Your Hire to Retire - Position Management Data Template

The Activity Name describes a single step or action taken within the position management lifecycle. These activities form the building blocks of the process map, representing key events such as 'Position Request Initiated', 'Budget Approval Received', or 'Position Closed'.

For analysis, tracking these activities allows for the visualization of the entire process flow. It helps identify the sequence of events, discover process variants, and pinpoint bottlenecks or rework loops, such as repeated 'Position Request Sent For Rework' activities. The clarity and consistency of activity names are crucial for building an accurate and understandable process model.

This attribute is fundamental for constructing the process map, identifying bottlenecks, and understanding the sequence of events in the position lifecycle.

Generated from event logs, status change tables, or transaction codes within the HR or position management system.

Event Time is the timestamp that records the exact moment an activity took place. It provides the chronological context for the entire process, allowing events to be ordered correctly to reconstruct the process flow as it happened.

This timestamp is the basis for all time-based analysis. It is used to calculate cycle times between activities, identify the duration of approval steps, and measure the overall lead time from position creation to fulfillment. Accurate timestamps are critical for dashboards like 'Position Management Cycle Time' and KPIs such as 'Average Position Approval Cycle Time'.

It is essential for ordering events chronologically and calculating all duration-based metrics, such as cycle times and lead times.

Usually found in system logs, transaction records, or document creation and change date fields within the source system.

The Position ID is a unique key assigned to each position to distinguish it from all others. It acts as the central thread that connects all activities and events related to a single position's lifecycle, from its initial request to its eventual closure.

In process mining, every event log must have a case identifier to group related activities into a single process instance. By using the Position ID as the Case ID, analysts can trace the complete end-to-end journey of each position. This enables the visualization of process flows, the calculation of cycle times for individual positions, and the identification of common pathways or deviations.

It is essential for grouping all related activities into a single process instance, allowing for the end-to-end analysis of each position's lifecycle.

Typically found in the header or primary record of a position management or human resources information system (HRIS) module.

This attribute records when the dataset was last updated from the source system. It is a metadata field that provides important context about the freshness and currency of the data being analyzed.

Analysts use this information to understand the time frame covered by the analysis and to confirm that they are working with the most recent data available. For ongoing process monitoring, knowing the last update time is essential to ensure that dashboards and KPIs reflect the current state of operations and that any conclusions drawn are based on timely information.

It informs analysts about the timeliness of the data, ensuring that the analysis is relevant and based on the most recent information available.

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

The Source System attribute identifies the origin of the process data. In many organizations, the hire-to-retire process spans multiple applications, for example, a core HR system for position management and a separate applicant tracking system (ATS) for recruitment.

Specifying the source system is crucial when combining data from different sources to create a unified process view. It helps in data validation, troubleshooting integration issues, and understanding how different systems contribute to the overall process. This can reveal delays or data discrepancies that occur at system handoffs.

It provides context about data origin, which is crucial for data validation and for analyzing processes that span multiple integrated systems.

This information is typically available in the metadata of the data extract or can be added as a static value during data transformation.

The Cost Center is a financial dimension that links a position to a specific budget entity within the organization's chart of accounts. It is used for financial planning, budgeting, and reporting related to headcount and personnel expenses.

From a process mining view, the Cost Center allows for analysis of the position management process through a financial lens. It can help identify if certain cost centers experience more frequent position changes, have longer approval times, or are associated with higher recruitment costs. This is particularly useful for budget adherence analysis and understanding the financial impact of position management decisions.

It links the position to a financial entity, enabling analysis of process performance and costs by budget area.

Found in the financial or organizational assignment details of the position record within the HR or ERP system.

The Department attribute provides organizational context by assigning each position to a specific part of the business, such as 'Finance', 'Engineering', or 'Sales'. This allows for the segmentation and comparison of the position management process across different areas of the company.

In analysis, filtering or grouping by department is a powerful technique. It helps to identify variations in process performance, such as longer approval times or higher rework rates in certain departments. This insight can guide targeted process improvement initiatives and highlight best practices in high-performing departments that can be shared across the organization.

It allows for process comparison across different business units, helping to identify variations in efficiency, compliance, and cost.

Found in the position master data or organizational management module of the HR system.

While the Event Time marks the start of an activity, the End Time marks its completion. The difference between the two represents the processing time or duration of that specific task. For events that are instantaneous, the End Time may be the same as the Start Time.

In analysis, this attribute is vital for pinpointing which specific activities are consuming the most time within the process. It helps in identifying inefficient steps and supports detailed bottleneck analysis. For example, by analyzing the End Time of approval steps, organizations can determine which approvals take the longest and focus improvement efforts accordingly.

It enables the calculation of the processing time for individual activities, helping to identify which specific tasks are the most time-consuming.

Often found alongside the start time in system event logs or transaction data. It can also be derived as the start time of the subsequent event.

The Job Title describes the role or function of the position. While multiple positions may exist for a single job title, this attribute provides important context about the nature of the role being managed.

Analyzing the process by Job Title or by broader job families can reveal patterns specific to certain types of roles. For example, senior or highly specialized roles might have longer approval cycles or more complex recruitment processes compared to entry-level positions. This information is valuable for tailoring recruitment strategies and setting realistic timelines.

It provides context about the role, allowing for analysis of process differences between various job types, levels, or functions.

Stored in the position master data, often linked to a central job catalog or job profile within the HR system.

Manager Name identifies the individual who will oversee the employee in the new position. This is often the person who initiates the request and is a key stakeholder in the approval and recruitment process.

This attribute is central to the 'Approval Bottleneck Analysis' dashboard. By grouping activities by manager, it's possible to identify individuals who may be process bottlenecks, either due to workload or a need for additional training. It also helps in understanding management-level involvement and decision-making patterns within the process.

It identifies the key stakeholder for the position, enabling analysis of approval delays and manager-specific process patterns.

Found in the position details, often as part of the reporting structure or organizational assignment.

Position Status indicates the state of the position within its lifecycle. This attribute is dynamic and changes as the position moves through the process. For example, a position might start as 'Pending Approval', move to 'Open - Recruiting', then 'Filled', and finally 'Closed'.

This attribute is essential for status-based analysis and for dashboards like 'Stale and Inactive Position Analysis'. By analyzing the time spent in each status, organizations can identify bottlenecks, such as positions stuck in an 'Open' status for too long. It also helps in capacity planning and understanding the overall health of the workforce pipeline.

It enables analysis of how long positions remain in each state, which is crucial for identifying stale positions and managing workforce planning.

Typically stored in the main position record and updated as status-changing activities occur.

The User Name identifies the individual employee, such as a manager, HR business partner, or budget owner, who executed a particular task in the process. This could be the person who requested a position, approved a step, or modified position details.

This attribute is critical for any analysis related to resource performance, workload distribution, and compliance. It helps answer questions like 'Which users handle the most requests?' or 'Are there delays associated with specific approvers?'. It is also used in segregation of duties analysis to ensure that critical tasks are not performed by the same individual.

It enables analysis of workload distribution, user performance, and compliance, helping to identify training needs or resource constraints.

Typically available in transaction details, change logs, or audit trails, often linked via a User ID.

The Change Reason captures the explanation for specific, often non-standard, events in the process. This includes reasons for rejecting a request, the rationale for a reclassification, or comments provided when a request is sent back to the initiator for changes.

This qualitative data is extremely valuable for root cause analysis. It provides the 'why' behind process deviations. For example, analyzing rejection reasons can highlight common issues with position requests, such as missing budget information or unclear job descriptions. This insight is key to improving the 'First-Pass Yield Rate' and reducing the 'Position Rework Rate'.

It provides crucial context for understanding rework, rejections, and other deviations, enabling targeted root cause analysis and process improvement.

Usually found in comment fields, notes, or specific reason code fields associated with rejection, rework, or modification transactions.

A Job Family is a classification that groups related job titles. For example, 'Software Engineer', 'QA Tester', and 'DevOps Engineer' might all belong to the 'Engineering' job family. This provides a way to categorize and analyze positions at a broader level than the specific job title.

Using Job Family in an analysis allows for a strategic view of workforce trends and process efficiencies. It can help organizations compare the position management lifecycle across different functions, such as 'Finance' versus 'IT'. This can reveal functional-specific bottlenecks or best practices and inform strategic workforce planning.

It allows for high-level analysis by grouping similar jobs, which helps in understanding process trends across different corporate functions.

Defined in the organization's job catalog or architecture, and stored as an attribute on the job profile or position record.

The Location attribute specifies the office, city, state, or country associated with a position. This geographical information is key for understanding regional variations in hiring processes and workforce distribution.

Analyzing the process by location can uncover important insights. For example, it can reveal differences in cycle times due to local labor market conditions, varying approval hierarchies in different countries, or compliance requirements that add steps to the process in certain regions. This analysis supports global process standardization efforts while accommodating necessary local variations.

It enables geographical analysis to uncover regional differences in process efficiency, hiring demand, and compliance requirements.

Stored in the position master data as part of the organizational details.

The Requisition ID serves as a bridge between the position management process and the recruitment process. Once a position is approved and ready to be filled, a job requisition is typically created to formally initiate hiring activities.

Including this identifier is crucial for achieving a true end-to-end view of the hire-to-retire cycle. It allows for connecting the position creation and approval data with downstream recruitment data, such as candidate sourcing, interviews, and offers. This linkage enables a comprehensive analysis of the total time-to-fill, from initial request to a candidate's start date.

It links the position to the recruitment process, enabling a broader end-to-end analysis of the entire talent acquisition lifecycle.

Typically generated by the Applicant Tracking System (ATS) or recruitment module and linked to the position record in the core HRIS.