Implementation Methodology for Lever Platforms

1    Overview

Lever Platforms are in use at over 1,500 companies headquartered in 40+ countries, varying in size from startup to multinational enterprises with 60K+ employees. The Lever implementation methodology is intended to cover the spectrum of needs of Lever customers, large and small. As such, there are many implementation tasks included in the standard implementation plan which are optional and/or unnecessary for small companies. Also, it is very common for many of the Customer roles to be filled by one or two resources depending on the size and scope of the implementation for Lever Platforms. The dedicated Lever Implementation Specialist will adjust the implementation plan to the unique requirements of each Customer. The Lever implementation methodology is structured to achieve the following objectives:

  • Engage with Customer team to build alignment with Customer’s business goals, requirements, timeline, and availability.
  • Work with Customer team to develop expertise for how to configure, manage, and use Lever.
  • Transform and import Customer’s legacy data into Lever, connect essential systems through Lever’s integrated partners, support any systems integration work, and support efforts to connect Customer’s career pages directly to Lever to help kick off a great candidate experience.
  • Invest time in Customer’s success through targeted training for core and extended team, so Customer resources are trained and prepared for success using Lever. Lever provides guided sessions for Recruiters, Hiring Managers, and Interviewers as well as self-guided help articles and on demand, task-based, video training.
  • Help Customer launch with confidence, configured, trained, and with a connected career site. Lever will help define and execute on a smooth launch plan for Customer.

2    Lever Roles

The usual Lever team roles and responsibilities for a Lever implementation project are outlined below.

2.1   Implementation Specialist

Lever will assign a dedicated Implementation Specialist for the duration of the Lever Implementation. The Implementation Specialist is a product trainer, provides expert guidance and support as a product consultant, and delivers hands-on configuration assistance. The Implementation Specialist makes sure Customer operations, recruiting, hiring manager, and interviewer team members receive training on Lever appropriate to their roles over the course of the implementation project. The Implementation Specialist will also perform the migration of Customer legacy ATS data, if applicable.

2.2   Project Manager

The Project Manager will develop and manage an implementation plan adjusted for Customer resource availability and reflecting Customer specific requirements. The Project Manager is responsible for managing the overall project to completion.

The Project Manager performs a variety of tasks in conjunction with Lever including: 1) coordinating the activities of Customer resources and activities required for the implementation project, 2) maintaining a decision log and sharing decisions with executive stakeholders, 3) evaluating progress relative to milestones, 4) confirming scope for new hire and position integration workflow, and 5) delivering regular progress reports to executive stakeholders.

Both the Lever Implementation Specialist and Lever Project Manager are roles that may be filled by the same resource Lever assigns to a project.

3 Customer Roles

The usual Customer team roles and responsibilities for a Lever Implementation are outlined below. It is very common for several or all Customer roles to be filled by one Customer resource.

3.1   Executive Sponsor

The Executive Sponsor is responsible for championing the Lever Implementation, ensuring that the appropriate Customer resources are available for the project, working with the Project Manager to resolve escalated issues in a timely manner, and signing off on key deliverables throughout the project. The Executive Sponsor must be an active and visible resource on the project and is expected to participate in regularly check points with the Implementation Specialist to ensure the project is meeting the goals/objectives and timeframes outlined in the beginning of the Lever Implementation.

3.2   Operations Lead

The Operations Lead is responsible for managing the overall project to completion. The Operations Lead performs a variety of tasks in conjunction with Lever including 1) coordinating the activities of Customer resources and activities required for the implementation project, 2) maintaining the decision log, with the Implementation Specialist, and sharing decisions with executive stakeholders, 3) evaluating progress relative to milestones, 4) confirming scope for Lever Platforms, system integration, and career site development, and 5) delivering regular progress reports to executive stakeholders.

The Operations Lead also provides the functional and technical knowledge and expertise on Customer’s recruiting, sourcing, and hiring practices, in addition to the expertise provided by the Recruiting Lead, to help establish configuration values and to configure and setup Lever.

Finally, the Operations Lead is also responsible for the development, execution and sign-off for applicable test plans and the user acceptance testing of Lever, the career site, and any system integrations.

3.3   Recruiting Lead

As the heaviest users of Lever Platforms and the subject matter experts for their department or recruiting area, the Recruiting Lead is active throughout the course of the implementation. The Recruiting Lead provides the subject matter expertise for department or area-specific recruiting, sourcing, and hiring practices. The Recruiting Lead will assist in the gathering of requirements from the legacy ATS system if applicable, attend training on the configuration of Lever, and do most the configuration of Lever for their department including application and interview processes, setting up department-specific workflows, setting up offer letters, setting up department job postings, preparing active candidate data for migration, and assisting in the training of other recruiters, hiring managers, and trainers.

3.4   Recruiter, Coordinator, Sourcer, Hiring Manager, and Interviewer

Lever has injected the values we respect—collaboration, engagement, and humanity—into our software and re-imagined how organizations can think about their talent strategy, with people and relationships at the center. As such, the Lever Implementation Specialist will work with the Customer’s Operations Lead and Recruiting Lead to develop an internal launch plan for Lever and host training for the rest of the recruiting team, Hiring Managers, Interviewers, and establish how the rest of the team can participate in the hiring process with referrals.

3.5   Web Developer

The Web Developer is responsible for the development and testing of Customer career site and the integration of Customer career site with Lever via the Lever Job Postings API and the Lever hosted career site for the Customer’s account.

4    Project Scope

4.1   Lever Implementation

The Lever Implementation includes the effort performed by Lever as Professional Services to assess requirements, document configuration, support the configuration and setup of Lever Platforms, migrate legacy ATS data, conduct team training, and provide expert product advice, project management, and launch preparation and support.

5    Project Timeline, Deliverables, and Activities

A Lever Implementation is managed across five (5) tracks of work: Kickoff, Configuration, Data Migration & Career Site, Training, and Launch. The following sections describe the timeline, deliverables, and activities for each track of work. The typical duration for a Lever Implementation is 45 - 90 days but may take longer or be completed in less time depending on the availability of Customer resources, the size of the organization, the type of data migration and the scope of configuration tasks within a Customer’s Lever account.

5.1   Kickoff

During this introductory track of the Lever Implementation the Implementation Specialist will engage Customer team members to obtain an understanding of Customer’s recruiting and sourcing needs and establish an implementation plan anchored in best practices and tailored to Customer’s unique requirements. During this phase of the project Lever will:

  • Map out Customer recruiting drivers and business goals, extended team, go-live timing, and availability.
  • Review Lever implementation tracks, team roles, responsibilities, critical milestones, and optional activities.
  • Identify project stakeholders, Lever and Customer team members, and project roles and responsibilities.
  • Develop training plan for the core and extended team.
  • Assess legacy candidate, job, application, and activity data, understand usage goals for historical information, and develop data migration agreement for review and signoff by Customer.
  • Meet with Customer recruiting / marketing team to discuss career page design and development.
  • Finalize and mutually commit with Customer to implementation plan.

Note that some activities may not be applicable depending on Customer needs. For example, if a Customer is not migrating from a previous ATS, all activities related to Legacy ATS migration are not required.

ACTIVITY / DELIVERABLE

PARTY

RESPONSIBLE ROLE

Facilitate remote Kickoff Session with Customer team

Map out recruiting drivers and business goals, extended team, go-live timing and resource availability. Identify project stakeholders, Lever and your team members, project roles and responsibilities.

Review Lever implementation stages, team roles, responsibilities, critical milestones and optional activities.

Meet with developers, designers, and web, IT, and/or marketing team to discuss career site options, aligning recruiting goals, timeline, and resource availability for best possible approach.

Develop training plan for the core and extended team.

Meet with your IT team to discuss system integration needs, timeline, and resource availability.

Assess legacy candidate, application and activity data, job, understand usage goals for historical information, and develop data migration agreement for review and sign-off.

 

Lever 

Implementation Specialist 

Participate in remote Kickoff Session

Identify department-specific configuration details and job-specific application questions and feedback forms.

Customer

Operations Lead / Recruiting Lead

Gather legacy pipeline details

Pull department-specific pipeline details from Legacy ATS, including pipeline flow and actions taken by team at each stage.

Customer

Operations Lead

Gather legacy archive reasons

Pull department-specific archive reasons from Legacy ATS.

Customer

Operations Lead

Gather legacy interview process

Gather legacy interview feedback forms, email templates, and hiring process.

Customer

Recruiting Lead

Identify partners for setup and gather configuration details

Lever has a list of partners available for a configurable integration. Most require partner account information to be enabled.

Customer

Operations Lead / Recruiting Lead

Validate scope for the career site

The Operations Lead will need to consult with the Implementation Specialist, Web Developer and Executive Sponsor to establish scope, availability of resources and timeline.

Customer

Operations Lead

Develop pipeline configuration document

Merge provided details on legacy pipeline in a unified pipeline representation and add additional stages to the default Lever pipeline to reflect customer requirements captured during the Kickoff.

Lever

Implementation Specialist

Develop configuration checklist for Operations & Recruiting Leads

Checklist of setup and configuration activities, based on Kickoff, of the activities to be performed within Lever by the Customer team as part of the Configuration Phase of Lever.

Lever

Implementation Specialist

Conduct review of pipeline configuration

Walk through pipeline stages and archive reasons with Operations and Recruiting Leads and incorporate feedback into configuration and design documentation.

Lever

Implementation Specialist

Participate in review and sign-off on pipeline configuration

Walk through pipeline configuration with Implementation Specialist to review stages and related activities anticipated per stage.

Customer

Operations Lead / Recruiting Lead

Develop implementation plan

Extend sample implementation plan to reflect resource availability, team structure, incorporate feedback from Kickoff, scope and propose key milestones including career site go-live, data extract date, recruiting team training, hiring manager training, and interviewer training, user acceptance testing, and go-live.

Lever

Implementation Specialist

Review implementation plan

Review implementation plan to identify competing initiatives and projects, conflicts with milestone dates, planned out-of-office for project team members, and review with executive stakeholders.

Customer

Operations Lead & Recruiting Lead

Finalize implementation plan

Incorporate feedback from Operations Lead review and adjust and communicate changes accordingly.

Lever

Implementation Specialist

Schedule legacy Data Export

If applicable, a Legacy ATS can require up to 30 days of notice to the Legacy ATS vendor for a data extract. The export date should align with the day the new career site goes live with Lever.

Customer

Operations Lead

5.2   Configuration

Helping Customer develop the necessary expertise to configure, manage, and use Lever is Lever’s most important job. During the configuration track the Implementation Specialist will assist in configuration tasks and guide Customer team to complete the setup and configuration of Customer account based on Customer requirements. Specifically, Customer’s Implementation Specialist will:

  • Provide consultation on best practices and help guide the design and configuration of Customer sourcing and recruiting process in Lever.
  • Help establish access roles and user accounts for Customer’s organization.
  • Guide the creation of time-saving templates for emails, interview feedback, and custom forms to capture additional candidate information.
  • Help build in consistency and quality of recruiting data from the start through the definition of candidate archive reasons, application sources, and tags.

ACTIVITY / DELIVERABLE 

PARTY

RESPONSIBLE ROLE

Ongoing project management

Regular review of the project plan, key milestones, assessed risks, competing priorities, and availability of project resources. Track activities of project team members and communicate status to executive sponsor.

Customer

Operations Lead

Ongoing project management

Regularly scheduled meetings and check-ins with the extended implementation team to track progress to key milestones, identify risks, and remove blocks. Includes additional time to act in the capacity of Product Consultant and expert advisor to the Customer team for Lever Platform Services and Lever Implementation best practices.

Lever

Implementation Specialist

Set Lever access roles

Work with Implementation Specialist to map team member roles (Recruiters, Sourcers, Recruiting Coordinators, Hiring Managers, Interviewers, Recruiting Operations, and Executives) to Lever access roles of super admin, admin, team member, limited team member, and interviewer.

Customer

Operations Lead

Invite project team members to Lever

With Implementation Specialist, develop and send invite email with appropriate instructions to log into Lever as a follow-up to automated login email, if applicable.

Customer

Operations Lead

Configuration training for Operations & Recruiting Leads

Provide access to self-paced and task-oriented videos that cover setup and configuration activities.

Lever

Implementation Specialist

Complete configuration training

Review self-paced and task-oriented videos that cover setup and configuration activities.

Customer

Operations Lead & Recruiting Lead

Invite remainder of project team to Lever

Work with Implementation Specialist to add remaining users along with appropriate instructions to log into Lever.

Customer

Operations Lead

Customize pipeline stages and archive reasons

Implement changes to pipeline and archive reasons per requirements.

Lever

Implementation Specialist

Validate pipeline configuration

Review implemented pipeline in Lever.

Customer

Operations Lead & Recruiting Lead

Extract active job postings data from Legacy ATS

Export and prepare active postings for import into Lever. Lever import format includes: Posting Name, Date Created, Status, Team, Commitment, Location, Tags, Owner email address, Hiring manager email, Follower email addresses, Closing, Requisition ID, Description, ListTitle-1, List-1, ListTitle-2, and List-2. Depending on approach and timing, position / requisition information from HRIS for active postings can be collected and coordinated with Systems integration effort.

Customer

Operations Lead

Map active job posting data to Lever format and load into Lever

Map active job posting data from Operations Lead into Lever format and load into Lever.

Lever

Implementation Specialist

Validate and format job postings

Adjust posting description, closing, lists, hiring manager, and followers as necessary.

Customer

Recruiting Lead

Configure department application and interview process

Develop feedback forms for interview stages by role type, role-specific application questions, define optional candidate tags by role and configure interview and application settings for active postings.

Customer

Recruiting Lead

Set up job board syndication on active postings

Set up job board preferences for each active job posting.

Customer

Recruiting Lead

Configure recruiting workflow per department

Customize email templates and candidate profile forms.

Customer

Recruiting Lead

Gather offer letter requirements, configure offer letters and workflow

Work with Implementation Specialist, Finance, Legal, HR Operations, and Benefits to define base requirements for Offer generation.

Customer

Operations Lead & Recruiting Lead

Set company preferences for auto following, referrer notifications, and offer and feedback visibility

Offer visibility is set, by default, to be visible to the offer creator, Profile owner, Posting owner, Hiring manager, signatories, Admins, and Super admins.

By default, all feedback is visible to users with the role of Super admins, Admins, Team members, and Limited team members who are followers. Feedback is hidden from team members until they submit their feedback by default as well.

Customer

Operations Lead

Configure company jobsite

Set company logo, define default application form required attributes, optional attributes, customize confirmation email sent to applicants when they apply, and set Google Analytics code and EEO if applicable.

Customer

Operations Lead

Agency blacklisting

All recruiting agency domains need to be added to your team's agency blacklist. This "blacklist" prevents applications initiated on behalf of candidates from your recruiting agencies from being merged into one candidate profile.

Customer

Operations Lead

Disable Legacy ATS postings and add new Lever postings for job boards

Disable current Legacy ATS job postings, active boards integrated with Legacy ATS, and any manual postings and post jobs via job site URL for each active job as desired.

Customer

Recruiting Lead

Setup partner integrations

Use documented partner connection details from Kickoff to configure partner connections. This activity needs to be coordinated with Lever and career site go-live.

Customer

Operations Lead

Validate and track progress of partner integration configuration

Validate requests from Operations Lead and track progress of connection requests.

Lever

Implementation Specialist

5.3   Data Migration and Career Site

Assigned Implementation Specialist will perform a data migration of Customer’s Legacy ATS appropriate based on the Data Migration Tier included in the Customers Order Form, connect essential one-click partner solutions, and support any Web Developers working to connect the Customer’s career site to Lever. During this track the Customer Implementation Specialist will:

  • Populate Customer Lever account with legacy jobs, if available, and map Customer legacy statuses to the new Lever stages, sources, and archive reasons defined during Kickoff. Note that the Implementation Specialist will not apply formatting to the imported job data.
  • Prepare transformation mapping rules and custom parsing logic for data migration as necessary and appropriate for the Data Migration Tier, to prepare Legacy ATS data for import into Lever.
  • Map archive reasons, stages, and sources from legacy data to the new values established with Customer’s new Lever-based recruiting process.
  • Load a data sample into Customer’s Lever account for review, validation, and acceptance before importing the full legacy data set.
  • Help drive configuration of Customer’s Lever-hosted career site and support the Web Developer in their effort to connect Customer’s website to Lever.

5.3.1       Lever Platform Services Implementation: Data Migration

ACTIVITY / DELIVERABLE

 

PARTY

RESPONSIBLE ROLE

Validate availability of export data

Check with Legacy ATS to validate scheduled export will be processed on the requested date

Customer

Operations Lead

Prepare Active Candidates for migration from Legacy ATS

Review recent and unattended active candidates and reject as appropriate to eliminate moving active candidates to Lever that can be picked up in the legacy data migration.

Customer

Recruiting Lead

Export Active Candidates from Legacy ATS

Export available details for active candidates and transfer securely to Implementation Specialist. May require manual mapping into a spreadsheet from Legacy ATS to set association to job posting, interview stage, source, origin, tags, candidate owner, referral source, and notes. Operations Lead may need to download and name attached files to preserve association and transfer securely to Implementation Specialist as well.

Customer

Operations Lead

Map and import active candidate data to Lever format

Map active candidate data to Lever format and load into Lever. Bulk import fields include Full Name, Email, Date Added, Stage, Archive Reason, Archive Date, Sources, Origin, Tags, Phone, Location, Links, Referrer, Resume Filename, Company, Owner, Lever Posting URL, Posting Owner, Posting Hiring Manager, and Notes (note, author and visibility setting). Upload files provided by Operations Lead

Lever

Implementation Specialist

Adjust for changes to active candidates during migration

Start working in Lever with active candidates, managing progress and activity made while migration was in process

Customer

Recruiting Lead

Request export of legacy data

Request completion of the scheduled export, if applicable, by Legacy ATS, and co-ordinate for secure transfer of data to Implementation Specialist

Customer

Operations Lead

Prepare mapping file and process legacy candidate profiles

Process Legacy ATS output as appropriate for Data Migration Tier to produce inter-mediate candidate profiles and mapping file of legacy Stages, Sources, Archive Reasons, and Job Posting Applications.

Lever

Implementation Specialist

Prepare historical job postings for import

Process Legacy ATS data to prepare archived postings for import into Lever. Lever import format includes: Posting Name, Date Created, Status, Team, Commitment, Location, Tags, Owner email address, Hiring manager email, Follower email addresses, Requisition ID, Description, Closing, ListTitle-1, List-1, ListTitle-2, and List-2. Depending on approach and timing, position / requisition information from HRIS for active postings can be collected and coordinated with Systems integration effort.

Lever

Implementation Specialist

Review historical job posting import file

Validate historical job posting import file with Implementation Specialist.

Customer

Operations Lead

Load historical job postings into Lever

Process prepared historical job postings file.

Lever

Implementation Specialist

Load historical job postings into Lever

Review and validate historical postings in Lever.

Customer

Operations Lead

Complete mapping of Legacy Sources, Stages, Jobs, and Archive Reasons

Work with the Implementation specialist to complete the mapping of legacy values to established Lever Source, Stage, Job, and Archive Reasons.

Customer

Operations Lead

Prepare a sample of legacy candidate data in Excel for review

Apply prepared mappings from Operations Lead and transform legacy candidate for upload into Lever. Prepare a preview file in Excel for Operations Lead to review.

Lever

Implementation Specialist

Review sample data import file

Review sample import file.

Customer

Operations Lead

Adjust based on feedback and load sample legacy candidate profiles

Apply prepared mappings from Operations Lead and transform sample of legacy candidates for upload into Lever. Adjust based on feedback from sample.

Lever

Implementation Specialist

Load sample file of legacy candidate data in Lever

Load file for review.

Lever

Implementation Specialist

Review sample data import in Customer’s Lever account

Review sample import of legacy candidate data.

Customer

Operations Lead

Adjust import rules based on feedback. Prepare and load all transformed legacy data into Lever

Apply prepared mappings from Operations Lead and transform full set of legacy candidate data for upload into Lever. Make applicable adjustments based on feedback from Customer on sample import.

Lever

Implementation Specialist

Import files

Import files referenced in candidate profiles and included in Legacy ATS export.

Lever

Implementation Specialist

Review and sign off on Legacy ATS data migration

Review data audit report and migrated candidates in Lever.

Customer

Operations Lead

5.3.2       Career Site

ACTIVITY / DELIVERABLE

 

PARTY

RESPONSIBLE ROLE

Build career site

Develop the career site with links to the Lever hosted jobs site at jobs.lever.co/{Customer Name}.

Customer

Web Developer

Test career site

Validate posting listings, posting display, display of required application fields, optional fields, job specific attributes, display of EEO questions, submission of applications, applicable tagging, and candidate confirmation email.

Customer

Web Developer

5.4   Training

Lever will invest time in Customer’s success making sure the core and extended team are trained and prepared for success at each stage of the way using Lever. Customer’s Implementation Specialist will:

  • Provide one-on-one remote training and access to task-based videos to empower Customer’s team to handle their assigned setup and configuration tasks.
  • Map out and execute on a standard training plan for Customer’s organization for the core team, recruiters, and hiring managers.
  • Provide Customer with unlimited access to Lever’s library of task-based videos covering key features and configuration steps to help reinforce what Customer resources learn in Lever-guided sessions or pick up the necessary knowledge to tackle new features.
  • Introduce Customer to Lever’s collection of help articles, best practices, and tutorials hosted and available in Lever’s online help library located at http://help.lever.co.

ACTIVITY / DELIVERABLE

 

PARTY

RESPONSIBLE ROLE

Lever Platform Services training for the Recruiting Team

1 hour remote training sessions for each Lever Platform included in the Order Form.

Lever

Implementation Specialist

5.5   Launch

Customer’s Implementation Specialist will work with Customer’s entire team to help Customer launch with confidence on a fully configured and tested system, a trained team, and with a connected career site. At this milestone, your Implementation Specialist will:

  • Validate career site functionality and connectivity to Lever for a great start to Customer’s new candidate experience.
  • Provide guidance, develop communication, and ensure effective communications are sent to Customer employees.
  • Be accessible and ready to support to make sure any unexpected issues are isolated and addressed quickly.

5.6   Assumptions

5.6.1       The legacy data to be migrated as part of the Lever Implementation is limited to the Data Migration Tier specified on the Order Form and available in the export from the Legacy ATS.

5.6.2       A Tier 1 migration will include the mapping of candidate name, email(s), phone number(s), URL link(s), origin, source, reference to legacy, internal, and active job postings, stage, resume(s), archive reason, and archive date.

5.6.3       A Tier 2 data migration will include everything in a Tier 1 migration and email(s) and note(s).

5.6.4       A Tier 3 data migration will include everything in Tier 2 and interview feedback for candidates.

5.6.5       The scope of effort included in this Exhibit to import data will be limited to the mapping of values from the Legacy ATS system into Lever. Efforts to scrub data and improve data quality are out of scope.

5.6.6       Customer will be able to arrange for and secure a complete export of their Legacy ATS data, if applicable. Any delays to the ability to access the historical data from the Legacy ATS will delay the launch of the career site and could introduce delays in the launch of Lever Platforms at Customer.

5.6.7       Lever expects all interactions with Customer to be conducted remotely via email, phone, and Lever’s web conferencing service.

5.6.8       Customer will be responsible for the training of Customer team members who are not available to participate during the initial training during implementation.

Implementation Methodology for Lever Platforms v1.0 6/1/2018

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