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,
Whether 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
