1. Datacodes Time to revamp your codes

2. Revamping Your Datacodes © 2005 Micro J Systems, Inc. This Training Session  Goals of a proper coding system  Structured vs. Keyword Searching  Tools Available to Revamp your datacodes Datacode Utilities Datacode Utilities Apply datacodes to a list Apply datacodes to a list Datacode Planning Worksheet Datacode Planning Worksheet Sample Datacode Sets Sample Datacode Sets

3. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Goals of a Proper Coding System  Make it easy to find what you are looking for  Limit false matches  Should be inclusive not conclusive  Enable you to generate match matrices  Provide more than simple skill information, codes should help you categorize records Primary Industries Primary Industries Market Focus or Segment Market Focus or Segment  Provide structure to your data

4. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Structured Data  Information in a resume or profile is presented in variety of formats, using a wide variety of verbiage to describe the same task, skill or function. To search this type of information you perform Keyword Searches to generate matches of differing relevancy To search this type of information you perform Keyword Searches to generate matches of differing relevancy  A proper coding system should transform this mishmash of information into discrete and consistent terms. To search this type of information you perform Structured Searches to generate matches, all of 100% relevancy To search this type of information you perform Structured Searches to generate matches, all of 100% relevancy

5. Revamping Your Datacodes © 2005 Micro J Systems, Inc. So Which is Better?  Each type of search has its pros and cons  Consider the following example of searching for a VP of Sales for a Medical Device company in Southern California

6. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Keyword Search  Search String: (“VP Sales” OR “Vice President of Sales”) AND (healthcare OR medicine or medical) AND devices AND (“Los Angeles” or “San Diego” or “Southern California” or Relocate) (“VP Sales” OR “Vice President of Sales”) AND (healthcare OR medicine or medical) AND devices AND (“Los Angeles” or “San Diego” or “Southern California” or Relocate)  Problems Will return people who used to be VP’s Will return people who used to be VP’s Will return people who reported to VP of Sales Will return people who reported to VP of Sales Will not return people who wrote L.A. or S.D. Will not return people who wrote L.A. or S.D. Will return people who used to live in Los Angeles and San Diego Will return people who used to live in Los Angeles and San Diego Savvy candidates who “keyword optimize” their resumes will always be ranked highest by relevancy Savvy candidates who “keyword optimize” their resumes will always be ranked highest by relevancy  The result Additional time required per search to filter through the false matches Additional time required per search to filter through the false matches

7. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Structured Searches  Search People by Occupation Primary Occupation Code = VPSA Primary Occupation Code = VPSA VPSA=“Vice President of Sales”VPSA=“Vice President of Sales” Industry Code = MEDD Industry Code = MEDD MEDD = “Medical Devices”MEDD = “Medical Devices” Location Code = CALA or CASD or RELO Location Code = CALA or CASD or RELO CALA = “Los Angeles”CALA = “Los Angeles” CASD = “San Diego”CASD = “San Diego” RELO = “Willing to Relocate”RELO = “Willing to Relocate”  Result Structured results with all records being 100% matches. No relevance ranking is required as all records are equally relevant. Structured results with all records being 100% matches. No relevance ranking is required as all records are equally relevant.

8. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Structured vs. Keyword  Structured Pros Pros Extremely accurate searchesExtremely accurate searches No time spent filtering through false positivesNo time spent filtering through false positives Easily generate matrix based search lists.Easily generate matrix based search lists. Cons: Cons: Coding system needs to be setupCoding system needs to be setup Increased data entry timeIncreased data entry time Coding system needs to be maintainedCoding system needs to be maintained  Keyword Searches Pros: Quick and Easy Familiarity to users Data entry very fast, all you need to do is attach the resume or paste it to the notes field Cons: False positives Time spent filtering through false positive matches Multiple searches required to deliver intended results Vulnerable to keyword weighting Computer is the interpreter of candidate’s skills and career

9. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Time To Revamp  Take your time Continue to use your old codes while you plan Continue to use your old codes while you plan Use other search tools DocSearch, PowerSearch, Experience and Status searches. Use other search tools DocSearch, PowerSearch, Experience and Status searches.  Get input from your team Limitations of current codes Limitations of current codes What they’d like to be able to do What they’d like to be able to do

10. Revamping Your Datacodes © 2005 Micro J Systems, Inc. The Process  Read chapter 5 of the Getting Started Guide.  Identify any obsolete codes  Identify codes that require more detail For example: OOPROG=OO Programming For example: OOPROG=OO Programming  Look for codes that can be combined Simplicity is the key: 1 code is always better than 2. Simplicity is the key: 1 code is always better than 2.

11. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Planning Tools  Sample Codes on MPP Online Browse our Sample sets for various industries Browse our Sample sets for various industries Get ideas Get ideas Use as a starting point Use as a starting point  Datacode Worksheet Perfect planning assistant Perfect planning assistant Identifies problems Identifies problems Work your datacodes offline Work your datacodes offline Send to Micro J to take a look at Send to Micro J to take a look at

12. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Datacode Utilities  Datacode Changer Globally change datacodes in your system Globally change datacodes in your system “Find and Replace” “Find and Replace” Good for correcting errors in your master list Good for correcting errors in your master list  Apply / Remove datacodes Assign or remove a code from records in a search list Assign or remove a code from records in a search list Good for updating candidate skills Good for updating candidate skills Good for “expanding” search capabilities Good for “expanding” search capabilities

13. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Obsolete Codes  To remove obsolete codes: 1. Run a search for all People records that have that code 2. Use the Add/Remove Datacodes utility to remove the code from all records 3. Repeat for Job Order and Company Records (If Applicable) 4. Remove the code from the master datacode list.

14. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Add More Detail to Codes  To add more detail to codes Run a search of all the records that contain a code you want to add more detail to and output the records to a list Run a search of all the records that contain a code you want to add more detail to and output the records to a list Unmark all records in the list Unmark all records in the list Identify the records you want to receive the new code and mark their line Identify the records you want to receive the new code and mark their line Run the Apply/Remove Datacodes utility to give the marked lines the new code. Run the Apply/Remove Datacodes utility to give the marked lines the new code.

15. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Combining Codes  Simplifying your codes by combining datacodes is one of the most valuable things you can do when revamping your coding schema.  To combine codes 1. Make sure you are the only person in the datafile 2. Open the administration screen and open the Datacode Changer window 3. Add the codes you want to combine. 4. Enter the code you will be removing in the left hand column and the one you are keeping in the right hand column.

16. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Resources  Following this training session you will receive a package containing: This PowerPoint presentation This PowerPoint presentation Datacode Planning worksheet Datacode Planning worksheet Getting Started Guide Getting Started Guide Links to tutorials on using the datacode utilities Links to tutorials on using the datacode utilities Step by step instructions for the examples we saw today Step by step instructions for the examples we saw today

17. Revamping Your Datacodes © 2005 Micro J Systems, Inc. Questions and Answers  The reminder of the hour will be spent answering any questions you have.