to answer telephonic queries from the candidates. Would want to know whether

# We have received their biodata /RF

# What is their PEN (Permanent Executive No)

# we have sent their biodatas to any client & if so response he /she has been short listed by the client after his /her interview on so and so date with such and such client or if he has been rejected

# When can he expect to receive an offer

# Whether we have recd their UPDATE form  etc-etc

 

Similarly the same operator will also need to phone-up many candidates everyday to inform them about their being selected for interview if they are interested in that client when can they attend interview.     Etc etc

As she is listing, she must record (key-in) the response into appropriate FILES which in turn must update all connected files automatically.

On very similar basis one telecom operator would be needed to constantly phone clients and receive / reply she too must enter client instruction / requests into the machine she can even accept and enter EXECUTIVE SEARCH REQUESTS over phone based on this machine system will activate.

                                       ESR RESPONSE MODULE

Which will send-out standard latter/terms / amount of non-refundable advance required etc to the client.

Till client confirms Terms /sends cheque this request will remain in

 

                                       INACTIVE / DORMANT REQUEST FILE

 

As soon as terms are confirmed / advance received and this information keyed in (into FINANCE / ACCTS MODULE?) immediately the request will be transferred automatically

To

                                                          ACTIVE REQUEST FILE

Receiving and processing request over telephone will remain a performed mode for many client-companies.

Of course, they should be encouraged to send requests.

-Over E-Mail

            Direct assimilation into our system with OLTP online transaction processing

-Over Fax

           Directly rea into our machine / system thru a fax (or a scanner?) and assimilated online

Over Voicemail

              Read and keyed in by our Telecom operators into our system.

                                3P Order Execution System                                       2/9/93

 

 

In the enclosed charts, I have shown the flow of information / stream of information taking place. Each stream is like a thread.

 

We have to visualise 100 threads which gets hopelessly entwined. And if all 100 are same colour (black & white) imagine trying to untangle these! A nearly impossible task.

If would be a Gordian knot but in a business situation you cannot take a sword cut it and move a head!

But if each of the 100 threads was of a different colour there can be some hope. Even then it would take a long time to unravel since shades could be deceptively similar.

But if each was not only of a different shade but all threads one laid-down parallel to each other then the task to trace either of the (two) ends becomes quite simple.

Our job is to devise a system that is so simple that we can catch the thread at any point of time / length and trace the entire length within minutes.

 

What is required is to give assign a UNIQUE NUMBER to

# each client

# each Candidate

# each Purchase order / ESR

 

As far as Candidates are concerned, we have a unique SERIAL No which is unconnected with the company code no. so that part / requirement will be taken care of

Now Comes the CLIENT or COMPANY code No.

Today we have provided certain lacks of no’s within each industry together totalling about 10,000.

This is against CMIE list of 2300 companies. Some other DATABASE have 3000 listed companies but a client could be a small partnership from and may not figure in our MASTER CODE of companies there are tens of thousands of such companies.

Therefore, I suggest we assign a unique serial no as

                                         Purchase Order No (ESR No)

 To each incoming request / order as soon as one is received.

I think this provision perhaps already exists.

What is required is to implement the same as soon as REVISED HH 3P system is installed.

But in the meantime we should prepare a MANUAL register (a List) in which we should complie ALL PENDING ORDER DETAILS.

This is because not every client has filled in as ESR. Some have described their requirement in a letter or even phone some have sent the TABULATION (covering 5/6 vacancies)

We should treat each vacancy as a SEPARATE / DISTINCT purchase order.

Because we are getting advance per each vacancy and raising invoice per person appointed.

Of course we may debate if this is the right things to do on case eg. Bellini or FINOLEX orders

-          10 Fitters

-          20 Plant operator

Which are identical

There may be no advantage in creating 10/20 pur order no. we will increase a lot of work by duplication.

Each purchase order must be immediately ACKNOWLEDGED a standard letter could be devised and client should be requested to use the PUR Order no assigned in all future correspondence for quick reference / responses.

I foresee a not-too-distant time when certain PRIVELEGED CLIENTS who give minimum so much business to us every year may be allowed to access our order Execution Module

Using modems / password of client purchase order No

And

Be able to find out the

ORDER EXECUTION STATUS

# On their own

# at any time

# without intermediary of 3P personnel

 

We should try to make this part of our system transparent to the clients.

To begin with we should make it transparent to ourselves!

Bill Gates / Michel Dell advocate this! In their booked published in 1999!

                                                                                                                                        2/5/1999

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                   ORDER EXECUTION MODULE                                                              1/2/94

3P SYSTEM DESIGN

 

Client “JANAM KUNDALI”

 Given

-A client Company’s Name

We should see Screens which will tell us

1.      Address

2.      Phone Numbers

3.      Fax Nos

4.      Senior Executive Names (with whom we normally deal)

5.      Resi. Phone No’s of Sr. Executive

6.       

Business-Related Data

# All biodatas sent till date (function wise / date wise)

# All Candidates interviewed so far (with remarks Re; short listing etc) date wise / offers mode.

# All executives appointed thru us and their date of joining in client company.

# All executives belonging to client -co who have registered with us (to ensure we do not send their Bio’s to the client)

# All Purchased orders (ESR’s) serially

# Each Individual purchase order total history

# All advt. released on behalf of client

# All Letters recd from client (scanned / stored)

# Whether 3P CLUB member & if so all membership-related information.

 

 

ACCOUNTS-RELATED SCREENS

 

# Advances (now commitment charges) received / adjusted / balance purchase order wise / total

# All invoices raised (appt / out of pocket) & cheque received / yet to receive with cheque no. /amt / date details

# All credit Note / Debit notes details

# Invoices of our advt. agencies / cheques.

# Cumulative client wise billing (Rs)

# Cumulative client wise appts (Nos)

# Year wise billing / appt

This info will be very useful if we ever have a system under which each one of our own mktg. mgr is exclusively working for a set of clients. This will help us judge the managers performance.

ORDER EXECUTIVE ACTIVITIES

can also be divided as

Executive Search related activities

Administrative Record keeping / Statistical Activities

Accounting Activities

# Job Description

# Man specification

# Search Parameters

# Access

# Advt. / Response / rating

# Short-lists

# Bio-Datas

# Computerisation

# Send shortlist / bio’s

# Call letters

# Interview schedules

# Confirmations

# Order Acceptance

# Order Delivered

# Order Closed

# Transfer to statistics module

# Terms

# Advance

# Adv. Adjustment

# Progress Payment

# PP adjustment

# Invoice

# 25% Payment

# 75% Payment

 

 

 

 

                         Purchase Order System Module                                    2/9/93

 

 

Client    1 Purchase order details

3P          2 Offer / Terms Details

Client    3 Advance details

3P          4 Invoice / Advance Adjustment Details

              5 Order Execution details

a.      Search list details / Advt. details

b.      Candidate Bio data sent details

c.       Interview call latter sent details

d.      Confirmation receives

e.      Person attended

f.        Persons shortlisted for front interview

g.      Persons finally interviewed

h.      Appointed Person

i.        Issue of Appt letters / send to 3P Comp details receive

 

 

 

 

 

 

 

 

 

                                       3P SYSTEM DESIGN                                                         1/2/94

Order Execution Module

PRODUCTION – CONTROL SYSTEM

Purchase Order Register / ESR Register

 

Serial No wise (and therefore date wise chrono logically) file of all purchase order giving bare / minimum details of

# PO No & Date

# Client Co.

# Position (No of Vac)

# Mode (A/D) Search Mode

# Advance – Expected / Not Expected.

 

Client Request

 Formal (Thru Letter / ESR)

 Informal (over phone / talk)

By zooming onto a specific purchase order no., we should get full status / details re: that PO.

 

 

 

 

 

3P SYSTEM DESIGN                                                                                                            1/2/94

ORDER EXECUTION MODULE

 

Given -a Purchase order Number

We should find

 

# Status / Progress report

# Bios sent (date wise)

# Online Statement sent (date wise)

# Interviews arranged sent (date wise)

# Interviews feedback (reject / shortlist)

# Persons appointed / joined

# Advances (to receive / adjusted / to be adju)

# Invoices (incl- out of pocket)

# Payment (recd / balance)

# Balances

# Expenses incurred

    On our own (non-reimburse)

    On Clients behalf (reimburse)

# Correspondence

ORDER EXECUTION SUMMARY

 

This Statement can be broken-up into two separate statements as follows:

1.      Completed order statement

2.      Pending order Statement

Last column Status would disappear. In its place will come a column for Invoice, Amt / dt / Cheque no / amt / dt and cumulative Invoice value / cumulative Payment value

Last column will be replaced by cumulative Invoice value which is the same as cumulative order building value.

 

 

 

OUTPUT

 

Send call letter to desires A/B/C/D candidate mentioning

# Date

# Venue

# Reimbursement

# Position

# Address of Candidate

Envelop / label Printing

 

Regret letter’s to interviewed / Rejected Candidate

 

One Line Statement of all A/B/C/D candidate (in short, all applicants)

Floppy of above category also

*A related Candidate

*B related Candidate

*C related Candidate

 

Print out of executives called for Interview.

 

 

 

ACTIVITY

# Preparation of advt. draft

# Release of advt. in media

# Receipt of application

# Filling in Appropriate box file (Position)

    Date of receipt

# Rating of Application A, B, C,D by HCP / NHP

A-Excellent

B- Good

C-Acceptable

D-Reject Untastable for advt. posting

 

# Entering minimum data into HH3P

~Posting advertised / date of receipt applicant

~Name of Applicant (surname First middle)

~Address

~Telephone No office / residence

~Executive code

~Birth date/age

~Education Qualification

~Name of current employer

~Designation (current)

~Experience years (current)

~Experience years (total)

~Function (Mktg / Technical / Administrative /Material / Stores / Logistic / Systems /      Finance (accounts etc)

~3P Rating (A/B/C/D)

~Interview assessment details.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FORMS / SCREENS

Source: Paperless Office

 

1.      Client Details

2.      ESR Details (ESR Summary)

3.      Details of Individual ESR

4.      A. Advance payment summary (chrono)

B. Advance payment summary client wise

C. Advance adjustment details.

5.      Acknowledgement (client wise)

6.      Search efforts (findings-results)

A.      Client wise

B.      ESR wise

7.      Details of Printouts / Bio dates sent to clients (client wise / position wise)

8.      Client Response details

9.      Details of Interviews arranged / Attended / Shortlisted / Final

10.  Offers Issued / Accepted / Declined / did not Join / Joined etc

11.  Details of Appointment Letters / offer Letters

12.  Salary Details / Compensation formats received from client

13.  Invoice Details / Follow-up on outstanding

14.  Payment cheque details

15.  Advance adjustment / Balance payment details

16.  Client Correspondence

17.  Candidate correspondence

18.  Associate correspondence

19.  Out-of-pocket (OOP) Expense details.

 

 

 

 

 

 

 

 

 

 

 

The proceeding diagram roughly describes the flow of work-related information between

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 There are 18 stages each holding different INFORMATION-FILE

It is possible that some files may contain duplicate information (to be avoided as far as possible)

The ANCHOR-POINT is executive search request number it link all stages & files.

Of course one may not remember an ESR by its NUMBER in which case one should be able to click the mouse.

CLIENT NAME (most easily remembered)

ALL ESR’s from this client in / screen serial order

One can go about other way by clicking ESR Serial No List.

Specific Client highlighted separated.

If remembering ESR No is going to prove formidable one can think of making CLIENT- NAME as the ANCHOR-POINT / REFERENCE POINT

This would mean all 18 files are linked to a given CLIENT-NAME

So you click – CLIENT NAME

Click – ESR NO

Click – FILE MENU

Stage 1 – Client details

Stage 2 ESR details

Stage 3 Advance Payment

Updating anyone file will automatically update any other (of the 18) files where same info is duplicated.

 

ESR can be a MODE A (Advanced) assignment.

Put it other way,

An Advertised Assignment should also be treated as an ESR.

But an advertised assignment may contain 23 positions 9e.g.our recent advt. for HOD)

In which case, each position should be treated as a separate / distinct ESR and given a serial Number of its own.

This will help us to keep track of each POSITION, thru all the stages.

In an advt. Position say PIPING ENGINEER we are sending to the client., details such as

Total No of application received

Total no related A / B / C / R

No of Xerox copies of bio datas sent

For clients scrutiny (usually A&B reted)

 

This corresponds to DATA-BANK SEARCH RESULTS in case of MODE

One question that will need to be resolved is under mode A Advt. we are giving each application under each position code a serial No

PS-5/1      PS-8/1     PS-12/1

PS5/2        PS8/2      PS/12/2

 

We also need to give each applicant a PEN (Permeant executive code No)

Say PS-5/1=4923865                 PS-5/2=4923866

 

After 6 to 12 months, we may be able to drop PS-1/1   PS-1/2 etc (ie 6 to 12 months after advt. appears) till such time both not may need to be referred to.

Or can we say/

PS-5/1=4923865                 PS-5/2=4923866                   etc.

 

This may help us to pinpoint that this particular executive had applied against advt. for HDO.

 

 

 

 

Paperless Office

Organization of work-related information                                   26-11-94

 

Having defined the 18 stages of work flow information flow next we need to define the

FILE -STRUCTURE

What I have in mind:

Each of these 18 stages will be seen as a SCREEn on which pestinent / relevant information is arranged / stored / visible.

 

This will enable us to instantly answer

# Candidate Query Listed in a separate section marked

# Client Query Listed in a separate section marked

# Associate Query Help Desk & QUERIES

# Internal Query (for follow-up action)

 

I might have defined these screen elsewhere but I will do so again in the following pages in a consolidated fashion.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FOLLOW-UP WITH CANDIDATES

 

# Additional data requested / queries raised about his geographical preference / housing etc.

# Return of Regi Form

# Annual up-date form (happy birthday as happy-Anniversary of appointment – in case of those executives appointed thru us)

# Interview-date confirmation (after first relaying to him interview date information)

# Rush us copy of your Appointment Letter

# What happened at the interview? (feedback)

# We have sent your bio data to so and so co.

# Are you interested in so and so company?

# Sorry! You are not found suitable by

# Congrats! You have been short-listed for further / final interview by------------

# Can you pl. come and meet me on ---------?

# Whether offer from client is acceptable?

# Whether summited organization to current company!

# Whether Resignation accepted by current company?

# Date of Joining.

 

 

INTERNAL FOLLOW-UP

 

If our staff is sufficiently self-motivated / inspired / achievement oriented,

Then internal follow-up should be entirely UNNECESSARY

This may take some time.

It also pre-supposes that every member of the staff knows What is expected of him / her.

This means goals / objectives / targets are well-defined for each member of the staff and fixed in a definite TIME-FRAME.

 

Then means have to be clearly communicated, so everyone knows

#1 What is expected of him (qty)

#2 of what quality

#3 when (time)

 

These 3 are Performance criteria These criteria must be laid-down for each TYPE of activity.

If we do not have the NORMS, we can envolve them historically by keeping OUTPUT-RECORDS on a daily basis for each staff member, even if he is doing different type of work on different days.

 

Each ACTIVITY type will be cumulative as also the hours spent cumulatively.

So cumulative records average productivity

 

This will be low in the beginning and improve as each staff member a enquires knowledge / skill.

 After a time it will taper off and stabilize.

Any improvement (in a person’s productivity level) beyond this stage can only come through.

-change in methods

-change in Technology (e.g. Voice recognition)

 

I have digressed a bit. Let us get back to follow-up

At the beginning (or the end) of each day we need to look at the screen and find out.

1.      Biodata’s remaining to be entered at each of the SIX/ SEVEN levels which I have defined elsewhere

2.      Biodata’s remaining to be converted (treating this as a different level)

3.      ESR remaining unattended (ie. Searches yet remaining to be conducted against ESR’s receive.

4.      Shopping baskets against which offers yet to send Now ESR itself could be recognised at different levels such as:

#1 a remark heard at a party that XYZ co. is looking for ABC vacancy to be filled.

#2 an Inquiry (oral) at a meeting / party by an officer / manager of any company that he is looking for such and such person.

#3 an oral request from a regular client (could be telephonic)

#4 a letter/fax request from any company (including a regular client) may or may not know / accept our TERMS.

#5 an ESR receive from a client (without advance)

#6 an ESR with advance receive.

 

There are arranged in ASCENDING ORDER OF IMPORTANCE AND COMMITMENT.

Till Volumes of request falling under #6 & #5 is substantial enough to keep us busy, we will have to attend / entertain other types of requests as well this is the only way we can build-up a healthy client etc.

So while entering the request in the computer we must define its LEVEL

At the end of the day system must tell us, at each level how many requests have remained UNSRSCHRED

 

5.      Having been Searched for how many ESR we have yet to send out biodata’s / one line statement?

6.      How many which interview-call letters remain to be sent-out?

7.      How many Invoices remain to be sent out? For which appointments? for which out-of-pocket expenses?

8.      How many Payments remain to be collected? From whom?

-Chronologically

-Value wise

9.      How many bills (of suppliers) remain to be paid? How many are overdue? Beyond credit extendedly supplier)

10.  How many Mailers remain to be dispatched?

11.  How many letters (from Clients / associates / Candidates etc) remain to be answered?

12.  How many papers / Bio’s / Regi forms remain to be filed? Whether manually or electronically.

13.  How many biodata’s remain to be CODED?

Critical activity because without coding a biodata will remain outside the SEARCH-ORBIT!!

 

14.  How many advt. remain to be entered?

15.  How many letters are pending typing?

 

Basically. We are trying to offline the WORK BACKLOG SITUATION

 

Idea is to minimise arrears, if possible, eliminate altogether.

Idea is to drastically reduce our Response time this has to be our USP (unique Selling Proposition) this is what must differentiate us from all other agencies.

14 activities listed above are not comprehensive. As each backlog situation becomes apparent, we must write down that activity. This way the list will grow.

For each of this activity, we should make one person responsible. If the volume is too much for one person to handle, we should divide the responsibility amongst 2 or 3 person. But with sharpness / without overlap or ambiguity.

 

Enter Biodata

 

Divide

# One person for level #1

# Two persons for level #2 to #5

(A to L – one person M to Z – second person)

 

Biodata conversion (3 Persons)

A to J

K to T

S To Z

 

 

INTERVIEWS – FOLLOW UP

 

When the business volume grows there could be as many as 15/20 executives being interviewed daily.

For organising there interviews any number of clients would be phoning us daily.

We need to able the client (or he need to tell us on his own)

# Whom (exee. Code No or in rare cares Names) he wants to interview

On what date & day / time

Most clients will stop here!

We must question and find out for what position / designation / for what posting location.

Venue of the interview. Person whom he has to meet. Type of reimbursement ( train /Air etc)

I expect the marketing manager to enter this information on the screen, even as he listen to the client.

In course of time, a Telephone operator with a headphone should be able to do this. We may call such a person a Marketing Assistant instead of calling a Telephone Operator since in reality they are expected to do much more.

 

 

The Screen may Work like

 

Date:                                                                                      Marketing Assistance

 

 

Client Name (Co.Name( Client officer Name

Venue of Interview

Date of Interview

Time of Interview

Who will meet Candidate?

Person / Candidate code name

To be interviewed for (Position) Posting location

 

Type of Reimbursement

 

 

 

 

 

1St Class Train

 

 

 

 

 

Air

 

1

2

Action / Instructions Phone to Computer System

Phone Candidate (MA Mktg Assi) to record message in voice main)

Send Telegram / courier letter (maintain STD Letter No)

 

1

 

2

3

FOLLOW UP

Whether confirmation Recd??        YES/ NO

When Recd?         Date: --------

Whether Conveyed to Client?           YES/ No

Conveyed on? Date: -------

 

As Soon as this SCREEN has been entered into the SYSTEM should takeover and automatically.

 

# Sendout recorded message to candidates resi. Phone (taken from the database) it will instruct / request the candidate (or the person who has lifted the receiver to phone back

Mr. / Ms ------------------------

Marketing Asst – 3P Consultants

On Phone No---------------------------

And CONFIRM whether he / she will Attend the interview as requested.

When the candidate phone back the marketing Assi open the screen and record his confirmation /regret (with reason for regret or alternate date requested etc.)

Thereafter MA phone-up client and conveys the answer oof the candidate and simultaneously enter into the SCREEN that he has done so (in the FOLLOW up section of the screen)

If the candidate dose not have a Residential phone no (and we do NOT want the VOICE_MAIL to call him up at his office phone No!)

Then,

MA shall instruct the system to print / send-out a telegram / courier letter as he wishes.

Send ----------- Telegram       

                          Courier Letter               Click mouse

 

System will have a standing instruction to send all communications to all candidates at their RESIDENTIAL ADDRSS ONLY

In 10 Years from today most executives will have either email or fax at their residence. Then the problem will be much simpler.

If the client has a email or a fax at his office (which is much more likely within next 2 years) the SYSTEM could be programmed to send-out candidate’s confirmation to the client automatically.

 

Arising out of the Foregoing MODULE, we should desire a screen such as,

 

DAILY SUMMARY OF INTERVIEWS for Follow-up

Date : 7/4/94

Client Company

Client officer & Phone No

Interviewing (Name of Candidate & Phone No

Fav Position

Whether Candidate has confirmed attendance

Client Feedback

 

Hind Door Oliver

GK APTE

832-5541

IS-Ganeshan

Suitable

 

 

Hinduja Hospital

Gen-Banga

444-9142

G.Gopinath

Apollo madras

416576

MKTG MGR

 

 

 

 

 

 

 

 

MKtg. Manager should DAILY lookup all such SUMMARY-SCREENS for the next 8/10 days one by one. He should do this first things every morning.

It he finds,

Text Box: BlankWhether candidate has confirmed column                           

 

Then, he can talk to / remind / following concerned MA (mktg.Asst) to find out what is the problem.

He can, then decide, what alternate course of action he should take such as

# Get fresh / alternate date from client & convey to candidate.

# Phone candidate at his OFFICE (something VOICEMAIL will never be allowed to do) this will be only a human intervention.

 

In the screen format / system there shall be provision to enter MKTG MGR Intervention remarks.

 

 

 

 

Nirmit                                                                                                                               27-5-97

Thakoor

Sujata

Urmila

 

 

 

Development of Software for Interview Follow-Up

 

With growing business there is an urgent need to develop a software to keep track of the interview schedules / confirmation and outcome (feedback)

For this purpose, I enclosed a SYSTEM-DESIGN.

This is by no means comprehensive. It is only a beginning. We will need to modify as we go along as we grow. We cannot wait to evolve THE PERFECT SYSTEM. A beginning even if crude must be made.

Pl.Study enclosed pages carefully and got down your comments-observation- suggestion. I would like to discuss this thoroughly in our next Monday meeting with a view to finalise and to handover to a programmer.

 

 

Regards.

HCP

 

 

 

 

After the interviews are over the next day, the MM (Mktg. Mgr) will personally phone up (not leave to MA) the client and

# Obtain client feedback

# enter into screen.

 

He will also phone-up all the candidates and obtain their perception of how the interview went.

This will either

# Reinforce what client saye

# Contradict what client says

 

May be the screen should have one more column

WHAT NEXT?

Where MM could enter his remarks such as

$ Follow-up on --------------

$ Send additional biodata’s

$ Arrange further interviews / with same candidate /other candidates

$ Forget& close the chapter (send repeat Letter to client/ to Candidate) etc.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                             INTERVIEW FOLLOW-UP (MODULE) SYSTEM                               15/7/93

 

It will oprate

 

Automatically as soon as you log in first thing in the morning (from a separated terminal / operator)

This mode will show interview details (as per Annex) for TO-DAY

Selectively under this mode, you can view on the screen, interview details of ANY GIVEN particular date.

There will be a third mode under which you can see at any point of time all interviews’ details for ANY GIVEN client company or any given Candidate.

We should make one person responsible for maintaining this system. Initially (till we find suitable person) NHP may have to contact the clients for feedback) whereas Vanita can contact the candidates. Once we find a senior person, he/she can be entered to contact clients as well.

We should activate the module everyday for the next 8/10 days (once call letters have been dispatched) and follow-up to obtain candidates confirmation. We should not wait till the last date then it is too late.

The module should be inter-linked with Interview-call Letter module (Transaction-driven) The moment print command is given for interview call letter automatically details should enter the follow-up module. Data entry must not be duplicated. Infect, all related modules must get updated automatically / Simultaneously.

Our AIM should be to eliminate Interview schedule files (hard-copies) being currently maintained by Vanita. She (or other operator) must have a terminal and she should enter data from phone to computer!

 

 

 

 

 

INTERVIEW MODULE         25/6/93

THOUGHTS ON NEW SYSTEM

1.      Each Executive would be given a unique & permanent code no.

 

This will be serially given without any significance or linkage (for example no linkage co. code no)

There should be no need to maintain any manual register to know what the next code no. is to be allotted. This should be ON-LINE and computer should display (on command) what is the NEXT no to be allotted.

 

 

 

 

Executive Name:  ---Surname----  ---First Name----  ----Middle Name-----

 

Next free Exec Code No being allotted to this executive       43789

 

Industry Current ------------

 

Box No

In which biodata being kept     --------------------------------------------

Or this could be Advt. code no for a given client.

 

Until and unless the operator enters to Box no the transaction is not complete and computer will not allot the exe code No or allow further processing.

 

This provision / stibulation will ensure that we are always able to find (the box) where we have kept the original biodata today this is a Major problem, we are spending hours to locate original biodata!

 

 

2.      Given Exec code we should be able to find following screen

Exec Code (Enter)   --------------------------------------

Name     ---Last    -----First    -----Middle

Resi Address : -----------------------------------

 

Resi Phone ===========

Office Address===================

Office Phone======================

City Location=====================

Function=========================

Designation=======================

Box No============================

 

 

This Screen is essential to be able to contact the executive over the phone (or by sending letter/ telegram) for fixing an interview with client.

         

 Under Present System

# Given executive code no (by client over phone) we try to fig out the where abouts storage of the biodata.

# Get phone no / address from biodata.

 

We should think of a STSNDARD LETTER which can be printed out (mail-merge) on command.

 

Dear Mr., CANDIADTE NAME

 

We had occasion to send your biodata to CLIENT/ CO/ NAME/ LOCATION

For the position of =============================================

Mr.===========                 of CLIENT CO

Has shown interest in meeting you

On ============== DATE

At ===============TIME

Venue============================================ ADDRESS

Phone No===============

We would highly appreciate.

 

 

 

 

COMMENTS    7/5/97

# ESR form hard copy to be filled for every inquiry even if telephonic request,

However,

# ESR form (electronic on computer screen) to be filled in only for those clients with whom we have reached clear understanding

Our terms

If it is a repeat business from an exclusive client than directly enter in computer.

# Any consultant should be able to bring-up ant of the screens by simply typing

To show us

$ Client Name – All pending ESR’s (in serial / order)

$ Position Name – All pending (client wise)

$ ESR No

# ESR screen will proceed PRIMARY SCREEN INTERNAL ESR screen to be designed external ESR screen may continue as it is.

# Each Position (ever from same client) must have a distinct / separate

ESR NO

And therefore, ESR screen

And therefore, primary screen

 

# Interview Data Input Screen

If interview date is enterd in the top portal of the screen itself then it will be assumed that all the candidates are to be called an the same date.

Alternately

Enter interview date separately for each candidate in the bottom screen.

 

 

 

 

                                                                                                                                                      17/9/93

ORDER EXECUTION MODULE

 

We are basically looking at the following 3 dimension of each Recruitment Assignment:

 

A.      The NUMBER GAME (The Number Chart)

Here there is no Time dimension no mention of any Dates.

These are bare STSTISTICS indicating -Historical Record / Quantity of Effort put-in

 

B.      The TIME-FRAME (The Gantt Chart)

The spread of effort over what period of time?

Indicates how long our resources were tied-up in execution of each assignment.

 

C.      The REWARD (The Account / Finance Scenario)

# Estimated Billing No. of vacancies X 1.5 / 2.0 / 3.0 months of salaries estimated.

# Advances / Retainers (Amounts & Dates)

# Progress Payments (Amount & Dates)

# Final Invoices (Amount & Dates)

# Out of Pocket expenses (Amount & Dates)

# Payment received so far (incl. adjusted advance / Progress payment)

# Payment Recd so far

    Estimated Billing          %       [ Reward Rate ]

 

This will bring-out finally (or at each stage of review which should be every month automatically by the computer software)

What are we realising as compared to what we thought was REALISABLE (estimated billing)

This should help us

# Decide how long will it take before 100% amount gets realised.

# Decide whether maximum realised is 60%-70%-80%-90% or what

# Decide when to call it a day and QUIT / ABANDON an assignment

# Decide WHERE to put in our efforts.

All these analysis / Statements must be made apart & parcel of our

ORDER EXECUTON SYSTEM

 Our own Internal MIS

So that,

With respect to each & every assignment, we KNOW at any given point of time (or at the end of each month)

WHERE DO WE STAND?

Without such a computerised transaction drive system, we would soon get swapped /lost.

Our system should automatically update all statements / tabulation, the moment a transaction is entered into the system. Eventually all of these should result into simple / readable graphs / bar charts / pie charts for each assignment and for all assignment put together.                                              17-9-93

 

 

 


























































































































































 

 

 

 

 

 

 

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