Datacodes Time to revamp your codes. Revamping Your Datacodes © 2005 Micro J Systems, Inc. This Training Session Goals of a proper coding system Structured

DatacodesDatacodes

Time to revamp your codesTime to revamp your codes

Revamping Your Datacodes © 2005 Micro J Systems, Inc.Revamping Your Datacodes © 2005 Micro J Systems, Inc.

This Training SessionThis Training Session

Goals of a proper coding systemGoals of a proper coding system Structured vs. Keyword SearchingStructured vs. Keyword Searching Tools Available to Revamp your Tools Available to Revamp your

datacodesdatacodes Datacode UtilitiesDatacode Utilities Apply datacodes to a listApply datacodes to a list Datacode Planning WorksheetDatacode Planning Worksheet Sample Datacode SetsSample Datacode Sets


Goals of a Proper Coding SystemGoals of a Proper Coding System

Make it easy to find what you are looking forMake it easy to find what you are looking for Limit false matchesLimit false matches Should be inclusive not conclusiveShould be inclusive not conclusive Enable you to generate match matricesEnable you to generate match matrices Provide more than simple skill information, Provide more than simple skill information,

codes should help you codes should help you categorizecategorize recordsrecords Primary IndustriesPrimary Industries Market Focus or SegmentMarket Focus or Segment

Provide structure to your dataProvide structure to your data


Structured DataStructured Data Information in a resume or profile is presented in Information in a resume or profile is presented in

variety of formats, using a wide variety of variety of formats, using a wide variety of verbiage to describe the same task, skill or verbiage to describe the same task, skill or function.function. To search this type of information you perform To search this type of information you perform

Keyword SearchesKeyword Searches to generate matches of differing to generate matches of differing relevancyrelevancy

A proper coding system should transform this A proper coding system should transform this mishmash of information into discrete and mishmash of information into discrete and consistent terms.consistent terms. To search this type of information you perform To search this type of information you perform

Structured Searches to generate matches, all of Structured Searches to generate matches, all of 100% relevancy100% relevancy


So Which is Better?So Which is Better?

Each type of search has its pros and consEach type of search has its pros and cons Consider the following example of Consider the following example of

searching for a VP of Sales for a Medical searching for a VP of Sales for a Medical Device company in Southern CaliforniaDevice company in Southern California


Keyword SearchKeyword Search

Search String:Search String: (“VP Sales” OR “Vice President of Sales”) AND (healthcare OR medicine or (“VP Sales” OR “Vice President of Sales”) AND (healthcare OR medicine or

medical) AND devices AND (“Los Angeles” or “San Diego” or “Southern medical) AND devices AND (“Los Angeles” or “San Diego” or “Southern California” or Relocate)California” or Relocate)

ProblemsProblems Will return people who used to be VP’sWill return people who used to be VP’s Will return people who reported to VP of SalesWill 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 DiegoWill return people who used to live in Los Angeles and San Diego Savvy candidates who “keyword optimize” their resumes will always be Savvy candidates who “keyword optimize” their resumes will always be

ranked highest by relevancyranked highest by relevancy

The resultThe result Additional time required per search to filter through the false Additional time required per search to filter through the false

matchesmatches


Structured SearchesStructured Searches

Search People by OccupationSearch People by Occupation Primary Occupation Code = VPSAPrimary Occupation Code = VPSA

• VPSA=“Vice President of Sales”VPSA=“Vice President of Sales” Industry Code = MEDDIndustry Code = MEDD

• MEDD = “Medical Devices”MEDD = “Medical Devices” Location Code = CALA or CASD or RELOLocation 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”

ResultResult Structured results with all records being 100% Structured results with all records being 100%

matches. No relevance ranking is required as all matches. No relevance ranking is required as all records are equally relevant.records are equally relevant.


Structured vs. KeywordStructured vs. Keyword StructuredStructured

ProsPros• Extremely accurate searchesExtremely accurate searches• No time spent filtering through No time spent filtering through

false positivesfalse positives• Easily generate matrix based Easily generate matrix based

search lists.search lists. Cons:Cons:

• Coding system needs to be Coding system needs to be setupsetup

• Increased data entry timeIncreased data entry time• Coding system needs to be Coding system needs to be

maintainedmaintained

Keyword SearchesKeyword Searches Pros:Pros:

• Quick and EasyQuick and Easy• Familiarity to usersFamiliarity to users• Data entry Data entry veryvery fast, all you fast, all you

need to do is attach the need to do is attach the resume or paste it to the resume or paste it to the notes fieldnotes field

Cons:Cons:• False positivesFalse positives• Time spent filtering through Time spent filtering through

false positive matchesfalse positive matches• Multiple searches required to Multiple searches required to

deliver intended resultsdeliver intended results• Vulnerable to keyword Vulnerable to keyword

weightingweighting• Computer is the interpreter of Computer is the interpreter of

candidate’s skills and careercandidate’s skills and career


Time To RevampTime To Revamp

Take your timeTake your time Continue to use your old codes while you planContinue to use your old codes while you plan Use other search tools DocSearch, Use other search tools DocSearch,

PowerSearch, Experience and Status PowerSearch, Experience and Status searches.searches.

Get input from your teamGet input from your team Limitations of current codesLimitations of current codes What they’d like to be able to doWhat they’d like to be able to do


The ProcessThe Process

Read chapter 5 of the Getting Started Read chapter 5 of the Getting Started Guide.Guide.

Identify any obsolete codesIdentify any obsolete codes Identify codes that require more detailIdentify codes that require more detail

For example: OOPROG=OO ProgrammingFor example: OOPROG=OO Programming Look for codes that can be combinedLook for codes that can be combined

Simplicity is the key: 1 code is always better Simplicity is the key: 1 code is always better than 2. than 2.


Planning ToolsPlanning Tools

Sample Codes on MPP Sample Codes on MPP OnlineOnline

Browse our Sample sets Browse our Sample sets for various industriesfor various industries

Get ideasGet ideas Use as a starting pointUse as a starting point

Datacode WorksheetDatacode Worksheet Perfect planning assistantPerfect planning assistant Identifies problemsIdentifies problems Work your datacodes Work your datacodes

offlineoffline Send to Micro J to take a Send to Micro J to take a

look atlook at


Datacode UtilitiesDatacode Utilities

Datacode ChangerDatacode Changer Globally change datacodes in your systemGlobally change datacodes in your system ““Find and Replace”Find and Replace” Good for correcting errors in your master listGood for correcting errors in your master list

Apply / Remove datacodes Apply / Remove datacodes Assign or remove a code from records in a Assign or remove a code from records in a

search listsearch list Good for updating candidate skillsGood for updating candidate skills Good for “expanding” search capabilitiesGood for “expanding” search capabilities


Obsolete CodesObsolete Codes

To remove obsolete To remove obsolete codes:codes:

1.1. Run a search for all Run a search for all People records that have People records that have that codethat code

2.2. Use the Add/Remove Use the Add/Remove Datacodes utility to Datacodes utility to remove the code from all remove the code from all recordsrecords

3.3. Repeat for Job Order and Repeat for Job Order and Company Records (If Company Records (If Applicable)Applicable)

4.4. Remove the code from Remove the code from the master datacode list.the master datacode list.


Add More Detail to CodesAdd More Detail to Codes

To add more detail to codesTo add more detail to codes Run a search of all the records that contain a Run a search of all the records that contain a

code you want to add more detail to and code you want to add more detail to and output the records to a listoutput the records to a list

Unmark all records in the listUnmark all records in the list Identify the records you want to receive the Identify the records you want to receive the

new code and mark their linenew code and mark their line Run the Apply/Remove Datacodes utility to Run the Apply/Remove Datacodes utility to

give the marked lines the new code.give the marked lines the new code.


Combining CodesCombining Codes

Simplifying your codes by combining datacodes Simplifying your codes by combining datacodes is one of the most valuable things you can do is one of the most valuable things you can do when revamping your coding schema.when revamping your coding schema.

To combine codesTo combine codes1.1. Make sure you are the only person in the datafileMake sure you are the only person in the datafile2.2. Open the administration screen and open the Open the administration screen and open the

Datacode Changer windowDatacode Changer window3.3. Add the codes you want to combine. Add the codes you want to combine. 4.4. Enter the code you will be removing in the left hand Enter the code you will be removing in the left hand

column and the one you are keeping in the right column and the one you are keeping in the right hand column.hand column.


ResourcesResources

Following this training session you will Following this training session you will receive a package containing:receive a package containing: This PowerPoint presentationThis PowerPoint presentation Datacode Planning worksheetDatacode Planning worksheet Getting Started GuideGetting Started Guide Links to tutorials on using the datacode Links to tutorials on using the datacode

utilitiesutilities Step by step instructions for the examples we Step by step instructions for the examples we

saw todaysaw today


Questions and AnswersQuestions and Answers

The reminder of the hour will be spent The reminder of the hour will be spent answering any questions you have.answering any questions you have.

Documents

Datacodes Time to revamp your codes. Revamping Your Datacodes © 2005 Micro J Systems, Inc. This Training Session Goals of a proper coding system Structured