Data Template: Hire to Retire - Employee Lifecycle

This attribute captures the discrete steps and milestones within the Hire to Retire process. Each record in the event log corresponds to an activity, such as 'Job Requisition Created', 'Onboarding Initiated', or 'Employee Terminated'.

Analyzing the sequence and frequency of these activities is the core of process mining. It helps to automatically discover the actual process flows, identify deviations from the standard procedure, and pinpoint bottlenecks or redundant steps. For example, analysis can reveal if 'Payroll Setup Completed' consistently happens after the target date.

It defines the steps of the process, forming the backbone of the process map and enabling all flow-based analysis.

Derived from event types, status changes, or task completion records within various SAP SuccessFactors modules (Onboarding, Recruiting, Employee Central).

The Employee ID acts as the primary case identifier, linking all events from the initial job application to the final termination. This ID is essential for tracing an individual employee's journey through the various stages of their employment.

In process mining analysis, every activity, such as 'Offer Accepted' or 'Performance Review Conducted', is associated with a specific Employee ID. This allows for the end-to-end reconstruction of each employee's lifecycle, enabling detailed analysis of process flows, durations, and variations for individual cases.

This is the fundamental attribute that connects all related events into a single, cohesive process instance, making end-to-end lifecycle analysis possible.

This is typically the primary employee identifier in the core HR module of SAP SuccessFactors.

This attribute provides the precise date and time for each activity in the employee lifecycle. It is used to order events chronologically and to calculate the duration between different steps.

Accurate timestamps are crucial for performance analysis. They enable the calculation of key metrics like 'Time-to-Hire' (time between 'Job Requisition Created' and 'Offer Accepted') and 'Onboarding Cycle Time'. Analyzing timestamps helps identify delays and measure process efficiency against service level agreements (SLAs).

It provides the chronological order of events and is essential for all time-based analysis, including cycle time calculation and bottleneck identification.

This information is typically available as a creation date, completion date, or status change timestamp on records within SAP SuccessFactors.

This attribute records the date and time of the last data pull from the source system. It is not the time the event occurred, but rather the time the record was last updated in the process mining dataset.

This is a critical metadata attribute for data governance and reliability. It helps users understand the freshness of the data they are analyzing and ensures that analyses are based on up-to-date information. It is also used to manage incremental data loading.

Ensures transparency about data freshness, allowing analysts to trust the timeliness of their findings and insights.

This timestamp is generated and added to each record during the data ingestion (ETL/ELT) process.

This attribute specifies the source application from which the data was extracted. For this process view, the value will typically be 'SAP SuccessFactors Onboarding', but it could include other integrated systems as well.

In complex IT landscapes, employee lifecycle data may come from multiple systems (e.g., Recruiting, Core HR, Payroll). This attribute helps in tracing data lineage, troubleshooting data quality issues, and understanding the scope of the process analysis.

It provides crucial context about data origin, which is important for data validation, governance, and understanding process scope.

This is typically a static value added during the data extraction and transformation process to label the dataset's origin.

This attribute contains the name of the business department, such as 'Sales', 'Engineering', or 'Human Resources'. It is a fundamental organizational data point associated with the employee's role.

Department is a primary dimension for comparative analysis. It is used to segment KPIs like 'Onboarding Cycle Time' or 'Employee Turnover Rate' to see how processes differ across the organization. This helps pinpoint department-specific issues, such as a slow onboarding process in Engineering or high turnover in Sales.

It is a critical dimension for segmenting data, allowing for comparisons of process performance and outcomes across different parts of the business.

This data is part of the core employee record in SAP SuccessFactors Employee Central, linked to the employee's position.

While StartTime indicates the beginning of an event, EndTime marks its conclusion. This is particularly useful for activities that have a duration, such as 'New Hire Data Collection' or a manager approval step.

Having both a start and end time allows for precise calculation of the processing time for individual activities. This helps pinpoint exactly which steps are consuming the most time within a larger cycle, providing a more granular view than case-level cycle time alone.

It enables the precise calculation of individual activity durations, which is critical for identifying specific process inefficiencies and bottlenecks.

This is often the 'Completed Date' or 'Last Modified Date' timestamp associated with a task or process step in SAP SuccessFactors.

This attribute identifies the manager associated with the employee's case. The hiring manager is a key stakeholder in many lifecycle events, including approvals, onboarding tasks, and performance reviews.

Analyzing data by manager is crucial for the 'Manager Approval Bottleneck Analysis' dashboard. It helps identify managers who may have long approval times, indicating a need for training or process support. It also allows for performance comparisons and identification of best practices among managers.

It identifies a key actor in the process, enabling analysis of manager-specific performance, approval delays, and team-level patterns.

This information is typically stored on the job requisition or the employee's profile within SAP SuccessFactors Employee Central.

This ID links the employee's lifecycle back to the specific job opening they were hired for. It provides essential context about the role, department, and hiring requirements.

In analysis, the Job Requisition ID is used to aggregate and compare hiring processes. For example, the 'Time-to-Hire' KPI can be analyzed by requisition, department, or recruiter to understand where the hiring process is most and least efficient. It helps answer questions like, 'Which types of roles take the longest to fill?'.

It connects the employee's journey to the initial business need, enabling powerful segmentation and analysis of the recruitment phase.

This identifier is located in the SAP SuccessFactors Recruiting module and is linked to the candidate and subsequent employee profile.

This attribute specifies the employee's job title, such as 'Software Engineer', 'Account Executive', or 'Financial Analyst'. It provides detailed information about the employee's function within the organization.

Analyzing by job role helps to understand how processes vary for different types of employees. For instance, it can be used in the 'Training Assignment Gaps' dashboard to see if certain roles are missing required training, or to analyze if time-to-hire is longer for more senior or technical roles.

It allows for granular analysis of processes for different employee functions, helping to tailor process improvements to specific roles.

This information is stored on the employee's position or job information record in SAP SuccessFactors Employee Central.

This metric measures the total time elapsed between the 'Offer Accepted' activity and a defined onboarding completion event, such as 'Employee Profile Activated' or 'Payroll Setup Completed'. It is not a direct field from the source system but is calculated from event timestamps.

This attribute directly corresponds to the 'Onboarding Cycle Time' KPI and is the primary measure for the associated dashboard. Analyzing this duration helps HR departments identify bottlenecks in the onboarding process and track the impact of improvement initiatives aimed at getting new hires productive faster.

It is a critical KPI for measuring the efficiency of the onboarding process, directly impacting new hire experience and time-to-productivity.

Calculated in the process mining tool by taking the timestamp difference between the 'Offer Accepted' and 'Onboarding Completed' activities.

This metric quantifies the efficiency of the recruitment process by measuring the time from the moment a hiring need is formally opened ('Job Requisition Created') to the moment a candidate formally accepts the offer ('Offer Accepted').

As a core KPI, Time to Hire is used to evaluate the speed and performance of the talent acquisition function. A long Time to Hire can result in losing top candidates to competitors and can delay projects. This metric is a key feature of the 'Time-to-Hire Performance' dashboard, where it is often tracked against targets.

This key recruitment KPI measures how quickly the organization can secure talent, which directly impacts its ability to compete and execute its business strategy.

Calculated in the process mining tool by taking the timestamp difference between the 'Job Requisition Created' and 'Offer Accepted' activities.

This attribute represents a higher level of organizational structure than a department, such as 'Consumer Products' or 'Enterprise Software'. It provides broader business context for the employee's role.

Analyzing processes at the business unit level helps senior leadership understand performance across major segments of the company. It can reveal systemic issues within a division or highlight high-performing units whose best practices could be adopted elsewhere. This is valuable for strategic workforce planning and resource allocation.

It provides a high-level dimension for analysis, allowing for strategic comparisons of process efficiency and outcomes across major company divisions.

This is a standard organizational structure element in SAP SuccessFactors Employee Central, linked to the employee's position.

This ID tracks an individual through the recruitment phase of the lifecycle, before an Employee ID is assigned. It links all pre-hire activities, such as 'Candidate Applied' and 'Interview Scheduled'.

While the Employee ID is the primary case identifier for the end-to-end process, the Candidate ID is essential for detailed analysis of the pre-hire funnel. It allows for the tracking of all applicants for a given requisition, not just the one who was hired, enabling analysis of recruitment conversion rates.

It enables detailed analysis of the recruitment funnel by tracking all applicants, providing insights into conversion rates and pre-hire process efficiency.

This is a primary identifier in the SAP SuccessFactors Recruiting module.

This attribute specifies the country associated with the employee's work location. It is a key piece of geographical and organizational information.

Process variations are often tied to geography due to different labor laws, regulations, and business practices. Analyzing data by country helps uncover these differences, such as longer hiring cycles or different compliance steps in certain regions. It is essential for ensuring global process standardization while accommodating local requirements.

It enables geographical segmentation of the process, which is crucial for understanding regional variations in performance, compliance, and cost.

This is part of the employee's location or job information in SAP SuccessFactors Employee Central.

This attribute indicates the employee's current standing with the company. It changes at key moments in the lifecycle, particularly at the beginning ('Active') and end ('Terminated').

This is a critical dimension for analyzing the 'Employee Lifecycle Throughput' dashboard. By filtering on status, analysts can track the flow of active employees, monitor the volume of terminations over time, and understand how process variants might differ for employees on leave. It provides a high-level outcome for each case.

It provides a clear outcome for each employee case and is essential for cohort analysis, turnover analysis, and understanding process throughput.

This is a standard field on the employee's job information record in SAP SuccessFactors Employee Central.

This calculated attribute flags activities that are repeated within an employee's lifecycle. For example, if a 'Compliance Form Signed' activity occurs twice because the first submission was incorrect, the second occurrence would be flagged as rework.

This attribute is essential for the 'Activity Rework and Redundancy' dashboard. It helps quantify process waste and identify areas where tasks are not being completed correctly the first time. High levels of rework can indicate issues with training, system usability, or process clarity.

It quantifies inefficiency by identifying repeated work, highlighting opportunities to improve process quality and reduce wasted effort.

Calculated by the process mining tool by analyzing the sequence of activities for each case and flagging repeated activities.

This attribute identifies the individual, such as an HR specialist, recruiter, or manager, who executed a specific task or event in the process. It tracks human involvement in the workflow.

Analyzing who performs activities is key to understanding resource allocation, workload distribution, and performance. It can help identify top-performing recruiters, managers who are slow to approve, or HR team members who handle the most tasks. This data is also used to differentiate between tasks performed by employees and those that are automated.

It attributes process activities to specific individuals, enabling workload analysis, resource performance management, and identification of training needs.

This information is often found in audit logs or 'last modified by' fields associated with tasks and records in SAP SuccessFactors.

This metric represents the active working time for a specific task. It is calculated as the difference between an activity's EndTime and its StartTime.

Processing Time provides a more granular view of process performance than overall cycle time. For example, it can distinguish between the time spent actively working on payroll setup versus the time spent waiting for information. This helps to identify which specific tasks are inefficient, as opposed to just identifying long waiting times between tasks.

It measures the actual work duration of an activity, helping to differentiate between active work time and idle waiting time for more precise bottleneck analysis.

Calculated in the process mining tool by subtracting the StartTime from the EndTime for each activity.

This attribute tracks the origin of the job application. It provides insight into which hiring channels are most effective for finding and securing talent.

This data is valuable for the 'Payroll Setup Completion & Accuracy' dashboard, as it can help determine if candidates from certain sources experience more issues. More broadly, it is used to analyze the quality and speed of hires from different channels. For example, analysis might show that employee referrals have the shortest time-to-hire and highest retention rates.

It helps measure the effectiveness of different hiring channels, enabling optimization of recruiting strategies and budgets.

This information is captured in the SAP SuccessFactors Recruiting module when a candidate applies.

This attribute captures the specific reason for an employee's termination, which can be either voluntary (e.g., 'Resignation - Better Opportunity') or involuntary (e.g., 'Involuntary - Performance').

This is a critical attribute for the 'High Turnover Pattern Analysis' dashboard. By correlating termination reasons with specific process paths, companies can uncover root causes of attrition. For example, analysis might reveal that employees who experience a very long onboarding process are more likely to resign within the first year.

It provides crucial context for why employees leave, enabling root cause analysis of turnover and the development of targeted retention strategies.

This information is recorded in SAP SuccessFactors Employee Central during the offboarding or termination process.