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Data Template: Hire to Retire - Employee Lifecycle

UKG Pro

Hire to Retire - Employee Lifecycle Attributes (22) Hire to Retire - Employee Lifecycle Activities (15) Extraction Guides (1)

Your Hire to Retire - Employee Lifecycle Data Template

This template provides a comprehensive overview of the essential data elements required to analyze your Hire to Retire process effectively. It outlines the crucial attributes to collect, the key activities to track, and practical guidance on extracting this data from UKG Pro. Use this resource to streamline your data preparation and ensure a smooth start to your process mining journey.

Recommended attributes to collect
Key activities to track
Extraction guidance for UKG Pro

New to event logs? Learn how to create a process mining event log.

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Hire to Retire - Employee Lifecycle Attributes

These are the recommended data fields to include in your event log for comprehensive Hire to Retire - Employee Lifecycle analysis and insights.

5 Required 7 Recommended 10 Optional

	Name	Description
	Employee ID EmployeeId	The unique identifier assigned to each employee, serving as the primary case ID for their entire lifecycle within the organization.
Description The Employee ID acts as the central thread connecting all events related to an employee, from their initial application to their final offboarding. This identifier is crucial for constructing a complete end-to-end process view of an individual's journey. In process mining analysis, every activity, such as 'Employee Hired', 'Promotion Approved', or 'Termination Initiated', is linked back to this unique ID. This allows for the analysis of individual employee paths, cohort analysis based on employee attributes, and the accurate calculation of lifecycle durations. Why it matters This is the essential case identifier that links all employee-related events together, making it possible to analyze the end-to-end Hire to Retire process for each individual. Where to get This is a core field in UKG Pro, typically found in employee profile or master data records. Consult UKG Pro documentation for the specific table and field name, often labeled as Employee Number or Person ID. Examples 10052198345210047
	Event Timestamp EventTimestamp	The precise date and time when a specific lifecycle event occurred.
Description The Event Timestamp provides the chronological context for each activity, forming the backbone of the process flow. It records the exact moment an event like 'Offer Accepted' or 'Promotion Approved' was registered in the system. In analysis, these timestamps are used to calculate durations between activities, identify delays, and measure cycle times for key subprocesses like recruitment and onboarding. Accurate timestamps are critical for all time-based KPIs and performance analysis. Why it matters This attribute is essential for ordering events chronologically and calculating all time-based metrics, such as cycle times and durations. Where to get Sourced from date or timestamp fields associated with specific events in UKG Pro, such as 'HireDate', 'TerminationDate', or status change timestamps in workflow modules. Examples 2023-01-15T09:00:00Z2023-06-20T14:35:10Z2024-02-01T11:00:00Z
	Activity Name ActivityName	The name of the specific event or milestone that occurred in the employee's lifecycle, such as 'Employee Hired' or 'Performance Review Conducted'.
Description The Activity Name describes a single step or task within the Hire to Retire process. These events are timestamped and ordered to build the process flow that is visualized and analyzed in process mining. Analyzing the sequence and frequency of these activities reveals the actual process execution. It helps identify common pathways, deviations from the standard process, and bottlenecks between key activities like 'Onboarding Initiated' and 'Payroll Setup Completed'. Why it matters This attribute defines the steps in the process map, allowing for the visualization and analysis of the employee lifecycle flow. Where to get This is typically derived from event logs, workflow status changes, or specific date fields within various UKG Pro modules (e.g., Recruiting, Onboarding, Performance Management). A mapping logic is usually required to generate standardized activity names. Examples Employee HiredPerformance Review ConductedTermination Initiated
	Last Data Update LastDataUpdate	The timestamp indicating when the data for this event was last refreshed or extracted from the source system.
Description This attribute provides the timestamp of the last data extraction from UKG Pro. It is not the time the business event occurred, but rather when the record was pulled into the process mining tool. This information is vital for understanding the freshness of the data being analyzed. It allows analysts and business users to know how current the process view is and helps in managing data refresh schedules and validating the recency of insights. Why it matters Indicates the freshness of the data, which is essential for trusting the analysis and making timely business decisions. Where to get This timestamp is generated and appended to each record during the data extraction, transformation, and loading (ETL) process. Examples 2024-03-15T02:00:00Z2024-03-16T02:00:00Z2024-03-17T02:00:00Z
	Source System SourceSystem	Identifies the system from which the data was extracted, which in this case is UKG Pro.
Description This attribute specifies the origin of the process data. While in this context it is primarily UKG Pro, a Hire to Retire process might involve data from other systems like an Applicant Tracking System (ATS) or a learning management system (LMS). In analysis, it helps differentiate data sources if multiple systems are involved and is crucial for data governance and troubleshooting. For a single-source view, it provides essential context about the data's origin. Why it matters Provides crucial context for data governance, quality assurance, and traceability by identifying the origin of the event data. Where to get This is typically a static value ('UKG Pro') added during the data transformation and extraction process. Examples UKG ProUKGPro_CoreHRUKG
	Actioning User ActioningUser	The name or ID of the user, typically an HR representative or manager, who performed the activity in UKG Pro.
Description This attribute identifies the individual responsible for executing a specific process step, such as the recruiter who extended an offer or the manager who approved a promotion. It links process activities to human actors. In analysis, this attribute is invaluable for understanding workload distribution, identifying training needs, and analyzing user-specific performance. For instance, it can help pinpoint if data entry errors after 'Payroll Setup Completed' are concentrated with specific users, supporting the 'Post-Onboarding Data Rework Rate' KPI. Why it matters Links process activities to specific users, enabling workload analysis, performance comparisons, and investigation of rework or errors. Where to get Typically found in audit trail logs or 'Last Modified By' fields within UKG Pro modules. The exact field name varies by module. Examples j.does.smithhr_admin
	Department EmployeeDepartment	The department or organizational unit to which the employee is assigned.
Description This attribute contains the name of the employee's assigned department, such as 'Sales', 'Engineering', or 'Finance'. It is a key organizational dimension for segmenting and comparing process performance. Analysis using the department allows for comparing process execution across different business units. For example, one can analyze if the 'Recruitment Cycle Time' is longer for technical departments or if 'Performance Review Adherence' varies significantly between Sales and Operations, providing targeted insights for improvement. Why it matters Enables powerful comparative analysis by allowing you to filter and segment the process based on organizational structure, revealing departmental variations. Where to get This is a standard field in the employee's job or position record within UKG Pro's Core HR module. Examples EngineeringSalesHuman Resources
	Employment Status EmploymentStatus	The current or historical employment status of the employee, such as 'Active', 'Terminated', or 'On Leave'.
Description This attribute indicates the employee's official status within the company at a given point in time. It is a critical dimension for understanding the overall state of the workforce and for filtering analysis to specific employee populations. Analyzing changes in employment status helps to correctly model the process, for instance, distinguishing between a temporary leave and a permanent termination. It is fundamental for calculating churn rates and understanding the outcomes of different lifecycle paths. Why it matters Provides essential context about an employee's standing, enabling accurate churn analysis and segmentation of the workforce. Where to get This is a core field in the employee's master record in UKG Pro's Core HR module. Examples ActiveTerminatedLeave of Absence
	Hire Date HireDate	The official start date of an employee's employment with the organization.
Description The Hire Date marks the beginning of the employee's tenure. It is a fundamental date field that serves as a baseline for many time-based calculations and analyses related to the employee's lifecycle. This attribute is used to calculate employee tenure, which is crucial for analyzing the 'Early Employee Churn Rate'. It also helps in cohort analysis, allowing for the comparison of lifecycle patterns for employees hired in different periods. Why it matters Serves as the baseline for calculating employee tenure and is essential for cohort analysis and churn rate KPIs. Where to get This is a standard, mandatory field in the employee's primary record in UKG Pro's Core HR module. Examples 2022-08-152023-01-202021-05-10
	Job Requisition ID JobRequisitionId	The unique identifier for the job requisition that initiated the hiring process.
Description The Job Requisition ID is the unique reference for a specific job opening. It links all early-stage recruitment activities, from creation and approval to sourcing candidates and extending offers. This ID is essential for analyzing the 'Recruitment Cycle Time' KPI, as it marks the true start of the hiring process. It allows for tracking the entire funnel for a single job opening and analyzing metrics like the 'Inactive Job Requisition Rate' by identifying requisitions that do not progress. Why it matters Provides a clear starting point for the recruitment process, enabling accurate measurement of hiring cycle times and requisition effectiveness. Where to get Found within the UKG Pro Recruiting module or the connected Applicant Tracking System (ATS). Examples REQ-2023-015REQ-2024-112REQ-2023-504
	Job Title JobTitle	The official job title of the employee, such as 'Software Engineer' or 'Sales Manager'.
Description The Job Title describes the employee's role or position within the organization. This attribute is a key dimension for analyzing how processes differ across various roles and levels of seniority. In analysis, Job Title can be used to compare onboarding times for different roles, assess promotion velocities, or identify if certain job titles have higher rates of early churn. This helps tailor HR processes and support programs to the specific needs of different employee groups. Why it matters Allows for role-based analysis to understand how lifecycle processes vary across different job functions and seniority levels. Where to get This is a standard field associated with the employee's position or job record in UKG Pro's Core HR module. Examples Software Engineer IISenior Product ManagerHR Business Partner
	Manager Name ManagerName	The name of the employee's direct manager or supervisor.
Description This attribute identifies the direct manager of the employee. The manager plays a crucial role in many lifecycle events, including performance reviews, promotions, and training assignments. Analyzing by manager helps to understand variations in team-level execution and manager effectiveness. The 'Manager Transition Impact Analysis' dashboard, for example, relies on this attribute to see how a change in manager affects subsequent activities. It is also key for the 'Time to Managerial Re-engagement' KPI. Why it matters Enables analysis of process performance at the team level and helps assess the impact of managers on employee lifecycle events. Where to get This information is part of the employee's reporting structure data in UKG Pro's Core HR module. Examples John SmithMaria GarciaChen Wei
	Event End Time EventEndTime	The timestamp marking the completion of an activity that has a measurable duration.
Description For activities that are not instantaneous, the Event End Time records when the activity was completed. This contrasts with the Event Timestamp (StartTime), which marks the beginning. Having both a start and end time allows for the precise calculation of the processing time for individual activities, such as 'Background Check' or 'Onboarding Task'. This supports more granular analysis of where time is spent within the process. Why it matters Enables the calculation of precise processing times for individual activities, helping to pinpoint the most time-consuming steps in the process. Where to get Sourced from completion date fields in UKG Pro. This often requires pairing a start event with a corresponding completion event from the source data. Examples 2023-01-15T17:30:00Z2023-06-21T10:00:00Z2024-02-01T11:05:00Z
	Is Early Churn IsEarlyChurn	A boolean flag indicating if an employee's termination occurred within a predefined early tenure period, such as 90 or 180 days.
Description This calculated attribute flags employees who leave the organization shortly after being hired. The threshold for 'early' is typically defined by the business, for example, within the first year. This flag simplifies the analysis required for the 'Early Tenure Churn Insights' dashboard and the 'Early Employee Churn Rate' KPI. It allows for quick filtering and segmentation to isolate this high-interest group and analyze their characteristics and lifecycle patterns, helping to identify issues in recruitment or onboarding. Why it matters Directly supports early churn analysis by flagging at-risk cases, helping to identify root causes of premature employee departures. Where to get This attribute is calculated during data preparation. The logic compares the difference between the 'TerminationDate' and 'HireDate' against a predefined threshold (e.g., 365 days). Examples truefalse
	Location Location	The geographical location or office where the employee is based.
Description This attribute specifies the employee's primary work location, which could be a city, country, or specific office building. It is a key dimension for geographical analysis of HR processes. Analyzing process performance by location can uncover regional differences in hiring efficiency, onboarding practices, or turnover rates. For example, you could compare the 'Recruitment Cycle Time' between the 'New York' and 'London' offices to identify best practices or localized bottlenecks. Why it matters Enables geographical segmentation of the process, revealing regional variations in performance and compliance. Where to get This information is part of the employee's job or personal data in UKG Pro's Core HR module. Examples New York, NYLondon, UKRemote
	Performance Rating PerformanceRating	The rating assigned to an employee during a performance review cycle.
Description The Performance Rating is the outcome of a 'Performance Review Conducted' activity, typically on a scale (e.g., 1-5) or using descriptive labels (e.g., 'Exceeds Expectations'). It quantifies an employee's performance assessment. This attribute is valuable for correlating process events with performance outcomes. For example, analysis can explore whether high performers are promoted faster, or if there is a link between performance ratings and employee turnover. It is central to the 'Performance Review Cycle Compliance' dashboard. Why it matters Connects process events to performance outcomes, enabling analysis of talent management effectiveness and its impact on retention. Where to get Found within the UKG Pro Performance Management module, linked to specific review cycles. Examples Exceeds ExpectationsMeets ExpectationsNeeds Improvement5
	Processing Time ProcessingTime	The calculated duration of a single activity, from its start to its end time.
Description Processing Time measures the time spent on a specific task, calculated as the difference between the Event End Time and the Event Timestamp (StartTime). It represents the 'service time' for an activity. This metric is crucial for identifying which specific activities consume the most time in the process. For example, it can highlight that the 'Background Check Initiated' activity takes, on average, five days to complete, making it a clear target for optimization efforts. Why it matters Quantifies the duration of individual tasks, allowing for targeted optimization of the most time-consuming activities in the process. Where to get This attribute is calculated during data preparation by subtracting the Event Timestamp from the Event End Time. Examples 28800086400604800
	Role Change Reason RoleChangeReason	The reason for a change in an employee's role, such as 'Promotion', 'Lateral Transfer', or 'Reorganization'.
Description This attribute provides context for internal mobility events. It explains why an employee's role or position was changed within the organization. This is essential for the 'Internal Mobility Cycle Time' dashboard and KPI, as it allows for differentiating between promotions and other types of transfers. Analyzing the process by reason can reveal if promotion processes are slower than lateral moves, helping to streamline career development pathways. Why it matters Explains the context behind internal moves, allowing for a more nuanced analysis of internal mobility processes like promotions versus lateral transfers. Where to get This information is typically captured as part of the job change or transfer transaction in UKG Pro's Core HR module. Examples PromotionLateral TransferReorganization
	Salary Grade SalaryGrade	The compensation grade or band associated with the employee's role.
Description Salary Grade represents the level of compensation for a particular job. It is a key attribute for analyzing compensation-related activities and trends. This attribute is important for analyses such as 'Compensation Changed' events and can be used to track the 'Post-Onboarding Data Rework Rate' KPI if frequent corrections to salary grades are observed. It also allows for segmentation to see if promotion cycle times or turnover rates differ by compensation level. Why it matters Provides context for compensation-related activities and allows for segmentation of the process by pay level. Where to get Available in the employee's compensation or job profile within UKG Pro's Core HR module. Examples IC3M2D1
	Termination Date TerminationDate	The official end date of an employee's employment.
Description The Termination Date marks the conclusion of the employee's tenure. It is the endpoint of the employee's lifecycle within the organization. This attribute is necessary for calculating the final tenure of an employee and is a key component of churn analysis. The time between the Hire Date and Termination Date provides the basis for the 'Early Tenure Churn Insights' dashboard and related KPIs. Why it matters Defines the end of the employee lifecycle, enabling the calculation of total tenure and supporting all attrition-related analysis. Where to get This is a standard field in the employee's primary record in UKG Pro, populated when the termination process is completed. Examples 2023-11-302024-02-152022-12-31
	Termination Reason TerminationReason	The documented reason for an employee's departure, such as 'Voluntary - Resignation' or 'Involuntary - Performance'.
Description This attribute captures the reason why an employee's employment was terminated. The reasons are typically categorized as voluntary or involuntary, with more specific sub-categories. This is a critical attribute for retention and churn analysis. By segmenting terminated employees by their reason for leaving, organizations can gain deep insights into the root causes of attrition. For example, analyzing 'Early Employee Churn Rate' by termination reason can distinguish between poor hiring choices and competitive offers. Why it matters Provides critical insight into the drivers of employee turnover, enabling targeted retention strategies. Where to get This field is typically recorded during the termination or offboarding process within UKG Pro's Core HR module. Examples Voluntary - Another OpportunityInvoluntary - PerformanceRetirement
	Training Name TrainingName	The name or title of the training course assigned to the employee.
Description This attribute identifies a specific training or learning module that an employee has been assigned. This could range from mandatory compliance training to role-specific skill development. This is a key attribute for the 'Training Assignment & Completion' dashboard and the 'Training Completion Rate' KPI. It allows for tracking the progress and effectiveness of specific training programs and analyzing completion times across different courses. Why it matters Enables the tracking and analysis of specific training programs, helping to measure compliance and developmental effectiveness. Where to get Sourced from the UKG Pro Learning module or a connected Learning Management System (LMS). Examples Code of Conduct 2024Advanced Management SkillsCybersecurity Awareness

Required Recommended Optional

Hire to Retire - Employee Lifecycle Activities

These are the key process steps and milestones to capture in your event log for accurate process discovery and optimization.

6 Recommended 9 Optional

	Activity	Description
	Employee Hired	Marks the official creation of the employee record in UKG Pro, where an Employee ID is formally assigned. This event is typically captured when an HR administrator finalizes the hiring process for a candidate, transitioning them into an active employee within the system.
Why it matters This is the definitive start event for the Hire to Retire process analysis. It provides the baseline for measuring time-to-productivity, onboarding efficiency, and overall employee tenure. Where to get This event is likely logged in the HR Core or Personnel Administration module. It can be identified by the creation date of the employee's primary employment record or a specific 'Hire' action record in the employee's job data history. Capture Captured from the effective date of the 'Hire' action in the employee's job history table. Event type explicit
	Employee Onboarded	A key milestone signifying the successful completion of the initial onboarding checklist or workflow. This typically means all required new hire paperwork, system access requests, and initial administrative tasks are finished.
Why it matters Marks the end of the initial administrative setup, allowing analysis of the total onboarding cycle time. It signifies the point where the employee is administratively ready to begin their role-specific duties. Where to get Located in the Onboarding module. This is typically inferred from the completion timestamp of the overall onboarding workflow or when the last mandatory onboarding task is marked as complete. Capture Inferred from the completion timestamp of the master onboarding checklist for the employee. Event type inferred
	Employee Terminated	The final event in the employee lifecycle, representing the official end of employment. This is when the employee's record becomes inactive in the system as of the termination effective date.
Why it matters This is the definitive end event for the process, crucial for calculating final employee tenure and analyzing attrition. It closes the loop on the employee's journey with the company. Where to get This is the effective date of the final 'Termination' action in the employee's job data history within the HR Core module. The system typically changes the employee's status from active to inactive on this date. Capture Captured from the effective date of the 'Termination' action in the employee's job history. Event type explicit
	Performance Review Conducted	Represents the completion of a formal performance review cycle for an employee. This event is logged when the review form is finalized and submitted by the manager or HR.
Why it matters This is a critical recurring milestone in the employee lifecycle. Tracking its frequency and timeliness helps assess performance management compliance and its impact on career progression. Where to get Found in the UKG Pro Performance Management module. It can be identified by the completion date of the performance review form or a status change to 'Completed' for a review cycle. Capture Captured from the completion timestamp of the performance review workflow instance. Event type explicit
	Promotion Approved	Indicates the formal approval of an employee's promotion, which typically includes a change in job title and often compensation. This is a distinct event that precedes the effective date of the change.
Why it matters This activity is key to analyzing internal mobility and career progression. The time between promotion approval and its effective date can highlight administrative bottlenecks in the system. Where to get Logged as a specific job action, such as 'Promotion', in the employee's job data history within the HR Core module. The record will have its own approval and effective dates. Capture Captured from the log date of a 'Promotion' action in the employee's job history. Event type explicit
	Termination Initiated	Represents the start of the offboarding process, logged when a future termination date is entered into the system. This event triggers offboarding checklists and workflows.
Why it matters This is a critical milestone that begins the employee exit process. Analyzing the time between this event and the final termination helps evaluate the efficiency and completeness of offboarding procedures. Where to get This is typically the creation of a 'Termination' action record in the employee's job data, which has a future effective date. It may also be the start of an offboarding workflow in a specific module. Capture Captured when a termination transaction with a future date is submitted. Event type explicit
	Compensation Changed	This event captures any change to an employee's base salary, bonus structure, or other compensation components. It can be part of a promotion, a merit increase, or a market adjustment.
Why it matters Tracking compensation changes is vital for understanding career and salary progression. Frequent adjustments post-hire might indicate data entry errors or issues with initial salary setting. Where to get Found in the employee's compensation history table within the HR Core or Payroll module. Each change is typically recorded with an effective date and a reason code. Capture Logged from the effective date of a new entry in the employee's compensation history record. Event type explicit
	Exit Interview Conducted	This event marks the completion of the exit interview with the departing employee. It is typically recorded as a completed task in an offboarding checklist.
Why it matters Tracking the completion of exit interviews is important for ensuring HR compliance and gathering valuable feedback. It helps identify if this crucial step is being skipped in the offboarding process. Where to get This event would likely be found in the UKG Pro Onboarding or HR Help Desk module as a specific task within an offboarding workflow. Its capture depends on HR manually marking the task as complete. Capture Logged as a completed task within an employee's offboarding checklist. Event type explicit
	Leave of Absence Started	Marks the beginning of an employee's approved leave of absence, such as for medical or personal reasons. This is recorded when the employee's status changes to an inactive, on-leave state.
Why it matters Identifies periods of inactivity in an employee's lifecycle. It is crucial for accurately calculating active tenure and understanding the impact of leave on career progression. Where to get Found in the employee's job data history within the HR Core module. This corresponds to a job action like 'Leave of Absence' with a specific effective start date. Capture Captured from the effective date of a 'Start Leave' action in the job history. Event type explicit
	Manager Changed	This event is generated when the 'Reports To' or 'Manager ID' field for an employee is updated. It represents a change in the employee's direct reporting line.
Why it matters Manager changes can significantly impact employee engagement and performance. Tracking this event allows for analysis of its effect on subsequent activities like performance reviews or retention. Where to get This event must be inferred by tracking changes to the manager or supervisor field in the employee's job data over time. It requires comparing the manager ID between consecutive records for the same employee. Capture Inferred by detecting a change in the 'Reports To' field in the employee's job data history. Event type inferred
	Offboarding Completed	A milestone indicating that all mandatory offboarding tasks have been completed. This includes activities like asset return, final payroll calculations, and system access revocation.
Why it matters This event confirms that all necessary steps have been taken to securely and compliantly separate from the employee. It helps measure offboarding cycle time and identify compliance gaps. Where to get This would be inferred from the completion timestamp of the overall offboarding checklist or workflow, similar to the 'Employee Onboarded' event but for the exit process. Capture Inferred from the completion timestamp of the master offboarding checklist for the employee. Event type inferred
	Onboarding Initiated	Represents the start of the new hire onboarding process or workflow within UKG Pro. This is typically an automated or manually triggered event that assigns a checklist of tasks to the new employee, their manager, and HR.
Why it matters Tracking this activity helps measure the time between the official hire date and the start of administrative and cultural integration. It is the starting point for analyzing onboarding process efficiency and identifying delays. Where to get Found in the UKG Pro Onboarding module. The event can be inferred from the creation date of the onboarding checklist or workflow instance associated with the employee. Capture Inferred from the creation timestamp of the employee's onboarding workflow or task list. Event type inferred
	Payroll Setup Completed	Indicates that all necessary information for processing the employee's pay, such as bank details and tax forms, has been entered and verified. This is a critical step to ensure the employee is paid correctly and on time.
Why it matters This milestone is crucial for measuring new hire readiness. Delays in payroll setup can lead to employee dissatisfaction and administrative rework, making it a key performance indicator for onboarding. Where to get This event may be inferred from the UKG Pro Payroll module. It can be derived from the completion date of a payroll readiness checklist or the date the employee's status changes to 'Ready for Payroll'. Capture Derived from a status change or completion timestamp in the employee's payroll profile. Event type inferred
	Role Change Processed	Represents a change in the employee's job or position that is not a promotion, such as a lateral transfer or departmental move. This is logged when the relevant job data is updated in the system.
Why it matters Analyzing role changes provides insights into internal mobility, talent deployment, and organizational restructuring. It helps identify how employees move through the organization. Where to get Captured from the employee's job data history in the HR Core module. It can be identified by job actions like 'Transfer', 'Re-assignment', or 'Position Change', along with their effective dates. Capture Identified by a 'Transfer' or similar action code in the employee's job history data. Event type explicit
	Training Assigned	Captures the moment a specific training course or learning plan is assigned to an employee. This is usually recorded in the system's learning management module.
Why it matters This activity helps track compliance with mandatory training and monitors employee development. Analyzing the time between assignment and completion can highlight engagement issues or training effectiveness. Where to get Recorded in the learning management or talent management modules of UKG Pro. Each assignment should have a corresponding record with an assignment date and employee ID. Capture Logged when a course or curriculum is assigned to an employee's learning plan. Event type explicit

Recommended Optional

Extraction Guides

How to get your data from UKG Pro

Steps

Prerequisites: Ensure you have Python 3.6+ and the requests and pandas libraries installed. You can install them using pip: pip install requests pandas.
API Access & Authentication: Contact your UKG Pro administrator to create a Service Account. You will need the API Key, User Name, and Password. The Service Account must have permissions to access all required API endpoints, including personnel, payroll, onboarding, performance, and learning data.
Configure the Script: Open the provided Python script in a text editor or IDE. Locate the configuration section at the top of the script and replace the placeholder values for UKG_BASE_URL, API_KEY, USERNAME, PASSWORD, and COMPANY_ID with your specific credentials and environment details.
Set the Extraction Date Range: In the configuration section, define the START_DATE and END_DATE variables. This determines the time window for which employee changes and events will be extracted. It is recommended to start with a smaller range, such as 3-6 months, to test the script.
Execute the Script: Run the script from your command line using python your_script_name.py. The script will authenticate, fetch data from various UKG Pro API endpoints for each activity, and display progress updates in the console.
Handle API Throttling: The script includes a basic time.sleep() to respect API rate limits. If you encounter throttling errors (HTTP 429), you may need to increase the sleep duration between API calls.
Transform and Standardize Data: Each function within the script is designed to fetch raw data for a specific activity, select the relevant fields, and rename them to the standard event log format (EmployeeId, ActivityName, EventTimestamp, etc.).
Combine Event Data: The main part of the script calls each activity-specific function and appends the resulting data into a single, master list of events.
Generate the Event Log: After processing all activities, the script consolidates the data into a pandas DataFrame, sorts it by employee ID and timestamp, and saves it as a CSV file named ukg_hire_to_retire_event_log.csv.
Review and Upload: Open the generated CSV file to ensure the data is complete and correctly formatted. This file is now ready to be uploaded into the process mining tool.

Configuration

Authentication Credentials: A service account API Key, User Name, and Password are required for API authentication.
Base URL: The UKG_BASE_URL for your UKG Pro instance (e.g., https://service[##].ultipro.com/api).
Company ID: The unique COMPANY_ID for your organization within UKG Pro is necessary for many API calls.
Date Range: The START_DATE and END_DATE parameters (in 'YYYY-MM-DD' format) control the extraction window. For the initial run, a period of 3-6 months is recommended to manage the data volume and verify results.
API Endpoint Versions: The script uses specific versions of the REST APIs (e.g., /personnel/v1/). Ensure your UKG Pro instance supports these versions.
Module Dependencies: The extraction of certain activities requires that your organization has licensed and is actively using the corresponding UKG Pro modules, such as Onboarding, Learning, and Performance Management. If a module is not in use, the corresponding activity will not be extracted.

a Sample Query python

import requests
import pandas as pd
import datetime
import time
import json

class=class="hl-string">"hl-comment"># --- CONFIGURATION --- #
UKG_BASE_URL = class="hl-string">"https://service[YourServiceNumber].ultipro.com/api"
API_KEY = class="hl-string">"[Your_API_Key]"
USERNAME = class="hl-string">"[Your_Service_Account_Username]"
PASSWORD = class="hl-string">"[Your_Service_Account_Password]"
COMPANY_ID = class="hl-string">"[Your_Company_ID]"
START_DATE = (datetime.date.today() - datetime.timedelta(days=180)).strftime(class="hl-string">'%Y-%m-%d')
END_DATE = datetime.date.today().strftime(class="hl-string">'%Y-%m-%d')

class=class="hl-string">"hl-comment"># --- API HELPER FUNCTION --- #

def get_ukg_data(endpoint, params=None):
    class="hl-string">"""Helper function to handle authentication and pagination for UKG API calls."""
    auth_data = json.dumps({
        class="hl-string">"username": USERNAME,
        class="hl-string">"password": PASSWORD,
        class="hl-string">"apiKey": API_KEY
    })
    headers = {class="hl-string">'Content-Type': class="hl-string">'application/json'}
    
    class=class="hl-string">"hl-comment"># Authenticate and get token
    try:
        auth_response = requests.post(fclass="hl-string">"{UKG_BASE_URL}/v1/login", data=auth_data, headers=headers)
        auth_response.raise_for_status()
        token = auth_response.json().get(class="hl-string">'token')
    except requests.exceptions.RequestException as e:
        print(fclass="hl-string">"Authentication failed: {e}")
        return []

    all_records = []
    page = 1
    per_page = 100
    
    api_headers = {class="hl-string">'Authorization': fclass="hl-string">'Bearer {token}'}
    
    while True:
        if params is None:
            params = {}
        params.update({class="hl-string">'page': page, class="hl-string">'per_page': per_page})
        
        try:
            response = requests.get(fclass="hl-string">"{UKG_BASE_URL}{endpoint}", headers=api_headers, params=params)
            response.raise_for_status()
            data = response.json()
            
            if isinstance(data, list) and data:
                all_records.extend(data)
                if len(data) < per_page:
                    break class=class="hl-string">"hl-comment"># Last page
                page += 1
            elif isinstance(data, dict) and class="hl-string">'results' in data:
                all_records.extend(data[class="hl-string">'results'])
                if len(data[class="hl-string">'results']) < per_page:
                    break class=class="hl-string">"hl-comment"># Last page
                page += 1
            else:
                 break class=class="hl-string">"hl-comment"># No more data

            time.sleep(1) class=class="hl-string">"hl-comment"># Respect rate limits

        except requests.exceptions.RequestException as e:
            print(fclass="hl-string">"Error fetching data from {endpoint}: {e}")
            break
            
    return all_records

class=class="hl-string">"hl-comment"># --- ACTIVITY EXTRACTION FUNCTIONS --- #

def get_employee_hired_events():
    print(class="hl-string">"Fetching 'Employee Hired' events...")
    events = []
    class=class="hl-string">"hl-comment"># Use employee changes API to find hire events
    params = {class="hl-string">'action': class="hl-string">'HIRE', class="hl-string">'effectiveDate': fclass="hl-string">'ge {START_DATE}'}
    data = get_ukg_data(class="hl-string">'/personnel/v1/employee-changes', params=params)
    for record in data:
        if record.get(class="hl-string">'effectiveDate') and record.get(class="hl-string">'effectiveDate') <= END_DATE:
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Employee Hired',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'effectiveDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'changedByUserName'),
                class="hl-string">'EmployeeDepartment': record.get(class="hl-string">'department'),
                class="hl-string">'JobRequisitionId': record.get(class="hl-string">'jobRequisitionId'),
                class="hl-string">'EmploymentStatus': record.get(class="hl-string">'employmentStatus'),
                class="hl-string">'JobTitle': record.get(class="hl-string">'jobTitle'),
                class="hl-string">'ManagerName': record.get(class="hl-string">'supervisorName'),
                class="hl-string">'HireDate': record.get(class="hl-string">'hireDate')
            })
    return events

def get_onboarding_events():
    print(class="hl-string">"Fetching 'Onboarding' events...")
    events = []
    class=class="hl-string">"hl-comment"># Note: Requires Onboarding module. This is a conceptual endpoint.
    class=class="hl-string">"hl-comment"># You may need to adjust the endpoint based on your UKG configuration.
    data = get_ukg_data(fclass="hl-string">'/onboarding/v1/employee-onboarding-activities?start-date={START_DATE}&end-date={END_DATE}')
    for record in data:
        if record.get(class="hl-string">'workflow') == class="hl-string">'New Hire Onboarding':
            if record.get(class="hl-string">'dateAssigned'):
                events.append({
                    class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                    class="hl-string">'ActivityName': class="hl-string">'Onboarding Initiated',
                    class="hl-string">'EventTimestamp': record.get(class="hl-string">'dateAssigned'),
                    class="hl-string">'ActioningUser': record.get(class="hl-string">'assignedBy'),
                    class="hl-string">'EmployeeDepartment': record.get(class="hl-string">'department'),
                    class="hl-string">'JobTitle': record.get(class="hl-string">'jobTitle'),
                    class="hl-string">'ManagerName': record.get(class="hl-string">'managerName'),
                    class="hl-string">'HireDate': record.get(class="hl-string">'hireDate')
                })
            if record.get(class="hl-string">'dateCompleted'):
                events.append({
                    class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                    class="hl-string">'ActivityName': class="hl-string">'Employee Onboarded',
                    class="hl-string">'EventTimestamp': record.get(class="hl-string">'dateCompleted'),
                    class="hl-string">'ActioningUser': None,
                    class="hl-string">'EmployeeDepartment': record.get(class="hl-string">'department'),
                    class="hl-string">'JobTitle': record.get(class="hl-string">'jobTitle'),
                    class="hl-string">'ManagerName': record.get(class="hl-string">'managerName'),
                    class="hl-string">'HireDate': record.get(class="hl-string">'hireDate')
                })
    return events

def get_payroll_setup_events():
    print(class="hl-string">"Fetching 'Payroll Setup Completed' events...")
    events = []
    class=class="hl-string">"hl-comment"># Inferring this from direct deposit creation date
    params = {class="hl-string">'dateTimeCreated': fclass="hl-string">'ge {START_DATE}'}
    data = get_ukg_data(class="hl-string">'/personnel/v1/employees/direct-deposit', params=params)
    processed_employees = set()
    for record in data:
        if record.get(class="hl-string">'employeeId') not in processed_employees and record.get(class="hl-string">'dateTimeCreated') <= END_DATE:
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Payroll Setup Completed',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'dateTimeCreated'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'userWhoModified'),
                class="hl-string">'EmploymentStatus': record.get(class="hl-string">'employeeStatus')
            })
            processed_employees.add(record.get(class="hl-string">'employeeId'))
    return events

def get_training_assigned_events():
    print(class="hl-string">"Fetching 'Training Assigned' events...")
    events = []
    class=class="hl-string">"hl-comment"># Note: Requires Learning module.
    params = {class="hl-string">'assignmentDate': fclass="hl-string">'ge {START_DATE}'}
    data = get_ukg_data(class="hl-string">'/learning/v1/enrollments', params=params)
    for record in data:
        if record.get(class="hl-string">'assignmentDate') <= END_DATE:
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employee').get(class="hl-string">'id'),
                class="hl-string">'ActivityName': class="hl-string">'Training Assigned',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'assignmentDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'assignedBy').get(class="hl-string">'name'),
                class="hl-string">'JobTitle': record.get(class="hl-string">'employee').get(class="hl-string">'jobTitle')
            })
    return events

def get_performance_review_events():
    print(class="hl-string">"Fetching 'Performance Review' events...")
    events = []
    class=class="hl-string">"hl-comment"># Note: Requires Performance Management module.
    params = {class="hl-string">'completionDate': fclass="hl-string">'ge {START_DATE}'}
    data = get_ukg_data(class="hl-string">'/performance/v1/reviews', params=params)
    for record in data:
        if record.get(class="hl-string">'completionDate') <= END_DATE:
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employee').get(class="hl-string">'id'),
                class="hl-string">'ActivityName': class="hl-string">'Performance Review Conducted',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'completionDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'manager').get(class="hl-string">'name'),
                class="hl-string">'ManagerName': record.get(class="hl-string">'manager').get(class="hl-string">'name')
            })
    return events

def get_job_change_events():
    print(class="hl-string">"Fetching job and compensation change events...")
    events = []
    params = {class="hl-string">'effectiveDate': fclass="hl-string">'ge {START_DATE}'}
    data = get_ukg_data(class="hl-string">'/personnel/v1/employee-changes', params=params)
    for record in data:
        if record.get(class="hl-string">'effectiveDate') > END_DATE: continue

        action = record.get(class="hl-string">'action', class="hl-string">'').upper()
        reason = record.get(class="hl-string">'reason', class="hl-string">'').upper()
        
        if action == class="hl-string">'PROMOTION' or reason == class="hl-string">'PROMOTION':
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Promotion Approved',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'effectiveDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'changedByUserName'),
                class="hl-string">'JobTitle': record.get(class="hl-string">'jobTitle'),
                class="hl-string">'ManagerName': record.get(class="hl-string">'supervisorName')
            })

        if action == class="hl-string">'TRANSFER' or reason == class="hl-string">'TRANSFER' or reason == class="hl-string">'REASSIGNMENT':
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Role Change Processed',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'effectiveDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'changedByUserName'),
                class="hl-string">'EmployeeDepartment': record.get(class="hl-string">'department'),
                class="hl-string">'JobTitle': record.get(class="hl-string">'jobTitle')
            })

        if record.get(class="hl-string">'isPayRateChanged') == class="hl-string">'true':
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Compensation Changed',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'effectiveDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'changedByUserName'),
                class="hl-string">'EmploymentStatus': record.get(class="hl-string">'employmentStatus')
            })

        if record.get(class="hl-string">'isSupervisorChanged') == class="hl-string">'true':
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Manager Changed',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'effectiveDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'changedByUserName'),
                class="hl-string">'ManagerName': record.get(class="hl-string">'supervisorName')
            })
    return events

def get_leave_events():
    print(class="hl-string">"Fetching 'Leave of Absence' events...")
    events = []
    params = {class="hl-string">'action': class="hl-string">'LEAVE', class="hl-string">'effectiveDate': fclass="hl-string">'ge {START_DATE}'}
    data = get_ukg_data(class="hl-string">'/personnel/v1/employee-changes', params=params)
    for record in data:
        if record.get(class="hl-string">'effectiveDate') and record.get(class="hl-string">'effectiveDate') <= END_DATE:
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Leave of Absence Started',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'effectiveDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'changedByUserName'),
                class="hl-string">'EmploymentStatus': record.get(class="hl-string">'employmentStatus'),
                class="hl-string">'HireDate': record.get(class="hl-string">'hireDate')
            })
    return events

def get_termination_events():
    print(class="hl-string">"Fetching 'Termination' events...")
    events = []
    params = {class="hl-string">'action': class="hl-string">'TERM', class="hl-string">'effectiveDate': fclass="hl-string">'ge {START_DATE}'}
    data = get_ukg_data(class="hl-string">'/personnel/v1/employee-changes', params=params)
    for record in data:
        if record.get(class="hl-string">'effectiveDate') and record.get(class="hl-string">'effectiveDate') <= END_DATE:
            class=class="hl-string">"hl-comment"># Termination Initiated is when the record is created, Terminated is the effective date
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Termination Initiated',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'dateCreated'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'changedByUserName'),
                class="hl-string">'EmploymentStatus': record.get(class="hl-string">'employmentStatus'),
                class="hl-string">'HireDate': record.get(class="hl-string">'hireDate')
            })
            events.append({
                class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                class="hl-string">'ActivityName': class="hl-string">'Employee Terminated',
                class="hl-string">'EventTimestamp': record.get(class="hl-string">'effectiveDate'),
                class="hl-string">'ActioningUser': record.get(class="hl-string">'changedByUserName'),
                class="hl-string">'EmploymentStatus': class="hl-string">'Terminated',
                class="hl-string">'HireDate': record.get(class="hl-string">'hireDate')
            })
    return events

def get_offboarding_events():
    print(class="hl-string">"Fetching 'Offboarding' events...")
    events = []
    class=class="hl-string">"hl-comment"># Note: Requires Onboarding module for offboarding checklists.
    class=class="hl-string">"hl-comment"># Conceptual endpoint, may need adjustment.
    data = get_ukg_data(fclass="hl-string">'/onboarding/v1/employee-onboarding-activities?start-date={START_DATE}&end-date={END_DATE}')
    for record in data:
        if record.get(class="hl-string">'workflow') == class="hl-string">'Employee Offboarding':
            if record.get(class="hl-string">'stepName') == class="hl-string">'Exit Interview' and record.get(class="hl-string">'dateCompleted'):
                events.append({
                    class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                    class="hl-string">'ActivityName': class="hl-string">'Exit Interview Conducted',
                    class="hl-string">'EventTimestamp': record.get(class="hl-string">'dateCompleted'),
                    class="hl-string">'ActioningUser': record.get(class="hl-string">'completedBy')
                })
            if record.get(class="hl-string">'dateCompleted') and record.get(class="hl-string">'isWorkflowComplete'):
                events.append({
                    class="hl-string">'EmployeeId': record.get(class="hl-string">'employeeId'),
                    class="hl-string">'ActivityName': class="hl-string">'Offboarding Completed',
                    class="hl-string">'EventTimestamp': record.get(class="hl-string">'dateCompleted'),
                    class="hl-string">'ActioningUser': None
                })
    return events

class=class="hl-string">"hl-comment"># --- MAIN EXECUTION --- #
if __name__ == class="hl-string">"__main__":
    all_events = []
    last_data_update = datetime.datetime.utcnow().isoformat() + class="hl-string">'Z'

    class=class="hl-string">"hl-comment"># Collect events from all functions
    all_events.extend(get_employee_hired_events())
    all_events.extend(get_onboarding_events())
    all_events.extend(get_payroll_setup_events())
    all_events.extend(get_training_assigned_events())
    all_events.extend(get_performance_review_events())
    all_events.extend(get_job_change_events())
    all_events.extend(get_leave_events())
    all_events.extend(get_termination_events())
    all_events.extend(get_offboarding_events())

    if not all_events:
        print(class="hl-string">"No events found for the specified period. Exiting.")
    else:
        class=class="hl-string">"hl-comment"># Create DataFrame
        df = pd.DataFrame(all_events)
        
        class=class="hl-string">"hl-comment"># Add required static columns
        df[class="hl-string">'SourceSystem'] = class="hl-string">'UKG Pro'
        df[class="hl-string">'LastDataUpdate'] = last_data_update
        
        class=class="hl-string">"hl-comment"># Standardize and clean up
        df = df.rename(columns={class="hl-string">'employeeId': class="hl-string">'EmployeeId', class="hl-string">'activityName': class="hl-string">'ActivityName', class="hl-string">'eventTimestamp': class="hl-string">'EventTimestamp'})
        df[class="hl-string">'EventTimestamp'] = pd.to_datetime(df[class="hl-string">'EventTimestamp']).dt.strftime(class="hl-string">'%Y-%m-%dT%H:%M:%S.%f')[:-3] + class="hl-string">'Z'
        df = df.sort_values(by=[class="hl-string">'EmployeeId', class="hl-string">'EventTimestamp'])
        
        class=class="hl-string">"hl-comment"># Reorder columns for clarity
        column_order = [
            class="hl-string">'EmployeeId', class="hl-string">'ActivityName', class="hl-string">'EventTimestamp', class="hl-string">'SourceSystem', class="hl-string">'LastDataUpdate',
            class="hl-string">'ActioningUser', class="hl-string">'EmployeeDepartment', class="hl-string">'JobRequisitionId', class="hl-string">'EmploymentStatus',
            class="hl-string">'JobTitle', class="hl-string">'ManagerName', class="hl-string">'HireDate'
        ]
        df = df.reindex(columns=column_axist)

        class=class="hl-string">"hl-comment"># Save to CSV
        output_filename = class="hl-string">'ukg_hire_to_retire_event_log.csv'
        df.to_csv(output_filename, index=False)
        print(fclass="hl-string">"\nExtraction complete. Event log saved to {output_filename}")