Your Recruitment & Talent Acquisition Data Template

The Activity Name describes an event that happened at a specific point in time for a job application. Examples include 'Application Received', 'First Interview Conducted', and 'Offer Extended'. These activities form the sequential steps of the recruitment process.

This attribute is fundamental to process mining as it defines the nodes in the process map. Analyzing the sequence and frequency of these activities reveals the actual hiring workflow, highlights common and alternative paths, and identifies bottlenecks or rework loops.

This attribute defines the steps of the process, making it possible to build a process map, analyze flow, and identify deviations from the standard hiring procedure.

Typically derived from status changes in the Recruiting Workflow Profile in iCIMS. The specific statuses and bins are often customizable by the organization.

This attribute provides the date and time for each activity, such as when an application was screened or an interview was scheduled. Timestamps are essential for understanding the timing and duration of process steps.

In process mining, this timestamp is used to order events chronologically, enabling the discovery of the actual process flow. It is the basis for all time-based analysis, including calculating cycle times between activities, identifying delays, and monitoring performance against service level agreements.

It provides the chronological order of events, which is critical for calculating process durations, identifying bottlenecks, and understanding the timeline of the hiring process.

This information is typically available in the audit trail or history logs associated with a Recruiting Workflow Profile in iCIMS.

The Job Application ID is the cornerstone of the recruitment process analysis, acting as the case identifier. Each ID represents a single candidate's journey for a particular job opening, from the initial submission through all subsequent stages like screening, interviews, and offer management.

In process mining, this attribute is used to link all related activities together into a cohesive end-to-end process flow. Analyzing processes based on the Job Application ID allows for a clear visualization of the hiring funnel, accurate calculation of cycle times, and identification of variations in the recruitment path for different candidates.

It is essential for tracking the entire lifecycle of a single application, enabling analysis of time-to-hire, drop-off rates, and process conformance for each candidate's journey.

This is typically the primary key for an application record in iCIMS. Consult the Person or Recruiting Workflow Profile APIs.

This attribute indicates the origin of the application, for example, 'Company Website', 'LinkedIn', 'Employee Referral', or 'Job Board'. It tracks how candidates are finding out about and applying for open positions.

This information is essential for the 'Application Sourcing Channel ROI' dashboard. By analyzing the volume of applications and, more importantly, the number of hires from each source, organizations can determine which channels provide the best return on investment. This helps optimize recruitment marketing spend and focus efforts on the most effective sources.

It helps measure the effectiveness of different recruiting channels, enabling optimization of sourcing strategies and budget.

This data is captured on the candidate's application profile in iCIMS, often selected by the candidate or tracked via URL parameters.

This attribute represents the final status of an application, indicating whether the candidate was hired, rejected by the company, or withdrew their application. It provides the concluding event for the recruitment process.

This is a critical attribute for outcome-based analysis. It is used to calculate conversion rates, offer acceptance rates, and drop-off rates. Understanding the final disposition of applications is fundamental to measuring the success and efficiency of the entire recruitment funnel.

It defines the outcome of the process, which is essential for calculating key metrics like hire rates and rejection rates.

This is the final status in the Recruiting Workflow Profile in iCIMS. It is typically set when an application is moved to a terminal 'disposition' bin.

This attribute specifies the department, such as 'Engineering', 'Marketing', or 'Sales', that the open position belongs to. It provides organizational context for the job requisition.

Department information is a powerful dimension for analysis. It allows for segmenting KPIs like 'Time to Hire' and 'Offer Acceptance Rate' by department, which can reveal significant differences in hiring processes and efficiency across the organization. This helps identify which departments have optimized processes and which may need support.

It allows for performance comparison across different business units, highlighting variations in hiring efficiency and bottlenecks.

This is typically part of the Job Profile information associated with the Job Requisition ID in iCIMS. It may be linked to organizational structure data.

The Hiring Manager is the person for whom the position is being filled. They are a key stakeholder in the process, responsible for reviewing candidates, conducting interviews, and making the final hiring decision.

This attribute is critical for the 'Hiring Manager Feedback Cycle' dashboard. By tracking the time between an interview and feedback submission per hiring manager, organizations can identify delays in the decision-making process and work to reduce them, which helps accelerate the overall hiring timeline.

It helps analyze hiring manager engagement and efficiency, particularly in providing timely feedback, which is a common source of delay.

Typically stored on the Job Profile associated with the job requisition in iCIMS.

The Job Requisition ID links multiple applications to a single job posting. It represents the specific role that candidates are applying for, containing details like the job title, department, and location.

In analysis, this ID is used to group and compare all applications for the same position. It allows for a view of the entire candidate pool for a single role, helping to understand the effectiveness of the hiring process for different types of jobs.

It groups all applications for the same role, allowing for analysis of the entire recruitment funnel for a specific job opening.

This ID is a fundamental part of the Job Profile in iCIMS and is linked to every application submitted for that role.

This attribute identifies the primary recruiter assigned to the application. This person is typically responsible for screening candidates, coordinating interviews, and managing the process.

Analyzing data by recruiter is essential for the 'Recruiter Performance Overview' dashboard. It helps in evaluating individual and team performance by tracking metrics like time-to-screen, interview completion rates, and the number of successful hires. This allows for identifying best practices and areas for additional training.

This attribute is key to assessing recruiter workload and performance, enabling targeted improvements and resource allocation.

This information is often stored on the Recruiting Workflow Profile or the associated Job Profile in iCIMS, linked to the user who performed certain actions.

The Activity End Time marks the conclusion of an event. In many cases, especially for discrete events like 'Offer Extended', the end time might be the same as the start time. However, for activities that have a duration, such as an interview block, it can be distinct.

This attribute is used to calculate the precise duration of individual activities, known as processing time. Analyzing processing time helps identify which specific tasks are taking the most time, rather than just the waiting time between tasks.

It enables the calculation of an activity's processing time, helping to distinguish between active work time and idle waiting time.

Similar to the start time, this can be found in the audit trail or history logs in iCIMS. It might require inference if only a single event timestamp is available.

Processing Time is the duration of a specific activity, calculated as the difference between its end time and start time. For many recruitment events, this may be zero or very short. However, for tasks like 'Conducting Interview', it can represent the actual time spent on that task.

This metric helps differentiate between active work time and waiting time. While the time between 'Interview Scheduled' and 'Interview Conducted' might be long (waiting time), the processing time of the interview itself is much shorter. Analyzing processing time can help optimize the execution of individual tasks.

It measures the actual duration of an activity, helping to distinguish active work from idle time and identify tasks that are time-consuming to execute.

This is calculated in the process mining tool by subtracting the ActivityStartTime from the ActivityEndTime for each event.

The Candidate ID is a unique identifier for a person in the talent pool, distinct from the Job Application ID. A single candidate can have multiple applications, but they will always have the same Candidate ID.

This attribute is particularly useful for the 'Duplicate Screening Detection' analysis. By grouping activities by Candidate ID, it's possible to identify instances where the same person is being screened multiple times for different roles unnecessarily. It also allows for a more holistic view of a candidate's interaction history with the company.

It uniquely identifies a person, allowing for analysis of a candidate's journey across multiple applications and detecting redundant activities.

This is the primary identifier for the Person Profile in iCIMS.

This attribute specifies the country associated with the job requisition. It provides geographical context for the hiring process.

For global organizations, analyzing the recruitment process by country is essential. It can highlight regional differences in hiring timelines, sourcing channel effectiveness, and process compliance. This analysis helps in developing location-specific recruitment strategies and setting realistic regional performance targets.

It enables geographical segmentation of the hiring process, revealing regional performance variations and supporting global process standardization efforts.

This is part of the location information on the Job Profile in iCIMS.

The Is Rework attribute is a boolean flag that is set to true if a specific activity occurs more than once within the same case. For example, if a candidate has to go through the 'First Interview' stage twice, the second instance would be marked as rework.

This is a powerful attribute for the 'Process Compliance & Variants' analysis. It quickly highlights inefficiencies, redundancies, and deviations from the standard process. Identifying and quantifying rework helps to streamline the process, reduce wasted effort, and improve the candidate experience.

It helps to quantify process inefficiencies by identifying repeated steps, which are often indicative of problems or non-standard process flows.

This attribute is calculated within the process mining tool by checking if an activity with the same name has already occurred for a given JobApplicationId.

The Job Location provides a more granular geographical detail than the country, typically indicating the city, state, or specific office.

This attribute allows for more detailed regional analysis. For example, 'Time to Hire' can be compared across different cities to understand local market conditions and hiring challenges. It can also help in resource planning for regional recruitment teams.

It offers granular geographical insights, helping to analyze performance differences between specific offices or cities.

This is stored in the location fields on the Job Profile in iCIMS.

The Job Title is the official name of the open role, such as 'Software Engineer' or 'Product Manager'. It provides specific detail about the position beyond the department or job family.

This attribute is a common dimension for filtering and segmenting recruitment data. For instance, analyzing 'Time to Hire' by job title can reveal that certain roles, especially senior or specialized ones, take significantly longer to fill. This insight can lead to developing tailored recruitment strategies for different types of positions.

It enables detailed analysis and performance comparison for specific roles, which may have unique hiring challenges and timelines.

This is a primary field on the Job Profile in iCIMS.

This attribute records the date and time of the most recent data pull from iCIMS. It does not reflect when the event happened, but rather when the record was last synchronized with the process mining tool.

This information is vital for understanding the freshness of the data being analyzed. It allows users to know if they are looking at real-time information or a snapshot from a specific point in time, which is important for the relevance and accuracy of the analysis.

It informs users about the timeliness of the data, ensuring that analyses and decisions are based on up-to-date information.

This timestamp should be generated and recorded by the data extraction, transformation, and load (ETL) pipeline each time it runs.

This attribute contains the monetary value of the compensation package offered to a candidate. It is typically recorded when the 'Offer Extended' activity occurs.

This data is valuable for the 'Offer Acceptance Rate Trends' dashboard. By analyzing acceptance rates against the offer amount, and segmenting by factors like job title or department, organizations can gain insights into their compensation competitiveness. It can help identify if offers are being rejected due to compensation and inform adjustments to salary bands.

It provides crucial context for analyzing offer acceptance rates and understanding the impact of compensation on hiring success.

This information is often stored in an 'Offer' tab or related fields on the Recruiting Workflow Profile in iCIMS.

When an application is rejected, this attribute provides the specific reason, such as 'Not a culture fit', 'Lacks required skills', or 'Position filled by another candidate'. This data is typically selected from a predefined list by the recruiter or hiring manager.

Analyzing rejection reasons provides valuable feedback on the recruitment process. It can highlight issues such as misalignment in job descriptions, problems with candidate quality from certain sources, or areas where the screening process can be improved. This helps in refining recruitment strategy and improving the quality of the candidate pipeline.

It provides critical feedback on why candidates are not advancing, helping to refine job descriptions, sourcing, and screening criteria.

This is typically recorded when moving a candidate to a rejection status in the Recruiting Workflow in iCIMS.

This attribute identifies the source application where the recruitment data was generated and stored. For this process, the value would consistently be 'iCIMS' or a more specific identifier for the iCIMS instance.

While it may seem static in a single-system analysis, it becomes crucial when merging data from multiple systems, for example, combining recruitment data from iCIMS with HRIS data from another system. It ensures data lineage and helps in troubleshooting data integration issues.

It provides context on data origin, which is crucial for data governance and when integrating data from multiple HR systems.

This is a static value ('iCIMS') that should be added during the data extraction and transformation process.

Cycle Time measures the end-to-end duration of the recruitment process for a single application. It is calculated as the difference between the timestamp of the very first event (e.g., 'Application Received') and the final event (e.g., 'Candidate Hired' or 'Application Rejected').

This is a primary KPI for measuring overall process efficiency. It is used in the 'Time to Hire Performance' dashboard to track how long it takes to fill roles. Analyzing cycle time helps identify long-running processes and set benchmarks for process improvement initiatives.

This calculated metric is a key performance indicator for overall process efficiency and is crucial for dashboards tracking time-to-hire.

This attribute is not available in iCIMS directly. It is calculated in the process mining tool by taking the difference between the maximum and minimum ActivityStartTime for each JobApplicationId.