Implementation Methodology for Lever Platforms

 

1 Overview.

Lever Platforms are in use at over 2,500 companies headquartered in 40+ countries, varying in size from startup to multinational enterprises with 45K+ employees. The Lever implementation methodology has been adapted to cover the spectrum of needs of Lever customers, large and small. As such, there are many implementation tasks and deliverables included in the methodology which are optional and/or not necessary for smaller companies. A detailed list of activities and deliverables included in each Implementation Program is provided by the Lever Implementation Specialist during Inception.  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.
  • Help assess current business and talent processes and provide a best-practice based path to transformation to the desired end state.
  • 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.

2.3 Solutions Architect.

Lever Solutions Architect is assigned to projects with custom integrations being developed by either Customer or Lever to provide technical and product consulting expertise on Lever’s Data API, Posting API and to share best practice integration patterns and practice.

2.4 Integration Lead.

The Senior Consultant and Integration Lead is assigned to the project based on Customer's specific scope and project complexity. The Senior Consultant and Integration Lead drives discovery and design sessions with Customer, develops the integration design, develops the integration, defines and executes the test plan, supports the deployment of the integration to production and trains Customer resources on the delivered integration between Lever and Third Party Systems.

2.5 Talent Analytics Consultant.

The Talent Analytics Consultant will own building out custom data visualizations using Lever Talent Intelligence, consulting with customers on building out custom reports using data available from Lever Hire that is available and exposed in LTI.

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.

3.6 Third Party Systems Administrator.

Person responsible for the Customer’s Third Party S environments and is the primary POC for the project team for access, provisioning and support of the Customer’s Workday application.

3.7 Third Party Systems Analyst.

Third Party Systems Analyst is responsible for providing functional & technical knowledge and expertise on Customer’s requirements for specific features used within the Third Party System and the system’s workflow. The Third Party Systems Analyst is also responsible for developing the scripts and executing on the test plan on deployed Integration modules developed for the project.

4 Work Tracks, Deliverables, and Activities.

A Lever Implementation Program is managed across seven (7) tracks of work: Inception, Configuration, Systems Integration & Career Site, Data Migration, Launch Preparation, Training, and Launch. The deliverables and activities for each track of work described below.  

4.1   Inception.

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.
  • Depending on Implementation Program, conduct discovery sessions with Customer to map out current and future state.
  • Use insight gained through discovery to adjust Implementation Program, identify core change management objectives, and map out roadmap to talent and business transformation with Lever.
  • 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

Discovery Sessions

Depending on Implementation Program, Implementation Specialist will conduct discovery sessions with core and extending project team working through common business and talent processes to identify as-is and to-be state.

Lever

Implementation Specialist

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

Discovery Sessions

Depending on Implementation Program, Implementation Specialist will conduct discovery sessions with core and extending project team working through common business and talent processes to identify as-is and to-be state.

Lever

Implementation Specialist

Discovery Sessions

Participate in discovery sessions.

Customer

Operations Lead / 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

 

4.2   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.
  • Support Customer’s configuration and use of Offers and Requisitions along with the associated approval workflows.
  • 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

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

Create email templates for candidate correspondences

Make communication with candidates better and faster by configuring email templates which will improve your interview process while saving time.

Customer

Recruiting Lead

Create Easy Book links

Configure Easy Book links to enable seamless self-scheduling for candidates, so Customer recruiters can spend less time coordinating high-volume, 1-on-1 interviews.

Customer

Operations Lead & 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 feedback forms and interview kits for interview processes.

Customer

Recruiting Lead

Create System forms for structured data entry

Define system forms to capture Customer specific data on candidates as captured during Inception.

Customer

Operations Lead

Gather offer letter requirements, configure offer letters, and set approval workflow

Work with Implementation Specialist, Finance, Legal, HR Operations, and Benefits to define base requirements for Offer generation. Develop and upload offer letters with placeholders, apply best practice naming convention and implement offer approval workflow.

Customer

Operations Lead & Recruiting Lead

Gather requisition requirements, configure requisitions, and set approval workflow

Work with Implementation Specialist, Finance, Legal, HR Operations, and Benefits to define base requirements for requisitions. Extend base requisition with required custom fields, define and configure approval workflow and add requisitions to Lever

Customer

Operations Lead & Recruiting Lead

Configure Job Postings

Add all job posting owners and followers as users, validate Posting format, export all active job postings from legacy ATS, create custom questions, and provide job postings in Lever’s standard format to Lever Implementation Specialist for import

Customer

Operations Lead

Load Job Postings

Load active Job Postings provided by Customer.

Lever

Implementation Specialist

Link Job Postings to Requisitions

Link Job Postings to Requisitions

Customer

Operations 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, open and/or closing job posting template customize confirmation email sent to applicants when they apply, and set Google Analytics code.

Customer

Operations Lead

Configure EEOC/EEO settings

Set EEO/EEOC preferences for job postings in the company settings page.

Customer

Operations Lead

Define location, department, and commitment structure for job postings

Map your company structure and hiring to organize postings within Lever by Department, Team, Location, and Work type.

Customer

Operations Lead

Agency Portal

Configure Lever’s Agency Portal to manage relationships with agencies directly through Lever, control how agencies can submit candidates through custom agency job site(s), allow agency submitted candidates that flow directly to your Lever pipeline, include agencies in candidate email correspondences with ease and Send automated daily status emails to keep agencies updated on their candidates.

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

Test Candidate Workflow

Add test candidates to evaluate 1) profile features, 2) source, profile and job tags, 3) Easy book scheduling, 4) Email templates, 5) Interview scheduling by department.

Customer

Operations Lead

4.3   Systems Integration & Career Site.

Assigned Implementation Specialist will guide Customer in the effort to gather required information and connect essential one-click partner solutions and support any Web Developers working to connect the Customer’s career site (Internal and External) to Lever. Optionally, if Customer is developing or has contracted with Lever to provide a custom interface, the Implementation Specialist will assist to help define test data, configure systems, and consult on Lever’s Data API. During this track the Customer Implementation Specialist will:

  • 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.
  • Guide configuration of one-click partner integrations by Customer.

4.3.1 Career Site.

ACTIVITY / DELIVERABLE

PARTY

RESPONSIBLE ROLE

Determine career site design

Identify key decisions makers and pick approach to integrating Customer external and internal career site(s) with Lever.

Customer

Operations Lead

Design Career Site(s)

Design internal and external career site(s) leveraging Lever’s Posting API, Data API and the Customer’s job site located at  jobs.lever.co/{Customer}

Customer

Web Developer

Build career site

Develop the internal and external career site(s).

Customer

Web Developer

Test career site

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

Customer

Web Developer

Setup partner integrations

Use documented partner connection details from Inception 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

4.3.1 Systems Integration.

 

ACTIVITY / DELIVERABLE

PARTY

RESPONSIBLE ROLE

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

Optional activities if Customer opts to build or have Lever build an interface with a third party system (“TPS”). If Customer elects to build the system, Customer would assume the role of Solutions Architect and Senior Consultant & Integration Lead.

Conduct integration discovery workshop

2-hour workshop to understand how company is using TPS, setup and configuration specific to the functions and workflows being integrated.

Lever

Solutions Architect

Advise in discovery workshop

2-hour workshop to understand how company is using TPS, setup and configuration specific to the functions and workflows being integrated.

Lever

Implementation Specialist

Participate in discovery Workshop

2-hour workshop to understand how company is using TPS, setup and configuration specific to the functions and workflows being integrated.

Customer

Operations Lead / Systems Analyst, and Systems Administrator

Design Integration

Develop a design document to include trigger processes, field mappings, unit test scenarios, and system test scenarios.

Lever

Solutions Architect

Setup development and testing environments

Provision a TPS account for use by the Solutions Architect & Senior Consultant and Integration Lead with appropriate access and permissions.

Customer

Systems Administrator

Provision Sandbox and setup account for integration.

Provision a temporary Lever sandbox account for Company for the development of the integration with TPS

Lever

Implementation Specialist

Design review and signoff

Review design documentation, workflows triggered, included fields and mapping for specific functions and workflows included in scope.

Customer

Operations Lead / Systems Analyst

Develop interface

Develop interface using TPS and Lever API per the approved design document.

Lever

Senior Consultant & Integration Lead

Unit test interface

Unit test functions and workflows included in scope of custom interface.

Lever

Senior Consultant & Integration Lead

System test interface

Validate end to end system workflows included in scope of custom interface.

Customer

Operations Lead / Systems Analyst

Resolve issues

Support TPS Systems Analyst and Operations Lead with troubleshooting and fix integration module code as required to satisfy requirements.

Lever

Senior Consultant & Integration Lead

Ready integration for production

Package up modules for deployment to production including an administration guide to module scheduling, security settings, monitoring and run book for operations.

Lever

Senior Consultant & Integration Lead

Deploy developed interfaces to production

Migrate interfaces to Production.

Lever

Systems Administrator

String test production interface

Validate end to end system workflows for new hire and requisition sync

Customer

Operations Lead / Systems Analyst

 

4.4   Data Migration.

Assigned Implementation Specialist will perform a data migration of Customer’s Legacy ATS appropriate based on the Data Migration Tier included in the Order Form. During this track the Customer Implementation Specialist will:

  • Advise Customer on the best practices for preparing Customer’s Legacy ATS data prior to extract and import of the Legacy ATS data into Customer’s Lever account.
  • Prepare plan for active candidate transition from legacy ATS to Lever
  • Populate Customer’s Lever account with legacy jobs, if available, and map Customer legacy statuses to the new Lever stages, sources, and archive reasons defined during Kickoff.
  • 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.

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 plan to move active candidates from Legacy ATS to Lever

Active candidates will be moved over from the Legacy ATS to Lever prior to the full data migration and before the cutover of Customer career site to Lever. Lever and Customer will work to define steps Customer will take to extract Legacy data for active candidates and get that date into the new system.

Customer / Lever

Implementation Specialist / 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 intermediate 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 a spreadsheet 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

4.5   Launch Prep.

ACTIVITY / DELIVERABLE

PARTY

RESPONSIBLE ROLE

User Acceptance Testing

Facilitate and execute on User Acceptance Testing for full system with completed configuration and any applicable integration.

Customer

Operations Lead

Request list of core-users to be invited into Lever for training

Collect user First and Last Name, email and set access role for each Customer employee to be added to the system for the recruiting team training.

Customer

Operations Lead

Request list of employees to be invited into Lever

Collect user First and Last Name, email and set access role for each Customer employee to be added to the system.

Customer

Operations Lead

Review workflow ownership by user group

Work with extended team to identify ownership within each user group for owning updates to feedback forms, email templates, forms, offers, job postings, requisitions, workflow, etc post launch.

Customer

Operations Lead

Define and Develop plan for change management with ATS transition (user training, internal mobility, and employee referral program)

Support the definition of a change management plan with the Customer Operations Lead sharing best practices and examples from other engagements with similar Lever Customers.

Lever

Implementation Specialist

Define and Develop plan for change management with ATS transition (user training, internal mobility, and employee referral program)

Define type and frequency of communication, notices, general training and targeted, job specific training, as appropriate based on insights from discovery and understanding of Customer team and standard policies.

Customer

Operations Lead

Develop communication plan by user group

Define type and frequency of communication noting and including any additional or variation in the communication based on the audience such as Engineering, Sales, G&A, Distribution, HQ, Retail, etc.

Customer

Operations Lead

Send out communication plan to employee base with new referrals and internal mobility process

Execute on the communication plan

Customer

Operations Lead

Update internal documentation on new referrals and internal mobility process

Update new hire / onboarding / reference documentation with details related to internal mobility and referrals.

Customer

Operations Lead

Bulk import core users to Lever account

Import users into Customer’s Lever account in the standard format

Lever

Implementation Specialist

Bulk import all users to Lever account

Import users into Customer’s Lever account in the standard format

Lever

Implementation Specialist

Link users to candidate profiles post-data migration (SIP)

Link employees to their Lever candidate profiles so that access is limited, even for Super Admins,to information about their own candidate profile.

Customer

Operations Lead

Add followers to job postings

Configure the group of Customer employees who are part of the hiring team for each posting.

Customer

Operations Lead

Setup job board syndication on active postings

Configure posting syndication for all postings and add specific job boards that are more suitable for specific jobs.

Customer

Operations Lead

Disable previous ATS' postings and add new Lever postings for Job boards

Map out those postings that have been syndicated to job boards through your legacy ATS, create a list, and then disable those in your Legacy ATS prior to cutover to Lever.

Customer

Operations Lead

Provision Lever Talent Intelligence account

Provision Customer’s Lever Talent Intelligence account if on the Order Form.

Lever

Implementation Specialist

Verify LinkedIn Job Wrapping strategy

Identify the jobs a customer wants to be subject to premium placement on LinkedIn.

Lever

Implementation Specialist

4.6   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

Develop Hire training materials by user group

Customize Lever’s standard training materials for Customer’s specific requirements.

Lever

Implementation Specialist

Review Hire training materials by user group

Review training material prepared by Lever Implementation Specialist and provide feedback.

Customer

Operations Lead

Schedule Hire training sessions by user group

Send training schedule to each user group

Customer

Operations Lead

Host Hire training sessions for user group

1-2 hour remote training sessions for Lever Hire as configured and integrated for Customer for each user group

Lever

Implementation Specialist

Conduct Hire training feedback session to identify outstanding configurations steps and refine workflow if necessary before go-live

Gather workflow and configuration feedback from each user group and make high priority refinements to workflow, if necessary, before go live.

Lever

Implementation Specialist

Conduct HIre training feedback session to identify outstanding configurations steps and refine workflow if necessary before go-live

Gather workflow and configuration feedback from each user group and make high priority refinements to workflow, if necessary, before go live.

Customer

Operations Lead

Update and upload Lever resources to centralized knowledge base

Training sessions can be recorded. Those recordings, per user group, along with documentation on internal mobility and referral program can be added to onboarding / reference repository.

Customer

Operations Lead

Develop Lever Reports training materials by user group (Includes Lever Talent Intelligence customer has a subscription)

Customize Lever’s standard training materials for Customer’s specific requirements.

Lever

Implementation Specialist

Review Lever Reports training materials by user group

Review training material prepared by Lever Implementation Specialist and provide feedback.

Customer

Operations Lead

Schedule training for Lever Reports

Send training schedule to each user group

Customer

Operations Lead

Conduct training for Lever Reports

1 hour remote training sessions for Lever Reports as configured to core team

Lever

Implementation Specialist

Support training for Lever Reports

Support Customer Operations Lead as lead for additional Customer training on Lever Reports

Lever

Implementation Specialist

Following are only applicable if Customer has a subscription to Lever Nurture

Develop Nurture training materials by user group

Customize Lever’s standard training materials for Customer’s specific requirements.

Lever

Implementation Specialist

Review Nurture training materials by user group

Review training material prepared by Lever Implementation Specialist and provide feedback.

Customer

Operations Lead

Schedule training for Lever Nurture

Send training schedule to those users who will be using Lever Nurture

Customer

Operations Lead

Conduct training for Lever Nurture

Send training schedule to each user group

Lever

Implementation Specialist

Support training for Lever Nurture

Support Customer Operations Lead as lead for additional Customer training on Lever Nurture

Lever

Implementation Specialist

4.7   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.

ACTIVITY / DELIVERABLE

PARTY

RESPONSIBLE ROLE

Turn-off all old job-board integrations

Disable any automated syndication of posted jobs to job boards in Legacy ATS

Customer

Operations Lead

Enable partner job board integrations

Enable job board integrations in Lever Hire

Customer

Operations Lead

Update paid job board postings

Enable paid job board integrations such as LinkedIn and Glassdoor in Lever Hire

Customer

Operations Lead

Update external job board postings

Update any external job postings to link those job postings to Lever instead of Legacy ATS

Customer

Operations Lead

Final User Acceptance Testing

Validate full system, integrations and career site.

Customer

Operations Lead

Final update for Systems Administrators, Administrators and Operations

Customer will do a final pass through configuration checklist to make sure configuration is complete and accurate prior to cutover.

Customer

Operations Lead

Deploy career site

Cutover new career site which is integrated to Lever Hire,

Customer

Web Developer / Production Operations

Lever launch

Support final cutover activities and communication to Customer team

Lever

Implementation Specialist

Lever launch

Take actions outlined in communication plan to make sure all teams make the shift to Lever. Disable access for extended team to Legacy ATS.

Company

Operations Lead

Post Production Support

Provide post production transition support for up to 30d post go live

Lever

Implementation Specialist / Senior Consultant & Integration Lead

Transition to Lever Service & Support and/or Customer Success Manager depending on Customer Service Offering

Final meeting with Lever Implementation Specialist to setup customer for leveraging Service and Support for questions / issues, reintroduce Customer’s Customer Success Manager from Lever (applicable for Customers with a Preferred and Premium Service and Support Offering).

Lever

Implementation Specialist

 

Implementation Methodology for Lever Platforms v2.0 3/25/2019

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