ASSET Product Line

ASSET Search Version

Introduction
Computing Technology Used
System Overview
Why Choose ASSET?
System Functions

Introduction

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ASSET has been developed by Computer Software Open Systems Limited as a comprehensive, sophisticated, fast and easy to use system for recruiters who specialise in Executive Search.

Success for any recruitment consultancy depends upon its consultants' abilities to precisely identify Clients' needs and rapidly match those needs with the skills of the available Candidates.

This function cannot be performed so efficiently by a manual system which relies upon consultants' memories and cannot possibly match the speed of response of a computer.

ASSET's Searching revolves around a fast indexing system through which consultants can quickly and appropriately locate possible Sources and Candidates for Search Assignments.

ASSET frees consultants from the need to refer to manual files and from daily administration tasks such as updating records and diaries and producing letters.

By taking advantage of the latest technology for image processing, facilities are provided scanning CVs directly into the computer; this means that the consultants can view Candidates CVs on their screens or fax them to Clients without ever having to get up from their desks.

Consultants can concentrate their time, energy and enthusiasm on placing their candidates and fulfilling client requirements. The ASSET Recruitment System was developed in conjunction with a number of leading recruitment consultancies and takes account of a diversity of varying needs.

It is designed to reflect the day to day operations of a consultancy and handles the total flow of information from candidate and assignment registration to placement and invoicing and performs all background administration functions.

Computing Technology Used

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ASSET is available across a wide range of hardware platforms and operating systems. This enables users to choose the optimum strategy for their particular business needs.

No matter which configuration is selected, whether it uses MSDOS, WINDOWS, OS/2, NT, UNIX or XENlX, the functionality of ASSET is fundamentally the same.

This philosophy means that ASSET can be used equally well by a small consultancy with just a single PC or in a multi-branch operation with dozens of workstations, local and wide area networks and distributed databases.

• WINDOWS User Implementation

  ASSET makes full use of WINDOWS facilities to provide a Graphical User Interface including Multiple Sessions, Pull Down Menus, Icons and Mouse. The purpose of all this is to make the computer simple to use; this is especially important in the Recruitment Industry where time is of the essence. ASSET's simplified operation under WINDOWS means that anyone can use the software without having the need for lengthy training.

• Client Server Architecture

  Because ASSET uses the latest Client/Server software techniques it is possible for the software to be implemented on a very wide variety of hardware platforms. The same software can be used equally effectively on stand-alone PCs, PC Networks or UNIX Servers,

  The user can choose their standard software, Word Processors, Spreadsheets, Graphics, Accounts, etc. right across the board whether they be for MSDOS, OS/2, NT or UNIX operating systems.

  Client/Server Architecture gives the user the flexibility to choose the optimum hardware configuration for their needs and to develop the configuration as time passes without ever having to start from scratch again.

  Thus the system can grow with the user's business, ASSET can be run on a single PC, a multi-user Server or a variety of Network configurations which might include multiple Servers and Distributed Databases.

• Interface with Word Processing Software

  An integral part of Asset's functionality is intelligent interfacing with word-processing software. Currently a choice between Microsoft Word and WordPerfect is offered.

  Word processing is integrated in various ways in order to give the user a transparent access to word processing functions whilst using the database.

  A major benefit of Asset is its ability to provide an automatic document filing and retrieval system by completely managing the filing of correspondence and other user documents by linking the documents to the database records.

• CV Scanning and Searching

  As an optional extra module, Asset provides for input of Candidates CVs either to be held as Images or to processed by Optical Character Recognition and transferred into the Word Processor. If the option for OCR is taken the documents are automatically indexed for Word Searching which enables the user to select Candidates simply from key-words in their CVs.

  Scanning technology may also be used to input company organisational charts, business cards and other documents which are then linked to the client database.

• Direct Fax Output

  Again as an optional extra module, ASSET can link directly to direct fax output facilities. With this option it is possible for a document to be faxed directly from word processing without the need to print the document first.

System Overview

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The functionality of ASSET reflects the well established benefits of its predecessor the TALENT/ix Recruitment Software, which has been in use since 1987.

The ASSET Recruitment System records details of clients, vacancies, assignments and applicants, including their CVs, career history and interview notes.

Attributes are used to represent the important characteristics and requirements of Candidates, Clients and Assignments. By searching a file for the Attributes to match those specified by a consultant, the system will within seconds compile a list of suitable records. A consultant or researcher can view, expand and refine the list and finally automatically generate appropriate marketing letters.

There is also the facility to search for keywords within candidates' CVs.

A comprehensive diary facility enables consultants to book directly to the system candidate to client interviews, notes, reminders and appointments. The system processes automatically update various aspects of the diary.

The recruitment system is fully integrated with word processing, through which standard letters are automatically produced.

Why Choose ASSET?

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What distinguishes ASSET from other computerised recruitment systems?

• Maximised System Performance and Integration

  A system designed to give maximum performance and flexibility by using the full capabilities of hardware and software to provide integration with other modules.

  Major advantages of the ASSET Recruitment System are its:

  • Use of the latest technology to give the user all the benefits of WINDOWS operation and Client-Server Architecture
  • Flexibility for the user in the way they want to use the package and to choose their preferred standard hardware and software
  • Ease of use by virtue of the WINDOWS Graphical User Interface
  • Facility to perform several functions simultaneously
  • Fast and flexible attribute searching to candidates to vacancies.
  • Integration within the package with standard hardware and software for Document Scanning and Image Processing.
  • Direct Fax Output and Word Processing
  • Free text searching on candidates CV
  • Automatic candidate marketing facilities to produce mail-merged letters and CVs to potential employers.
  • Call Prompting and Diary Reminders automatically generate follow up action during the normal course of the consultant's work.
  • Product support, hot-line telephone support and update releases
• Flexibility

  Because ASSET uses the techniques of Client/Server Architecture it is a truly Open System. Separating the functions of an application into two distinct parts provides the best of both the PC and minicomputer worlds.

  Client/Server Architecture splits an application into a front-end Client component and a back-end Server component such as a Database Server. The client component presents and manipulates data on the workstation, using the power of the PC, and the server stores, retrieves and protects data, giving the power and control of a multi­user minicomputer.

  This two component approach gives ASSET the flexibility to run across hardware platforms from stand-alone PCs to networks and minicomputers and the user can choose which spreadsheet and reporting packages etc. they prefer to access the data in the ASSET database.

• Rapid File Searching and Matching

  Searching of the Employer/Vacancy/Candidate databases in order to match Candidates to Vacancies or Employers, or vice versa, can be initiated at any time.

  This can use either a structured coded search based on predefined attributes or an indexed word search of documents.

  • Structured Search

    This is searching for candidates, clients or vacancies on known coded criteria, eg salary required, job type, location, experience etc..

  • Unstructured Search

    This is available on the candidate file only and is useful on occasions when a structured search produces no suitable candidates or to refine a large list of candidates. The unstructured search scans candidates CVs for particular key words that may have been used as search attributes.

  Multiple search criteria are logically ',ANDed" or "ORed" to give the required selection criteria and the resultant list can be viewed or required selection criteria and the resultant list can be viewed or browsed. Searching takes place using an indexing system which very rapidly provides the user with information regarding the number of matches found as a result of each of the selection criteria; typical response is under 5 seconds. The list can be further refined until the optimum list is produced.

  The list can then be used as an action list for automatic referral of candidates' details to prospective employers, arranging interviews or for telephone follow-up.

• Ease of Use

  Consultants without keyboard skills or a knowledge of computers can easily use the system.

  We recognise that most recruitment consultants do not possess the necessary keyboard skills to naturally use a terminal in place of pen and paper.

  We have therefore designed the recruitment system to maximise the use of function keys, menus and help screens thereby minimising the need for keyboard input.

  Once details of Clients, Vacancies and Candidates have been entered which could be done by an administrative assistant, a consultant generally need only press the appropriate function key at each step or use the screen keys to access a required facility.

• Integration

  It is vital that consultants spend most of their time speaking to candidates or clients.

  Since the recruitment system databases are integrated with one another, as well as with the diary and word processing, an action on one database will automatically update the relevant details elsewhere.

  For example, if an appointment is recorded on the Candidate database the system will automatically update the appropriate Client record, Vacancy record and Diary and generate a confirmation letter to both Client and Candidate.

  The consultant no longer has to worry about updating each database individually.

• Simultaneous Functions

  A consultant is often required to perform more than one function at a time, for example when a client telephones requesting information while the consultant is conducting a file search.

  The ASSET system allows a user to immediately suspend the current job or process on the workstation terminal, retrieve the required information from elsewhere on the system and then return directly to the suspended task.

• Training, Support, Improvements

  New ASSET users receive comprehensive training for all levels of user and on-going support and software updates throughout the life of the installation.

  Every user site installation includes a special Training database with which to train consultants and give instruction in system management, ie. backing up data, system administration, regular procedures etc..

  Quality support is vital to the success of any computer system; starting from the planning stage.

  Day to day support facilities include:

  • Telephone hotline - available during working hours for users' queries, problems, etc.
  • On-line service - all ASSET systems are supplied with a modem to enable use of a computer telephone link. When a user notifies a problem our support team can immediately dial into that system to analyse and correct the problem.

ASSET software is constantly being enhanced as a result of users' comments and our own appraisals. All customers on support contracts are regularly updated free of charge with any relevant new features.

System Functions

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The basic ASSET Recruitment System comprises four databases:

1. Candidates
2. Clients
3. Vacancies
4. Assignments

These database files are linked via a diary system and word processing.

Linking is fundamental to the system. It means that a consultant can at any time, starting at either the candidate or vacancy data, assess progress in an assignment or towards placement of a candidate or vacancy and see all the related diary events.

• Candidate Database

  The Candidate database deals with candidate registration, input of candidate details and candidate searching and reporting.

  In candidate registration a check is made against surname, address and date of birth to determine whether the candidate has previously been registered. If the candidate is new, brief details and the source of the enquiry are recorded. Otherwise the current candidate details are displayed.

  If the candidate is responding to an assignment advertisement, the assignment code is entered in the candidate record. The system then logs the candidate against the assignment.

  • Candidate Details

    Once a candidate is registered, further details can be recorded. Attributes for searching are entered to make the candidate available for file searching.

    The candidate Assignment and Marketing screens display a complete history of the candidate's progress in assignments and in vacancies, or with clients, to which they have been referred. These screens are automatically maintained by the system.

  • Candidate Searching

    At any time the Candidate database can be searched using criteria specified for that occasion. The search uses the common operands such as equal to, and, or greater than and range.

    The system display the number of candidates who meet each individual criterion. Searches that initially produce too many candidates can be refined by the user. All searches typically take less than ten seconds to complete.

    Once a search has produced a suitable number of candidates the details for each candidate can be viewed together with any associated word processing document. Candidates who appear unsuitable can be dropped from the list.

    A search list can be saved at any time for subsequent retrieval and can be printed with an indication of the search criteria used to produce the list.

    Details from the final list of candidates can be automatically combined with a standard letter to the client. The system displays a warning if any of the listed candidates have previously been referred to that client.

    The system automatically updates the Candidate, Client and related Vacancy records, where relevant. It also makes an entry in the Diary, reminding the consultant to telephone the client for a response to the candidates referred.

    If the client requests an interview with any of the candidates the system can record the interview arrangements, update all the relevant records and produce interview confirmation letters to Candidate and Client.

    When a candidate is placed the relevant status changes are made, details of the placement recorded and commission calculated.

• Client & Vacancy Database

  The system maintains details of all clients and current vacancies.

  • Company Details

    In company registration a check is made to ensure the company is not already on the system. General company details are recorded, followed by search codes. Typically the location and type of business etc. are indicated.

    Separate screens list company contacts and their positions; meetings or discussions with company representatives, plus brief details.

    The system automatically records candidates referred to the company and their progress through to job offer.

  • Vacancy Details

    For each company a list of current vacancies can be displayed. For each vacancy the system records information such as job title, job description, location, client contact, salary and additional benefits.

    Each vacancy is coded for searching purposes. Details such as location, job type, salary, age, etc. are indicated to enable searches td match against suitable candidates.

    The system automatically maintains a list of all candidates referred to each vacancy and indicates their progress through to job offer.

  • Company and Vacancy Searching

    The Company and Vacancy files can be searched in a similar way to the candidate database. The search results can be automatically merged into a standard letter, enabling details of a particular candidate to be sent to several clients.

    Again, the system will update all the relevant files when the details are sent.

  • Mailshots / Marketing

    A company search can also be used for a mailshot. For example, a search could be used to find all specifically located companies to which to send details of an open day.

  • Arranging Interviews

    In many consultancies interview booking is a major part of a consultant's work. The diary interview system greatly facilitates and minimises this task. A typical sequence of events might be:

    • a mail-out of candidate information is sent to a company and a diary reminder is created to trigger follow-up
    • the diary reminder is selected on the screen, whereupon the list of candidates is displayed
    • the client is telephoned (his number would be displayed on the screen
    • each of the candidates is then contacted and the date and time is confirmed or changed
    • when both the candidate and client have accepted, the system will:
    • update the referral record with the interview date
    • print confirmation letters to candidate and client
    • create a further diary reminder following the interview date for following-up the client.

    The consultant can generate a diary reminder for post-interview follow-up of results and record subsequent progress.

  • Call Prompting

    Call Prompting is a facility which provides the user with a daily reminder list of calls, interviews and meetings which need to be followed up as a result of current activities.

    The essence of the Call Prompting system is that each action executed acts as the trigger for the follow-up action. In this way the user is constantly and automatically generating the call prompt reminders which become current on any particular day.

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