Peerpoint V2 (Allen & Overy) [Biglight]

Overview

Peerpoint is a platform built by Allen & Overy to manage their recruitment in their law firm. As most of their employees are actually contractors with their own LTD, we had a specific persona model from where we built up the functions

Wireframes

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Main Platform Flow

After onboarding

Main journey is to apply to brief

Second journey is to check and update profile

Edit: After the first review we establish that in the first phase we will focus on the user profile and then the opportunity list. But this will change gradually, and after we have enough users and job briefs we will focus this previous model. Ideally the designs will be able to switch without any considerable change in structure.

Navigation Changes

We switched from the focus on jobs description to the profile. In the new flow after on-boarding the user would see their profile and option tabs for CV's, Work History, Training History and Docs. I will go through each page below ↓.

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Additionally we discussed to create a dashboard because pointing out people directly to the profile is a bit counterintuitive. So for the testing we discussed creating two version of navigation around the app, one would be Version 1 — Once the user logs in he is pointed to his profile and Version 2 — We create a dashboard that includes the links to the three main section and possibly adding the Availability widget there as well.

Version 1
Version 1
Version 2
Version 2

For User Testing

We will have a Version 1 where the homepage will show the profile and the

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Profile

The profile section has 5 tabs, starting with 'About you' section to 'CV', 'Work History', 'Professional Development' (Previously called 'Training History') and 'Docs'.

About you

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Professional summary section will include a mix of pre filled entries that are not editable like Name and Surname (changing names is handled by customer support)

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Uploading your CV

Here we will discuss how CV's are currently working

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1) You start with a non approved CV or a non approved CV and a revised version (See next screen)

2) At this stage you can view your CV option that will open a lightbox on top with option to see the Details or Notes and eventually download your file. You cannot delete or edit anything in the entry.

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As all fields are completed the 'Add' button becomes clickable. As an alternative we ca use a double tap on the button, once you tap once the button copy will change

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Once reviewed, the Peerpoint CV appears in the new top section

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Once tapped you will receive a notification confirming your new doc has been uploaded

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Work History

This section aims to replace the CV on a longer term and bring value to Peerpoint. At the moment on the Work History section we will have two type of cards:

A) The roles that we've pulled out of salesforce, these are not editable

B) Cards that are submitted by user these will be always editable

All cards will be ordered by date and will have a ballpark figure showing duration (months worked)

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Professional Development

In this section the user can add their training, it will have an option to 'Add new' and 'Edit' the details of a card.

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Docs

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Opportunities

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Apply to a Brief

To apply to a brief we have establish two routes, one is a bit more complex while the other is the most minimum viable function on the product.

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Version 1

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Opportunities page consists

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The Brief page

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Shortlist is the place where you can find the jobs you have been shortlisted.

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Version 2

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Once your CV is approved it will appear in the 'Peerpoint CV' Section.

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Once you tap 'Add CV' a lightbox will appear with options to name the CV entry, add notes (Optional), Browse and add the file, checkbox that will remind users this CV will replace any other previous entries and 'Submit' button that will be active to tap only when we have all the required fields filled.

Prototype

Functional Spreadsheet

Requirements V2

8 7 6 5 4DATA IMPACTED 3 2 1
JS: This comes out of the box with Kimble and doesn't require any development work.
Becky Phillips
Read Only - Capability name - Capability description
Resource capabilities
Back Office
Consultant Profile Management
Edit 'validated' capabilities
Manage skills
Portal
Engagement Administration
TBC
Submit Timesheets
Jenny G
Read Only: - Opportunity Title [TBC SF] - Start Date [TBC SF] - Day Rate Range [TBC Kimble] - Opportunity Description [TBC SF]
Read Only: - Opportunity Title [TBC SF] - Start Date [TBC SF] - Day Rate Range [TBC Kimble] - Opportunity Description [TBC SF]
Portal
Opportunity Broadcast
Portal Requirement: The ability to view a subset of active roles within that Peerpoint are currently recruiting for.
Opportunity Broadcast
JS: Kenexa offers the abiliy to produce landing pages that are accesible externally.
N/A - Outside of Salesforce / Kimble
N/A - Outside of Salesforce / Kimble
Back Office Process
Opportunity Broadcast
Process Change: Building out of an external application form in Kenexa that is accessible for potential pannel applicants.
Referral / Recomendation Mechanism
N/A
N/A
Back Office Process
Opportunity Broadcast
Process Change: Need to ensure client teams are creating propsals and filling them out correctly for roles published they wish to be publsihed on the portal.
Expression of interest Mechansim
Type / Validation Rules
Notes
PP Contact
Fields Names - Portal [Kimble/SF Name]
SF / Kimble Object
Portal / Back Office
Feature
Requirement
RFP
N/A - Process Change
N/A - Process Change
Back Office
Consultant Profile Management
Process Change: Change how the Recruitment Team Manage their onboarding of candidates to ensure that signed copies of onboarding paperwork are stored in Kimble.
Onboarding Document View
JS: Not currently held in Salesforce - suggest we hold them in the Proposal section within Kimble
Read Only: - Engagment Letter (As PDF) - Extention Letter (As PDF), optional
Read Only: - Engagement Object [TBC Kimble]
Portal
Engagement Administration
Portal Requirement: The ability for a consultant to view, per engagement: - Their engagement letter (3 page document) - Extention Lettter (1 Page document)
Consultant access to engagement paperwork, key/final terms
See Salesforce
If we want to allow people to upload a photo (requirement by PP) we need to hit two different objects - Resource and Contact Record
Becky Phillips
Read Only - First Name [First Name] - Last Name [Last Name] - Professional Services Company [Professional Services Company] - Business Unit [UK] - Location [Location] - Start Date [Start Date] - Standard Day Rate [Standard Cost] - Specialism [Specialism] - Detailed Specialism [Detailed Specialism] - AML Training Completion Date [AML Training] - Conflicts Training Completion Date [Conflicts Training] - Information Security Training Completion Date [Information Security Training] - Data Protection Training Completion Date [Data Protection Training] - Anti Bribary Training Completion Date [Anti Bribary Training] - Qualification Date [Qualification Date] Read, Update - Consultant Bio [NEW: Consultant Edited Bio]
Read, Update Resource, Contact (for photo - called photo object)
Portal
Consultant Profile Management
View key consultant resource data around their profile and their Personal Services Company (PSC).
Manage core profile data
JS: Needs to be defined further
Becky Phillips
?
Back Office
Consultant Profile Management
Review / approve any portal updates before updating?
Manage core profile data
Becky Phillips
N/A
Read Only Resource - Notes & Attachments
Portal
Consultant Profile Management
Ability to upload latest 'Draft CV' as a Word doc, for review & update by Peerpoint team
Review and upload CVs – validation/version control tbc
Becky Phillips
Read, Update - Account - Start / end date - Role title - Description
Read: - Experience Table (within Resource Object) Create, Read, Update, Delete: - Other Experience Table (within Resource Object)
Portal
Consultant Profile Management
Ability to manage a chronological view of roles with both Peerpoint & other organisations
Maintain Role History
Help text may be needed for MVP - in the event consultant wants to update the CV, must be emailed to address x, for review before uploading
Becky Phillips
N/A
Read Only Resource - Notes & Attachments
Portal
Consultant Profile Management
Ability to download latest 'Primary Branded CV as a Word doc
Review and upload CVs – validation/version control tbc
JS: Not currently held in Salesforce - suggest we hold them in the Proposal section within Kimble
Read Only: - Engagment Letter (As PDF) - Extention Letter (As PDF), optional
Read Only: - Engagement Object [TBC Kimble]
Portal
Engagement Administration
Portal Requirement: The ability for a consultant to download their engagement paperwork
Consultant access to engagement paperwork, key/final terms
- Panel Letter of Acceptance - Side Letter - Opt Out Letter - Peerpoint Contract
READ Only: Resource Object - Notes & Attachments
Portal
Consultant Profile Management
Portal Requirement: The ability for a Consultant Lawyer to view key documents about their Peerpoint Panel Membership: Panel Letter, Opt Out Letter, Sider Letter, Peerpoint Contract.
Onboarding Document View
N/A - Process Change
N/A - Process Change
Back Office
Engagement Administration
Business Process Change: Ops Team to start holding engagement documents on Kimble / Salesforce as opposed to Omnia. Suggested location is within the propsoal within Kimble
Consultant access to engagement paperwork, key/final terms
N/A - Process Change
N/A - Process Change
Back Office
Consultant Profile Management
Process Change: Need to create a validation check /workflow when Consultants add experience via the Portal.
Maintain Role History
See Salesforce
Becky Phillips
Read Only Read, Update - PSC Name [Account Name] - PSC Address [Mailing Address] - PSC Contact [Phone] - PSC Email [Email] [Formal Email]
Read, Update Contact
Portal
Consultant Profile Management
View & edit consultant contact details
Manage core profile data
Not a business requirement. ‘helpful feature for consultants’. Need to validate value.
Becky Phillips
?
?
Portal
Consultant Profile Management
Ability to capture training events attended for self certification
Maintain training history
Becky Phillips
Back Office
Consultant Profile Management
Recieve notification when new 'Draft CV' uploaded. Ability to download, edit, re-upload & mark as primary. Maintaining all previous versions for version control
Review and upload CVs – validation/version control tbc
JS: Need to create some kind of flag object that controls what does / doesn't get published from Kimble to the portal. Change in business process also required
Jenny G
Read Only: - Flag Object (Y/N or Boolean )
Kimble / Salesforce Change - Implement a Flag / Boolenan in Salesforce to publish opportunites - Will need to consider how we refresh this based on placing roles etc.
Back Office
Opportunity Broadcast
Salesforce / Kimble Change: The ability for a Client Team member to control what roles get published on the portal from Kimble / Salesforce.
Opportunity Broadcast
JS: I don't think there is a requirement for a user to update their own right to work documents as these need to be approved by recruitment. CC: Right to work duristications to be handled by capabilities
Becky Phillips
Ready Only - Right to Work - Primary duristication - Right to Work - Secondary (other) duristications - Submitted Practice Certificate Expiry Date Only
Read, Capability Object, Capability Group Object, Resource Capability Object
Portal
Consultant Profile Management
View key right to work document statuses
Manage core profile data
Need to confirm whether process is needed to validate experience entries (feels low risk / post vetting)? JS: This can be done as part of onboarding.
N/A
Experience Table within Resource on Kimble.
Back Office
Consultant Profile Management
Process Change: Consultant and Recrutimnent teams to start using the "Experience" section of the resource profile to start cataloging experience.
Maintain Role History
JS: Need to define what categories of availability we requre vs available, unavailable.
Calendar Object in Kimble
Back Office - Kimble
Consultant Profile Management
Ability to: - Categorise different types of availbility - Build reports against this
Maintain availability
JS: For Phase 1 We should link into Kenexa application page that needs to be built seperately.
N/A - Outside of Salesforce / Kimble
N/A - Outside of Salesforce / Kimble
Portal
Opportunity Broadcast
Portal Requriement: The ability for a Consultant Lawyer to refer a co worker to the Peerpoint Platform.
Referral / Recomendation Mechanism
JS: Suggest we descope as there are very few documents that need to be uploaded regularly (only practice certificate & CV).
Becky Phillips
Read Only: - Resource Object
N/A
Consultant Profile Management
Portal Requirement: The ability for a Consultant to submit documents to Peerpoint via the Portal. E.g. Pracitce Certificate
Key document upload – practising certificate, right to work etc
Requirement to start using resource scheduling, making availability report redundant? Back office req? JS: Need to validate what insight we are capturing around availbility.
Becky Phillips
Read Only - Day
Activity Period Assignments / Resource Scheduler?
Portal
Consultant Profile Management
Ability to mark consultant as unavailable at a day level. (Note will need a good UI design to make marking long unavailability easier)
Maintain availability
JS: Need to consider how we track how we track the history of being shortlisted.
Read Only: Within the Proposal Object create: - Opportunity Title - Opportunity Summary - Day Rate range - Start Date When a consultant expresses an interest, they are added to the added to the proposal object as a resource
Read Only: - Proposal Object
Portal
Opportunity Broadcast
Portal Requirement: The ability for a Consultant Lawyer to view a published opportunity within the portal.
Expression of interest Mechansim
Becky Phillips
Read Only - Capability name [resource capability / capbility group]
Create, Read, Update, Delete Resource capabilities
Portal
Consultant Profile Management
View & edit self assigned capabilities
Manage skills
Portal
Engagement Administration
TBC
Submit Invoices

OTHERS

Requirements V2
Brief
Notes
Questions