Your Hire to Retire - Position Management Data Template

This attribute describes a single step in the position's lifecycle, such as 'Position Request Initiated', 'Position Created In HR System', or 'Position Deactivated'. It forms the backbone of the process map, showing the sequence of events.

Analyzing the Activity Name allows for the visualization of process flows, identification of deviations from the standard process, and calculation of transition times between different steps. It is fundamental for understanding what happened and in what order.

It defines the steps of the process, enabling the visualization of process maps and the analysis of process flow and variations.

This attribute is derived from business events, status changes, or workflow history within Microsoft Dynamics 365 Human Resources. It is not a single field but is constructed based on the context of the data.

The Event Time, or timestamp, records the exact date and time an activity was completed. It is critical for ordering events chronologically and for calculating durations and cycle times.

This attribute is used in almost every process mining analysis, from building the process map to calculating performance KPIs like 'Average Position Approval Cycle Time'. It helps pinpoint when delays occur and how long each step of the process takes.

This timestamp is essential for ordering events, calculating all time-based metrics, and discovering process bottlenecks.

This information is typically found in system log tables or as 'CreatedDateTime' or 'ModifiedDateTime' fields associated with position and workflow records in Dynamics 365 HR.

The Position ID serves as the primary case identifier, linking all activities and data points related to a single organizational position. This allows for end-to-end tracking of a position's entire lifecycle, from its creation and modifications to its eventual deactivation or closure.

In process analysis, this ID is essential for reconstructing the journey of each position. It enables dashboards that monitor cycle times, identify bottlenecks in approvals, and analyze process variants from request to closure.

This is the core identifier that connects all related events into a single process case, making it possible to analyze the end-to-end position lifecycle.

This is typically the HcmPosition.PositionId field in Microsoft Dynamics 365 Human Resources. It can be found in data entities like HcmPositionV2Entity.

The Cost Center is a key financial dimension that links a position to a specific budget or area of financial responsibility. Changes to this attribute are important to monitor.

This attribute is critical for the 'Position Data Consistency Check' dashboard, which analyzes changes to key attributes after creation. It is also used to analyze position-related costs and budgets by different financial units.

It connects the position to financial data, enabling cost-related process analysis and monitoring data consistency.

This is typically configured as a financial dimension on the position record. Consult the financial dimension setup in Dynamics 365.

This attribute specifies the organizational department, such as 'Finance', 'Marketing', or 'IT', associated with the position. It is a primary dimension for filtering and aggregating process data.

Analyzing by department is essential for the 'Departmental Position Throughput' dashboard. It helps compare process performance, identify department-specific bottlenecks, and understand hiring trends across different parts of the business.

It allows for process analysis to be segmented by business unit, helping to identify department-specific issues and compare performance.

This information is part of the position details, typically stored on the HcmPositionDetail entity and linked to the operating unit dimension.

EndTime marks the conclusion of an activity. The time elapsed between the StartTime and EndTime is the processing time for that specific activity.

This attribute is essential for calculating activity-level durations and understanding where time is being spent within the process. For example, it helps determine how long a manager takes to approve a position request after it has been assigned to them.

It enables the calculation of activity processing times, which is fundamental for detailed performance and bottleneck analysis.

This can be derived from subsequent event timestamps or from specific 'completion' fields in workflow logs within Dynamics 365 HR. Often, it must be inferred.

The Job Title provides important context about the role and responsibilities of the position. It is different from the Position ID, as multiple positions can share the same job title.

In analysis, this attribute allows for grouping and filtering by role type. It is useful for the 'Position Reclassification Trends' dashboard to see which types of jobs are being reclassified most often.

It adds crucial business context, allowing for analysis based on job role, level, or function.

This information is linked from the 'Job' record associated with the Position. Look for it in entities like HcmPositionV2Entity or by joining to HcmJobEntity.

This attribute indicates the state of the position at a given point in time, such as 'Proposed', 'Active', 'Frozen', or 'Closed'. Status changes often correspond to activities in the process.

Tracking status is crucial for understanding the position's journey and for dashboards like 'Position Compliance Review Status' and 'Stale and Underutilized Positions'. It provides a snapshot of the position's current state and helps validate the process flow.

It provides a clear state for each position, which is essential for filtering cases and understanding outcomes.

Consult Microsoft Dynamics 365 Human Resources documentation. This is likely derived from status fields on the core Position record.

This attribute identifies the employee or system user responsible for a given process step, such as the manager who approved a request or the HR specialist who created the position in the system.

Analyzing by user helps identify training needs, compare performance across team members, and understand workload distribution. It is also key for compliance checks to ensure proper segregation of duties.

It provides accountability and allows for performance analysis by individual or team, which is crucial for resource management and training.

Associated with workflow history or audit trail records in Dynamics 365 HR. It may be linked via a User ID from the HcmWorker entity.

This calculated metric measures the duration from the 'Position Request Initiated' activity to the final approval activity, which could be 'Position Request Approved By HR'. It is a key performance indicator for the front-end of the position management process.

This attribute directly populates the 'Position Approval Cycle Time' dashboard and KPI. It provides a high-level measure of the approval process's efficiency and helps track the impact of improvement initiatives over time.

It is a critical KPI that measures the efficiency of the entire approval process, directly highlighting delays in getting positions ready for creation.

This is calculated at the case level by finding the timestamps for the start and end activities of the approval phase and computing the difference.

This boolean attribute is true if the 'Position Budget Approved' activity has occurred for a given position case. It helps in analyzing the process flow and identifying positions stuck waiting for budget.

This attribute can be used to filter processes and analyze the 'Position Budget Approval Cycle Time' KPI more effectively. It helps to differentiate positions that have cleared the budget hurdle from those that have not, which is useful for bottleneck analysis.

It simplifies analysis by providing a clear flag for a critical milestone, helping to isolate and measure the budget approval stage.

This is derived during data transformation by checking for the existence of the 'Position Budget Approved' activity within the case history.

This boolean flag is set to true if an activity represents a step that is being repeated in the process, such as a re-approval after attributes were modified. It helps to quantify inefficient process loops.

This attribute directly supports the 'Position Rework Analysis' dashboard and the 'Rework Rate on Position Creation' KPI. By flagging rework, analysts can easily filter for and measure the frequency and impact of process inefficiencies.

It explicitly identifies and quantifies process rework, which is a primary target for process improvement initiatives.

This is calculated based on the sequence of activities for a case. For example, if 'Position Request Approved By Manager' occurs after 'Position Attributes Modified', it can be flagged as rework.

Job Family is a classification that groups related job titles. For example, 'Software Engineer' and 'QA Engineer' might both fall under the 'Engineering' job family.

This attribute is essential for the 'Position Reclassification Trends' dashboard, as it allows for a higher-level analysis of which job categories are changing most frequently. It provides a broader view than looking at individual job titles.

It allows for broader, category-based analysis of positions, which is useful for strategic workforce planning and trend analysis.

This is part of the job setup in Dynamics 365 HR. Look for fields related to 'Job family' or 'Job function' on the HcmJobEntity.

This attribute indicates when the data was last extracted from Microsoft Dynamics 365 Human Resources. It provides context for the freshness of the analysis.

Displaying this information in dashboards assures users that they are viewing up-to-date information. It is a key piece of metadata for any process mining project.

It informs users about the timeliness of the data, which is crucial for making decisions based on the analysis.

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

This attribute specifies where the position is based, which could be an office, city, or country. It is another important dimension for filtering and segmenting the process data.

Location is used directly in the 'Departmental Position Throughput' dashboard to analyze staffing trends and process performance across different regions. It can help identify if position creation or approval processes are slower in certain locations.

It provides geographical context, allowing for analysis of process performance and trends across different locations.

Consult Microsoft Dynamics 365 Human Resources documentation. This may be part of the position details or linked via the department or legal entity.

This attribute categorizes the position based on its employment terms. This provides additional context for workforce analysis and planning.

In process analysis, filtering by position type can reveal if certain types of positions have different process paths or longer cycle times. For example, temporary positions might have a faster, streamlined approval process compared to permanent, full-time positions.

It allows for analysis of how the process differs for various employment types, aiding in workforce planning and process optimization.

This information is typically available on the position record in Dynamics 365 HR. Check entities like HcmPositionV2Entity for a relevant field.

Processing Time is the duration calculated between an activity's StartTime and EndTime. It represents the actual time spent on a task, excluding waiting time.

This metric is fundamental for performance analysis and is used in dashboards like the 'Position Creation Bottleneck Monitor'. By summing the processing times of all activities, one can understand the total touch time for a position's lifecycle, which is a key component of efficiency analysis.

It measures the actual work duration of activities, helping to distinguish active work time from idle waiting time in bottleneck analysis.

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

When a position request is rejected by a manager or HR, a reason is often recorded. This could be due to budget constraints, incorrect information, or a change in strategy.

This attribute is critical for calculating the 'Position Request Rejection Rate' KPI and understanding why rework occurs. Analyzing the most common rejection reasons helps identify upstream issues, such as poor request quality or unclear guidelines, that can be addressed to improve the process.

It provides direct insight into why requests fail, enabling targeted process improvements to reduce rework and rejection rates.

Consult Microsoft Dynamics 365 Human Resources documentation. This is often captured in workflow comments or a dedicated reason code field upon rejection.

This attribute identifies the hiring manager or department head who started the process by requesting a new or backfill position. This information provides context on where the demand for positions originates.

Analyzing by Requesting Manager can help identify patterns in request volume, approval rates, and request quality. It provides an additional layer of detail for understanding workload and process adherence.

It helps trace the origin of position demand and analyze process metrics from the perspective of the hiring manager.

Consult Microsoft Dynamics 365 Human Resources documentation. This information would likely be captured in the workflow initiation data.

This attribute identifies the origin of the process data. For this view, it would typically be 'Microsoft Dynamics 365 Human Resources'.

In environments with multiple systems, this field is crucial for data lineage and troubleshooting. It helps confirm that the data is coming from the expected source and can be used to filter analyses for specific systems.

It provides context about data origin, which is important for data governance and for analyses spanning multiple enterprise systems.

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