Overview
Typically document generator will take anywhere from 6 weeks to 16 weeks to implement depending on how many document templates are included. You’ll need to have your project team available for weekly half hour meetings, and they will need to schedule between 1 - 4 hours of review time each week for the duration of the project.
Once you have made the decision to implement document generator, an important first step is to decide who will lead this project in your organisation. A technically savvy Recruitment/H.R. team member is the typical lead for this project, but you will also need them to be familiar with your document templates, employment law, and be available for the required meetings and testing. You may require more than one person to work on this project - “the project team”.
Implementation preparation
The implementation preparation process is typically made up of the following steps:
Review documents - a review of all your documents to be included in the project will need to be done before you can log a ticket for this project. Attach all the document templates to be configured on the ticket. If you have multiple documents for the same employment type (e.g. 2-3 versions of your permanent IEA due to different roles having different clauses, part-time/full-time etc.), then it can be very helpful to either combine these into one document OR highlight the differences. This will save time and cost
Statement of work - a Client Success consultant will review the documents and produce a statement of work consulting agreement which outlines the commercial arrangements, expected timeframes and related costs, as well as key specifications and milestones for the work to be undertaken. The consultant will also determine if you will be required to complete our project matrix
Agreement signing and allocation - Your organisation reviews and signs off the consulting agreement for the project. The project is allocated to a Client Success consultant who will schedule a start date for the project with you
Final document review - this will need to be completed before configuration can start. Your Client Success consultant will help you with this.
Document generation configuration
Once the above steps have been completed, the detailed configuration begins. The document generation configuration process includes the configuration of your document templates and the associated workflow processes.
Document template configuration
Your Client Success consultant will work with you during the first weekly meeting to confirm how the documents will be configured
The first document is configured, and a preview of this document will be sent to you to review and provide feedback. This preview outlines the variations and conditional content that has been configured within the document template
This document template needs to be reviewed and feedback provided before any further documents can get underway and before any workflow configuration can begin
This review process by your project team is a very important step in the implementation project - whilst we do our best to check all configuration, there is always the possibility that something has been overlooked
Please note that later changes due to incomplete testing will result in chargeable consulting time. Your project team, or any other person assigned to review, must have a good eye for detail and know your document templates very well
As part of the rigorous review, they need to check the layout and text content of the documents generated – this includes; headers/footers, logos, spacing, font styles, font sizes, text placement, text content is as provided to Aotal, numbering/bullets layout, conditional clauses and variable data fields etc
The timeframe to get the first document template configured, reviewed and any changes made to the template, will take between 1 - 2 weeks depending on the complexity of the template
Once the first template has been configured and signed off, the workflow process can begin.
Workflow process configuration
- The workflow requirements will be gathered during one of the scheduled weekly meetings. Your consultant will discuss with you the process you’d like configured to:
- Gather the offer details, generate the documents
- Any peer review requirements
- The content to go into the email when the offer is sent to the candidate
- And how the offer is displayed to the candidate through their profile on your careers site
- Your consultant will configure the agreed workflow process and then it’s over to your organisation to review this process end to end
- It is very important that you carry out thorough review to ensure all application processing steps around the document generation feature are as you require, and that the user can generate the required document
- You’ll also need to check that all conditions and variables are generating as expected within the document
- The timeframe to get the workflow process configured, reviewed, and any changes made to the workflow and template, will take between 2 - 4 weeks depending on the complexity of the workflow and the complexity of the document template
- While the workflow process is being reviewed, your consultant can begin configuration of any further document templates.
Project sign-off and go-live
When all of the review processes have been completed for each document template included in this project, your project lead will need to sign-off the project before your consultant can proceed to make it live for users on your site
Whilst the user experience is quite simple, it is important that you communicate any changes with your team directly before go-live occurs. If the implementation of document generator in your organisation has also included significant changes to the workflows and processes before/after the document generation step, your organisation may also need to plan some training
A go-live date will be agreed between your project team and your Client Success consultant.
Next steps
If you'd like to implement document generator, please contact the Client Success team to begin the process.