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SmartPost SmartGuide for Kenexa/BR Integration

Table of Contents:

Benefits of SmartPost and the Integration Process pages 2-3

o Overview of SmartPost

o Integration Benefits

Kenexa/BR Posting Process pages 4-12

o Integration Posting Process

o Inside SmartPost

Importing a job into SmartPost

Sourcing a Job in SmartPost

o Job Detail Summary Page

Edit/Unpost/Close a Job in Kenexa/BR page 13-14

How to copy a job page 15

Action Buttons page 16

o What do the action buttons mean at the bottom of the page?

Metrics Report pages 17-20

o Reporting Overview

New Media Inventory Requests page 21

o How to request additional inventory for The Network and Monster, under the

current Global Agreement

Request New Media Contracts page 22

o How to request new media contracts into SmartPost

Upload of Previously Negotiated Media Contracts page 23

o How to upload contracts previously negotiated by Novartis into SmartPost

SmartPost Support page 24

o Who do I call if I need help?

o How do I submit the „help‟ form?

Benefits of SmartPost: Overview

SmartPost is the innovative online posting solution that allows recruiters to publish their jobs to

any of thousands of job boards easily. Affordable and full of new ideas of where to post a job,

SmartPost recommends the right job boards for your hard-to-hire candidates and places your

jobs there – from the major job boards, niche, diversity, college, and local sites.

SmartPost can publish your job to more of the right sites.

• SmartPost has the largest global database of job boards anywhere, with thousands of boards

in the most challenging niche recruiting areas.

• Exclusive posting deals and savings due to our position as one of the largest consumers of

online media.

SmartPost gives you better metrics.

• Access a user friendly, easy to understand dashboard of metrics letting you make intelligent,

results-driven decisions, and adjust your sourcing strategy easily.

• Find the true origin of your candidates, independent of what they report.

How Can We Help You?

SmartPost is a part of Bernard Hodes Group, a world leader in recruitment communications and

staffing solutions. We are one of the largest buyers of online recruitment media in the world and

over 30 years of experience.

Benefits of SmartPost: Integration

Importing of requistions into SmartPost is real-time.

Users have the ability to go straight from Kenexa Bridge Page directly into SmartPost,

without having to log into another system (single sign on)

Users have the ability to run their own reports on an as needed basis

Single job requisition dashboard reports exist in SmartPost. Users will be able to access

this report per requisition or as needed

SmartPost houses 12,000+ media in the media database. Users have an opportunity to

analyze and select their own media options

Users have the ability to select their media on an individual basis in SmartPost and

manage their own contract inventory.

Users have the ability to re-post jobs once they expire.

Users have real time visibility of contract allocations and inventory counts.

The Integration Posting Process

Below are instructions and screen shots describing the process of posting jobs from Kenexa into

SmartPost.

Checkmark box and click “Posting Options” or click on the push pin.

Click the pencil icon on the Post/edit details section of the Posting Options page.

Inside SmartPost

NOTE: You do not need to log into SmartPost separately. You will be brought into SmartPost

through your Kenexa application.

SmartPost will prepopulate most of the requisition information into the step 2 of create a new

job posting. But there will be information that users will need to complete:

TEAM: Team is a grouping field that will be set up based on Businesses/Divisions.

JOB TEMPLATES: Job templates control TWO things. First, by selecting the template it

will prepopulate standard opening and closing text that should be appended to external

job postings AND it controls the reference code for media such as Monster and Network

to append branding templates with images. Some users will see one selection here and

other users will see multiple. If you have questions on what to select, please email

Novartis@smartpost.com.

PRIMARY RESPONSE TYPE: This will default to “via web site” and therefore candidates

will apply through the Kenexa/Brassring apply process. Please do not change this.

SOURCING PLAN: Sourcing plans are the ability to group media together and apply

those plans to requisitions. This is rarely used and would be an advanced feature for high

volume users.

Job Posting Number (required): This should match the requisition number and be pre-

populated from Kenexa.

Job Posting Title (required): Title associated with posting and pre-populated from

Kenexa

Industry & Function (required): These two fields control two things: 1. They will help

the SmartPost media recommendation tool define which media will be most appropriate

to the type of requisition and 2. It will control how the job is defined on the media once

it‟s launched and posted. SmartPost uses the function field to map to all of their media

partners so users don‟t have to select proprietary selections for each media. (Note: when

a job template is selected the industry field will pre-populate but can be changed)

Job Posting Type, Pay Type, Education, Years Experience, Job Level, Part/Full Time,

Number of Openings (required): These are all required fields that will be defaulted to

standard values. In 90% of the cases, the media do NOT require these fields as we know

that their requirements may vary across countries and regions.

Country, Region, City (required): Location will be essential to the posting process. You

may find that the country is defaulted based on the template selection. This can be and

should be changed. We recommend that the sourcing location is selected here for the

closest mapping to the media. Please note that there ONE location per posting since the

media require a single location per posting. If you are interested in posting to more than

one location (and you have a single req in Kenexa) please read the section on copying a

job posting.

Additional information

This data is pre-populated through communication with Kenexa/BR and will be carried over to

the external job postings to Monster and Network. Otherwise, it will be used for reporting and

tracking.

PLEASE NOTE: If you represent a business that requires POs on your invoices it is

CRITICAL that the Purchase Order is entered into this section once the sourcing selections

are made. This will control that invoices include and reference the PO.

OPENING, DESCRIPTION,

ADDITIONAL REQUIREMENTS,

CLOSING

These four fields make up the job description.

The Job description and additional

requirements will be prepopulated from

Kenexa. (The description field is the only one

of these fields that are required).

The opening and closing will be populated

based on the template selection.

Note: there are some templates that do not

have closings.

Response information is pre-populated through communication with BR/Kenexa and should not

be edited. Note: the email address is not distributed to any external media if the response type

is not changed.

Once all the information is complete, users have the ability to SAVE or move onto the NEXT

button.

SAVE will save all the current information and take the user to the job detail summary page.

NEXT will continue the process and move the user to the sourcing page to make sourcing

selections.

HOW TO SOURCE A POSTING:

Users can source a position by continuing through the Job Creation process and clicking

“Next”. Or if a user has saved and come back to a position they can click on “Sourcing” action

button from the Job Detail Summary Page.

To select media:

Click the check box to the left of the e-media name.

To select site-specific categories (OPTIONAL):

Click the green plus sign (only associated with Monster, Seek and CareerBuilder). A new

window will open which will list alternative category selections. These drop down lists are

the actual category lists of the e-media.

Select category from drop down lists.

NOTE 1: SmartPost has returned back to you sites that are related to the type of job you are posting.

NOTE 2: As you select media you will notice an increase in the primary and affiliate destination fields. If

you select fee-based media, you will see the total cost in the Base Cost for This Position field.

NOTE 3: To edit your job posting from this page, click the edit action link.

NOTE 4: Site-specific category selection is not required. Selection of primary categories will map for

most jobs.

Types of Sites Available include:

Free and Value Added Job Boards: No charges will apply to post to these Web sites.

Bernard Hodes Group purchases some media in bulk and makes it available to you

without additional charge in this section.

Your Subscriptions and Corporate Career Sites: SmartPost can manage your job site

subscriptions to sites like Monster, Network sites and many more. If you have arranged

for your subscription to be integrated into SmartPost, those sites will appear in this

section.

Niche Sites: Industry, skill or geographic-specific job sites.

Industry Associations: An organized body of people who have an interest, activity, or

purpose in a common skill, training, or interest relating to a specific industry.

Local Market: Niche sites based on the state where the job is located.

Diversity: Web sites that focus on diversity candidates.

College: Web sites with a focus on student recruiting.

Definitions:

Primary Destinations: The number of primary sites you are sending your job.

Affiliate Destinations: The number of Web sites that are partnered with the primary

Web sites you selected. (i.e., CareerBuilder has affiliates. When you post a position on

CareerBuilder.com your position will automatically be posted to those affiliate sites.)

Click on the document icon next to a site for more information.

Base cost for position: Total cost of the package after you have selected all of your

emedia.

Sourcing a Posting Action Buttons

Cancel: The „Cancel‟ button will remove the user from the „Electronic Sourcing‟ page

Edit: The „Edit‟ button takes the user back to the create page where they can make

updates or changes to the job posting.

Save: The „Save‟ button allows users to save all the information they‟ve completed thus

far to confirm selections and launch the job to the media selected.

SPECIALS/PACKAGES SCREENSHOT:

Packages take the user to a screen where they can purchase SmartPost bundled media at

discounted costs. Packages vary based on location, job function, diversity, college and

general groups. See screen shot below.

The „Job Detail Summary‟ page can be accessed from the „Save‟ action button on the „Sourcing

Page‟ or by clicking on the Job Title from the „Manage Jobs‟ page.

The Job Detail Summary page is a review of all the details and criteria of a particular job and has

access points to edit, source and review posting details.

Job Posting Title: Title associated with posting.

Job Posting Number: The job posting number that was either pre-populated or edited

in the create job process to represent the posting.

Qcode: The qcode is an internal SmartPost number that represents the posting uniquely.

(Note: if the job posting number was not changed in the create job process the job

posting number and the qcode will be the same.)

Job Template: If a job template was used in the create job process it will be identified

here.

Job Location: Location that was noted in the create job process.

Job Description: Opening, Description, Additional Requirements and Closing noted in

the job creation process.

Additional Posting Details are noted on this screen as well:

o Years Experience

o Education Required

o Job Posting Type

o Travel

o Job Level

o Base Compensation

o Total Compensation

Media Expenditure to date: Total spend (outside media subscriptions/agreements) that

is associated with the posting to date.

Media Tracker [Link]: This link takes the user to a dashboard of media performance of a

launched job.

How to Edit/Unpost/Close a Job in Kenexa/BR

For each of these actions, this information will update on your selected media outlets. Please

note, there is a 24-48 hour timeframe for media to accept and update all edits.

COMMON EDITS SUPPORTED COMMON EDITS NOT SUPPORTED

Change to Job Title Text Requisition Number

Change to Job Description Industry/Function

Location

The supported edits are often a reflection of the changes that the media will allow SmartPost to

make without charging an additional charge or inventory allotment. If a user needs to make a

edit to a field that isn‟t supported, we recommend that the user send an email to

Novartis@smartpost.com and note the job number and requested change. The Service Desk will

review the media the requisition has been launched to and determine if the change can be

supported without any liability and notify the user.

HOW TO MAKE AN EDIT:

You can update a job in Kenexa/BR, and then enter into the SmartPost system to complete the

edit a job process.

Find the appropriate requisition within Kenexa

There are two ways to initiate the edit process:

o Click the check box next to the requisition and click on „Posting Option‟ on

the left navigation menu

o Click on the requisition number and select „Posting Options‟ from the top

navigation buttons

User should see SmartPost as „Other Posting Option‟

Check the SmartPost option to open up the SmartPost window.

The edit will automatically be sent to SmartPost and can be confirmed with the edit

page is opened.

Click on save.

How to Unpost a Job

The unpost action is used if the user is trying to unpost from a particular media within a

sourcing strategy and not closing/cancelling the entire postings. This process gives the user the

ability to selectively unpost without pulling the job down from all media.

From the posting options page, check the SmartPost pencil icon to open up the

SmartPost window.

Once SmartPost window opens, click on „Click to View Details‟ hyperlink in the upper

right hand corner of the „Job Details Page‟.

Select the „Unpost‟ option from each of the media boards you wish to remove a job

posting from.

How to Close a Job

When you close, fill or cancel a requisition in Brassring/Kenexa you‟ll want to take the below

steps to close your job in SmartPost. By taking these steps, the posting will also be closed on the

external media:

From the posting options page in Brassring/Kenexa, uncheck the SmartPost option and click on

„update all postings‟ which will send the close action to SmartPost and therefore, close the job

on the external media.

How to Copy a Job in SmartPost

You may need to copy a job in SmartPost if you have a requisition and want to source the job to

additional geographical locations. This process is only needed if you have one requisition in

Kenexa/Brassring. Example: Job is available in Cleveland, OH, USA as well as Camden, NJ, USA. In

order to post this position with two locations, you will need to create/copy an additional

requisition in SmartPost, as each requisition in SmartPost, is limited to one location. Please note

that if you want to post this requisition number, as two separate locations, on Monster.com, you

will be charged an additional inventory posting.

First, select the action button “Copy” on the Job Details Posting Summary page of the

requisition that you want to copy.

(Note: you‟ll want to copy the apply URL from this screen so it can be used when you copy the

requisition to redirect candidates to the same requisition)

Replace the Job Number on the create page (as seen below) with the original Job Number and

make the appropriate location change. Once you get to the contact information, paste the apply

URL that you copied from the “copied” job and paste it. Hit “Save,” and source as normal.

‘Job Detail Summary’ Page Action Buttons

The „Edit‟ button allows users to change the „Location‟ and/or „Expertise‟ for a posting

that imported into SmartPost and not launched. Once a job is launched these field are

frozen due to media requirements.

The „Sourcing‟ button takes the user to the „Electronic Sourcing‟ page to create and

manage the sourcing strategy. Sourcing management is available so long that the job is

not „closed‟.

The „Email‟ button allows the email to email Job and Sourcing details with a note to an

email address noted by the user.

The „Launch‟ button is used if a job has not been automatically launched to media and

is going to be distributed to media for the first time. Once a job is launched, it is

considered a „launched‟ position for the life of the job.

The „Copy‟ button is used for manually creating new postings and replicating all the

current posting criteria.

The „Close Job‟ button is used to pull a job down from all third party media and classify

the job as closed.

Reporting Overview

Please see below for a sampling of standard SmartPost reports. Note: All reports provided inside

of SmartPost are available to be downloaded into excel (except the ROI/Media Performance

report).

Sourcing Activity Example:

Available inside the application real time.

Criteria: Date & Team

Report Subscription Center:

Available inside the application real time.

Multiple criteria selections including a view for active and inactive subscriptions

and media contracts

View Transaction usage

Select „GO‟ to view a list of users who have access to post to the contract

Report on Individual Contracts:

1. Available inside the application real time and includes all contract history

2. Select „Subscription Name‟ to get details on each job posted to contract

including details on recruiter, title, dates and active/inactive status

ROI Tracking/Performance Report:

Available inside the application real time.

No criteria selections – tied to media performance on requisition.

Comparison pivots included.

Virtual tearsheets

New Media Inventory Requests How to request additional inventory for The Network and Monster, under the current Global

Agreement

All requests from Novartis are to go to Novartis@smartpost.com for additional postings

under global agreement

Requests should include the following:

o Division, Business Unit, Country

o Media Requested

o Number of Postings Needed

Minimum posting agreements of 25 postings are required for both media.

Please note contract expiration dates (any postings purchased will expire with the Global

Agreement end date)

o Monster Global Agreement Expires: 3.31.12

o The Network Global Agreement Expires: 3.31.12

SmartPost provides total cost to Novartis contact (within 24 hours for standard requests)

Novartis contact must provide written (email) approval and PO with Billing Information

Billing Information should include:

o Contact Information

o Email Address

o Physical Address

Once PO is received SmartPost will request inventory from appropriate media partners and

once confirmed they will load inventory into contract amount (24 hours for existing

account, 48 hours for new account once received from the media)

SmartPost will send confirmation email to requestor confirming inventory is loaded (and

will also CC Kenexa/Brassring Queries).

Inventory will be available in SmartPost 36 hours from when it‟s confirmed with the media.

Request New Media Contracts How to request new media contracts into SmartPost

All requests from Novartis are to go to Novartis@smartpost.com for new media contract

requests for any media boards

Requests should include the following:

o Division, Business Unit, Country

o Media Requested

o Number of Postings Needed

SmartPost provides total cost to Novartis contact (within 24 hours for standard requests)

Novartis contact must provide written (email) approval and PO with Billing Information

Billing Information should include:

o Contact Information

o Email Address

o Physical Address

Once PO is received SmartPost will finalize and request inventory from appropriate media

partners and once confirmed they will load inventory into contract amount (48 hours for

new account once received from the media)

SmartPost will send confirmation email to requestor confirming inventory is loaded (and

will also CC Kenexa/Brassring Queries).

Inventory will be available in SmartPost 36 hours from when it‟s confirmed with the media.

Upload of Previously Negotiated Media Contracts How to upload contracts previously negotiated by Novartis into SmartPost

*Contracts negotiated outside of Bernard Hodes Group will incur a $500 upload fee to install into

SmartPost assuming the media supports a programmatic delivery.

*New Media (not currently supported by SmartPost) may incur time delays depending on the

ability to accept programmatic delivery.

All requests from Novartis are to go to Novartis@smartpost.com for new media

contract uploads

Requests should include the following:

o Copy of the Contract to show amount of inventory as well as valid

dates of contract

o Division, Business Unit, Country

o Media Representative Name, Phone Number and Email address of

whom you negotiated the contract through

o User Name/Password that was provided by the media to post to

the contract

Service Desk

Who do I call if I need help?

SmartPost Service Desk

SmartPost support is available from 7:00 AM EST to 9:00 PM eastern, Monday through Friday.

The Service Desk can help you with the day-to-day technical and posting questions you may

have. You may contact the Support team at 877-295-6751 or email them at

support@smartpost.com.

SmartPost Client Care Managers

You can also contact your Client Care Managers by emailing Novartis@smartpost.com or calling

Jeanette Hogan directly: 201-443-2319

Note: It is recommended that you send a screen-shot of the error message or issue you are

having to speed up issue identification and resolution.

Accessing Help Center Tool in SmartPost

Step Two: Step Three: