Your Employee Onboarding Data Template

This attribute records the name of each distinct event or step within the employee onboarding journey. Examples include 'Offer Accepted', 'Background Check Completed', and 'First Day Orientation Completed'.

In analysis, the Activity Name is used to build the process map, showing the sequence of events and the flow of work. It is crucial for identifying bottlenecks, analyzing activity frequencies, and understanding the different paths, or variants, that new hires take. By examining the sequence of these activities, analysts can identify deviations from the standard process and opportunities for improvement.

It defines the steps of the process, forming the backbone of the process map and enabling analysis of workflow, bottlenecks, and variations.

Derived from status changes, task completions, or specific date fields within BambooHR's onboarding checklists or hiring workflows.

The Event Timestamp marks the exact moment a specific activity took place. This temporal data is essential for ordering events chronologically and for calculating durations between different steps in the process.

This attribute is the foundation for all time-based analysis in process mining. It is used to calculate cycle times, wait times, and overall process duration. By analyzing timestamps, organizations can identify which stages are taking the longest, measure performance against service level agreements, and pinpoint delays that negatively impact the new hire experience.

This timestamp provides the chronological order of events and is essential for all performance and duration analysis, such as calculating cycle times and identifying delays.

Extracted from various date fields in BambooHR that correspond to activity completions, such as 'Offer Acceptance Date', 'Background Check Completion Date', or system logs recording status changes.

The Onboarding Case serves as the central identifier for the entire employee onboarding process. It links all related events, from the initial offer acceptance to the completion of the 30-day check-in, into a single, cohesive journey.

In process mining analysis, this attribute is fundamental for reconstructing the end-to-end process flow for each new hire. It allows for the visualization of process maps, calculation of case-level KPIs like total cycle time, and analysis of different process variants. Without a consistent case identifier, it would be impossible to track how a single employee moves through the various onboarding stages.

This is the primary key that connects all related events, making it possible to analyze the complete onboarding journey for each new hire.

This is a conceptual identifier, often derived by combining the Employee ID with the hiring instance or date, as BambooHR may not have a single explicit 'Onboarding Case ID'. It needs to be constructed during data preparation.

This attribute records the date and time of the most recent data extraction or update. It provides users with a clear understanding of the data's freshness and relevance.

In any analysis, particularly those monitoring ongoing processes, knowing the timeliness of the data is critical. This timestamp helps users trust the data they are viewing and understand if it reflects the current state of operations or is from a previous point in time. It is essential for dashboards that track active onboarding cases.

Informs users about the timeliness of the data, ensuring they understand how current the process analysis is.

This timestamp is generated and appended to the dataset at the time of data extraction and loading.

This attribute specifies the origin of the data, which in this case is BambooHR. It helps in data governance and provides context, especially when data from multiple systems is combined.

While it may seem straightforward, explicitly stating the source system is important for data lineage and troubleshooting. In larger analytical environments, it ensures that users understand the context of the data and can trace it back to its origin if questions or inconsistencies arise.

Provides crucial context about data origin, which is important for data governance, validation, and when integrating data from multiple sources.

This is a static value, 'BambooHR', that is added during the data transformation process.

This attribute specifies the organizational department, such as 'Engineering', 'Sales', or 'Marketing', to which the new hire belongs. It is a key dimension for segmenting and comparing process performance.

Analyzing the onboarding process by department is critical for understanding performance variations across the organization. It helps answer questions like, 'Which departments have the longest onboarding cycle times?' or 'Are compliance rates for mandatory training lower in certain departments?'. These insights enable targeted interventions and the sharing of best practices between departments.

Enables comparison of onboarding efficiency, cycle times, and compliance rates across different parts of the organization.

A standard field associated with the employee's job information in BambooHR.

The Employee ID is the unique key that identifies a specific employee in the HR system. It remains constant for the employee throughout their tenure.

While the Onboarding Case is the primary identifier for the process, the Employee ID is crucial for linking the onboarding data back to the employee's master record. This allows for enrichment with other employee attributes like job title or department, and enables a more comprehensive analysis of how the onboarding experience varies for different types of employees.

Uniquely identifies the new hire, allowing for enrichment with other employee data and for tracking their entire lifecycle beyond onboarding.

Available as a standard field in the employee record in BambooHR.

While StartTime (EventTimestamp) marks when an activity occurs, EndTimestamp marks its completion. This is most relevant for activities that are not instantaneous, such as 'Background Check', which has an initiated and a completed state.

Using both a start and end timestamp allows for a more precise calculation of processing time for individual activities. This helps differentiate between the time spent actively working on a task versus the time spent waiting for the next step to begin. This level of detail is crucial for in-depth bottleneck analysis.

Enables precise calculation of activity processing times, distinguishing active work time from waiting time.

Derived from the timestamps of sequential activities. For example, the EndTimestamp for 'Background Check Initiated' would be the timestamp of 'Background Check Completed'.

This attribute identifies the direct manager of the new hire. The hiring manager often plays a crucial role in the onboarding process, responsible for tasks like team introductions and setting initial goals.

Analyzing onboarding performance by hiring manager can highlight which managers are most effective at integrating new team members and which may need additional support or training. It can help identify best practices from successful managers that can be shared across the organization, improving the overall consistency and quality of the new hire experience.

Allows for performance analysis by manager, identifying those who are effective at onboarding and those who may require more support.

Typically found in the employee's job information or reporting structure details in BambooHR.

This attribute contains the official job title of the new employee, for example, 'Software Engineer', 'Account Executive', or 'Product Manager'. It provides another important dimension for analyzing the onboarding process.

Different roles may have unique onboarding requirements, such as specialized training or equipment provisioning. Analyzing by job title can reveal if certain roles experience longer delays or follow different process paths. This helps in tailoring and optimizing the onboarding experience based on the specific needs of the position.

Allows for analysis of the onboarding process based on role complexity and requirements, helping to tailor the experience for different positions.

A standard field associated with the employee's job information in BambooHR.

This attribute identifies the physical office or geographical location where the new employee will be based. This can be a city, office building, or a 'Remote' designation.

Analyzing by location is important for identifying regional differences in the onboarding process. For instance, equipment delivery times may vary significantly between locations, or different offices might have their own local orientation procedures. This analysis helps in standardizing the process where possible while accommodating necessary local variations.

Helps identify regional variations in process performance, such as delays in equipment delivery or differences in local orientation procedures.

A standard field in the employee's profile in BambooHR, typically under employment or location details.

This attribute specifies the country of employment. For global organizations, this is a critical dimension for analysis.

Onboarding processes and regulations can vary significantly from one country to another. Analyzing the process by country helps organizations understand these differences, ensure compliance with local laws, and identify opportunities to standardize practices across regions where appropriate. It can also explain variations in cycle times related to country-specific holidays or administrative procedures.

Essential for global organizations to analyze process variations, ensure local compliance, and manage region-specific onboarding requirements.

A standard field within the employee's location or address information in BambooHR.

This attribute tracks the new hire's status as they progress, for example, from 'Offer Accepted' to 'Pre-Hire' to 'Active'. This provides a high-level view of where the employee is in the overall process.

In process mining, this can be used as a case-level attribute to filter for active onboarding cases or to analyze how long cases remain in a particular status. It is particularly useful for dashboards that provide a real-time overview of all ongoing onboarding processes, helping HR and managers monitor progress.

Provides a high-level status of the onboarding case, enabling filtering for active cases and monitoring overall progress.

This is a standard field in the employee's record in BambooHR.

This attribute identifies the individual, team, or automated system responsible for completing a given activity. For instance, an HR specialist might complete the 'Paperwork Packet Sent' activity, while the hiring manager completes the 'Team Introduction'.

This information is invaluable for resource analysis and understanding workload distribution. It helps identify which teams or roles are involved in the most time-consuming or bottleneck activities. It also allows for the analysis of tasks performed by specific user groups, which can inform resource allocation and automation strategies.

Identifies who is performing each task, which is essential for workload analysis, resource optimization, and understanding user-specific behavior.

This information might be captured in audit logs or task completion details in BambooHR, often associated with the user who made the update.

This calculated boolean attribute is set to true if an activity, such as 'Paperwork Packet Sent', appears more than once within the same onboarding case. It signals that a process step had to be repeated, which typically indicates an error, missing information, or an inefficiency.

Identifying rework is a key capability of process mining. This flag allows for easy filtering and quantification of rework instances. It directly supports dashboards and KPIs focused on rework, helping to highlight process friction and waste. Reducing rework leads to faster cycle times and a smoother experience for both the new hire and the HR team.

Highlights process inefficiencies, errors, and wasted effort by flagging activities that had to be repeated.

This is a calculated field. The logic is implemented within the process mining tool to detect repeated sequences of activities within a case.

This attribute contains the name of the new employee. It is primarily used for operational purposes, such as in reports or dashboards that require identifying specific individuals.

In process mining analysis, names are often anonymized or replaced with Employee IDs to comply with data privacy regulations. However, for operational dashboards used by HR or managers to track active cases, having the name can provide immediate and user-friendly context.

Provides easy-to-read, human-friendly context for specific cases, especially in operational dashboards for HR and managers.

A standard field in the employee's personal information in BambooHR.

This calculated metric measures the end-to-end cycle time for each onboarding case, typically from 'Offer Accepted' to '30-Day Check-in Completed'. It represents the total time elapsed for the entire process.

This is a primary key performance indicator (KPI) for assessing overall process efficiency. It is used in dashboards to track average onboarding times, compare performance across departments or roles, and measure the impact of process improvement initiatives. A lower cycle time generally correlates with a better new hire experience and lower administrative costs.

This is a critical KPI for measuring overall process efficiency and tracking improvements over time.

Calculated by taking the time difference between the timestamp of the first and last activity in the case.

This calculated metric measures the time taken to complete all pre-hire tasks, such as paperwork and background checks. It is typically calculated from 'Offer Accepted' to the last activity before the employee's Start Date.

This KPI is crucial for the 'Pre-Hire Activity Completion Time' dashboard. It helps organizations identify and address delays that occur before the employee even starts, ensuring that new hires are ready to be productive on day one. Reducing pre-hire cycle time improves the candidate experience and reduces administrative friction.

Helps measure and optimize the efficiency of administrative tasks that must be completed before the new hire's first day.

Calculated by taking the time difference between the first pre-hire activity and the last pre-hire activity.

The Start Date is a critical milestone in the onboarding process. It separates pre-hire activities, such as background checks and paperwork, from post-hire activities like orientation and training.

This date is used as a key reference point in many analyses. For example, it is used to calculate the 'Time to First Day Readiness' KPI, which measures whether all necessary pre-hire tasks were completed before the employee's first day. It also helps to analyze the timeliness of pre-hire activities and their impact on day-one productivity.

Acts as a critical milestone to differentiate pre-hire from post-hire activities and measure if new hires are ready on day one.

This corresponds to the 'Hire Date' field which is a standard part of an employee's record in BambooHR.

This attribute provides a more granular level of organizational detail than the department. It specifies the immediate team, such as 'Frontend Developers' or 'Enterprise Sales Team'.

While department-level analysis is useful, team-level analysis can uncover more specific insights. It can reveal performance differences between teams with similar functions and help identify how team-specific practices, such as local introductions or training, impact the overall onboarding journey. This is particularly useful for large departments where a more detailed breakdown is needed.

Provides a more granular view than department, allowing for analysis of performance and process variations between individual teams.

This may be a standard or custom field in BambooHR, often part of the employee's organizational assignment.