Vincere & BWD Document

04.09.19

Introduction There was a nervousness around moving systems, we had unsuccessfully moved to a market leading CRM in September 2016 - the migration was handled so poorly that the directors made the decision to move back to MatchMaker. So when I was handed this project to move BWD back to a cloud based system, I knew that choosing the right business to partner with was crucial. After a few sales calls with the leading providers in this market, I was recommended to look at Vincere as a cheaper alternative. Following the initial demo, I was convinced that Vincere was not just a cheaper alternative but a real contender and after exploring further which included AB testing alongside it’s main competitor – it was the obvious choice. We expected the migration to be challenging, and it definitely met those expectations. Juan and his team said this was one of the more difficult projects due to the structure of the data held within MatchMaker, but we worked well together to find creative solutions for any problems. The only time the Vincere team couldn’t assist was with regards to CVs – we had to go to an external developer who built a program to convert the files from binary format to .doc. Fast forward 3 months and we’re up and running with no reliance on the old system. The Senior Management Team are pleased and phase one of the transition is complete. We are now in Phase two which looks at training and ensuring that Vincere is being used efficiently and effectively. Over the past few weeks I’ve been working with the users and building a list of opportunities to make improvements to Vincere, both big and small. This document is designed to be a collection of honest feedback presented in an easily digested format. I appreciate that Vincere has a road map for new features, however I thought it’s unlikely that the development team will be looking back over product features that are complete and therefore perceived to be less important. I would be very interested to build a stronger relationship between Vincere & BWD and hope this document proves we are dedicated to this product and this partnership. Thank you in advance for your time

Quick View Quick view is one of the main “Wow” moments when I’m walking consultants through training on Vincere. If they have been clicking in and out of full records (waiting for them to load) then the quick view is a game changer! The ability to quickly work through a list of candidates and call, add comments and add new industries/functional/sub functional expertise is really useful. Unfortunately this is not a feature shared that is mirrored for contacts as well as companies. The only tab missing from the quick view is “Custom Fields” – viewing and editing fields within this additional tab would be really useful for both candidates and contacts.

Contacts Assigned Jobs New Contact Head of Finance - London Alan Smith In our business, contacts are just as important as Project Manager - London Michael Owen candidates when it comes to quickly organising Business Analyst - Leeds Gary Neville and navigating through the data. Assistant Accountant - Luton Ryan Giggs Ideally there would be as much flexibility when Frank Lampard configuring a Contact’s record as there is with a FD - Manchester Gary Lineker Candidate’s e.g. Visibility of fields and the tab they COO - London Peter Schmeichel are situated. John Terry The inability to merge contacts is surprising. It’s so Head of Change - Glasgow Terry Butcher easy to do with candidates, I thought that the Qual. Accountant – Leeds same would apply for contacts. Project Analyst - London Additionally, should a contact move organisation, the user currently has to go through all of that contact’s vacancies and reassign them. An option to quickly assign jobs to other contacts would be of value. I’ve mocked up a small table (right) to visualise this. The suitable contacts could be made available through a drop down menu.

Candidates We’ve had several instances of candidates who are identical including their ID numbers, activities, comments, emails etc. When updating one of them, the action is mirrored on the other record. Obviously this makes searches more confusing and the system is incorrectly increasing the number of results We have also had instances of candidates existing on the system that do not come up in quick or advanced searches. The only way to find these candidates is through a table search or through a vacancy that they have previously been shortlisted to (on our previous CRM). This shouldn’t be an issue for candidates added from 20th May onwards as it’s most likely an issue hanging over from the migration. Unfortunately we won’t know how many candidates we are missing and the potential fees missed as a consequence. Example of a quick search with no results for “Anthony Linnane” The same text returns the “missing candidate” when searching within a table

Velocity Overall, the consultants are finding Velocity to be a useful tool, especially where we are building out our “Contact” database for the purpose of business development. However, there are a couple of things that could be improved. • Moving the “Title” further up the list would prevent users from skipping it • The ability to “Save & View” (opening the newly created Candidate/Contact in a new tab) would allow users to add more information without re-searching for the individual within Vincere. • We have found an inconsistency when searching for companies. As shown on the right, “Legal & General” has no results but when searching within companies, we have four matching records (below). Does Vincere struggle with ‘&’ symbols?

Layout There are a few small tweaks that would make a real difference when it comes to viewing our data. • Users can’t currently use custom columns within the job pipeline • Vincere customers would ideally have the ability to add “Custom fields” into the “Custom Columns”. Obviously not all custom fields would translate well into this format so perhaps it would only be the ones that met the requirements. However, if other customers are similar to ourselves, we have added extra fields because the capturing of that data is of real interest. The ability to visualise, filter and sort accordingly would be great • There seems to be a glitch when sorting within an advanced search. Sorting by “Name” is often not actually in alphabetical order and clicking on “ID” doesn’t change anything. • It would make sense that sorting would sort across all pages and not just the page you are currently on? For example, if a user were to sort by name, then the ‘A’s would be on Page 1. Perhaps this is just our version. Could it be a migration issue? • This is less critical, but was requested by a BWD Director. The addition of a “Primary Phone” column would be helpful when quickly calling through a “Shortlist” of candidates

Emails/Application Process • The ability for the administrator to import fonts would help personalise the templates further and improve brand consistency. I have tried to change the source code to “Roboto” and it doesn’t seem to make it through to the final email to the candidate/contact. From the examples I have seen so far, the font defaults back to Times New Roman. • The option to send emails to the client and/or candidate at all stages of the process would reduce the number of steps. For example, adding a candidate email when moving a candidate from “Shortlisted” to “Sent” would prevent the need to create another process for the candidate’s CV confirmation email (the example on the next page). Our old CRM has this feature –enabling the user to send any template to any of the involved parties at any stage of the process. • Adding an upload button in all emails would help for when there are other documents that the candidate/client may find useful (should the user forget to upload these to the vacancy previously). It would be even better if the user could then select the option to save these documents to the vacancy for future emails. • The ability to book multiple interviews would save a lot of time. The current process of sending each separately is less advanced than our previous CRM which was at least 5 years old. The user could input the dates/times for each candidate before compiling the email.

Wildcards With regards to wildcards, they are (and should be) limited to the selection that can be found within a candidate/job/client record. However I feel there could be more options available. For example, below is a section of the standard email that goes to all candidates who we put forward. The template is located within the “Email in Shortlisted candidates stage -> Candidates” so I would hope that the wildcards for the associated job would be available e.g. #JobName# and #CompanyName# but they are not located within the panel on the right. Hi #CandidateFirstName#, Further to our recent conversation, I am writing to confirm your CV submission for the role discussed and to ask that you provide some information for which we are legally obliged to request. Please could you read the following points and respond where applicable: Part One: Could you please confirm that you agree with the following statements below: • You agree to BWD Search & Selection submitting you to CLIENT for the position of POSITION • You have no criminal convictions • You have permission to work in the UK • You have no health issues or a disability which may make it difficult to carry out functions which are essential for the role you seek • You have no CCJs or other adverse Credit History • If you cannot answer YES to the above then please provide details.

Activities aOrveearacllotuhpelelatyhoinugt softh“Aacttwivoituields”fuwritthheinr icmapnrdoidveatteh/ecounstearcetx/cpleierinetn/jcoeb. records is visually strong. However there 1) The option to show job related activities within the view e.g. “CV Sent” or “Offered” instead of just comments, tasks and meetings. This would put comments/tasks within the context of that candidate’s application process(es) 2) dlPikereoplveyindadindingdgathodendittahidoemnaAilnciotsinotrenas.t)oI.nrWtwhitiihtshosutctheetnhaeorpitota,iogtnsh,ettohuesaeaurctwotimvoiutayltdelisstttailgilssbaelikbaeibtl“eoPfthoaonrbeelmurCoasvloel” tithoerwso“eCultlidaegnbsteM(ogerreematitnogtroe” enable consultants to use the tags more easily, resulting in a more visually interesting activity feed. 3) The filter option within activities isn’t currently very useful, but with the small tweak of filtering by action e.g. “Telephone Conversation” would enable users to quickly find key interactions. Some historic cwailnl dmidaakteesu/pctohnetamctasjomritayyohfainvetehraucntdiorendss. of interactions so filtering in this way will help as “comments”

Administrator Settings • The best feature (from an admin perspective) on MatchMaker was the ability to edit on mass or in batches. Regardless of candidate/contact/client record, the administrator would have the ability to create a search and then highlight multiple individuals before batch editing practically anything on the record e.g. Industry, Expertise, Location, Contact Details, Skills, Systems. The current system leaves the administrator with a choice, either pay for a developer to make the change or go through potentially thousands of records one by one. • The ability to move/transfer sub functional expertise between functional expertise would be another appreciated addition. This wouldn’t be totally necessary should a batch edit exist, but would be nice to have. As consultants grow their divisions and require more functional & sub functional codes, the organisation of these codes will most likely change. • Finally, I know that retrospectively changing comments made by users is a risky request, as it’s important that the comment can be used for compliance/internal audit/SAR purposes. However occasionally, a user will forget information or misspell a word and the only way to correct that currently is by adding another comment which then doubles the activity count (skewing MI) as well as leaving false information on the candidate record. If possible, it would be great to add the ability for the user to propose changes to the comment for an administrator to approve. Perhaps the comment would have a “see previous versions” or a similar label? (A bit like track changes on Microsoft Word.)

Edward Duffy BWD-SEARCH.CO.UK BWD Search & Selection St. James House 28 Park Place, Leeds, LS1 2SP 0113 426 0789 [email protected]