Taleo Analytics. User Guide. Software Version: 7.5 SP8 Document Version: 1

Transcription

1 Taleo Analytics User Guide Software Version: 7.5 SP8 Document Version: 1 March 2009

2 Confidential Information It shall be agreed by the recipient of the document (hereafter referred to as the other party ) that confidential information disclosed by Taleo through its documents shall be retained in confidence by the other party, and its respective employees, affiliates and/or subsidiaries, pursuant to the following terms and conditions: For the purpose herein, the term Confidential Information shall mean the following: i. Any information, know-how, data, process, technique, design, drawing, program, formula or test data, work in process, business plan, sales, suppliers, customer, employee, investor or business information contained in a document, whether in written, graphic, or electronic form; or ii. Any document, diagram, or drawing which is either conspicuously marked as Confidential, known or reasonably known by the other party to be confidential, or is of a proprietary nature, and is learned or disclosed in the course of discussions, demonstrations, or other collaboration undertaken between the parties. Taleo Corporation 2009 Do not reproduce without the written permission of Taleo Corporation TALEO CONFIDENTIAL INFORMATION Page ii

3 Table of Contents Confidential Information... ii Overview... 4 Definition of Terms... 5 Getting Started... 6 Analytics Accounts... 6 Metrics Configurator and Talent Management Universe... 9 Introduction What is the Metrics Configurator Important Considerations User Defined Field Configuration Viewing Existing UDF Mappings Creating a New UDF Mapping EEO Configuration CSW Event Configuration CSW Event Types Creating a New CSW Event Configuring a CSW Event Requisition Event Configuration Requisition Event Types Creating a New Requisition Event Time Metric Configuration Creating a New Time Measurement Sample Time Measurement Requisition Snapshot Configuration Information Captured in Snapshot Sample Dashboard Using Snapshots Scheduling Open Positions Snapshots Applying Configurations Recalculating a Metrics Event Standard Configurations Configuration Governors Queries Using the Talent Management Universe Dashboard Construction and Deployment Introduction Tiered Dashboards Creating New Dashboards Adding Content to a Dashboard Modifying Dashboards Dashboard Content Examples Various Documents and Images Navigation List TALEO CONFIDENTIAL INFORMATION Page iii

4 Overview TALEO CONFIDENTIAL INFORMATION Page 4

5 Definition of Terms Term Definition BO XI / Reporting and Analytics Power / Authoring Users This new platform services the Advanced Reporting and Analytics Dashboards modules. It is the current generation of Business Objects technology. Users that access Reporting and Analytics directly via a special URL. These users manage reports and analytics, including creation, editing, publishing, schedule, etc.. In some cases, these users also manage settings within the Metrics Configurator. End Users Users that access Reporting and Analytics from the Taleo application through the WebTop or main login page. They cannot author content. Infoview Infoview is the web-based environment, in which users login to access, refresh, and manage reports, analytics, and dashboards. Universe Metrics Configurator Talent Data Warehouse A layer of metadata providing a user interface to a database. Users can interact with a universe to create report and analytic queries. The Taleo Metrics Configurator is an administrator s tool that is available with the Analytics Dashboards product. It enables power users to configure business rules for particular metrics up front; propagating them to the Talent Management universe for ease of access, re-usability, standardization, and improved query performance. A database that hosts all Metrics Configurator based events and measures as well as key fields necessary for metrics reports and analytics. This database is offloaded from the Transaction database. To pull data from this database, Analytics power users must use the Talent Management universe. Talent Management Universe A Business Objects universe specifically tailored to yield metrics and analytics. It uses the Talent Data Warehouse as a source. Dashboard An application hosting a collection of metrics and analytics. It is designed to be easy to read. Dashboards can be operational, strategic, or executive in nature. TALEO CONFIDENTIAL INFORMATION Page 5

6 Getting Started Analytics Accounts Users Role Definitions Taleo Support Employees of the Taleo Support organization in charge of initially granting access to Metrics Configurator Admin and Analytics Power User accounts comprise this role. Metrics Configurator Admin This is the user(s) in charge of initially establishing and maintaining business rules within the metrics Configurator. Frequently, the Metrics Configurator Admin will be the same person as the Analytics Power User. However, in very large organizations where there are many power users, it is best to designate one (or two at most) focal point(s) of contact for metrics configurator administration tasks. Analytics Power User These users create queries and visualizations for the purposes of analysis. Frequently, these users will also have Reporting Power User and Metrics Configurator Admin responsibilities. End User End users are consumers of the content. Usually, these users login from the Taleo applications and view/export content made available to them by power users. Setting up End Users A Taleo administrator can grant access to users to dashboards and analytics. Set up users with the following steps: 1. Login to the Administrator WebTop. 2. Click SmartORG. 3. Click SmartORG Home Page. 4. Click User Accounts. 5. Click the name of the user to whom you want to grant dashboard access. 6. Click Edit next to Product Access. 7. Under Reporting and Analytics, highlight the Dashboard Viewer user type, click Add and then save. Make sure the user also has access to the Report Viewer user type. TALEO CONFIDENTIAL INFORMATION Page 6

7 If you do not see the Dashboard Viewer user type, please contact Taleo Support and request the activation of dashboards in your zone. Setting up Power Users To have a power user configured for you, please contact Taleo Support with your desired username and password. Request specifically the type of user you need. The options are: Dashboards User Metrics Configurator User Both users Note: a dashboard user is a report user with additional rights to cover Dashboard/Analytics management. Therefore, if you have access to Dashboards, you will have access to reports as well. If you have an existing reporting power user, then support will add rights to the user to cover dashboards/analytics. Login Logging in as an End User There are two ways to login to Reporting and Analytics as an end user. The first way is from the enterprise login page (TOC) and the other is through Staffing WebTop. Accessing from Enterprise TOC Simply click on the Reporting and Analytics link from the TOC page and key in your username and password Note: if you wish to have end users login in this fashion but use SSO to get into Taleo, you will need to setup the SSO link to Reporting and Analytics. TALEO CONFIDENTIAL INFORMATION Page 7

8 Accessing from Staffing WebTop Click Analytics from the Staffing WebTop and then Reporting and Analytics. Logging in as a Power User To login as a power user to either manager dashboards or Metrics Configurator elements, access the Reporting and Analytics power user URL (analyticsny.taleo.net, analyticssj.taleo.net, or analyticsam.taleo.net). If you login using your regular power user account, you will be redirected to Infoview and will be able to manage Reporting and Analytics content. If you login using your Metrics Configurator credentials, you will be redirected to the Metrics Configurator. See the Important Considerations section of this guide. TALEO CONFIDENTIAL INFORMATION Page 8

9 Metrics Configurator and Talent Management Universe TALEO CONFIDENTIAL INFORMATION Page 9

10 What is the Metrics Configurator Introduction The Taleo Metrics Configurator is an administrator s tool that is available with the Analytics Dashboards product. It enables powers users to configure business rules for certain metrics up front; propagating them to the Talent Management universe for ease of access, re-usability, standardization, and improved query performance. Example Time to hire is a common metric. In reporting today, a common definition calculates the time it takes between a requisition s first approval date and the candidate s hire date based on the Hired reference model status. Users can use this definition out of the box. However, if you do not use this logic internally, you can change the business definition of Time to Hire in the Metrics Configurator. For example, let s say your definition of Time to Hire is the Requisition s First Sourcing date to the first time the candidate was changed to either of the following statuses: Hire Internal, Hire External, or Offer Accepted minus time on hold the requisition spent between the start clock date and the end clock date. You would login to the Metrics Configurator and manage the definition of hire and the definition of Time to Hire. Then, one day later, the data would be in place in your instance of the Talent Warehouse / Talent Management Universe. Calculating this data in reporting can prove very difficult, as it requires pulling raw, normalized historical data and then calculating it at the report level using WEBI formulas and aggregation methods. Row limits can also become an issue, as pulling the raw data from historical structures requires a significant volume of data. Finally, if you change the business rule for how you want to calculate Time to Hire, then you have to make the appropriate edits in all of the reports that contain this measurement. This is time consuming and error prone because of the complexity of the calculations. The Metrics Configurator allows the user to construct these business rules up front. The system then compiles the definition and calculates the measure for all hired candidates. Metrics Configurator Benefits Standardization: One time configuration of a measure propagates to all associated reports, reducing necessary report maintenance time. Ease of use: Drag and drop a custom measure from the universe to the Query Results or Filters panes. There is no need to extract raw historical information and create complex aggregation calculations. Improved performance: Because the data structures are simpler, the queries perform better. Because there are fewer necessary calculations at the document level, they require fewer resources to render. This is a general rule of thumb. Snapshots engine: Produces elements of data that are either very difficult or impossible to yield from a transaction system, for example, the number of open positions by location on a particular date. TALEO CONFIDENTIAL INFORMATION Page 10

11 Improved Precision of Metrics: The Metrics Configurator takes care of complex calculations for you with a greater level of precision, such as excluding time on hold or minimum/maximum policies. Flexibility: The Metrics Configurator is designed to provide the ability to include executive metrics rollups on dashboards and view the underlying details of those metrics. Because of these benefits, users can focus more on analyzing business data instead of worrying about validating data accuracy and performance issues. First Steps in the Metrics Configurator 1. Ensure you have access to the Metrics Configurator. See the Important Considerations section of this guide. 2. Browse the Metrics Configurator and get an idea of what you can do in there. Read the important sections of this document. 3. Read the Standard Configurations section of this guide to understand which measures are delivered in the Metrics Configurator. 4. Use the following document to write or manage your Metrics Configurator requirements. Spreadsheet available here. 5. Setup your initial business rules within the Metrics Configurator and apply the changes. It is recommended to setup business rules within the Metrics Configurator in the following order: 1. UDF Mappings 2. EEO Mappings 3. Source Groups (SP9) 4. CSW Events 5. Requisition Events 6. Time Metrics 7. Smart Flags (SP9) 8. Requisition Trending 9. Constant Values (SP9) 10. Apply Changes TALEO CONFIDENTIAL INFORMATION Page 11

12 Important Considerations The Metrics Configurator is a flex-based tool. Flash is required on your computer to use it. The Metrics Configurator is a feature that is bundled within the Analytics Dashboards product. If you have the Analytics Dashboards product, you can use the Metrics Configurator. It is NOT possible to purchase the Metrics Configurator as a stand-alone product. To access the Metrics Configurator, a user must login using configurator specific login credentials from the reporting and analytics power user login page. The zone will recognize this username as being a Configurator account and redirect the user appropriately. The Configurator login credentials can be acquired by contacting Taleo support. There is no extra licensing involved, but a requesting user must have an Analytics Dashboards license to be eligible. For example, a user has access to Reporting and Analytics under the username rauser. This account includes Analytics Dashboards access. The user will have an additional username to login to the Configurator specifically, such as mcuser. The user needs to use the same URL to login for both usernames. For example: Data is refreshed in the Talent Management Universe every 24 hours as a general rule of thumb. Please contact Taleo for your data refresh schedule. Once configurations are saved, they must be applied for all changes to take effect in the Talent Management universe. After the applied operation is executed, it generally takes a day until all the metrics are recalculated in the Talent Warehouse. TALEO CONFIDENTIAL INFORMATION Page 12

13 The Talent Management universe pulls data from the Talent Warehouse, which is a database separate from the application transactional database. All date/time based elements are presented in the UTC time zone. This is a global Talent Management universe setting. Requisition snapshots cannot capture historical data. Snapshots only occur after configuration. This applies to the Requisition Trending section only. All other elements of data in the Talent Warehouse can be recalculated historically. For example, it is possible to see the averages for the one year prior to using the Configurator if you have been live with Taleo for one year and configure Time to Hire. The Talent Warehouse supports data in the English language only. The tiered dashboard builder tool is Java-based; therefore, it is required to have Java ( installed on your machine. It is strongly recommended to use Java version 1.6 or greater. TALEO CONFIDENTIAL INFORMATION Page 13

14 User Defined Field Configuration This feature allows you to define which user defined fields to add to the Talent Management universe. The purpose of these UDFs is for filtering, dimensional analysis, or measurement. Currently, only requisition user defined fields are supported. In SP9, Application Job Offer UDFs will be added. Supported Data Types: Single Select, Multi-select, Date, and Numeric. Each mapped UDF has a set of corresponding data elements in the Talent Management universe. Viewing Existing UDF Mappings By clicking Configure UDF, a list of all existing UDF mappings displays. Creating a New UDF Mapping To create a new UDF mapping, click the following button: Then, choose the data type of the UDF. It can be either Multi-select or Other Data Types, which includes numeric, date, and single select types. TALEO CONFIDENTIAL INFORMATION Page 14

15 1. Drag the desired UDF into the UDF Mapping field. 2. Garbage: Drag any definition from the UDF Mapping field to the garbage can icon to discard it. 3. Universe Object Name: Indicates the object name in the Talent Management universe corresponding to this event. 4. Save and Cancel In the context of analytics, UDFs can be used in a variety of ways. Examples Dimensional Analysis or Filtering on UDFs Each UDF comes with a set of objects that can be used in queries for the purpose of analysis or filtering. These objects can be found under Requisition / Requisition UDF TALEO CONFIDENTIAL INFORMATION Page 15

16 Cost Analysis Each UDF comes with objects to enable sum and average calculations for cost-based analysis. These objects can be found under Measures / Requisition Measures / Requisition UDF Metrics TALEO CONFIDENTIAL INFORMATION Page 16

17 EEO Configuration This feature allows users to choose which regulatory questions will be available for analysis in the Talent Management universe. By clicking Configure EEO, users will see a list of all existing regulatory question mappings. Each mapped regulatory question has a set of corresponding data elements in the Talent Management universe. To create a new regulatory question mapping, click here: Select whether you wish to map a Single Select or a Multi Select question. TALEO CONFIDENTIAL INFORMATION Page 17

18 1. List of available questions: Drag and drop the desired question into the EEO Mapping field. 2. Corresponding universe object set 3. Save or Cancel The corresponding regulation universe objects can be found under Candidate / EEO Global Regulation. Each mapped question includes the following objects: These objects can be used to view details of candidate regulatory information as well as extract counts by answer. These mappings will be foundational to regulation smart flag configurability in SP9. TALEO CONFIDENTIAL INFORMATION Page 18

19 CSW Event Configuration This feature allows users to view and configure candidate historical events such as: Hired date. Offer Accepted date. Assessment date. Step X + Status Y date. An event considering multiple steps and statuses. These events can then be used to create recruitment funnels, CSW event audits, or time metrics in the Talent Management universe By clicking CSW Events, users will see a list of all existing events. Each event corresponds to a historical event date at the application level. Each configured event has a set of corresponding data elements in the Talent Management universe. There are three types of events: 1. Standard Non Configurable (SNC): This event type is a date that is standard among all Taleo customers and cannot be redefined in the application. Examples of this event type are Application Creation Date and Application Completed date. 2. Standard Configurable Events (SCE): This event type is standard and industry recognized candidate selection workflow events. Examples of this event type are First Interview Date or Hire Date. However, the way customers define them in the system can vary. Therefore, they come with an out of the box definition, but that definition can be changed. For example, a customer can define Hired as Hired while another defines Hired as Offer Accepted. 3. Fully Configurable Event (FCE): This event type is an open slot allowing users to create customized events. A maximum of 20 slots are allowed. This means the administrator can construct up to 20 configurable events. CSW Event Types Examples: Detailed History Dates for the Configured Events TALEO CONFIDENTIAL INFORMATION Page 19

20 Every column in the History section corresponds to a CSW event date element from the Talent Management universe The universe objects that return the date/time stamps associated with historical events can be found in the one of the following classes: Application / Application CSW Events and Application / Application CSW Events / Custom Application CSW Events Recruitment Funnels Every column in the Recruitment Funnel section corresponds to count elements from the Talent management universe. For example, the Intvd. column counts how many candidates have a historical date for the CSW event. The date is based on the business definition established in the Metrics Configurator. Note, although the above representation shows the recruitment funnel projected at the requisition level, it is seamless to show recruitment funnels by other dimensions such as OLF, periods, recruiters, etc The universe objects that return the counts associated with historical events can be found in the following class: Measures / Application Measures and Measures / Application Measures / Custom Application Counts and Ratios CSW Process Audit Reports The preceding graphic shows candidates hired, but not historically processed through CSW events 1 or 3 as defined in the configurator. This can be useful if events 1 and 3 are important when it comes to tracking process time metrics. If system users are not properly moving candidates through the workflow, the time metrics will be inaccurate. Date Range Filters TALEO CONFIDENTIAL INFORMATION Page 20

21 Creating a New CSW Event To create a new event, click the following button: Give the CSW event a name and a description. Newly created CSW events must be configured. Configuring a CSW Event Perform the following steps to configure your CSW event: TALEO CONFIDENTIAL INFORMATION Page 21

22 1. Drag CSW Step, CSW Status, or Step/Status combinations that correspond to the event you are defining into the CSW Events field. a. The CSW Steps section of the right-hand pane contains a list of all CSW steps configured in the application. When using a CSW step, the application will track the Move to Step, Bypassed, and Step Reached tracking events. The following example demonstrates when the first time the candidate reached the step of Hire. b. The CSW Status section of the right-hand pane contains a list of all CSW statuses configured in the application. When using a CSW status, the application will track the first/last time a candidate was moved to the status, regardless of step. The following example demonstrates, when the candidate was hired, regardless of step. c. The CSW Step/Status section of the right-hand pane contains all step + status combinations configured in the application. When using a step/status combination, the application will track status change events corresponding with the step/status combination.. The following example demonstrates when the candidate reached the Hire - Hired step. TALEO CONFIDENTIAL INFORMATION Page 22

23 2. Define the selection policy. Based on that policy, the application will return the earliest or latest CSW historical date found. 3. Choose whether to consider event dates in the calculation. This corresponds to event dating. When a CSW move or change occurs, users may have the ability to backdate CSW events. This flag toggles whether to consider these manually entered CSW dates. 4. Garbage: Drag any definition from CSW Events field to the garbage can icon to discard it. 5. Universe Object Name: This field indicates the object name of the fully configurable event in the Talent Management universe. Standard events have equivalent names in the universe. 6. Save or Cancel Once the events populate in the Analytics Data Warehouse, they can be queried. TALEO CONFIDENTIAL INFORMATION Page 23

24 Requisition Event Configuration This feature allows user to view and configure historical events at the requisition level. Examples are: Requisition Sourcing Date Requisition Filled Date The first time a candidate accepted an offer on the requisition. The first time a candidate was reviewed on the requisition These events are foundational for time metrics configurations. They can also be used to highlight details of requisition history or support date range filtering. Before setting up requisition events, it is recommended to have finished the configurations for candidate historical events. By clicking the link, users will see a list of all requisition events. Each event corresponds to a historical event date at the requisition level and has a set of universe objects. There are 3 types of events: 1. Standard Non Configurable (SNC): These event dates are standard among all Taleo customers and cannot be redefined in the requisition. Examples of this event type are Creation Date and Target Start Date. 2. Standard Configurable Events (SCE): These are standard and industry recognized requisition events. Examples of this event type are, Sourced Date or Filled Date. The way customers define them in the application can vary. Therefore, they come with an out of the box definition, but that definition can be changed. For example, a customer can define Filled as the first time a requisition was put into filled status while another defines Filled as the first time someone accepted an offer 3. Fully Configurable Event (FCE): This event type is an open slot allowing users to create customized events. A maximum of ten slots are allowed. This means the administrator can construct up to ten fully configurable events. Requisition Event Types Creating a New Requisition Event To create a new event, click the following button: Give the requisition event a name and a description. TALEO CONFIDENTIAL INFORMATION Page 24

25 Choose if this event is based on a requisition historical date or a candidate-based rollup. Candidate based rollups allow users to get one date at the requisition level based on multiple candidate events. An example is the latest time a candidate accepted an offer on this requisition. 1. Drag CSW Events or Requisition Event combinations that correspond to the event you are defining into the Requisition Events field. 2. Define the selection policy. Based on that policy, the system will show either the earliest or the latest historical date found. 3. Garbage: Drag any definition from CSW Events field to the garbage can icon to discard it. 4. Universe Object Name: This field indicates the object name of the fully configurable event in the Talent Management universe. Standard events have equivalent names in the universe. TALEO CONFIDENTIAL INFORMATION Page 25

26 5. Save or Cancel These events are foundational for setting up time metrics; however, they can be used independently. Examples: Viewing Requisition Historical Dates The universe objects that return the date/time stamps associated with historical events can be found in the following classes: Requisition / Requisition Events and Requisition / Requisition Events / Custom Requisition Events. Notice in the table that there are some events that are directly tied to the requisition, such as Approved. This event looks at the approved date of the requisition; however, some events such as 1st Applied represent an aggregate view of all candidates on the requisition. The application looks at all applications on the requisition and presents the date when the first candidate applied. Date Range Filtering TALEO CONFIDENTIAL INFORMATION Page 26

27 Time Metric Configuration Allows users to use pre-existing event configurations and create time metrics. Time metrics can be configured at the requisition or application level. Time metrics can be used to highlight how long it takes the hiring processes to complete. They can be viewed in different ways, such as Avg Time by a Dimension or % Applications above a Threshold by period. Before setting up time metrics, it is recommended to have finished the configurations for candidate historical events and requisition events. By clicking Time Metrics, users will see a list of all existing metrics. Each configured time metric has a set of corresponding data elements in the Talent Management universe. Standard Configurable Events (SCE) These are standard and industry recognized time metrics. Examples of this event type are Time to Start or Time to Source; however, the way you define them in the application can vary. Therefore, the application comes with an out of the box definition, but that definition can be changed. For example, a customer can define Time to Hire as time from first approved to hired date while another defines Time to Hire as time from first approved to offer accepted date. Fully Configurable Event (FCE) This event type is an open slot allowing users to create customized events. It is possible to create, modify, or delete these measurements. A maximum of ten slots are allowed for requisition time metrics. This means the administrator can construct up to ten fully configurable time measurements for requisitions. Creating a New Time Measurement To create a new time measurement, click here: Assign a name, a description, and choose the type of time measurement. Time measurements can be application or requisition-based. Requisition-based time measurements will calculate time based on requisition events only, such as requisition creation date to requisition filled date. TALEO CONFIDENTIAL INFORMATION Page 27

28 Application-based time measurements will calculate based on candidate events only or a combination of a requisition event and a candidate event, such as Requisition Approved Date to Hire Date. 1. Drag available Requisition Events, UDFs, and CSW Events into the Time Metrics Calculation field. The calculation field supports the format To Date - From Date. An example of this format is Hire Start Date - Requisition Approved Date 2. Drag the needed operator into the calculation field. In the context of time metrics, the - operator is appropriate. 3. Choose whether to exclude all time a requisition spent on hold between the From and To dates. 4. Click Reset to clear the calculation box. This allows users to start a calculation from scratch. 5. Garbage Can: This icon is not useful in the context of time metrics; please ignore. TALEO CONFIDENTIAL INFORMATION Page 28

29 6. Click Validate to authenticate the formula. 7. States the nature of the time measurement. It can be an application or requisition level time measurement. 8. Universe Object Name: This field indicates the object name of the fully configurable measurement in the Talent Management universe. Standard metrics have equivalent names in the universe. 9. Save or Cancel Sample Time Measurement Time to Hire This sample measurement is Requisition Approved Date to App. Hired Date. 1. Create a new time measurement. Call it Time to Hire. This will be an application-based time measurement because the hired date is at the application level. 2. From the CSW Events tab, drag App. Hired Date to the calculation field TALEO CONFIDENTIAL INFORMATION Page 29

30 3. Drag the minus operator into the calculation box: 4. From the Requisition Events tab, drag Req. Approved Date into the calculation field. TALEO CONFIDENTIAL INFORMATION Page 30

31 5. For the Exclude Hold Time field, choose yes to exclude any time on hold between the requisition approved date and the application s hire date. 6. Click Validate to ensure the calculation works. 7. Save the time measurement. Time metrics can be viewed in a variety of ways. Average Time Metric over Time (or by another dimension) TALEO CONFIDENTIAL INFORMATION Page 31

32 The preceding graphic shows average time to hire over time based on its business definition in the metrics configurator. The universe objects that return the average application time metrics can be found in the following class: Measures / Application Measures / Application Time Metrics and Measures / Application Measures / Application Time Metrics / Custom Application Time Metrics. Time Details The above graphic shows the details of the amount of time for processes to complete. The universe objects that return the detail application time metrics can be found in the following classes: Application / Application-based Process Time and Application / Application-based Process Time / Custom Application-based Process Time Percentage/Number Applications/Requisitions Over/Under Threshold TALEO CONFIDENTIAL INFORMATION Page 32

33 Requisition Snapshot Configuration This feature allows users to define behaviors for the requisition snapshot feature. Snapshots of open requisitions, or positions, are copied from the transactional database to the data warehouse on a periodic basis. These snapshots are time stamped in the data warehouse and kept on a perpetual basis to enable trending analysis. This information is kept in the Taleo Analytics Data Warehouse to enable historical analysis. For example: As of March 1, 2008, there were 150 open requisitions. The average aging of these requisitions is 38 days. Only 17% of those requisitions have been opened for more than 60 days. In those 150 requisitions, there were 123 open positions and 41 filled positions. Open requisition, or position, snapshots occur in two ways. Both methods can be enabled at the same time: Monthly: Once every month, a snapshot of open requisitions, or positions, information is taken from the transactional database and copied to the data warehouse. This information is kept on an ongoing basis for trending. Through the scheduling feature, as described in the Scheduling Open Positions Snapshots section of this guide, it is possible to configure which day of the month these snapshots are taken. Weekly: Once every week, a snapshot of open requisitions, or positions, information is taken from the transactional database and copied to the data warehouse. This information is kept on a 5 week rolling basis. This means that snapshots older than 5 weeks are deleted. Through the scheduling feature, as described in the Scheduling Open Positions Snapshots section of this guide, it is possible to configure which day of the week these snapshots are taken. The following information is captured in the snapshots: Requisition Number - Can be linked with all requisition information; however, linked requisition information is not historical Requisition Aging Requisition Number of Positions Requisition Number of Hires Requisition Number of Positions left to hire Requisition Status Requisition Time on hold Snapshot Date - Date when the data snapshot was taken. This is critical for establishing trending analysis. Definition of an Open Requisition This feature defines if one or more statuses define whether a requisition is considered to be open at the time a snapshot is taken. This will define which requisitions are copied to the data warehouse. TALEO CONFIDENTIAL INFORMATION Page 33

34 Additionally, the Exclude requisitions with unlimited positions field determines whether unlimited position requisitions are copied to the warehouse when snapshots are taken. Definition of a Hired Candidate This feature defines which candidate status defines whether a position is filled at the time a snapshot is taken. Definition of Start of the Clock on Requisition Aging This feature also allows the user to define whether to exclude the time a requisition has spent on hold from aging calculations. TALEO CONFIDENTIAL INFORMATION Page 34

35 Definition of Requisition Aging Day Ranges or Brackets It is possible to modify these brackets. For example, you can use 30 to 45 days instead of the standard 30 to 60 days. Scheduling For monthly snapshots, users can choose which day of the month on which the snapshot is to be taken: For weekly snapshots, users can choose which day of the week on which the snapshot is to be taken: Below is an example of a dashboard that can be generated with the help of open requisitions or positions snapshots: TALEO CONFIDENTIAL INFORMATION Page 35

36 Talent Management Universe objects relative to snapshots can be found in the following classes: Monthly Trending Requisition Trending / Requisition Snapshot Date (Monthly) Requisition Trending / Requisition Trending (Base Monthly) Measures / Requisition Trending Measures / Requisition Trending Measures (Base Monthly) Weekly Trending Requisition Trending / Requisition Trending (Base Weekly) Measures / Requisition Trending Measures / Requisition Trending Measures (Base Weekly) Exercise: TALEO CONFIDENTIAL INFORMATION Page 36

37 This example uses # Open Positions by Snapshot Date to view trends of recruitment workload on a monthly basis. To do so, use the following universe objects: Requisition Snapshot Date (Monthly): Serves as a time-based dimension. # Positions Open (Monthly Snapshot): To understand how many positions remained open at the time the snapshots were taken. Note: This data was pulled six months after the initial snapshots configuration. This demonstrates a trend for ongoing workload. Add aging brackets to it to identify trends on aging of open positions. Convert the table into a cross-tab. Information Captured in Snapshot Sample Dashboard Using Snapshots Scheduling Open Positions Snapshots Monthly Snapshots Scheduling a Monthly Snapshot Weekly Snapshots Scheduling a Weekly Snapshot TALEO CONFIDENTIAL INFORMATION Page 37

38 Applying Configurations Once management of the Metrics and Events within the Configurator is complete, the configurations must be applied for availability within the Talent Management universe. Recalculating a Metrics Event 1. Click Recalculate Historical Events on the main Configurator page. You will see the following interface: 2. Check the types of events, or metrics, configured in your session and click Save. For example, if you added a new Candidate Selection Workflow historical event, check Recalculate CSW Events. Important: There will be automatic checking if there are metric dependencies. For example, if you check Recalculate CSW Events, other areas, such as Recalculate Application Time Metrics, will be checked automatically. Leave those metrics checked. Typically, it takes approximately one day until all the metrics are recompiled into the Talent Warehouse; therefore, you should see them the next day. TALEO CONFIDENTIAL INFORMATION Page 38

39 Standard Configurations Standard configurations can be used in the Talent Management universe or changed to match your business definitions. The table below lists standard metrics configurations that are delivered out of the box. Out Of The Box Configurator Definitions Type Name Universe Objects Definition Job Application Event App. Creation Date Application Creation Date Date/time when the candidate's job application was created Job Application Event Job Application Event App. Completed Date App. First CSW Event Date Application Completed Date Application First CSW Event Date # Applications Moved in CSW Date/time when the candidate's job application was completed First date/time the candidate was ever moved in the workflow Job Application Event Job Application Event Job Application Event Job Application Event App. Review Date App. 1st Int Date App. 2nd Int Date App. 3rd Int Date Application Review Date # Applications Reviewed (Current & Historical) Application 1st Interview Date # Applications 1st Interview (Current & Historical) Application 2nd Interview Date # Applications 2nd Interview (Current & Historical) Application 3rd Interview Date # Applications 3rd Interview (Current & Historical) Earliest (Min) date/time candidate was put into the reference model status of "Review" Earliest (Min) date/time candidate was put into the reference model status of "1st Interview" Earliest (Min) date/time candidate was put into the reference model status of "2nd Interview" Earliest (Min) date/time candidate was put into the reference model status of "3rd Interview" Job Application Event App. Testing Date Application Testing Date # Applications Testing (Current & Historical) Earliest (Min) date/time candidate was put into the reference model status of "Testing" Job Application Event App. Offer Date Application Offer Date # Applications Offered (Current & Historical) Earliest (Min) date/time candidate was put into the reference model status of "Offer" Job Application Event App. Hired Date Application Hire Date # Applications Hired (Current & Historical) Earliest (Min) date/time candidate was put into the reference model status of "Hired" Job Application Event App. Rejected Date Application Rejected Date # Applications Rejected (Current & Historical) Earliest (Min) date/time candidate was put into the reference model status of "Rejected" Job Application Event App. Declined Date Application Declined Date # Applications Declined (Current & Historical) Earliest (Min) date/time candidate was put into the reference model status of "Declined" TALEO CONFIDENTIAL INFORMATION Page 39

40 Out Of The Box Configurator Definitions Type Name Universe Objects Definition Job Application Event App. Offer Accepted Date Application Offer Accepted Date # Applications Offer Accepted (Current & Historical) Latest (Max) date/time candidate accepted the offer on the requisition, based on the Taleo Offer Management "Accepted Date" Job Application Event Job Application Event Job Application Event App. Offer Approved Date App. Offer Extended Date App. Offer Refused Date Application Offer Approved Date Application Offer Extended Date # Applications Offer Extended (Current & Historical) Application Offer Refused Date # Applications Offer Refused (Current & Historical) Job Application Event App. Hire Start Date Application Hire Start Date Job Application Event Job Application Event App. Offer Start Date App. Consolidated Start Date Application Offer Start Date Application Consolidated Start Date Latest (Max) date/time candidate's offer was approved, based on the Taleo Offer Management "Approved Date" Latest (Max) date/time candidate's offer was extended, based on the Taleo Offer Management "Extended Date" Latest (Max) date/time offer was refused by the candidate, based on the Taleo Offer Management "Refused Date" Date/time corresponding to the candidate's job "Start Date". This field corresponds to the start date entered when someone is hired in the system. Date/time corresponding to the candidate's job "Start Date". This field corresponds to the start date entered when someone accepts an offer in the system (in Taleo Offer Management). Date/time corresponding to the candidate's job "Start Date". This field evaluates both "Offer Start Date" and "Hire Start Date" and returns the appropriate date. If a "Hire start date" is present, the system returns uses that date. If not, then the system uses "Offer start date" Requisition Event Req. Creation Date Requisition Creation Date Requisition Event Req. Draft Date Requisition Draft Date Date/Time when the requisition was created in the system Earliest (Min) date/time when the requisition was put into the "Draft" status. Requisition Event Req. To Be Approved Date Requisition To Be Approved Date Earliest (Min) date/time when the requisition was put into the "To Be Approved" status. Requisition Event Req. Approved Date Requisition Fully Approved Date Earliest (Min) date/time when the requisition was put into the "Approved" status. Requisition Event Req. Sourcing Date Requisition Sourcing Date Requisition Event Req. Opened Date Requisition Opened Date Earliest (Min) date/time when the requisition was put into the "Sourcing" status. Earliest (Min) date/time when the requisition was opened. Based on a combination of requisition status dates for "Sourcing" and "Approved", the system will use TALEO CONFIDENTIAL INFORMATION Page 40

41 Out Of The Box Configurator Definitions Type Name Universe Objects Definition the minimum date it finds. Requisition Event Req. Cancelled Date Requisition Cancelled Date Requisition Event Req. Filled Date Requisition Filled Date Requisition Event Req. Closed Date Requisition Closed Date Requisition Event Requisition Event Req. First Interview Date Req. Last Accepted Date Requisition 1st Interviewed Date Req. Last Position Accepted Date Requisition Event Req. First Hire Date Requisition 1st Hired Date Earliest (Min) date/time when the requisition was put into the "Cancelled" status. Latest (Max) date/time when the requisition was put into the "Filled" status. Earliest (Min) date/time when the requisition was closed. Based on a combination of requisition status dates for "Filled" and "Cancelled", the system will use the minimum date it finds. Earliest (Min) date/time a candidate was interviewed on the requisition, based on Job Application Events "App. 1st Int Date", "App. 2nd Int Date", and "App. 3rd Int Date". Latest (Max) date/time a candidate accepted an offer on the requisition, based on Job Application Event "App. Offer Accepted Date". Earliest (Min) date/time a candidate was hired on the requisition, based on Job Application Event "App. Hire Date". Requisition Event Requisition Time Metric Requisition Time Metric Requisition Time Metric Requisition Time Metric Requisition Time Metric Req. Target Start Date Time To Fill Requisition Cycle Time Time To Approve Requisition Time to Last Position Accepted Contracted Time To Start Requisition Target Start Date Requisition Time To Fill Avg. Requisition Time To Fill Requisition Cycle Time Avg. Requisition Cycle Time Requisition Time To Approve Avg. Requisition Time To Approve Requisition Time to Last Position Accepted Avg. Req. Time To Last Position Accepted Requisition Contracted Time To Start Avg. Req. Contracted Time To Start Date entered in the requisition standard field "Target Start Date" Days between the requisition approved date and the requisition filled date minus any time the requisition spent on hold between these two dates Days between the requisition creation date and the requisition filled date minus any time the requisition spent on hold between these two dates Days between the requisition to be approved date and the requisition approved date minus any time the requisition spent on hold between these two dates Days between the requisition approved date and the requisition last accepted date minus any time the requisition spent on hold between these two dates Days between the requisition approved date and the requisition target start date TALEO CONFIDENTIAL INFORMATION Page 41

42 Out Of The Box Configurator Definitions Type Name Universe Objects Definition Requisition Time Metric Job Application Time Metric Job Application Time Metric Job Application Time Metric Job Application Time Metric Time To Source Application Cycle Time Time To Hire Time to Start Time First CSW Action Requisition Time To Source Avg. Requisition Time To Source Application Cycle Time Avg. Application Cycle Time Application Time To Hire Avg. Application Time To Hire Application Time To Start Avg. Application Time To Start Application Time To First CSW Action Avg. Application Time To First CSW Action Days between the requisition creation date and the requisition sourcing date minus any time the requisition spent on hold between these two dates Days between the application creation date and the application hire date minus any time the requisition spent on hold between these two dates Days between the requisition approved date and the application hire date minus any time the requisition spent on hold between these two dates Days between the requisition approved date and the application consolidated start date minus any time the requisition spent on hold between these two dates Days between the application creation date and the application first CSW event date minus any time the requisition spent on hold between these two dates Requisition Snapshots Definition Of An Open Requisition Not Applicable Requisitions With Statuses "Approved", "On Hold" or "Sourcing" Requisition Snapshots Exclude Requisitions With Unlimited Positions Not Applicable Yes Requisition Snapshots Definition Of A Filled Position Not Applicable Candidates Having Reference Statuses of "Hired" or "Offer" Requisition Snapshots Definition Of The Requisition Open Date Not Applicable Requisition Event "Approved Date" Requisition Snapshots Requisition Aging: Exclude Time On Hold From Calculation Not Applicable No Requisition Snapshots Requisition Aging Brackets Not Applicable 0-30 Days ; Days ; Days ; Days ; > 120 Days Requisition Snapshots Day Of Monthly Snapshot Execution Not Applicable First Of The Month Requisition Snapshots Weekly Snapshot Runs Activated Not Applicable No TALEO CONFIDENTIAL INFORMATION Page 42

43 Configuration Governors Each configurable entity has a set number of empty or open slots that can be used. The following are the limits per entity: Entity Number of Available Slots Candidate Historical Events 20 Requisition Historical Events Application Time Metrics Requisition Time Metrics ten ten ten Requisition UDFs - Multi Select 5 Requisition UDFs - Singe Select, Date, Numeric 15 EEO Questions - Single Select 5 EEO Questions - Multi Select 1 Open Requisitions Trends - Aging Brackets 5 TALEO CONFIDENTIAL INFORMATION Page 43

44 Queries Using the Talent Management Universe The Talent Management universe is a Business Objects universe specifically tailored to yield metrics and analytics. It uses the Talent Data Warehouse as a source. Once settings from the Metrics Configurator have been saved and applied, they will be accessible through this universe. The following is a diagram that highlights the relationships of available entities within the Talent Management Universe: TALEO CONFIDENTIAL INFORMATION Page 44

45 Dashboard Construction and Deployment TALEO CONFIDENTIAL INFORMATION Page 45

46 Introduction The Tiered Dashboard Builder provides a hierarchical view of the application s design. A dashboard application can consist of menus (tabs), submenus (sub-tabs), and analytics that, together, satisfy functional requirements. You can add, modify, or remove one or more applications, menus, or sub-menus in the Dashboard Builder. The items added can be placed at different levels in the application structure. Tiered Dashboards Self-service tools specifically for creating dashboards Allows imbedding of multiple WEBI parts from different documents for a streamlined, unified view of metrics Can drag in documents and hyperlinks to dashboards Drag and drop interface to add components to dashboards Menus and Submenus interface Executive metrics. No global filtering or slice and dice. If it is required to have dashboardlevel filtering or slide and dice. Please use Web Intelligence to create your dashboard. Cannot be exported directly. Users need to take a screenshot of a dashboard and put it into a PowerPoint presentation or other recipient. It is also possible to create Web Intelligence dashboards and Single Dashboards. These dashboard types will be covered in a later release of this guide. To have the ability to create tiered dashboards, you must have the appropriate rights. If you do not have the appropriate user rights on your account, please contact Taleo support to have your account modified. TALEO CONFIDENTIAL INFORMATION Page 46

47 Creating New Dashboards To create a new tiered dashboard, click on the following icon in Infoview: 1. Click new to create a new dashboard. The dashboard builder tool appears. 2. Click Add and then New Dashboard. Choose a name and then click Save. Save the dashboard to the desired location in Infoview. 3. If you wish to have several dashboard pages, create menus and sub menus for your dashboard. a. Highlight the dashboard on the navigation pane; click Add and then New Menu. Name the menu and save the dashboard. b. Repeat the above step to create additional menus. c. To create a sub-menu, highlight a menu; click Add and then New Sub Menu. Name the sub menu and save the dashboard. 4. You can use the up and down arrows to move menus and sub menus up and down in the dashboard hierarchy. In the following example, the dashboard has five pages, which include the landing page DOC New Dashboard and four other menus. TALEO CONFIDENTIAL INFORMATION Page 47

48 The graphic below demonstrates how this displays to the end user: 5. You can setup a default page, also known as a landing page, to display the dashboard when accessed by users. Click the dashboard name, click Select, choose the default landing page, and click OK. If no landing page is selected, the main dashboard page will be used as a landing page. TALEO CONFIDENTIAL INFORMATION Page 48

49 Adding Content to a Dashboard Once you have created your dashboard, it is now time to add some content to it. Modifying Dashboards 1. Navigate to the folder containing the saved dashboard. 2. Click View. If you just created the dashboard, click the Infoview link at the top left of the page and then navigate to the dashboard. 3. Choose the dashboard page you want to modify by moving to the appropriate menu or sub-menu. 4. Click Customize 5. Drag and drop the desired elements of content available in the left-hand navigation pane. Note: Content must be published to corporate documents to be available in this pane. If you believe the view of the navigation does not contain the most recently published content or the navigation pane is unresponsive, log out and back in. 6. By default, the canvas is set to freeform. For proper alignment of content, turn on the Snap to Grid option at the top and select the grid size. You can switch to a default dashboard layout by selecting Template. 7. Click Apply and Close. It is strongly recommended click Apply frequently as you edit the dashboard so that if you are logged out, you will not lose your work. Dashboard Content Examples Web Intelligence Documents You can add Web Intelligence documents to your dashboards. Based on how the document is saved, it will render in one of the following ways within the dashboard: Scheduled: Will always show the latest instance. Refresh on Open but not scheduled: Will refresh the report when the dashboard is accessed. Refresh Manually but not scheduled: Will show any data already saved in report. There are three ways to use Web Intelligence documents in dashboards: 1. Render the full report in the dashboard: Drag and drop the Web Intelligence document into the dashboard and size it. 2. Render the report in compact mode: This will remove some of the navigation components of the report, showing the minimum needed for interactivity. TALEO CONFIDENTIAL INFORMATION Page 49

50 1. To activate compact mode, click on the pencil button on the top right-hand side of the component. The next page may load slowly. 2. Under Web Intelligence Report Options, choose Display report in compact mode. Click OK. The advantage of compact mode is that it enables interactivity, such as drill and zoom. The common drawback is that scrollbars usually render with the component; thus reducing the visual quality of the dashboard: To limit this behavior, perform the following steps in the Web Intelligence document: a. Open the document in edit mode. b. Activate Page Mode by clicking on the page icon. c. Click on a blank spot on the page. d. In Properties under Page Layout > Page size, decrease size of the page by changing to one of the following: o 6 ¾ Envelope o A6 o Envelope #9 o Envelope C6 o Envelope DL o Japanese Envelope Chou #3 o Japanese Envelope Chou #4 e. Save the document. TALEO CONFIDENTIAL INFORMATION Page 50

51 3. Only render a specific part of a Web Intelligence document. a. Drag the report part from the navigation pane to the Dashboard. b. Right click on the part you want to display. c. Click Select this report part. Note: Report parts are not selectable if drill mode is activated. You must turn off drill mode to be able to select a report part. This is a powerful feature, as you can have any part of a WEBI report shown in a dashboard. Examples: Graphs Summary tables Cross-tabs Individual titles and free text Image URLs Hyperlinks Drag and drop hyperlinks to the dashboard. The icon in the navigation looks like the following: To create a hyperlink, navigate to New > Hyperlink. Various Documents and Images You can drag and drop various documents and images to the dashboard. These various documents will generally be documents imported into Business Objects from your local computer. TALEO CONFIDENTIAL INFORMATION Page 51

52 Importing a Local Document to Business Objects Click New >Document from Local Computer. The formats supported are the following: Microsoft PowerPoint Microsoft Excel Microsoft Word Adobe Acrobat Text Rich Text Images, which can be imported using Text format. Ignore the warning by Business Objects and import any image required. Freeform HTML or Text You can add freeform text or HTML to the dashboard. Creating a Freeform HTML or Text Analytic 1. Navigate to New > Analytic. 2. Click Tools. 3. Select the Text Analytic component. 4. Inside the Analytic creation interface, choose whether to create a text or HTML analytic. 5. Type or paste the text or HTML. 6. Save the analytic. Navigation List A navigation list is a list of links to existing components within a menu. Adding a Navigation List 1. Drag the following into the dashboard from the navigation pane: New Analytic > Navigation List. 2. Drag and drop any component you wish to expose into the navigation list. These can be anything available within the corporate structure, for example reports, office documents, analytics, hyperlinks, HTML analytics, or text. TALEO CONFIDENTIAL INFORMATION Page 52

53 Users of the dashboard will now be able to click on the links to view the associated components. You can create a folder structure in the navigation list to organize links. To create a folder structure, click the Pencil icon at the top-right of the component. Once in the edit menu, you can create the appropriate folder structure. You can create a main window in the dashboard, which will actually open the components on which the users click. To create a main window, navigate to New Analytic and drag the Viewer component to the dashboard. It is possible to create a default view in the Viewer component. To create a default view, click the Pencil icon at the top-right of the component. Once in the edit view, check the corporate radio button then click Document List. List refreshment may take some time. Once the list is refreshed, select the default component to display in the viewer. Analytics Drag and drop analytics visualizations to the dashboard. The icon in the navigation pane looks like the following: TALEO CONFIDENTIAL INFORMATION Page 53

54 In dashboard edit mode, it is possible to modify some aspects of how the components render. To do so, click the Pencil icon at the top-right of any component. Click the Layout tab. From within this tab, there are the following items of interest: Show Window Border This setting is checked by default. Remove the check to hide borders. With window border Without window border Style Sheets Select a Style Sheet to alter the look and feel of component borders. TALEO CONFIDENTIAL INFORMATION Page 54