jobBEAT

The Bayside Group of companies is an organisation that provides permanent, contract and temporary recruitment services, both nationally and internationally. The group is made up of a number of companies including Austra Health, Bayside Personnel, Baytech, Bridge Consulting, Cozwine, Bayside Drafting and Techstaff.Due to the rapid growth Bayside experienced as well as the disparate systems in use by the different companies Bayside had acquired, Cascadia was asked to develop a new management system that would be used by all companies within the group.  

Centralised Database

Having a centralised database meant that data could be shared by everyone, allowing for consolidation of all data within the group. This was very important to management as it meant they could get accurate, timely and up to date information regarding the overall group performance, it also meant that important data such as clients and candidates could be shared amongst everyone.

Communications Infrastructure

Having a centralised database normally means large expenditure on the communications infrastructure required when setting up a network that will allow access to the central system from remote locations. To minimise the cost and to maximise accessibility Cascadia used its MultiTier technology, which utilises the Internet as the communications infrastructure. This technology allows anyone with an Internet connection (56K modem is ok) to access the central database from a remote office or even from a home computer if required.The system Cascadia developed for Bayside is called jobBEAT, it stores and maintains all client, candidate, placement, payroll, and invoicing information for the Bayside Group and includes a number of modules used to maintain this information. There is also and extensive range of reports available within each module:

jobBEATCandidates 

The candidate maintenance module allows the maintenance of candidate records.

jobBEATCandidates
The candidate table keeps all bio data relating to a candidate including name and address details, phone numbers, birth date, gender etc. In addition it allows maintenance on all Payroll information such as PAYG scales, Tax file number, HECS debt, and Bank Account Details.

 

Additionally this module keeps track of all communications related to a candidate via interfaces to Microsoft Word and Outlook. Documents can be created via a predefined set of templates, or existing documents of any type can be imported. Lots of other candidate information can also be maintained including photos, memberships, licenses, and OH&S training. Another great feature is the candidate diary which shows information about holidays, availability, and important appointments that can be manually scheduled or is automatically generated by the system.

jobBEATClients

This module allows all client information to be maintained including extensive client details, client addresses, and contacts.

jobBEATClients
This allows Clients to have multiple Contacts and Addresses. Client records can be related (linked) to another Client record in a parent/child relationship to allow a Client hierarchical structure to be maintained. Client records may not necessarily link to a parent (head office) record, as smaller Clients dealing only with one division would have no need for a parent company.As with candidates all communications with the client are tracked and can be recalled and viewed at any time. The client module also contains a diary to keep track of appointments with the client.The Accounts tab displays information about the client’s account balances, transactions including invoices, receipts and credits.

jobBEATPlacements

 

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The Placement module provides the functionality required for tracking Placements from the requirement stage through to payroll and invoicing.Placement Types catered for are Permanent Placement, Contract Placement (fixed term), Temporary, Temp to Perm, and variations of each of these.This module additionally handles timesheet entry; it also provides timesheet data export to the Bayside payroll system (i.e. Micropay). A complete debtors system was also developed which includes invoicing, credits, receipts and credit checking.

jobBEATDiary

 

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Each employee within the group has access to a diary for work as well as personal appointments. The system allows a diary to be shared amongst a group of other users so that all public appointments are visible to all members of the group. This is particularly useful in the case of a Personal Assistant for example, having to keep track of appointments for a Manager.The diary also allows other resources to be managed including such things as company cars, conference rooms, audio visual equipment and so on. Other diary functions include reminders, and recurring appointments. The diary is fully integrated with the other modules, for example if an appointment is made for a candidate, then the appointment will also be automatically created in three other diaries:

 

  • The diary of the consultant making the appointment
  • The diary of the client or candidate
  • The diary of the normal consultant, if this is different than the consultant making the appointment

This happens throughout the system and is widely used to notify people of things that need to be followed up.

jobBEATSearch

Allows search for candidates and clients using a number of methods including full document text search, search by any database field and value, search using the skill tree.

jobBEATAddressbook

Company wide address book that can be used for work or personal contacts, contacts can be tagged as public or private.