The ability to carry out the commands and actions described here depends on the User Rights of the respective User, which can be edited and changed by Admin in the Back-end area.

Add Need

To add a new Need, it is only necessary to enter the Description and the associated Client Contact. If the client contact is already contained in the system, this field can be filled in using Autocomplete. If the client contact is not yet in the system, it can be created using the function “New Client”.

Add Group

Creation of a Need group.

(De)Activate

Needs and Need groups can be manually activated and deactivated. Deactivated Needs and Need groups remain in the system with all their information, but are not taken into account in Auto Matching.

Profile for a Need

Profiles can be selected and assigned for a Need. This information will then be displayed in the Auto Matching section of the Needs under “Selected Profiles”.

Need to the Favourites List

Selected Needs can be included in the Favourites List.

Delete

Needs and Need groups can be deleted manually at any time.

Print Need

Needs can be created and/or exported in a pre-defined template (templates in .docx or .pdf format) with the corresponding information. If the User has appropriate User Rights, he/she can also define their own Profile templates or alter existing templates.

See also Profile Template (create Profile Template).

Generate Job

A job advertisement can be generated from a Need at any time, by linking the advertised position with the corresponding Need. Applications received will be listed in the Selection Matching section under “Suggested Profiles”.

Generate Project

A project can be generated from a Need at any time, by linking the project with the corresponding Need. The key data will be automatically imported from the Need, and can be edited if required.

Offer Profile

If, for example, a suitable Profile for a specific Need is to be sent to the client, this action can either be performed directly by the system or just filed as Info.

In this way, the User can send a suitable Profile to the client in a selected template (Profile Template) or send related documents from the Uploads for that Profile.

Quotation

The related quotation can be filed with a Need. The system then automatically generates quotation numbers, consisting of the initials plus a sequential number.

The overall details of a Need group are divided into sections in this view. By clicking on the respective section these details are displayed or rolled back up. On the right side of these sections, the User can edit data and add data (NB: the ability to edit Needs depends on the authorisation rights of the respective User). Allocation of rights is set by Admin in the Back-end area.

In the upper part of this view, various files can be saved via Uploads. A green or red dot above the Uploads area shows whether the Need is currently “active” or “inactive”.

Entry of Tags relating to Skills, Tools and Languages is not possible for Need groups, since a Need group consists of individual Needs that have been grouped together as part of a work contract (Need group). Need groups are shown differently in the display, and a Need group itself can be assigned to a higher-level group.

Uploads

All documents associated with a Need group can be saved as annexes. The left side of this list also contains the number of the selected Profile for this Need group.

Key Data

In this section the Need can first be allocated a description. The name of the Author is initially taken as that of the responsible User, but can be changed manually, if the User has the appropriate User Rights. The related Client Contact can be added using Autocomplete, if this data is already available. The data are then imported automatically into the fields of the Need. Additional information about the Start Time and Location can also be saved under Key Data.

Overview

This section provides the User with an overview of the assigned sub-groups and individual Needs. The overview contains, among other things, a few key data relating to the current status and the status of filling of the individual Needs.

The overall details of a Need are divided into sections in this view. By clicking on the respective section (Key Data, Qualifications/Tasks, etc.) these details are displayed or rolled back up. On the right side of these sections, the User can edit data and add data (NB: the ability to edit Needs depends on the authorisation rights of the respective User). Allocation of rights is set by Admin in the Back-end area.

In the upper part of this view, various files can be saved via Uploads. A green or red dot above the Uploads area shows whether the Need is currently “active” or “inactive”.

If the Need is linked with a job advertisement, a corresponding symbol will be displayed alongside the “count” field. By clicking on the symbol, the User can access the corresponding job advertisement directly. The symbol may have different colours (yellow: job advertisement “Pending or Waiting”, red: job advertisement “Offline”, green: job advertisement “Online”).

Uploads

Uploads can be used to upload all current file-formats, e.g. .doc, .docx, .pdf, .rtf, html, etc. The Scan button can be used to search individual or all uploaded documents automatically for relevant keyword “Tags”. The Tags are then imported automatically into the corresponding fields Languages, Skills, Tools and Companies.

Key Data

In this section the Need can first be allocated a description. The name of the Author is initially taken as that of the responsible User, but can be changed manually. The related Client Contact can be added using Autocomplete, if this data is already available. The data are then imported automatically into the fields of the Need. Additional information about the Start Time and Location can also be saved under Key Data.

 Qualifications / Tasks

Qualifications shows a summary of the knowledge required for the Need, e.g. Skills, Tools, Languages, etc., and these can be weighted correspondingly. Linguistic ability, Skills and Tools are input using Autocomplete from the Skills catalogue. If a keyword “Tag” is not present, this can be input by the User and confirmed with the Enter key. After saving, these keywords “Tags” will be created and simultaneously included in the Skills catalogue. The ability to input new keyword “Tags” depends on the User’s authorisation rights.

In the Basic Settings, all keyword “Tags” are set as “basic”, i.e. the skill is present. By clicking once on the respective Tag is half-filled, and by clicking again it is completely filled. For Profiles, this procedure establishes the respective skill status (e.g. basic knowledge, good knowledge or expert). The level of knowledge in the Profile is clearly distinguished, by use of different font sizes. The size and weight of the fonts can be set individually by Admin in the Back-end area.

The training and subject area can be added, if it is a mandatory requirement in a specific contract. The description is input using the Editor, and can be formatted accordingly. A more precise description can be useful not only to other Users, but also to the Personnel Dept. for possible job advertisements. Here too, it is possible to search the text input for relevant keywords (Tags), by clicking on the “magnifying glass” in the Editor.

Infobox

Selection Matching

This section is divided into sub-sections, which provide a brief overview. Profiles that are already de-activated or no longer available are shown in a different colour (red) in the list in this area. The Auto Matching function only takes account of active Profiles.

Auto Matching

The system searches through all active Profiles in the database, and lists the Profiles that provide the best match to the requirements in the Need, taking account of the input criteria such as Skills, Tools, Languages and Mobility. The list is automatically updated if the requested criteria are changed.

Corresponding Profiles can be selected or excluded. Excluded Profiles will then be listed under “Excluded Profiles” and they can be put back (restored) at any time into the Auto Matching level.

The User can also click on “Search Profiles”, which will enter the search qualifications from the Need into the Profile filter. In this way, the User can start a tailored search through the Profiles and adapt and refine the search criteria. This view also permits selection and exclusion.

Suggested Profiles:
Profiles that have been suggested for this Need by other Users (who are not responsible for the Need).

Selected Profiles:
Profiles that the User (responsible for this Need) has personally selected.

Offered Profiles:
Profiles that have already been sent to a selected client contact. This information is also contained in detailed form in the Infobox. Offered Profiles can only be removed again by deleting the entry in the Infobox from this sub-section.

Taken:
The Need “Selection Matching” section can be expanded to a wider selection level, in which all Profiles are listed that have met the Need (e.g. to whom the Need was sent). Unrestricted access to this additional level can be granted by Admin in the Back-end area.

Displays / Sorting

In addition to sorting by Need, it is possible to provide a more detailed display of Needs. The selected Need will automatically be saved as the default setting (applies also to sorting).

Displays

All: All Needs and Need groups will be displayed.
Groups: Only Need groups will be displayed (including sub-groups).
Needs: Only individual Needs will be displayed.
Main: Only high-level Needs and Need groups will be displayed.

Sorting

Latest: lists all recently saved Needs or Need groups.
Project start: sorts Needs or Need groups after the project start
Alphabetical: sorts Needs or Need groups in alphabetical order
Covering: shows the percentage coverage of the requested keywords by the specific Need. The display only appears after filtering for the specific criteria.
Needs/page: the User can specify the number of Needs displayed per page. This setting is automatically saved.

List View (Short View)

The List View gives the User an initial summary with the main information. The mouseover function (pause the mouse briefly over the respective line) provides access to further details. The check box (alongside the description) allows Needs to be selected, so as to carry out specific actions from the Toolbox.

The List View consists of three columns:

Left column:
General information, e.g. start date, location, client, and the User responsible.

Centre column:
The centre column gives details of the requirements relating to the sought-for skills, tools, languages and training. The Status of the respective Need can be changed here.

Right column:
The right-hand column contains all the details of the latest actions (History) listed in chronological order. Here too, the mouseover function provides access to further details within a specific entry. The right-hand column also contains further process-related data, which can be examined using the mouseover function:

Recommended: gives an overview of all Profiles that were recommended for this Need.
Selected: gives an overview of all Profiles that were selected for this Need.
Process: shows the last process-related Profile status (actions carried out) in relation to the specific Need. The actions involved here can be defined at will by Admin in the Back-end area.

As soon as the filter has been used, these sorts are generated.

Covering: shows the percentage coverage of the requested keywords by the specific Need.
Matching: takes as its reference only the number of keywords found.

The filter permits precision searching within the database of Needs. The geographic search is processed across all federal states to allow a broader spectrum. The “Membership” field enables searching for Needs by a specific User.

Qualifications Filter

A search for specific qualifications, e.g. competencies, tools or languages, can be fine-tuned in this area. Automatic completion (Autocomplete) of search keyword “Tags” simplifies the task of filling in this area – entering Tags also covers synonyms, different spellings and languages.

Actions Filter

In this filter area, the User can filter for specific process input “Actions” and their validity status. In this context, an Action describes the respective process input (e.g. provide Profile). The User can filter for Needs, for instance, for which a Profile was provided during a specific time period.

Individual Needs (client‘s search requests) and Need groups can be stored under the menu item Needs. Each Need can be assigned to a client contact. Needs can be prioritised and activated or de-activated as required. Individual Needs can be assigned to a group in order to create work-packages, and this allows work contracts to be formed.