Greenhouse (Application Tracking System) Consultant

Scope of Work: Greenhouse ATS Implementation Consultant

Objective:

To evaluate the current state of our applicant tracking system (ATS), Greenhouse, and make necessary recommendations and upgrades, as well as optimize our processes and systems to meet the evolving needs of our expanded Talent Acquisition team to ensure seamless functionality for efficient recruitment processes as we scale.

Project Overview:

The consultant will evaluate our current state, make recommendations and oversee the end-to-end implementation of Greenhouse, including configuration, customization, integration with existing or new systems, and training of all relevant stakeholders. The goal is to enhance the efficiency of the recruitment process and ensure a smooth adaptation of the system inclusive of training.

Project Phases:

1. Evaluate the current state of Greenhouse
2. Project Planning and Kick-off:
• Conduct an initial kick-off meeting with key stakeholders (Patience) to outline project goals, timelines, and deliverables.
• Develop a detailed project plan with milestones and deadlines.
• Assign roles and responsibilities to team members.
3. Needs Assessment:
• Conduct interviews and surveys with the Talent Acquisition team, hiring managers, and other stakeholders to gather insights and expectations.
4. System Configuration and Customization:
• Configure Greenhouse according to the organization’s requirements.
• Customize workflows, job requisition templates, email and offer letter templates, candidate evaluation forms, and reporting dashboards.
• Integrate Greenhouse with existing HRIS, job boards, and other relevant systems.
• Turn on survey capabilities in Greenhouse to evaluate candidate experience.
• Ensure basic reporting capabilities are implemented for the Talent Acquisition team to be able to evaluate performance of key hiring metrics.
5. Data Migration:
• Plan and execute the migration of historical data (currently on g-sheet) and recruitment processes  currently existing outside the system into Greenhouse.
• Ensure data integrity and accuracy during the migration process.
• Conduct a thorough data validation to ensure successful migration.
6. Training Development:
• Create comprehensive training materials for different user groups (Talent Acquisition team, hiring managers, and other stakeholders).
• Develop training manuals, quick reference guides, video tutorials, and FAQs.
7. Training Delivery:
• Conduct training sessions for the Talent Acquisition team, focusing on advanced features and functionalities.
• Organize training workshops for hiring managers to ensure they are comfortable using Greenhouse for reviewing candidates, providing feedback, and making hiring decisions.
• Provide organization-wide training sessions to familiarize all employees with Greenhouse, if applicable.
8. User Support and Troubleshooting:
• Establish a support system to address user queries and troubleshoot issues post-implementation.
• Provide ongoing support and additional training sessions as needed.
9. Post-Implementation Review:
• Conduct a post-implementation review to evaluate the effectiveness of Greenhouse and the training provided for hiring manager, recruiters &.
• Gather feedback from users to identify any areas for improvement.
• Make necessary adjustments to the system configuration and training materials based on feedback.

Deliverables:

• Project Plan with timelines, milestones, and assigned roles.
• Needs Assessment Report summarizing key requirements and insights. 
• Configured and Customized Greenhouse ATS tailored to the organization’s recruitment process and workflow of the process.
• Create a comprehensive plan to recognize and request activation of both current and new features as they are released in Greenhouse.
• Data Migration Report - Set up reports and ensure data integrity and accuracy.
• Training Materials including manuals, guides, videos, and FAQs.
• Training Sessions for different user groups with attendance records. (recruiters, hiring managers and strategic stakeholders
• Support System for addressing user queries and issues.
• Post-Implementation Review Report with feedback and recommendations.

Consultant Qualifications:

• Proven recent experience in implementing Greenhouse ATS only. 
• Strong understanding of recruitment processes and best practices.
• Excellent project management and reporting skills.
• Ability to create and deliver effective training programs.
• Strong communication and interpersonal skills.

Project Management and Communication:

• Weekly status updates meetings and progress reports to the project sponsor and key stakeholders.
• Weekly project meetings to review progress and address any issues.
• Clear communication channels for ongoing support and troubleshooting.
• Monday - Goals alignment for the week 
• Friday to get an update one what has been done and questions

Timeline: (1 month)

• Project Planning and Kick-off: 
• Needs Assessment: 
• System Configuration and Customization: 
• Data Migration: 
• Pilot with the recruiter: 
• Training Development: 
• Training Delivery: 
• User Support and Troubleshooting: 
• Post-Implementation Review & Support

Experience & Qualification:

• Experience 1-2 years experience using & implementing a greenhouse system in the current organization.
• Open to candidates from different locations (Africa, Europe, US)
• Project timeline - 1 month