TALENTSTREAM RECRUIT IMPLEMENTATION GUIDEcareerbuilderstart.weebly.com/uploads/4/5/3/8/45380773/...Process also plays an important role in quality. The following pages highlight the

TALENTSTREAM RECRUITIMPLEMENTATION GUIDE

TABLE OF CONTENTS

CONTENTS

Introduction .....................................................

Pre-Hire Platform Description ...........................

Roles & Responsibilities ....................................

Implementation Phases .....................................

Implementation Timeline ...................................

Best Practices ..................................................

Training Services ..............................................

Support Services ..............................................

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IMPLEMENTATION GUIDE

INTRODUCTION TO TALENTSTREAM RECRUIT PRE-HIRE PLATFORM

Letter from Mary Delaney

Dear Client,

Thank you for selecting Talentstream Recruit as your preferred Pre-Hire Platform Solution. Although we are a software company, we understand that people play a leading role in success with our solution. Understanding first impressions are lasting, we’ve placed significant care in selecting the people and process that will help you get off to a fast start. Your Talentstream Recruit Implementation Manager will work with you to help you meet your goals and build your process on our platform. They will also work with our engineers to build your system and test to ensure it meets our quality standards. When you are ready to launch to your company, your implementation manager will also serve as your trainer. We’ve found that the intimate knowledge of your goals, terminology and process play a key role in training effectiveness, and no one else knows it better than the implementation manager who has been with you from day one. Process also plays an important role in quality. The following pages highlight the process we use to build out your solution over the next few months. We look forward to helping you configure your resource and take advantage of the many benefits that are available through the Talentstream Recruit Solution.

Thank you again for your choice of the Talentstream Recruit Pre-Hire Platform to assist your recruitment process needs. We look forward to a long and successful partnership.

Best Regards,

Mary W. DelaneyMary W. DelaneyPresident, Recruitment Software SolutionsCareerBuilder | Empowering Employment

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IMPLEMENTATION GUIDE

PRE-HIRE PLATFORM DESCRIPTION

Key features that make the Talentstream Recruit solution unlike any other:

o CANDIDATE EXPERIENCE: Talentstream Recruit is designed around the way today’s candidates look for jobs and delivers 3 to 5 times more candidates for you to hire.

• Career site: Attract the candidates you are looking for and make it easy for them to apply. Even if they are not ready to apply, most candidates are willing to join a talent network.

• Mobile technology: Enable job seekers to apply to open positions at any time and from any device. • Automated candidate remarketing: Keep candidates engaged and informed by notifying them of relevant new job openings.

o RECRUITER EFFICIENCY: Get everything you need in one place — post, source, manage and onboard from ONE platform. • Job distribution: Post all of your recruitment advertising channels in just a few clicks. • Search: Leverage your existing candidate pools quickly and easily with intuitive search. • Resume sourcing: Identify relevant candidates faster with candidate information at your fingertips. • Candidate management and CRM: Automate your manual tasks of engaging with candidates throughout the hiring process. • Referral tools: Reach more candidates that are passive and promote your employment brand through your employees.

o INTUITIVE INTERFACE: Our simple interface is up to 3 times more efficient than other leading software providers. • Configurable workflow: Automate your current recruiting process with simplified steps. • User experience: Increase adoption among your recruitment teams. • Streamlined communication: Engage recruitment teams and hiring managers throughout the process with easy-to-use

communication tools.

o CANDIDATE RELATIONSHIP MANAGEMENT: Grow your pool of qualified candidates to reduce your overall time to fill and cost per hire.

• Pipelining tool: Automatically match relevant candidates to your positions. • Targeted emails: Reach more candidates through emails that receive 3 times standard industry open rates.

o ACTIONABLE ANALYTICS: Access real-time labor market data and analytics so you are not just playing a guessing game about where to find and how to attract the talent you need.

• Strategy effectiveness: Evaluate the effectiveness of your talent strategy with access to the latest workforce data. • Recruiter performance: Leverage analytics to ensure recruiters are working at maximum efficiency. • ROI of sources: Get access to one dashboard where you can see how all of your sources are performing.

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IMPLEMENTATION GUIDE

ROLES & RESPONSIBILITIES

Role Responsibilities

Sales Rep The Sales Representative will be responsible for communicating project expectations of the client appropriately to the Project Management team.

Talentstream Recruit Implementation Manager

The Talentstream Recruit Implementation Manager will be responsible for coordinating and managing the execution of the project. This includes overseeing the scope, development, testing, launch and training of the software.

Major Responsibilities/Activities • Provide subject matter expert knowledge on the product • Provide consistent communication to the Project Team on meeting agendas, action items, project milestones,

and potential delays• Ensure project tasks are completed timely and accurately in order to maintain agreed upon timeline goals• Analyze client’s current workflow and perform business process evaluation to provide solution

recommendations, configuration details and define scope of work • Work closely with the technology development and fulfillment teams to ensure product is accurately built • Provide training to the client on the day-to-day functionality of the software• Provide training on how to manage the configuration and maintenance of the software for administrators

Client The Client will be responsible for communicating their Company’s business requirements and defining company processes. In addition, they will be responsible for providing company specific details for system configuration and approving system set up prior to go-live tasks.

Major Responsibilities/Activities • Define business requirements and processes • Participate on client calls to review and discuss project progress• Review, test and approve software configuration and functionality • Provide relevant company information to accurately prepare software content • Gain an understanding of the software functionality • Involve appropriate contacts from their company throughout the implementation process for development,

testing, and integration steps • Lead internal roll out and communication steps

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IMPLEMENTATION GUIDE

ROLES & RESPONSIBILITIES

Role Responsibilities

Client System Administrator

The System Administrator will be responsible for understanding the system configuration. The administrator will manage and maintain the setup of the software internally after the implementation process has been completed. This can include software templates, selection field answers, users & security levels, etc. It is crucial that the Client System Administrator anticipates the setup of the following items between the Delivery and the Launch step. The workload may depend on the documentation that already exists on the client side:• Mail Templates• Categorizations (Jobs Templates / Organization)• Contents of the Drop Down Lists• Users & Security Levels

Client Additional Users

The additional users within the system will be responsible for learning how to use the system based on their security access. The Talentstream Recruit Implementation Manager will provide initial user trainings to show the users how to use the software.

Client IT Contact The IT Contact will be responsible for assisting with the integration of the software on the client’s company websites.

Client Project Manager (Optional)

The Client Project Manager will assist with overseeing the internal progress of the project. Identifying a Client Project Manager is optional; however, they would help ensure tasks are on schedule and completed internally as well as serve as a main contact to the Talentstream Recruit Implementation Manager.

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IMPLEMENTATION GUIDE

IMPLEMENTATION PHASES

Phase One: Kickoff Call1

Phase Two: Delivery Call & Training2

This is the welcome phase to your implementation program. During this phase, we will set a timeline for your implementation and determine the required milestones throughout the program. We will discuss your recruiting process and translate project goals into the most appropriate system configuration set up. Our focus will be to determine the following details:

o How open positions are created and approved within your organization o What information needs to be gathered from candidates at the time of application o How candidates are managed from the time of application to being approved for hire

Based on the information gathered during this phase, Talentstream Recruit will begin the development of your configurable software. This process typically takes up to two weeks to complete to allow for system build time as well as quality assurance testing.

In this phase, you will be able to review and start learning how to use your configurable solution. Your Implementation Manager will walk you through the system functionality and provide an initial user training. Training will cover how to use the system throughout a full cycle recruiting process, which includes managing a requisition from open to close and managing a candidate from application to hire or unqualified.

In addition to user training, your Implementation Manager will hold an Administrator training for the users who will be responsible for maintaining the configuration set up of the system within your organization. Administrators manage security access level for users, templates for job positions and email communications, and the options available for the drop down and multi selector fields within the system.

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IMPLEMENTATION GUIDE

IMPLEMENTATION PHASES

Phase Three: Client Testing3

Phase Four: Feedback4

Phase Five: Launch & Post Go-Live Support5

This phase is your opportunity to test the system and approve the configuration set up. Your Implementation Manager will provide a list of suggested testing exercises to help guide you through the testing period. The goal of the phase is not only test the system to ensure the system is set up to meet your recruiting needs, but also provide an opportunity to practice your daily functions within the software.

After the testing period has been completed, you and your Implementation Manager will review your system together to discuss any feedback. This phase can be used to communicate both changes you need in your software as well as any training questions you had while using the system. If system changes are needed, your Implementation Manager will discuss an appropriate timeline for the changes to occur and for you to review after completion.

Once your system is finalized and approved, we will be ready to complete the final go-live steps. These steps will require action from both the Talentstream Recruit team as well as you and your IT department. The Talentstream Recruit team will need about 48 business hours to reset your system and clear any test data created during the testing phase. After the system is cleaned and ready to launch, your IT department will need to connect the job-posting site to your company career site. Your Implementation Manager will provide details instructions to assist with this website integration.

Now that you go live with your new Applicant Tracking Software, your Implementation Manager will host four weeks of support calls to assist with additional training needs and provide an opportunity to troubleshoot any questions. During this phase, you will also be introduced to your assigned Client Success Manager who will conduct periodic check-ins and training to your organization to ensure the system is staying effective and easy to use within your organization.

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IMPLEMENTATION GUIDE

IMPLEMENTATION TIMELINE

Item Task Name Duration1 Talentstream Recruit Development 60.00 days2 Transition 4.6 days3 Implementation Manager Assigned 0.5 days

4 Schedule Meeting with Sales 0.5 days5 Meet with Sales 1 hr6 Document Sales Information (Back Office Book) 1 hr7 Create Project Plan 1 day8 Create workflow diagrams 1 day9 Send Client Welcome Email 0.5 day10 Schedule Kickoff/Integration Meeting 2 days11 Kickoff 3.33 days12 Kickoff/integration Meeting 3 hrs13 Back Office Book Prepared 1 day14 Front Office Book Prepared 2 days15 Obtain Client Authorization 1 day16 Build & Development 7.25 days17 Submit BO and FO Books 0.5 day18 Build BO specifications 1 day19 Build FO specifications 1 day20 Test Build - Hotline 1 day21 Test Build - PM 0.75 day22 Revise build 1 day23 Internal build approved 1 hr24 Delivery 20.13 days25 Schedule client review 1 day26 Client review & Admin Training 1 hr27 Client test & feedback 7 days28 Implement Client Feedback 1 day29 Prepare Data for Migration 1 day30 Build out Talentstream Recruit Toolbox 1 day

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IMPLEMENTATION GUIDE

IMPLEMENTATION TIMELINE

Item Task Name Duration31 Integrate I-frame or web-services 1 day32 Set GoLive Date 0 day33 Deliver User Training 4 days

34 Remove Test Data 2 days35 Migrate Live Data 1 day36 Activate Production 1 day37 Post-Delivery Support 30 days38 Hand off to Hotline & Sales; Send Project Wrap-up 0.5 day39 30 day Feedback 30 days

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IMPLEMENTATION GUIDE

BEST PRACTICES

TALENTSTREAM RECRUIT: PREPARING FOR IMPLEMENTATION

As you enter the implementation process for your Talentstream Recruit pre-hire platform, CareerBuilder recommends gathering documentation and related recruitment data before meeting with your assigned Implementation Manager. Identifying the requirements of your recruitment process and system functionality will result in a smoother, more effective collaboration throughout the implementation. This document outlines CareerBuilder’s best practices for implementation preparation. Talentstream Recruit Implementation Managers will work with you to translate your company’s recruitment process into the most effective system configuration for your organization.

SYSTEM USERS All users of the system will receive unique log-in credentials. Your Implementation Manager will help determine appropriate access levels in the system based on the user type: system administrator, recruiter or hiring manager.

REQUISITION DETAIL Open positions, also referred to as requisitions, will be created and tracked within the Talentstream Recruit system. Please gather any relevant documentation your company uses to request a new headcount. If this request requires approval, document the levels of approval required.

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IMPLEMENTATION GUIDE

BEST PRACTICES

TALENTSTREAM RECRUIT: PREPARING FOR IMPLEMENTATION

APPLICATION DETAIL The Talentstream Recruit system auto-populates important details from the candidate’s resume, such as contact information, work experience and education level. Before implementation, it is helpful to determine if additional questions or details need to be gathered from candidates in their online application before they can be reviewed for a job opportunity. Your Implementation Manager will configure your online application based on your requirements. Tip: To take full advantage of our parsing technology, CareerBuilder recommends that companies make it mandatory for candidates to upload a resume at the time of application.

CANDIDATE WORKFLOW CONFIGURATION The candidate workflow within the Talentstream Recruit system allows you to move candidates through major milestones within your recruiting process, such as a phone interview or offer extended step. Your Talentstream Recruit Implementation Manager will walk through your recruiting process and help build an accurate candidate workflow to match the recruiting needs of your organization. Review the steps and processes that occur after a candidate applies to a position and before they become hired into the role. These steps will become the foundation for the workflow in your Talentstream Recruit system.

STANDARD JOB TEMPLATES Job templates polish your job postings on your career site and external job boards. Your Implementation Manager will build templates in the system that will make it easy for you to format all of your job postings. Be prepared to give your Implementation Manager an example of how you would like your job postings to be formatted.

STANDARD EMAIL COMMUNICATION TEMPLATES The Talentstream Recruit system can store and automatically send email communication to candidates at the various stages of the workflow that you define. Please be prepared to provide examples of email communication to candidates during the implementation call.

We look forward to a productive, successful implementation.

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IMPLEMENTATION GUIDE

TRAINING SERVICES

HOW MUCH INSTRUCTOR LED TRAINING IS INCLUDED IN MY TALENTSTREAM RECRUIT IMPLEMENTATION?

PROFESSIONAL: 14 HOURS OF TRAINING o 1 hour of administrative training, delivered during the first delivery call o 1 hour of training during the first post-delivery feedback call o 8 hours of training are included to be used at the customer’s discretion. These training hours may be used to train new users, hiring

managers or other locations after the system is live. o 1 hour of training during each of the 4 customer live touch points (after the system is live)

PREMIUM: 16 HOURS OF TRAINING o 1 hour of administrative training, delivered during the first delivery call o 1 hour of training during the first post-delivery feedback call o 10 hours of training are included to be used at the customer’s discretion. These training hours may be used to train new users, hiring

managers or other locations after the system is live. o 1 hour of training during each of the 4 customer live touch points (after the system is live)

WHAT OTHER TRAINING RESOURCES ARE AVAILABLE FOR MY ORGANIZATION?

USER GUIDES o Your organization will receive a complete User Guide that will provide detailed instruction on all aspects of your Talentstream

Recruit pre-hire platform too as part of your delivery recap when going live with the system. This guide provides information around functionality and resources that will help you maximize your usage of your platform. During the build process, you will also receive a Testing Guide and Administrators Guide to help ensure that your system is set up appropriately and your subject matter experts are well prepared to make the use of the system.

VIDEO TRAINING o CareerBuilder offers over 35 different training videos that will provide instruction on utilizing the system in the following areas: Getting

Started, Requisitions, Working with Candidates, Job Postings & Templates, Screening Questions, Administrative Tools, Standard Reports, Building a Pipeline & more. Training Videos are located here: Pre-Hire Platform Training Videos

LIVE WEBINARS o Learn new tools, best practices and software tips through our learning resources, available to all users! We have powerful tool at your

fingertips. Join a free webinar, and learn how Talentstream Recruit can add time back in your day and make you more effective at your job. These interactive, web-based training sessions are created to provide additional information around specific areas of our platform. Learn best practices and tips for success directly from our Customer Success team. The schedule of Webinars is located here: Pre-Hire Platform Live Webinars

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IMPLEMENTATION GUIDE

ONGOING SUPPORT SERVICES

TEAMS AND TOOLS FOR SUPPORT

TALENTSTREAM RECRUIT CUSTOMER PORTAL The customer portal is a way for users in the Talentstream Recruit system to report issues to the Talentstream Recruit Technical Support Team electronically. This method will result in the quickest response time and ensure your inquiries/issues are handled more efficiently.

This method will also allow you to be able to track your submission or submissions from the Technical Support Team on your behalf and keep up with the status of your ticket.

To access from within your system please click on the Administration Link > Report an Incident > login to the Portal

To access directly – https://cbsupport.force.com/luceo/PT_SiteLogin

TALENTSTREAM RECRUIT TECHNICAL SUPPORT TEAM Email: [email protected]

Phone: 800.845.8216

This team is here to resolve any requests from general questions about functionality or issues that you may encounter. As the technical experts of your software solution, they are focused on rapid response and fast resolution for all your requests. The team is available Monday - Friday 8:30am – 7:30pm EST and can be contacted using the information above.

TALENTSTREAM RECRUIT CUSTOMER SUCCESS MANAGER Your Talentstream Recruit Software Customer Success Manager is a resource for you to collaborate with to ensure usage and adoption of your software solution. I will be your trusted advisor equipping you and your team with all the knowledge needed to fully utilize your purchased solution to fit your business needs. I will proactive monitor your account for change in usage and openly communicate with you for changes in business needs.