Data Template: Hire to Retire - Employee Lifecycle

The Activity Name describes a distinct step within the hire-to-retire process. These activities are the building blocks of the process map, representing everything from the initial job requisition to the final termination confirmation.

In analysis, this attribute is used to visualize the process flow, identify the sequence of events, and measure the frequency and duration of each step. It is crucial for understanding what actions are taking place, discovering deviations from the standard process, and pinpointing stages that cause delays or require improvement, such as a lengthy background check or a delayed onboarding task.

This attribute defines the steps in the process map, which is the foundation for all process mining analysis and visualization.

Generated from event logs, status change records, or specific transaction data within the HR system.

The Employee ID is a unique key that follows an individual from their initial hiring process through to their eventual termination. It links all related lifecycle events, such as onboarding, performance reviews, promotions, and offboarding, into a single, cohesive journey.

In process mining, this attribute is fundamental for case correlation. It allows the analysis engine to reconstruct the end-to-end process flow for each employee. By using the Employee ID as the Case ID, analysts can track cycle times, identify bottlenecks in specific employee journeys, and analyze variations in how the lifecycle process is executed across different individuals or groups.

This is the essential Case ID that connects all employee lifecycle events, making it possible to analyze the complete journey from hire to retire.

Typically available in the core employee master data tables or records within an HR Information System (HRIS).

The Event Timestamp marks the point in time that an activity occurred. This timestamp is essential for ordering events chronologically to reconstruct the employee's journey accurately. It serves as the primary temporal data point for performance analysis.

This attribute is used to calculate cycle times between activities, measure the overall duration of processes like hiring or offboarding, and identify time-based bottlenecks. It enables trend analysis over time and is fundamental for creating time-sensitive KPIs, such as 'Average Time to Hire' or 'Onboarding Cycle Time'.

This timestamp is critical for sequencing events correctly and calculating all time-based performance metrics, such as cycle times and durations.

Usually found alongside the activity or transaction record in system logs or data tables, often labeled as a creation date or system timestamp.

This attribute provides a timestamp for when the data was last updated or extracted into the process mining dataset. It does not represent when the business event occurred, but rather the freshness of the data itself.

Its primary use is for data governance and validation. Analysts can use this information to confirm that they are working with up-to-date information and to understand the potential latency between an event happening in the source system and it appearing in the analysis. It is essential for managing data refresh cycles and ensuring the reliability of the insights generated.

Ensures data freshness and governance by indicating how current the analyzed information is, which is vital for building trust in the analysis results.

This timestamp is typically generated and added during the data extraction, transformation, and loading (ETL) process.

The Source System attribute identifies the origin of the data for each event. In a complex HR ecosystem, different parts of the hire-to-retire process may be managed in separate systems, such as an Applicant Tracking System (ATS) for hiring, a core HRIS for employee management, and a payroll system for compensation changes.

Analyzing data by Source System helps in understanding data integration challenges and process fragmentation. It allows analysts to identify if delays or issues are concentrated within a particular system, which can inform technical improvement or process redesign efforts. It is also crucial for data validation and ensuring a comprehensive view of the end-to-end process is captured.

Identifies the origin of process data, which is crucial for troubleshooting data quality issues and understanding process handoffs between different HR systems.

This information is typically added during the data extraction and transformation (ETL) process or may exist as a standard field in system integration logs.

The Department attribute represents the employee's organizational alignment. It is a critical dimension for segmenting and comparing process performance across the company.

This attribute allows for a comparative analysis of the hire-to-retire process. For example, analysts can compare the 'Time to Hire' for the Engineering department versus the Sales department to identify different hiring challenges. It can also be used to analyze turnover rates by department, highlighting areas with potential management or cultural issues. Filtering the process map by department can reveal unique process variations or bottlenecks specific to certain business functions.

Allows for powerful segmentation and comparative analysis, revealing how HR processes perform across different parts of the organization.

Available in the employee's core profile or master data record within the HR system, often linked to the job or position.

Employment Type classifies the nature of the employment contract or arrangement for an individual. This is a key demographic attribute that often has a significant impact on how HR processes are executed.

Analyzing the process by Employment Type can reveal important differences. For example, the onboarding process for a contractor may be significantly shorter and less detailed than for a full-time employee. Similarly, performance review cycles or offboarding procedures might vary. This segmentation is crucial for ensuring compliance and identifying whether processes are appropriately tailored to different types of workers.

Allows for analysis of process variations based on work arrangements, which is key for compliance and optimizing processes for different worker categories.

This is a standard field in an employee's core HR profile or employment record.

The End Time attribute marks the completion point of an activity that spans a period of time. While many HR events are instantaneous (e.g., 'Offer Extended'), others have a distinct start and end, such as 'Background Check' or 'Onboarding'. This timestamp, when paired with the Event Timestamp (StartTime), allows for precise duration calculation.

In process analysis, End Time is crucial for calculating the processing time or active work time of specific tasks. This helps differentiate between waiting time (the gap between two different activities) and processing time (the duration of a single activity). Analyzing these durations helps identify inefficient tasks and opportunities for automation or resource reallocation.

Enables the precise calculation of activity durations, helping to distinguish between active work time and idle waiting time in the process.

Found in event logs or transaction tables that record both the start and completion of a task. It may need to be derived from a separate 'completed' event if not explicitly provided.

The Job Requisition ID is a unique key that links all activities related to filling a specific job opening, from its creation and approval to sourcing candidates and extending offers. It often serves as a precursor case ID before an Employee ID is generated upon hiring.

This attribute is particularly useful for analyzing the pre-hire phase of the employee lifecycle. It allows for the measurement of KPIs like 'Time to Fill' and helps in understanding the efficiency of the recruitment process for a specific role. By analyzing processes at the requisition level, organizations can identify bottlenecks in approvals, sourcing, or interviewing stages across different job openings.

Links all pre-hire activities, enabling detailed analysis of the recruitment process and metrics like 'Time to Fill'.

Generated by the Applicant Tracking System (ATS) or recruitment module of an HRIS when a new job opening is created.

The Job Title attribute provides detailed information about the employee's role within the organization. This can range from high-level roles like 'Director' to specific positions like 'Senior Software Engineer' or 'Account Executive'.

In analysis, Job Title is used to filter and analyze processes for specific roles or levels of seniority. It helps answer questions like, 'Does it take longer to hire for senior roles than junior roles?' or 'Is the onboarding process different for technical versus non-technical positions?'. This level of detail is essential for creating targeted process improvements and understanding the nuances of how the employee lifecycle varies across the workforce.

Enables detailed analysis of how lifecycle processes vary by employee role, seniority, and function, supporting more targeted improvements.

Found in the employee's job information or position data within the HR master record.

The Location attribute specifies the physical or designated work location of the employee. This can be as broad as a country or as specific as an office building or campus.

Geographic analysis is vital in HR process mining, especially for global organizations. It helps to uncover regional variations in process performance, such as differences in hiring cycle times due to local labor laws or market conditions. It can also be used to compare turnover rates across different sites, potentially indicating issues with local management or work environments. This data is essential for standardizing processes where possible and accommodating local needs where necessary.

Enables geographic analysis to identify regional process variations, assess compliance with local regulations, and compare performance across different work sites.

Typically stored in the employee's personal or work address information within the HR system.

The Termination Reason provides context for why an employee's lifecycle with the company ended. Reasons are typically categorized, for example, as voluntary (resignation, retirement) or involuntary (performance, restructuring).

This attribute is the cornerstone of any employee turnover analysis. By linking termination reasons to other data, an organization can uncover valuable insights. For instance, you can analyze if a particular department has a high rate of voluntary resignations, or if new hires from a certain recruitment source tend to be terminated for performance reasons. These insights are critical for developing effective talent retention strategies and improving hiring quality.

Provides critical context for turnover analysis, helping to distinguish between voluntary and involuntary attrition and identify root causes.

Recorded during the offboarding or termination process, typically stored in the employee's final employment record.

The User attribute identifies the person or system responsible for executing a specific step in the process. This could be a hiring manager approving an offer, an HR administrator initiating onboarding, or an automated system triggering a reminder.

This attribute adds a human or system agent dimension to the analysis. It is used to understand workload distribution, identify training opportunities (e.g., if certain users consistently cause delays or errors), and ensure process compliance. For example, it can help verify that sensitive actions like compensation changes are performed only by authorized personnel, which is important for auditing and security.

Identifies who performed an action, which is essential for analyzing workload, compliance, automation levels, and identifying training needs.

Available in system audit logs or transaction records, often captured as 'Changed By', 'Created By', or 'User ID'.

The Business Unit represents a major operational division within a company, such as 'Consumer Products', 'Enterprise Software', or 'Global Services'. It provides a higher-level organizational context than the department.

Analyzing the hire-to-retire process at the Business Unit level is useful for strategic, high-level comparisons. It can help senior leadership understand how talent management practices and outcomes differ across major segments of the business. For example, one business unit might have a much faster internal mobility rate, suggesting best practices that could be shared across the organization. This view is essential for aligning HR processes with broader business strategies.

Provides a high-level organizational dimension for strategic analysis, allowing comparison of HR process performance across major business divisions.

Found in the employee's organizational assignment data within the core HR system.

Employment Status provides a snapshot of the employee's relationship with the company at a given point in time. It's a dynamic attribute that changes as the employee moves through their lifecycle.

In process mining, tracking changes in this status can itself be a key activity (e.g., 'Status Changed to On Leave'). It is also a valuable attribute for filtering and analysis, allowing you to focus on the journeys of currently active employees or to specifically analyze the processes leading up to termination for former employees. It helps ensure the correct population is included in different types of lifecycle analysis.

Defines the employee's current state, which is crucial for filtering analyses to specific populations like active or terminated employees.

A core field in the main employee record or job information table in the HRIS.

The Manager attribute identifies the direct supervisor of the employee. The manager is often a key actor in many hire-to-retire processes, responsible for approvals, performance reviews, and initiating role changes.

Analyzing processes by manager can reveal variations in management effectiveness and process adherence. For example, it can help identify managers who are quick to complete performance reviews versus those who are consistently late. It can also be used to analyze team-specific turnover rates, which might indicate leadership issues. This provides an opportunity for targeted manager training and support.

Helps analyze process performance and outcomes at a team or manager level, highlighting variations in management practices and adherence.

Stored in the employee's job or position data within the HR system, often as a link to another employee record.

Recruitment Source indicates the origin of a successful hire. This could be an internal source like an employee referral or an external one like a professional networking site, a university career fair, or a third-party recruiter.

This attribute is essential for evaluating the effectiveness of different talent acquisition strategies. By analyzing the entire employee lifecycle based on their recruitment source, organizations can determine which channels produce the highest quality candidates, measured by factors like performance review scores, promotion rates, and retention. This data-driven approach allows the recruitment team to optimize its spending and efforts on the most effective sources.

Enables analysis of hiring channel effectiveness, helping to optimize recruitment strategy and spend based on candidate quality and retention.

Typically captured in the Applicant Tracking System (ATS) during the application or sourcing phase.