Data Template: Hire to Retire - Employee Lifecycle

The Activity Name describes a single step or milestone within the Hire-to-Retire process. Each recorded event represents an activity, forming the sequence of events that constitutes the employee's journey.

This attribute is fundamental for constructing the process map. By analyzing the sequence and frequency of different activities, organizations can identify common process paths, deviations, and bottlenecks. For example, it helps visualize the path from 'Job Requisition Created' to 'Offer Accepted' to measure hiring efficiency.

It defines the steps in the process map, allowing for visualization and analysis of the employee lifecycle, from hiring to offboarding.

This attribute is typically derived from the status changes, completed tasks, or recorded events within various modules of Dynamics 365 HR, such as Recruiting, Onboarding, and Core HR.

The Employee ID is the cornerstone of the Hire-to-Retire process analysis. It links every event, from the initial job application to final offboarding, to a specific individual. This allows for a complete, end-to-end view of an employee's journey within the organization.

In process mining, this attribute is used to group all related activities into a single case. Analyzing processes by Employee ID helps to understand the total duration of an employee's tenure, the sequence of roles they held, and the frequency of events like performance reviews or promotions for each individual.

This is the essential case identifier that connects all employee-related events, making it possible to trace an individual's complete journey and lifecycle.

This is typically the 'Personnel number' field associated with the Worker record in Dynamics 365 Human Resources.

Event Time records the precise date and time of each activity in the employee lifecycle. This temporal data is essential for analyzing process durations, identifying delays, and understanding the sequence of events.

In process mining, this timestamp is used to order events correctly and calculate the time between activities (cycle time) and the total duration of a process (case duration). It is the basis for nearly all time-based KPIs, such as 'Average Time to Hire' and 'Onboarding Cycle Time'.

This timestamp is critical for ordering events, calculating all time-based metrics, and discovering bottlenecks and delays in the process.

This corresponds to creation or status update timestamps on records within Dynamics 365 HR, such as the application date, hire date, or performance review completion date.

This attribute records when the dataset was last updated. It provides critical context for the timeliness of the analysis and helps users understand how current the process insights are.

For dashboards and reporting, this timestamp is often displayed to inform users about the data's freshness. It ensures that decisions are made based on an understanding of the data's age, preventing misinterpretations based on outdated information.

It informs users of the data's freshness, ensuring they understand the time frame of the analysis and make decisions based on current information.

This value is typically generated and stored during the ETL (Extract, Transform, Load) process when data is pulled from Dynamics 365 HR.

This attribute specifies the source of the event data, which is 'Microsoft Dynamics 365 HR' in this context. It is important for data governance and traceability, especially in environments where data might be integrated from multiple HR systems, such as a separate applicant tracking system or payroll provider.

In analysis, it helps ensure data integrity and can be used to filter for events originating only from a specific system of record. This is valuable for validating the scope of the process mining project.

It provides crucial context for data origin and governance, ensuring traceability and helping to isolate analysis to a specific system of record.

This is a static value that should be added during the data extraction and transformation process to label the origin of the records.

This attribute specifies the employee's assigned department. It is a key dimension for segmenting and comparing process performance across different parts of the business.

In analysis, Department is used to filter process maps and KPIs to answer questions like, 'Which department has the highest turnover rate?' or 'Is the time to hire longer for the Engineering department compared to Marketing?'. It is critical for the 'Employee Turnover Trends' and 'HR Workflow Variant Analysis' dashboards.

It allows for powerful segmentation of the process, revealing performance differences, bottlenecks, and turnover trends specific to each department.

This information is linked to the employee's position details within the Core HR module of Dynamics 365 HR.

The End Time marks the completion of an activity that has a duration, such as a background check or a training module. While many HR events are instantaneous (recorded with StartTime), some have a defined start and end.

This attribute is essential for accurately calculating the processing time of individual activities. It enables analysis of which steps consume the most time, supporting dashboards like 'Onboarding Process Performance' by measuring how long specific tasks take.

It enables the precise calculation of individual activity durations, which is crucial for identifying the most time-consuming steps in the process.

This may be a separate field in Dynamics 365 HR for tasks with durations, or it might be the StartTime of the subsequent activity in the process.

The Hiring Manager is the individual who owns the job requisition and is ultimately responsible for filling the position. Tracking this attribute is key to understanding the performance of different managers and teams in the recruitment process.

This attribute allows for analysis to be segmented by manager, which can reveal variations in hiring cycle times, offer acceptance rates, and onboarding effectiveness. It directly supports the 'Time to Hire Analysis' dashboard by helping to identify which managers or departments are most efficient.

It attributes process performance to specific managers, enabling targeted feedback and identification of best practices or areas needing improvement in the hiring process.

This is typically stored on the job requisition record within the recruiting module of Dynamics 365 HR.

Job Role defines the employee's position within the organization, such as 'Software Engineer' or 'Account Manager'. This provides a more granular level of detail than the department for process analysis.

It is used to analyze hiring processes for specific roles, track career progression paths, and identify turnover trends tied to certain positions. For example, it helps answer if the 'Time to Hire' is significantly longer for technical roles or if a particular job role has a high rate of early-stage turnover.

It enables granular analysis of HR processes by specific job functions, helping to tailor improvements and identify role-specific issues.

This information is stored as part of the employee's position or job details in Dynamics 365 HR.

Location specifies the physical or regional workplace of the employee. This can be a country, state, city, or specific office building.

Analyzing HR processes by location is essential for large, distributed organizations. It helps identify regional differences in hiring times, turnover rates, and process compliance. This attribute supports virtually all dashboards by providing a geographical filter for deeper investigation.

It provides a geographical dimension for analysis, helping to uncover regional variations in process performance and employee trends.

This is typically part of the employee's position or worker record, often linked to a specific office or legal entity address in Dynamics 365 HR.

This attribute categorizes the reason why an employee's tenure ended. These reasons are often standardized within HR policy and are crucial for understanding the drivers of employee turnover.

In analysis, Termination Reason is the key attribute for the 'Employee Turnover Trends' dashboard. It allows the organization to distinguish between regrettable and non-regrettable attrition and to identify patterns, such as a high number of voluntary resignations in a specific department, which might indicate issues with management or compensation.

It is essential for understanding the drivers of employee turnover, enabling targeted retention strategies and addressing root causes of attrition.

This information is typically recorded as part of the offboarding or termination process within the Core HR module of Dynamics 365 HR.

This attribute defines the nature of the employment contract. It is a fundamental piece of information for workforce planning and analysis.

Segmenting the employee lifecycle by Employment Type can reveal different process paths and durations. For example, the onboarding process for a contractor may be significantly different and faster than that for a full-time employee. This attribute provides valuable context for HR workflow variant analysis.

It allows for comparing HR processes for different types of workers, providing context and uncovering variations in how different employment categories are managed.

This is a standard field on the worker or position record in the Core HR module of Dynamics 365 HR.

This attribute checks for the completeness of key employee data points, such as Department and Job Role, after the 'Employee Onboarded' activity has occurred. It serves as a data quality check for the initial setup of an employee record.

This flag is used to calculate the 'Missing Mandatory Data Rate' KPI. By identifying cases with incomplete data early in the lifecycle, organizations can address data entry errors and improve the reliability of their HR information systems.

It measures initial data quality for new hires, helping to identify and reduce HR data entry errors and ensure reliable reporting.

This is a calculated field derived during data transformation. It checks if fields like 'Department' and 'JobRole' are not null for a case after onboarding is complete.

This calculated attribute provides a simple true or false indicator of compliance with performance review deadlines. It is derived by comparing the EventTime of the 'Performance Review Conducted' activity with the corresponding SlaTargetDate.

This flag is used to power the 'Performance Review Adherence' dashboard and directly calculates the 'Performance Review On-Time Rate' KPI. It simplifies analysis by allowing users to quickly filter for all late or on-time reviews.

It simplifies compliance monitoring by clearly flagging each performance review as on-time or late, making it easy to calculate adherence rates.

This is a calculated field derived during data transformation: TRUE if EventTime <= SlaTargetDate, otherwise FALSE.

Processing Time measures the time spent on a single activity. It is calculated by subtracting the StartTime from the EndTime for a given event.

This metric is fundamental for identifying bottlenecks at the activity level. In dashboards like 'Employee Journey Bottlenecks', this attribute would be used to highlight which specific steps, such as 'Background Check Completed', are taking the most time within the overall process.

It quantifies the duration of individual steps, making it easy to spot and analyze the most time-consuming activities that create process bottlenecks.

This is calculated during data transformation by subtracting the StartTime from the EndTime (EndTime - StartTime).

The Requisition ID is a unique code assigned to a request to hire a new employee. It links all related recruitment activities, from posting the job to extending an offer, to a single hiring effort.

This attribute is very useful for analyzing the hiring sub-process in detail. It allows for grouping all candidates who applied for the same position and measuring the 'Time to Hire' for each specific requisition. It is a key field for building the 'Time to Hire Analysis' dashboard.

It groups all recruitment activities for a specific job opening, enabling accurate measurement and analysis of the hiring funnel for each position.

This is the primary identifier for records in the recruiting or applicant tracking module of Dynamics 365 HR.

The SLA Target Date represents the due date for a specific time-sensitive activity. This is most commonly used for recurring events like annual performance reviews or mandatory training completion.

This attribute is essential for calculating compliance-related KPIs. It is used directly in the 'Performance Review Adherence' dashboard to compare the actual completion date ('EventTime') against the target date, allowing for the calculation of the 'Performance Review On-Time Rate' KPI.

It provides a benchmark for measuring timeliness and compliance, which is critical for KPIs related to performance reviews and other deadline-driven HR tasks.

This date may be stored on the performance review record itself or calculated based on the employee's hire date and company policy rules.

Time to Hire is a critical case-level KPI that measures the efficiency of the entire recruitment cycle. It is calculated as the duration between the 'Job Requisition Created' activity and the 'Offer Accepted' activity for a given employee or requisition.

This metric is the primary focus of the 'Time to Hire Analysis' dashboard and the 'Average Time to Hire' KPI. Analyzing this duration helps HR departments identify inefficiencies in sourcing, interviewing, or offer processes and set benchmarks for improvement.

This is a key performance indicator for recruitment efficiency, directly measuring how quickly the organization can fill open positions.

This is a case-level metric calculated by finding the time difference between the timestamps of the 'Job Requisition Created' and 'Offer Accepted' activities within the same case.

This attribute identifies the specific user, such as an HR business partner, recruiter, or manager, who executed a given activity. It tracks human interaction with the system throughout the employee lifecycle.

Analyzing activities by User helps to understand workloads, identify training needs, and pinpoint where process steps are handled by different people. For example, it can show if delays in 'Payroll Setup Completed' are consistently associated with a specific user, indicating a potential need for additional training or support.

It attributes process activities to specific individuals, enabling analysis of workload distribution, user performance, and training opportunities.

This is often captured in system audit logs or 'Modified By' fields on various records throughout Dynamics 365 HR.