Your Recruitment & Talent Acquisition Data Template
Your Recruitment & Talent Acquisition Data Template
- Recommended attributes to collect
- Key activities to track
- Step-by-step extraction guidance
Recruitment & Talent Acquisition Attributes
| Name | Description | ||
|---|---|---|---|
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Job Application
JobApplication
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The unique identifier for a candidate's application to a specific job requisition. | ||
|
Description
The Job Application ID is the primary case identifier for the recruitment process. It tracks a single candidate's journey from their initial application submission through all subsequent stages, such as screening, interviews, offer, and final hiring decision. Each application is treated as a separate case, allowing for a detailed analysis of the candidate's experience and the process efficiency for each opening. In process mining, analyzing the process by Job Application ID provides a clear, end-to-end view of every candidate's path. This enables the identification of bottlenecks, deviations from the standard process, and the overall time taken to process a single application. It is the fundamental attribute upon which all case-level analysis is built.
Why it matters
It uniquely identifies each candidate's journey, enabling end-to-end process analysis from application to final decision.
Where to get
This is typically the primary key of the Job Application entity in SAP SuccessFactors Recruiting. It can be retrieved from the JobApplication OData API.
Examples
APP-0012345APP-0012346APP-0012347
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Activity
ActivityName
|
The name of the specific step or event that occurred in the recruitment process. | ||
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Description
The Activity represents a distinct stage or action within the hiring lifecycle, such as 'Application Received', 'Interview Scheduled', or 'Offer Extended'. These events are logged chronologically to form the sequence of actions that make up the process for a single job application. In process mining, the sequence of activities is used to construct the process map, visualize process variants, and identify deviations. Analyzing activities is key to understanding what steps are being performed, in what order, and how frequently, which is essential for identifying inefficiencies and compliance issues.
Why it matters
It defines the steps of the process, allowing for the visualization and analysis of the recruitment workflow.
Where to get
This is typically derived from the status changes of the Job Application object or from specific event logs within SAP SuccessFactors Recruiting.
Examples
Application ScreenedInterview ConductedOffer AcceptedCandidate Hired
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Start Time
EventTimestamp
|
The exact date and time when a recruitment activity occurred. | ||
|
Description
This attribute captures the timestamp for each activity in the process, providing the chronological order of events. It is essential for calculating durations, wait times, and overall cycle times for the hiring process. This timestamp is fundamental to all time-based analysis in process mining. It is used to calculate the duration between activities, identify delays, measure performance against SLAs, and understand the temporal behavior of the process. Without accurate timestamps, it is impossible to analyze process efficiency or discover time-related bottlenecks.
Why it matters
It provides the chronological data needed to calculate cycle times, identify delays, and analyze process performance.
Where to get
This is typically the creation date or last modified date associated with a status change on the Job Application entity.
Examples
2023-04-15T10:30:00Z2023-04-22T14:00:00Z2023-05-01T11:45:00Z
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Application Source
ApplicationSource
|
The channel through which the candidate submitted their application. | ||
|
Description
This attribute identifies the origin of the application, for example, the company careers page, LinkedIn, a referral, or a recruiting agency. It helps in evaluating the effectiveness of different recruitment channels. In analysis, Application Source is used to measure the quality and volume of candidates from various channels. It directly supports the 'Application Source Effectiveness' KPI by correlating the source with successful hires. This allows the business to optimize spending on recruitment marketing and focus on the most effective channels.
Why it matters
It helps measure the effectiveness of different recruiting channels, enabling optimization of talent sourcing strategies and budget.
Where to get
This information is captured when a candidate applies and is available on the JobApplication or Candidate entity.
Examples
Company WebsiteLinkedInEmployee ReferralIndeed
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Application Status
ApplicationStatus
|
The current or final status of the job application, such as 'Hired', 'Rejected', or 'Withdrawn'. | ||
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Description
This attribute reflects the outcome of a job application at any given point. The final status is particularly important as it indicates whether the process was successful. Application Status is crucial for outcome analysis and funnel conversion rates. It is used to calculate the 'Candidate Drop-off Rate by Stage' KPI by tracking how many candidates move from an active status to a terminal one like 'Rejected' at each stage. It also helps filter for successful processes to analyze best practices.
Why it matters
It indicates the outcome of the process, which is essential for calculating drop-off rates and analyzing process success.
Where to get
This is a core field in the JobApplication entity, reflecting its position in the pipeline.
Examples
HiredRejected by CompanyWithdrawn by CandidateOffer Declined
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Candidate ID
CandidateId
|
The unique identifier for the individual applying for the job. | ||
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Description
The Candidate ID uniquely identifies a person in the talent pool, regardless of how many jobs they apply for. This allows for tracking a candidate's history and interactions with the company over time. In analysis, this attribute helps understand the behavior of repeat applicants and provides a candidate-centric view of the process. It can be used to see if a candidate rejected for one role was later hired for another, or to analyze the overall experience of a single person across multiple applications.
Why it matters
It allows tracking of a candidate across multiple applications, providing a holistic view of their interactions with the company.
Where to get
This identifier is available in the Candidate entity and linked to the JobApplication entity in SAP SuccessFactors Recruiting.
Examples
CAND-9876CAND-9877CAND-9878
|
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Department
Department
|
The department or business unit where the job position is located. | ||
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Description
This attribute indicates the organizational unit responsible for the new hire, such as 'Engineering', 'Marketing', or 'Finance'. Department is a key dimension for root cause analysis. It allows you to compare process performance across different parts of the organization, identify departments with longer hiring cycles, and understand if process deviations are concentrated in specific business units. It is crucial for building dashboards that provide departmental performance views.
Why it matters
It allows for performance comparison between different business units, helping to pinpoint department-specific process issues.
Where to get
This field is part of the JobRequisition entity, associated with organizational structure data.
Examples
Research & DevelopmentSalesHuman Resources
|
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Hiring Manager
HiringManager
|
The name or ID of the manager for whom the position is being filled. | ||
|
Description
The Hiring Manager is the person who ultimately makes the hiring decision and is a key stakeholder in the process. Their actions, such as providing feedback or approving offers, can significantly impact the process duration. This attribute is used to identify delays caused by specific hiring managers, for example, slow feedback submission or delayed offer approvals. Analyzing process variants by hiring manager can reveal inconsistencies in how the interview process is conducted across the organization.
Why it matters
It identifies a key stakeholder whose actions can create bottlenecks, enabling analysis of delays in approvals or feedback.
Where to get
This is a standard field on the JobRequisition entity in SAP SuccessFactors Recruiting.
Examples
Alice WilliamsRobert BrownCharles Davis
|
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Job Requisition ID
JobRequisitionId
|
The unique identifier for the job opening or position being filled. | ||
|
Description
The Job Requisition ID links multiple job applications to a single hiring initiative. It represents the formal request to fill a position and contains details about the role, such as the job title, department, and location. Analyzing by Job Requisition ID allows for a view of the entire candidate pool for a single opening. This is useful for understanding the effectiveness of a job posting, comparing the journeys of different candidates for the same role, and calculating metrics like 'Time to Fill'.
Why it matters
It groups all applications for a single job opening, enabling analysis of the entire candidate funnel for a specific position.
Where to get
This is a key field in the JobRequisition entity in SAP SuccessFactors Recruiting and is linked to the JobApplication entity.
Examples
REQ-2023-101REQ-2023-102REQ-2023-103
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Job Title
JobTitle
|
The title of the position for which the candidate has applied. | ||
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Description
This attribute specifies the role being filled, such as 'Software Engineer' or 'Project Manager'. It is a critical dimension for segmenting and comparing recruitment processes. Analyzing the process by Job Title helps to understand if different types of roles have different hiring cycles. For example, technical roles might have more interview stages than administrative roles. This attribute is essential for KPIs like 'Time to Fill Critical Roles' and for identifying role-specific bottlenecks.
Why it matters
It enables comparison of hiring processes across different roles, helping to identify role-specific bottlenecks and variations.
Where to get
This field is part of the JobRequisition entity, linked to the JobApplication.
Examples
Senior Software EngineerProduct ManagerData Analyst
|
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Recruiter
Recruiter
|
The name or ID of the recruiter assigned to the job application or requisition. | ||
|
Description
This attribute identifies the primary recruiter responsible for managing the hiring process for a given requisition. It is a key resource involved in the process. Analyzing the process by recruiter is essential for assessing performance and managing workload. It helps answer questions like: Which recruiters have the shortest time-to-hire? Is the workload evenly distributed? Are some recruiters consistently skipping process steps? This attribute directly supports the 'Recruiter Performance & Workload' dashboard and the 'Recruiter Workload Imbalance Index' KPI.
Why it matters
It helps measure individual recruiter performance, analyze workload distribution, and identify best practices or training needs.
Where to get
This is typically stored on the JobRequisition entity, indicating the assigned recruiter.
Examples
John SmithJane DoeEmily Jones
|
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Employment Type
EmploymentType
|
The type of employment for the position, such as full-time, part-time, or contract. | ||
|
Description
This attribute categorizes the job based on its employment terms. This is a fundamental characteristic of the role being filled. Using this attribute as a dimension allows for comparing the recruitment process for permanent employees versus contractors. These processes often have different steps, durations, and approval requirements. This analysis can help streamline the process for each employment type.
Why it matters
It allows for segmenting the process to analyze and optimize hiring for different types of roles, like full-time versus contract.
Where to get
This is a standard field on the JobRequisition entity.
Examples
Full-timePart-timeContractorIntern
|
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Is Internal Candidate
IsInternalCandidate
|
A flag indicating whether the applicant is an existing employee. | ||
|
Description
This boolean attribute distinguishes between internal candidates, who are current employees, and external candidates. Internal mobility processes are often different from external hiring processes. Analyzing the process based on this flag is critical for understanding and optimizing both internal mobility and external recruitment. Internal hires may follow a faster, streamlined process, and comparing the two can reveal opportunities to improve the efficiency of external hiring.
Why it matters
It separates internal mobility from external hiring, which are often distinct processes with different steps and durations.
Where to get
This flag is typically available on the Candidate or JobApplication entity.
Examples
truefalse
|
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Is Offer Accepted
IsOfferAccepted
|
A calculated flag that indicates if a job offer was accepted by the candidate. | ||
|
Description
This is a derived boolean attribute that simplifies outcome analysis. It is typically set to 'true' if the application's final status is 'Offer Accepted' or 'Hired', and 'false' otherwise, including 'Offer Declined' or 'Withdrawn'. This attribute simplifies the creation of dashboards and KPIs related to offer acceptance rates. It allows for easy filtering and aggregation to analyze what factors, such as job title or department, correlate with higher or lower offer acceptance rates.
Why it matters
It simplifies the analysis of offer acceptance rates and helps identify factors that correlate with successful offers.
Where to get
This is not a field in the source system. It is derived from the 'ApplicationStatus' field during data transformation.
Examples
truefalse
|
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Last Data Update
LastModifiedDate
|
The timestamp indicating when the record was last updated in the source system. | ||
|
Description
This attribute reflects the most recent modification time of the event or case data in SAP SuccessFactors. It is useful for data refresh and validation purposes, ensuring that the analysis is based on the most current information available. In a data pipeline, this field is critical for implementing incremental data loads. It allows the extraction process to fetch only the records that have been created or changed since the last update, improving the efficiency of the data refresh cycle.
Why it matters
It enables efficient incremental data loading and helps verify that the analysis is based on up-to-date information.
Where to get
This corresponds to a metadata field like 'lastModifiedDateTime' available in most SAP SuccessFactors OData API entities.
Examples
2023-06-10T09:00:00Z2023-06-11T15:20:00Z
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Location
Location
|
The geographical location or office associated with the job position. | ||
|
Description
This attribute specifies the city, state, or country where the job is based. It is used to analyze geographical differences in the hiring process. Location-based analysis can reveal regional variations in time-to-hire, candidate drop-off rates, or process compliance. This information can help tailor recruitment strategies to different labor markets and identify location-specific challenges or best practices.
Why it matters
It enables the analysis of process performance across different geographical regions, highlighting regional bottlenecks or efficiencies.
Where to get
This field is part of the JobRequisition entity and defines the location of the role.
Examples
New York, NYLondon, UKBerlin, Germany
|
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Offer Amount
OfferAmount
|
The salary amount offered to the candidate. | ||
|
Description
This attribute captures the monetary value of the salary proposed in the job offer. It is a key piece of information in the final stages of the recruitment process. Analyzing offer amounts can provide context for the 'Offer Negotiation Cycle Time'. Higher-than-average negotiation times might be correlated with offers at the lower end of the salary band for a given role. It also allows for analysis of compensation competitiveness across different roles and departments.
Why it matters
It provides context for offer negotiation cycle times and allows for analysis of compensation strategy and competitiveness.
Where to get
This data is stored within the Offer Details or Offer Approval entities associated with the JobApplication.
Examples
8500012000095500
|
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Rejection Reason
RejectionReason
|
The reason provided when a candidate's application is rejected. | ||
|
Description
When an application is moved to a 'Rejected' status, a reason is often recorded. This could be related to qualifications, interview performance, or other factors. This provides qualitative insight into why candidates are not progressing. This attribute is extremely valuable for the 'Candidate Pipeline Drop-off Analysis'. It adds context to the quantitative drop-off rates, helping to understand the root causes. For example, if many candidates are rejected at the screening stage for 'Not meeting basic qualifications', it may indicate an issue with the job description or sourcing channel.
Why it matters
It provides crucial context for why candidates are dropped from the pipeline, helping to identify issues with job descriptions or sourcing.
Where to get
This is often a field that is filled when an application's status is changed to 'Rejected'.
Examples
Not qualifiedBetter candidates availableFailed technical assessmentPoor culture fit
|
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Source System
SourceSystem
|
The system from which the recruitment data was extracted. | ||
|
Description
This attribute identifies the origin of the data, which is crucial in environments where data might be sourced from multiple systems. For this process, it will typically be 'SAP SuccessFactors Recruiting'. In analysis, this attribute helps ensure data lineage and can be used to filter or segment data if multiple recruiting platforms are in use. It provides essential context for data governance and troubleshooting.
Why it matters
It confirms the origin of the data, which is important for data governance, validation, and multi-system environments.
Where to get
This is a static value that should be added during the data extraction process to label the source of the records.
Examples
SAP SuccessFactors RecruitingSFSF-RCM-PROD
|
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Time In Stage
TimeInStage
|
The duration an application spends in a particular stage before moving to the next. | ||
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Description
This calculated metric measures the time between two consecutive activities. For example, it could measure the time an application spent in the 'Application Screening' stage before moving to 'Phone Screen'. This attribute is essential for identifying bottlenecks. By calculating the duration of each process step, it becomes possible to pinpoint which stages are taking the most time. This is used in many dashboards, such as the 'Application Screening Cycle Time' and 'Requisition & Offer Approval Delays' analyses.
Why it matters
It quantifies the duration of individual process steps, making it possible to pinpoint the specific stages that are causing delays.
Where to get
This is calculated during data transformation by finding the time difference between the timestamp of an activity and the timestamp of the preceding activity for the same case.
Examples
3 days10 days1 day
|
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Total Cycle Time
CycleTime
|
The total time elapsed from the creation of the job requisition to the candidate being hired. | ||
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Description
This is a calculated metric that measures the end-to-end duration of the hiring process for successful candidates. It is calculated as the time difference between the 'Job Requisition Created' event and the 'Candidate Hired' event for a given case. This attribute directly represents the 'Average Time to Hire' KPI. It provides a high-level measure of the overall efficiency of the recruitment process. Tracking this metric over time and across different dimensions, like department or job title, is fundamental to any process improvement initiative.
Why it matters
This calculated KPI directly measures the overall 'Time to Hire', a critical indicator of recruitment process efficiency.
Where to get
This is not a field in the source system. It is calculated during data transformation by subtracting the timestamp of the first event from the timestamp of the last event.
Examples
45 days62 days31 days
|
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Recruitment & Talent Acquisition Activities
| Activity | Description | ||
|---|---|---|---|
|
Application Received
|
This is the starting point for a specific job application case, occurring when a candidate submits their application for a posted job. This is an explicit event, captured with a timestamp when the candidate's application is successfully created in the system. | ||
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Why it matters
As the start of the candidate's journey, this activity is essential for analyzing the recruitment funnel and measuring candidate experience. It marks the beginning of the Application Screening Cycle Time KPI.
Where to get
This is the creation date of the Job Application record in SAP SuccessFactors. Each application has a unique ID and a timestamp indicating when it was submitted.
Capture
Use the creation timestamp from the main Job Application entity.
Event type
explicit
|
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Application Rejected
|
Represents an unsuccessful end to the process, where the company decides not to move forward with the candidate. This is inferred from a terminal status like 'Rejected' or 'Not Selected' being applied to the application. | ||
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Why it matters
Tracking rejections at different stages is key for the Candidate Pipeline Drop-off Analysis. It helps identify stages where most candidates are disqualified.
Where to get
Inferred from the timestamp when the Job Application's status is changed to a final rejection state by a recruiter or hiring manager.
Capture
Track the timestamp when the application status is updated to a terminal 'Rejected' state.
Event type
inferred
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Application Screened
|
This activity signifies that a recruiter or hiring manager has performed an initial review of the candidate's application. It is typically inferred from a change in the application's status, for example, from 'New Application' to 'Screening Complete' or 'Shortlisted'. | ||
|
Why it matters
Measures the efficiency of the initial review process. Delays at this stage can lead to a poor candidate experience and the loss of qualified applicants.
Where to get
Inferred from the Job Application's status history. A timestamp is captured when the application status is moved to a post-screening state by a user.
Capture
Track the timestamp when the application status changes from an initial state to a screening or shortlisted state.
Event type
inferred
|
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Candidate Hired
|
The final, successful conclusion of the recruitment process for a job application. This is typically inferred from a final status update in the recruiting module, often triggered after the onboarding process is complete and a start date is confirmed. | ||
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Why it matters
This is the primary success end-point for the process. It is essential for calculating the overall Time to Hire and measuring the success rate of the recruitment funnel.
Where to get
Inferred from the Job Application receiving a final hired status, such as 'Hired'. The timestamp of this final status update marks the event.
Capture
Identify the timestamp when the final application status is set to 'Hired'.
Event type
inferred
|
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Interview Conducted
|
Marks the completion of a formal interview with the hiring team. This event is inferred by a user, typically the recruiter or hiring manager, updating the candidate's application status after the interview has taken place. | ||
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Why it matters
A crucial milestone in the selection process. Analyzing the time between interview stages and from interview to offer helps identify decision-making bottlenecks.
Where to get
Inferred from the status history of the Job Application. The event timestamp corresponds to when the status was updated to 'Interview Complete' or a similar value.
Capture
Identify the timestamp when the application status is updated to reflect a completed interview.
Event type
inferred
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Job Requisition Created
|
This activity marks the official start of the hiring process when a new job requisition is created in SAP SuccessFactors. This event is typically captured explicitly when a hiring manager or recruiter finalizes and saves the new requisition form. | ||
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Why it matters
This is the crucial starting point for measuring the overall Time to Hire KPI. Analyzing the time from this event helps identify delays in the approval and posting phases of a job.
Where to get
This event is typically captured from the creation date of the Job Requisition object in SAP SuccessFactors Recruiting Management. The creation timestamp on the job requisition record serves as the event time.
Capture
Use the creation timestamp of the Job Requisition record associated with the job application.
Event type
explicit
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Offer Accepted
|
Occurs when a candidate formally accepts the job offer. This is a critical success milestone, typically captured when a recruiter updates the application status based on the candidate's response. | ||
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Why it matters
This activity signifies a successful outcome of the selection process and is a key component for measuring offer acceptance rates. It also marks the start of the post-offer phase.
Where to get
Inferred from a status change on the Job Application record to 'Offer Accepted'. The timestamp of this status change is used as the event time.
Capture
Track the timestamp when the application status is updated to 'Offer Accepted'.
Event type
inferred
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Offer Extended
|
This activity marks the moment a formal job offer is communicated to the candidate. This event is typically inferred when the application status is updated to 'Offer Extended' or a similar state within the system. | ||
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Why it matters
A key milestone that starts the clock on offer negotiation and acceptance. Analyzing the time from this point to 'Offer Accepted' is crucial for understanding the offer negotiation cycle.
Where to get
Inferred from a status change in the Job Application's history. The event corresponds to the timestamp of the status update to 'Offer Extended'.
Capture
Identify the timestamp when the application status is moved to 'Offer Extended'.
Event type
inferred
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Background Check Initiated
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Represents the start of the background check process for a candidate who has accepted an offer. This event is inferred from a change in the application status to a state like 'Background Check in Progress'. | ||
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Why it matters
Delays in initiating or completing background checks can push back a new hire's start date. Monitoring this activity helps streamline the post-offer process.
Where to get
Inferred from the Job Application status history. The timestamp is captured when the status is updated to reflect the initiation of the background check.
Capture
Identify timestamp when application status changes to 'Background Check'.
Event type
inferred
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Candidate Withdrew
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An unsuccessful end to the process where the candidate voluntarily removes themselves from consideration. This is inferred when the application status is updated to a value like 'Withdrew by Candidate'. | ||
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Why it matters
High withdrawal rates at specific stages can indicate a poor candidate experience, a slow process, or uncompetitive offers. This is critical for drop-off analysis.
Where to get
Inferred from the Job Application status history when it is updated to a withdrawal status. The timestamp of this update is used for the event.
Capture
Identify the timestamp when the application status is updated to 'Withdrawn'.
Event type
inferred
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Feedback Submitted
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Indicates that an interviewer has submitted their feedback on a candidate following an interview. This can be an explicit event if a separate feedback object is created, or inferred if it triggers a status change on the application. | ||
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Why it matters
Timely feedback is critical for process compliance and making swift hiring decisions. This activity helps monitor the Interview Feedback Submission Rate KPI.
Where to get
May be an explicit timestamp on an Interview Feedback or Assessment object linked to the application. Alternatively, it can be inferred from a status change.
Capture
Use the creation timestamp of the interview feedback record if available; otherwise, requires system analysis.
Event type
explicit
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Interview Scheduled
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This activity occurs when a formal interview, either onsite or virtual, is scheduled with the candidate. It can be captured either explicitly through integration with a scheduling tool or inferred from a status change like 'Interview Scheduled'. | ||
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Why it matters
Highlights potential delays in coordinating schedules between candidates and interviewers. Long scheduling times can frustrate candidates and cause them to drop out.
Where to get
Inferred from a status change on the Job Application object. Some configurations may have explicit interview objects with their own creation timestamps.
Capture
Use the timestamp when the application status moves to an 'Interview Scheduled' state.
Event type
inferred
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Job Posted
|
Represents the moment a job requisition is made public and candidates can begin applying. This is often inferred from a status change on the job requisition, indicating it is now active on internal or external career sites. | ||
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Why it matters
Tracking this helps measure the time taken for internal approvals before a job goes live. Delays here can significantly impact the overall Time to Fill and the ability to attract candidates promptly.
Where to get
Inferred from a status change in the Job Requisition data. Look for a status like 'Posted', 'Open', or 'Active' and the timestamp when that status was first applied.
Capture
Identify the timestamp when the Job Requisition status changes to a value indicating it is posted externally or internally.
Event type
inferred
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Offer Details Entered
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Represents the internal preparation and approval workflow for a job offer before it is extended to the candidate. This is inferred from a status change indicating that the offer is being drafted or is pending approval. | ||
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Why it matters
This helps isolate delays in the internal offer approval process from the time the candidate spends considering the offer. It's key for analyzing the Offer Approval Cycle Time.
Where to get
Inferred from the status history of the Job Application or a linked Offer Approval object. Look for statuses like 'Offer Preparation' or 'Pending Offer Approval'.
Capture
Track timestamp when application moves into an offer preparation or approval status.
Event type
inferred
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Onboarding Initiated
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This activity marks the handoff from the recruiting process to the onboarding process. It is captured when the candidate is moved to the onboarding module or their status is updated to 'Ready to Hire' or 'Onboarding'. | ||
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Why it matters
Measures the efficiency of the transition from recruitment to employee onboarding. A slow handoff can create a poor experience for the new hire.
Where to get
This is typically inferred from the final recruiting status before the candidate data is moved to SAP SuccessFactors Onboarding. The timestamp of this status change is used.
Capture
Track timestamp of status change to 'Ready to Hire' or 'Onboarding Started'.
Event type
inferred
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Phone Screen Conducted
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Represents the completion of an initial phone interview with the candidate. This is inferred from the application status changing to a value indicating the phone screen has been completed, such as 'Phone Screen Passed' or 'To Onsite Interview'. | ||
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Why it matters
This is often the first direct interaction with a candidate and a key step in the qualification process. Analyzing its duration helps understand recruiter workload and efficiency.
Where to get
Captured by tracking status changes on the Job Application record. The event occurs when a recruiter updates the candidate's status after the call.
Capture
Identify the timestamp when the application status is updated to reflect phone screen completion.
Event type
inferred
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