The Data Center Assistance Group, Inc. has developed an Automated Personnel System (APS) designed to assist Personnel Recruiters by maintaining a data base of clients, candidates, and Jobs that can be easily accessed for entry, review, and management. Through this system, Personnel Recruitment firms can enter client information, accept jobs (Permanent, Temporary, can Consulting positions) from clients, and maintain a Candidate Data Base.

The system is driven from a single screen (Job Description Form), from which all other functions can be accessed, allowing for quick information entry and viewing.

Figure 1: Job Description Form

The Job Description Form is used to identify Jobs (Permanent and Consulting positions) submitted to your company. It allows you to create and/or edit job information (associated with personnel

placement or consulting assignments), along with providing a means for appending candidate records to the specific job.

The fields contained within this form are:

The top of this form contain buttons that are used to enter or update:

1. Client Company information (Add/Update Company); - this button provides access to the “Company Form” which allows you to enter/update client company information.

2. Candidates information (Add/Update Candidate); - this button allows you to access the “Candidates” form which allows you to enter Candidate information.

3. List people within a company (People in Company); - This form allows you to enter a company name (in whole or in part) to provide a listing of all people contained within your data base who work for that form (uses Microsoft Search facility).

4. List people to call by Next Action Date (People, by NA Date) - This button provides a listing of people to be contacted by Next Action Date. Both Form Views and Datasheet Views can be obtained.

A drop-down menu field is used to identify the client Company associated with a specific job. Clients must be entered into the Client Data Base before they are listed in the drop-down menu. This is accomplished via the “Add/Update Company” button located at the top left of the screen.

Dates are provided for the: Date Received; Next Action Date (form is sorted and listed by Next Action Date); Due Date; and Close Date. These fields will allow you to see how long it normally takes to close a position and can be used to evaluate worker performance.

The “Job Title” field and “Skills Required” field are used to describe the job and the major skills needed to fulfill functional responsibilities associated with the position. You should enter the Job Title and identifying number within the Job Title field, and enter any Skill Keywords (in priority order) within the Skills Required field. These keywords will be used to search the Candidate data base (Search Engine searches resumes via keyword and returns matching resumes with largest number of hits first) to locate qualified Candidates.

Location is used to describe where the job will be located (put address here, or state and city).

Tag and Priority fields are used to help isolate / differentiate Jobs, so that they can be reported on separately. Use Priority field to define how important job position is (Low, Medium, High). Us the Tag field to categorize jobs for reporting or identification.

Contract Type field is used to identify the type of Job / Contract being submitted by the Client. This field is a drop-down menu containing eight different types of contracts (i.e., Permanent, Consulting - Time & Materials, Consulting - Professional Day, Try and Buy, Outsourcing, Project, Program Product, or other).

Salesman and Recruiter fields are used to identify the Salesman and Recruiter associated with the client and candidate (Salesman works with client, while Recruiter works with candidate). These fields are important for calculating commission and reviewing personnel work accomplishments.

Status field is used to define the sales process associated with a placement and represents the nine stages associated with obtaining and closing business (i.e., Job Identified, Resume Sent, Interview Scheduled, Offer Extended, Offer Accepted, Invoiced, Revenue, Job Closed, Job on Hold).

Contact, Phone, Fax, and Email fields are used to identify the Client contact and provide recruiter with the ability to maintain contact with client (either Hiring Manager, or Personnel Representative).

Experience field is used to define the number of years of experience that the client has asked candidates to have.

Degree field is used to define the college degree required by the client (or equivalent experience).

Length field is used to define the amount of time that a consulting assignment is expected to last, or permanent for a full-time position.

Rate field is used to define the salary or consulting rate associated with the position.

Job Description field is used to provide a job description associated with the job. This field can be created by copy and paste function, or by typing directly into the field. The contents of this field can also be transferred via copy and paste to email’s or faxes sent to prospective candidates so that they have all the relevant information relating to the position.

Job Comments and History field is used to maintain a running history of events performed by recruiters when working on this job. This field is used to document events like: “performed Search and located multiple candidates”, “Sent Job Description to Candidates”, etc.

The Applicant’s Form (a secondary form) is appended to the Job Description Form and is used to list the Candidates that have been identified for this position. This form allows you to append a single Candidate to multiple job postings (i.e., permanent positions or consulting positions from many different Clients). Through this field, it is possible to maintain a history of activity for each Candidate sent to a client in response to a job posting. The fields contained within the Applicant’s Form and their meaning is:

Job Number field is automatically loaded into a blank record associated with a posted job. When you want to add a Candidate to the posted job, an additional blank record is added to the Applicant’s Form.

Candidate id field is used to append a Candidate to the posted job. Simply enter the Candidates id number in this field and relevant Candidate information will automatically be added to the record. This information is obtained from the Candidate data base and any updates made to this field will also me made to the corresponding Candidate data base record.

A_Date field is used to define the date that the Candidate was added to this job posting.

Comment field is used to provide a short description of the Candidates status, relating to this position. Information contained within this field should define the Candidates status, like: Job Description sent; candidate resume received, candidate resume sent to client, etc.

First Name, Last Name, Home Phone and Work Phone fields are added to this record automatically from the Candidate Data Base. If you update the Candidates Phone Number(s) it will also be updated in the Candidates data base record due to referential integrity of data base.

Bill Rate field is used to define the rate that you are charging the client for consulting work.

Consult Rate is the rate you are paying the Candidate for consulting work. The difference between Bill Rate and Consult Rate is the profit made, per hour, for the work performed by the Candidate.

Salary field is used to define the salary requested, or paid, by the Candidate.

Mark-Up % field is used to define the percentage charged to Client for Permanent Placements. This rate is multiplied against the Salary field to determine the profit made from this Candidate, should they be placed in this Job.

Revenue field is the amount of money received for this position. If a permanent placement is made, then this field is calculated by multiplying the Salary field by the Mark-Up % fields. If the position is a consulting job, then this field is the Bill Rate minus the Consulting Rate.

I_Date is the Interview Date for the candidate to meet with the client.

I_Time is the time of the interview.

S_Date is the Start Date for the Candidate at the position.

R_Date is the date that revenue was received for this position.

From this combination form you can access the Candidate Form, the Company Form, obtain a listing of all People within a Company, or obtain a listing of People to be called by Next Action Date, thereby providing a centralized method of performing recruiting activities. We believe our approach makes it easier for recruiters to perform their job functions.

Company Form

Figure 2: Company Form

This form is used to define Client Companies and the main contact at the company. Its fields are as follows:

· Company Name – used to provide the name of the company.

· Address 1 and Address 2 fields are used to define the company address along with the City, State, and Zipcode fields.

· Status field is a drop-down field used to define the status of the company in relationship to being a client or not. The company status can be one of nine different stages, which are:

1. Introduction – company literature has been sent and contact made with prospective client.

2. Contract Forwarded – means that you have sent a business contract to the client prospect for review and signing.

3. Contract Signed – means that the prospective client has now become a client company.

4. Recruiting Started – means that the client company has begun to provide jobs for you to work on.

5. Personnel Placed – means that you have received work requests from the client company and that a candidate has been accepted by the client company.

6. Invoiced – means that you have submitted an invoice to the client company for payment of either placement or consulting services.

7. Revenue Received – means that your invoice has been paid.

8. On-Going Business – means that you are still working with the company and receiving business from them.

9. Don’t Do Business – means that you do not want to do business with this client company any longer due to any one of many reasons (i.e., payment problems, they do not respond to resumes, or hiring managers won’t make themselves available for interviews)

· Industry – used to define the industry that the client company is in.

· First Contact – used to define the first time contact was made with the company.

· Next Contact – used to define when next contact should be made with the firm.

· Contact – name of the primary contact at the company.

· Phone, Fax, Email, and Internet – the contact’s phone and fax numbers, the contact’s email address, and the company’s web address.

· Comments – used to maintain a history log of activity conducted with the company.

Candidate Form

Figure 3: Candidate Form

This form is used to provide all relevant Candidate information needed to perform recruitment and placement activity. It provides the Candidates Name and Address information, the Candidates Job Type and Revenue requirements, and Candidate Contact information, along with their present title and company, birthday, SS Number or Federal ID Number (if necessary for billing and tax purpose) and a Comments and History field to maintain a log of events related to this Candidate.

First Contact and Next contact fields are used to define when you first made contact with the Candidate and when you expect to speak to him next. The Referred by field is used to define how you made contact with the Candidate (this field can also be used to determine who should be paid a commission when a Candidate is placed).

Most important is the Candidate Number listed at the upper right hand side of the form.

People in Company Form

Figure 4: People in Company Form

This form is used to list all of the people within a company. You simply put the cursor in the company field and use the FIND function (binoculars icon) to enter the name of the company you want to list people in. When the Find What field is completed (complete or partial company name) and the Match field used (any part of name or whole match), you can simply click on the “Find Next” field and you will be provided with a list of all people in the company you asked for (people must be in Candidate Data Base).

This listing can be received in Form View or Data Sheet view by using the upper left hand corner button on the second row.

People listed by Next Action Date Form

Figure 5: People listed by Next Action Date Form

This form can be used to track when you have to call back Candidates. When speaking with a Candidate, you can enter a date into the Next Action Date field. When requesting this screen, all candidate records will be sorted by Next Action Date (and Last Name) and displayed in ascending order (from most recent to latest). This form can be shown in Form View or Data Sheet View by using the upper left hand button of the second row.

If desired, a screen can be provided to list Candidate by Birth date, so that you can be assured to contact them on their birthday (could be by First Contact anniversary date, or any other date desired).

Reports

Figure 6: Reports Object Page (listing all available reports)

A full range of reports is provided with this product. By going to the Report function (shown above) and selecting the desired report, you will be able to print the report. These reports are listed in the “Reports” section of the Objects section of the Automated Personnel System and can be used to track active placements or consulting projects, the clients and candidates associated with these work tasks, and their history. Some reports can be used to calculate pending income (Pending Revenue Summary Report), while others are used to list people within a company much like a phone book would (Candidate, by Company and Last Name). Additional reports can be generated as needed through the Report Generation Option. A sample of the reports provided with the Automated Personnel System follows.

Active Job Listing Report

Figure 7: Active Job Listing report.

This report is used to provide detailed information on each active job. It provides the client and candidate information associated with the job, along with a detailed job description and history information. Management can use the report to monitor activity, while recruiters and sales people can use the report while in the field and away from a computer.

Active Job Listing for Posting Report

Figure 8: Active Job Listing for Posting report.

This report is used to provide Candidates with detailed job descriptions, so that they know all the available information associated with a posted job. It allows Candidates and Recruiters to have job descriptive information on hand while away form the office.

Active Job Posting Report

Figure 9: Active Job Posting report (Wide Format)

This report allows Candidates and Recruiters to have all of the information associated with a newly posted job when away from the office. It is provided in a wide-format for those who favor this style.

Active Job Summary Report

Figure 10: Active Jobs Summary report.

This report provides a listing of all active jobs in a wide format, so that Recruiters, Sales People and Management can carry a hardcopy listing of all open positions when in the field and away from the office.

Active Jobs, by Company and Contact Report

Figure 11: Active Jobs, by Company and Contact report.

This report provides a listing of all open positions, sorted by Company and Company Contact. It can be used to quickly locate all open positions associated with a specific company and company contact.

Candidates to Jobs to Revenue Report

Figure 12: Candidates to Jobs to Revenue report

This report is used to obtain a revenue projection for all positions. It lists revenue projects by company with a total at the end.

Candidates, by Company and Last Name Report

Figure 13: Candidates, by Company and Last Name report.

This report is like a phone book in that it lists all candidates within a company in alphabetical order.

Candidates to Jobs to Revenue Report

Figure 14: Candidates to Jobs to Revenue report

Table of Contents

Table of Forms