Technology

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Velvet

What do I own?
As a subscriber to Velvet, you own the data within it while we retain the rights to the software interface.

Since it is web-based, is it secure?
Velvet is designed using open source technology and runs on OpenBSD-based systems, known for their security and reliability.

Does my data reside with other clients?
No. Each client has their own Velvet system and data storage location. There is no possibility of co-mingling data.

Can I customize it?
At any point, a client can request changes or improvements to Velvet which may be subject to additional charges. There are virtually no limitations to what can be customized in Velvet. However, we reserve the right to limit certain requests if those request would have an adverse affect on the system. We offer an instant base system with customization, a mid-level system that includes expanded features common among larger search firms, and a ground-up custom proprietary build option.

What is the availability of support?
Our staff is available 24/7, and our systems are equipped with 24/7 monitoring components to ensure systems remain up at all times. In the event of an error Velvet notifies our techs immediately.

How is data migration managed?
Our firm has tools in place to facilitate data migration from many other systems. However, in some cases data must be scrubbed, converted, or even manually entered. In those cases additional charges may apply.

Does Velvet store my documents?
Yes. Documents are uploaded into the system and stored in people records, company records and project records.

Does Velvet help me manage business development?
Yes. Projects in the system are classified as BusDev or Search. Ongoing BusDev projects are grouped separately on your home screen.

Does Velvet make it easy to enter data?
Yes. Because the system is designed for the senior level recruiter it simplifies data entry and automatically delegates more complex, detailed data entry tasks to specialists within your firm our ours.

Does Velvet parse resumes?
Resume parsing functionality is not a standard feature in our base Velvet systems. However, it is available as an optional component for both the base system and our mid-tier solution. Our unique design allows for uploading of resumes, parsing of information and the ability to change information without having to type. See an example.

Does Velvet require in-house technology?
No, nothing beyond and Internet connection. Velvet is hosted and supported at a secure hosting facility. Your organization will not need in-house technical support or special computer equipment.

Can I demo Velvet?
Yes. Contact us for a demonstration of Velvet. Because it’s web-based, there is no setup and access is immediate.

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VOIP

What is VOIP?
Voice over Internet Protocol. All of your incoming and outgoing phone calls travel over Internet lines rather than dedicated phone lines, significantly lowering your cost.

What benefit does VOIP provide?
Besides significant cost savings, a VOIP system hosted by Prospect City has all of the functions of a large PBX-style phone system, and can be customized in many ways, including auto-attendant, directories, direct dial, forwarding to cell phones, vmail, etc. In fact customization goes into great detail and is almost limitless, especially as it interacts with our other technologies (IM, Velvet, etc. ).

How does VOIP work with Velvet and IM?
Because all of these services are hosted by Prospect City, we can integrate functionality among the systems. For example, you can dial your phone by clicking on a Velvet phone number. When you pick up the phone, your Instant Messaging display will indicate you’re on the phone to avoid others in the office from interrupting you. These are just a few examples of system integration offered by Prospect City.

How much does VOIP cost?
Cost is dependent on several factors including your desire to own or lease. For example, you may purchase and own phones, router, switch, T1, etc. or we can include those in your fixed monthly fee. VOIP systems vary from $40/line to a fixed cost of several hundred dollars per month.

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Instant Messaging

Why is yours different than free IM provided by AOL or MS Messenger?
AOL and other service providers offer IM to the public. The large number of users limits your ability to create recognizable names within your firm. These public IM system also route all traffic through their systems, causing security concerns. Finally, these public systems are prone to attacks including viruses and hijacking programs. Our system is a private system exclusively isolated for your firm. Naming conventions are not limited, privacy is ensured, and security is maximzed.

Why is Instant Messaging useful in my business?
For a multi-person office, users can see if other are available without calling or leaving their desk. In addition, users can communicate with one another via keyboard while on the phone. This is particularly useful during conference calls.

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Website

Do you own my domain?
No, we don’t own it. However, we must get access to administer the account in order to point DNS servers to your website.

What kind of websites do you offer?
We offer two levels of website services. A startup website is relatively simple and inexpensive. It serves as a temporary site, validating your presence while a more complex site is developed. The second type is a more complex site involving designers and developers. These sites often take several months from design to completion and can include numerous features such as a client worksite or candidate worksite, sometimes directly linked with your internal database.

What do I need to support a website?
Nothing. We provide hosting services to include all of your technology on our servers. This ensures security, reliability and provides disaster recovery support.

How long does it take to create a temporary website?
Beyond approval of our design, the website can be active within 48 hours in most cases.

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Accounting

Payables

To pay my bills do you need check-signing authority?
No. Our bookkeepers produce checks, attach bills and deliver to you for signature. In some cases our clients have given us check-signing authority but it is not necessary.

Do you pay my payroll taxes?
No. We manage payroll through accredited external providers such as ADP, Paychecks and others. They are responsible for processing and paying your payroll taxes, and are well-suited to do so.

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Receivables

Do you create and send invoices?
Yes, we provide invoicing services. By managing expense reporting for your organization we are able to organize and include them on your invoices.

Do you provide collection?
Yes. As your accounting department we are well positioned to reach out to your client’s accounting department to track payment on your behalf – eliminating the need for you to remind your client contact.

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Expense Entry

How do I submit expenses?
We provide a paper format or an online direct-entry tool that allows our clients to enter expense online and submit receipts to us separately.

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Research

Are your researchers in-house?
Some of our researchers are in-house and some are independents working exclusively with our firm on behalf of our clients.

Do you provide varying levels of research?
Yes, our resources include clerical “name generators” and phone-quality leverage researchers who are skilled and experienced at interacting with high-level executives.

Can I scale your research up and down?
Yes, our in-house team combines with our networked resources to allow scalability on all levels.

How do you charge – hourly or project?
We do not charge hourly for research services. We are more comfortable tying our work to results. Therefore we prefer to work on a project fee basis, with incentives where appropriate.

Can I just find my own researchers through your network?
Absolutely. You can join our network at any time by emailing our support group. A subscription fee of $60/mo. applies, but can be turned on or off at any time without penalty. No long term contracts either. In the network you can post your needs to the group and expect replies within 24 hours.

If I use the network exchange hub, will I incur a fee if I find a researcher?
No. Prospect City does not charge for a successful match. In fact, we encourage our members to interact outside of the site and enjoy a long healthy successful relationship…just remember who brought you together.

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Administration

Can I use your team to answer my phones?
Yes – if you have our VOIP phone system. Our team can answer your phones from our location and transfer to you without any indication to the caller.

Do you handle mailings?
Yes. Any type, any size.

Do you recruit admins?
While our network of administrative professionals is strong, there are very few instances where we can recommend a permanent internal hire for your organization. However, we can recommend a recruiter if necessary.

Do you offer data management support?
Yes. Prospect City’s team offers data management support for our Velvet system. This includes data completion, quality and data-related research.

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Advice

Do you provide advice to recruiters?
Yes, of course. Bob Stein is available at your convenience. If a more formal role is desired, he serves as a recruiter consultant, speaker and advisor. In fact his advisory services have transformed his role to part-time COO and CIO at several client organizations.

Do you provide advice to candidates?
We provide unique services addressing the needs of candidates, including pre-interview intelligence, pipeline intelligence, an actively passive creer marketing program and more.

Evaluating a Database?
We provide database evaluation services to our clients. We deliver value in our "true assessment" of software products for our clients, determining actual hard and soft costs associated with a new database before a client makes a commitment.

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