Knowledge Base / HR_HCM

IRIS Cloud HR

Vendor: IRIS Software Group · Mid-Market

Absence Management (ABSENCE)

Leave request and approval process. Includes PTO, sick leave, FMLA, and absence tracking.

Activities

• Request Annual Leave - New AbsenceRecord created via MyCascade 'Request Annual Leave' with a Holiday AbsenceReason; AbsenceRecord.Status set to Requested.
• Check Holiday Balance - Annual-leave summary shown on the request form from HolidayEntitlement.RemainingDays before the employee submits.
• Select Absence Reason - Employee picks the 'This is for' reason -> AbsenceRecord.AbsenceReasonId (AbsenceReason lookup: Holiday, Sickness, Study, Flexi).
• Select Absence Dates - 'On or from' / 'Date to' pickers set AbsenceRecord.StartDate/EndDate and generate AbsenceDay rows (with AM/PM half-day flags).
• Add Absence Note - Optional free-text note captured in AbsenceRecord.Narrative.
• Submit Absence Request - Employee selects Send; AbsenceRecord.Status = Requested and enters the authorisation route.
• Route Request to Approver - AbsenceRecord in Requested state is routed to the authoriser via the employee's Works For line manager (authorisation route).
• Approve Absence Request - Line manager authorises the request; AbsenceRecord.Status = Approved.
• Reject Absence Request - Line manager declines the request; AbsenceRecord.Status = Rejected.
• Record Absence Against Entitlement - Approved absence booked; AbsenceRecord.Days/Duration deducted and AbsenceRecord.Status moves to Taken.
• Update Holiday Balance - HolidayEntitlement.RemainingDays reduced by the booked AbsenceRecord.Days for the leave year.
• Report Sickness Absence - Sickness AbsenceRecord opened (AbsenceReason with the Sick flag); may be open-ended per AbsenceReason.AllowOpenEnded.
• Record Sickness on Attendance Screen - Manager/HR records the sickness on the Cascade Absence attendance screen (AbsenceRecord + AbsenceDay rows).
• Add Fit Note - Fit/sick note attached to the sickness instance and stored as a Document linked to the AbsenceRecord.
• Record Return Date - End date applied to the sickness AbsenceRecord.EndDate, which closes the absence and triggers the return-to-work form.
• Conduct Return-to-Work Interview - Return-to-work meeting held on the employee's return; captured as a ReturnToWork record distributed when the AbsenceRecord end date is applied.
• Complete Return-to-Work Form - Return-to-work form completed and signed off; ReturnToWork.CompletedDate/Outcome set.
• Evaluate Bradford Factor - Bradford Factor score computed over sickness occasions (AbsenceRecord rows whose AbsenceReason has the Sick flag and Add-to-Occasions): instances x instances x days.
• Trigger Absence Alert - Automatic absence alert raised when a Bradford/absence threshold is met; recorded as an AbsenceAlert row for the employee.
• Escalate to Formal Absence Review - Triggered case escalated to a formal absence review/meeting; AbsenceAlert.Status set to Escalated.
• Close Absence Record - Absence finalised; AbsenceRecord.Status = Taken (holiday) or the sickness instance closed after return-to-work.

Case attributes

• Absence Category (string) - Built-in AbsenceReason category driving how the absence behaves.
• Absence Reason (string) - The AbsenceReason selected for the absence.
• Absence Type (string) - High-level type of the absence.
• Department (string) - Department of the absent employee.
• Half Day Split (string) - AM/PM half-day flag on an absence day.
• Location (string) - Work location / site of the absent employee.
• Absence ID (string) - Unique absence record identifier (the case id).
• Employee Name (string) - Name of the absent employee (the AbsenceRecord employee).
• Line Manager (string) - Authoriser the request routed to (employee Works For).
• Bradford Factor Score (integer) - Bradford Factor score over the employee's sickness occasions.
• Duration Days (number) - Total booked duration of the absence in days.
• Remaining Holiday Balance (number) - Days remaining on the holiday entitlement after booking.
• Absence Status (string) - Absence lifecycle state.
• Absence Trigger Status (string) - Where the employee sits against the absence trigger policy.
• Fit Note Provided (string) - Whether a fit/sick note document was attached.
• Return-to-Work Status (string) - State of the return-to-work interview/form.
• Approved Date (datetime) - Timestamp the line manager authorised the request.
• End Date (datetime) - Last day of the absence (applied on return for sickness).
• Requested Date (datetime) - Timestamp the absence request was submitted.
• Return Date (datetime) - Date the employee returned (sickness end date applied).
• Start Date (datetime) - First day of the absence.

Process-mining benefits (historical)

• Return-to-work interviews that never happened [Compliance]: See how often a sickness absence closed without a return-to-work interview being completed, and how long the gap ran between the return date and the form. Turning 'we usually do them' into a counted, ranked pattern shows which managers and sites let a required step lapse.
• Where leave approvals sit waiting [Efficiency]: Measure how long requests wait from Submit Absence Request to a manager decision, and which approvers are the slowest. The bottleneck managers become the first place to set reminders or delegate authorisation.
• Sickness triggers that slipped through [Compliance]: Trace employees whose sickness occasions pushed their Bradford Factor over the policy threshold without an alert being raised or a review happening. You surface the cases the manual process quietly missed.
• Short-term sickness patterns by team [Service]: Find the teams with frequent short sickness occasions rather than a few long ones, and see how the pattern clusters by reason, day of week, and manager. This is the evidence that turns a hunch about a team into a supported conversation.
• Rejections and rebooking loops [Efficiency]: See how often a request is rejected and then re-submitted, and how many rounds it takes before leave is finally booked. The reasons behind repeated rejections point to gaps in the booking rules or team-cover guidance.
• Holiday balances carried or lost [Cost]: Compare booked leave against entitlement across teams and employee groups to see who is carrying large balances toward year end. It flags both burnout risk from under-used leave and the carry-over cost the business is quietly building up.

Process-mining benefits (action)

• A daily worklist of outstanding return-to-work interviews [Compliance]: Every day, surface employees who have returned from sickness with the return-to-work interview still pending, sorted by how long they have been back, so managers close the conversation while it still matters.
• Chase leave requests stuck awaiting approval [Efficiency]: Alert on absence requests still in Requested state past your threshold with a start date approaching, so a coordinator prompts the manager before the employee is left not knowing whether their leave is booked.
• Alert the moment a Bradford trigger is hit [Compliance]: As sickness is recorded, flag employees whose Bradford Factor crosses a policy band so HR opens the absence review inside the window instead of finding it in a quarterly report weeks later.
• Flag open sickness with no fit note [Service]: Produce a live list of employees off sick beyond the self-certification limit with no fit note attached, so the manager requests it in time and pay and records stay correct.
• Nudge unused holiday before the year end [Cost]: As the leave year closes, list employees carrying large remaining balances so managers encourage bookings early rather than facing a carry-over spike or a rush of requests no team can cover.
• Protect team cover against overlapping leave [Service]: Show approved and requested absence overlapping within a team for the coming weeks, with public holidays folded in, so managers spot cover gaps before they approve the next request rather than after.

Data tables

• AbsenceRecord - A recorded absence (holiday, sickness, other leave) against an employee
• AbsenceAlert - An automatic absence alert raised when an employee crosses an absence trigger threshold (e.g. a Bradford Factor score band). Records the score, the threshold hit, and whether it was escalated to a formal review.
• AbsenceDay - A single day within an absence period, carrying the per-day duration and AM/PM split. Verified AbsenceDay resource.
• Document - Documents stored against an employee record (contracts, certificates, letters). Confirmed by the document management capability; fields inferred.
• HolidayEntitlement - Annual leave entitlement and balance for an employee per leave year
• ReturnToWork - A return-to-work interview record for a sickness absence. Cascade distributes a return-to-work form as soon as an end date is applied to a sickness AbsenceRecord; the completed form captures the interview outcome. One per sickness instance that required an interview.
• AbsenceReason - Lookup defining types/categories of absence (holiday, sickness, study, flexi, lieu) and their behaviour flags. Verified AbsenceReason resource.
• PublicHoliday - Public/bank holiday calendar dates applied to working patterns and absence calculation. Verified PublicHoliday resource.
• WorkingPattern - Defines an employee's working pattern (days/hours worked), used to validate absence against working days. Verified WorkingPattern resource.

Core HR (CORE_HR)

Employee master data, organizational structure

Activities

• Submit Self-Service Change Request - Employee or line manager raises a change in MyCascade self-service; captured as a DataChangeRequest row (the case id) with Submitted Date and requested change type. Extractable from DataChangeRequest.Status=Submitted.
• Update Personal Details - Self-service change to personal fields on the Employee record (KnownAs, MaritalStatus, Nationality, address/contact). Extractable from an Employee record update logged in DataChangeAudit.
• Update Bank Details - Self-service change to the employee's payroll bank account. Extractable from a BankDetails record change (and DataChangeAudit).
• Update Emergency Contact - Self-service change to next-of-kin / emergency contact. Extractable from an EmergencyContact record change.
• Request Job or Salary Change - Line-manager-initiated change to job, position, or pay raised as a DataChangeRequest. Extractable from DataChangeRequest where Requested By = Line Manager and Change Type in Job/Position/Salary.
• Route Change Request for Authorisation - Request routed to an authoriser; for screens updated by requests the data-change workflow only starts when the request is accepted. Extractable from DataChangeRequest.Status=Pending Authorisation.
• Review Change Request - Line manager opens the pending request as a workflow User Decision task. Extractable from DataChangeRequest authorisation task activity.
• Approve Change Request - Authoriser accepts the request. Extractable from DataChangeRequest.Status=Accepted with Authoriser and Approved Date.
• Reject Change Request - Authoriser rejects the request; the change is not committed. Extractable from DataChangeRequest.Status=Rejected.
• Commit Data Change to Employee Record - Accepted change applied to the live record as an effective-dated update. Extractable from the Employee / EmploymentContract record update and its DataChangeAudit row (changed by, changed date).
• Set Change Reason and Effective Date - Reason for change chosen from the configured list and the effective date set. Extractable from SalaryHistory.ChangeReason/EffectiveDate and EmploymentContract.ChangeReason.
• Record Salary Change - New salary written to salary & pay history. Extractable from a SalaryHistory row (SalaryWithCurrency, EffectiveDate, ChangeReason).
• Record Job Change - Change of job on the contract. Extractable from EmploymentContract.JobId / ChangeReason change (and DataChangeAudit).
• Record Position Change - Change of position/post. Extractable from Employee.PositionId / EmploymentContract.PositionId change logged in DataChangeAudit.
• Change Department - Organisation move to a new department / cost centre. Extractable from Employee.DepartmentId (and CostCentre) change in DataChangeAudit.
• Change Line Manager - Reporting-line change. Extractable from Employee.ManagerId change logged in DataChangeAudit.
• Change Working Pattern - Change of contracted hours / working pattern (e.g. flexible working). Extractable from EmploymentContract.WorkingPatternId / ContractedHours / NormalHours change.
• Change Contract Type - Change of contract basis (e.g. Fixed-Term to Permanent) or end date. Extractable from EmploymentContract.ContractType / ContractEndDate change.
• Record Promotion - Grade/position uplift usually paired with a pay change. Extractable from a Position/Grade change plus a SalaryHistory row with a promotion Reason for change.
• Trigger Data Change Workflow - The data-change workflow trigger fires on the committed Add/Update to a monitored page. Extractable from the workflow instance started by the data change.
• Notify Payroll of Change - Workflow Email task notifies payroll of a pay-affecting change. Extractable from the data-change workflow Email task completion.
• Log Change in Data Change Audit - Field-level change recorded in the Data Change Audit (changed field, old value, new value, changed by, changed date). Extractable from DataChangeAudit.

Case attributes

• Authoriser (string) - Line manager or HR role that accepted or rejected the request.
• Change Reason (string) - Reason for change selected from the configured list.
• Change Type (string) - What kind of record change this case is.
• Changed Field (string) - The specific field altered, as recorded in the Data Change Audit.
• Department (string) - Department the employee sits in (Employee.DepartmentId / Department).
• Position (string) - Position / job title the change relates to (Position.JobTitle).
• Requested By (string) - Who raised the change.
• New Value (string) - New value of the changed field, from the Data Change Audit.
• Old Value (string) - Prior value of the changed field, from the Data Change Audit.
• Change Request ID (string) - System id of the MyCascade self-service change request (the case id).
• Employee Name (string) - Name of the employee whose record is changing (Employee record).
• Payroll ID (string) - Payroll/display identifier of the employee (Employee.PayrollId).
• Request Status (string) - Lifecycle state of the change request.
• Requires Authorisation (string) - Whether the change needed sign-off or committed directly.
• Applied Date (datetime) - Timestamp the change was committed to the record (DataChangeAudit changed date).
• Approved Date (datetime) - Timestamp the request was accepted.
• Effective Date (datetime) - Date the change takes effect (SalaryHistory.EffectiveDate / EmploymentContract.StartDate).
• Submitted Date (datetime) - Timestamp the change request was submitted.

Process-mining benefits (historical)

• How long change requests wait for approval [Efficiency]: Measure the time from a self-service change request being submitted to a line manager accepting or rejecting it, and see which managers and change types sit longest. The approvals that stall the most become the first place to set reminders or reassign an authoriser.
• Changes made without going through approval [Compliance]: Compare committed record changes in the Data Change Audit against the change requests that were actually accepted. Salary, job, or manager changes that appear in the audit with no matching approved request show where sign-off was bypassed.
• Pay changes that missed the payroll cutoff [Cash]: Trace how often a salary change is committed with an effective date earlier than the date it was actually recorded, meaning the pay run had already closed. Late pay changes drive backpay and corrections you can now count by team and month.
• Rework loops on rejected changes [Efficiency]: Find the change requests that were rejected and resubmitted, and see how many rounds it took before one was accepted. Repeated back-and-forth points to unclear forms, missing reasons, or the wrong approver being asked.
• Which change types flow cleanly and which drag [Service]: Compare end-to-end time across personal-detail, department move, promotion, salary, and contract changes. You learn which everyday HR changes run smoothly and which consistently need chasing, so effort goes where the friction really is.
• Reporting-line and department moves left half-done [Compliance]: See the manager and department changes where the reporting line was updated but the related records (cost centre, working pattern, or an outstanding request) were not. These loose ends are where approvals and reporting quietly break.

Process-mining benefits (action)

• A daily worklist of change requests awaiting authorisation [Efficiency]: Every day, surface the change requests sitting in Pending Authorisation, sorted by how long they have waited, so line managers clear their queue before employees start chasing HR about a change that has gone quiet.
• Flag pay changes before the payroll cutoff [Cash]: Produce a live list of approved salary changes with an effective date in the current pay period that payroll has not yet been notified of, so the change lands in the right run and nobody needs backpay next month.
• Alert on record changes made without an approved request [Compliance]: Watch the Data Change Audit for salary, job, or manager changes committed with no matching accepted request, and raise them for review, so unauthorised edits are caught while they are fresh rather than at audit time.
• Chase stale requests before people give up [Service]: Produce a live list of change requests submitted more than your threshold ago with no decision recorded, so a coordinator unblocks them before the employee re-raises the same change or escalates to HR.
• Catch changes stuck approved-but-not-applied [Efficiency]: Flag requests that were accepted but never committed to the record, so HR applies the effective-dated change instead of leaving an approved promotion, move, or pay rise that never actually reached the employee's record.
• Re-home requests orphaned by a manager change [Compliance]: When an employee's line manager changes, surface any change requests still waiting on the old manager so they are reassigned to the new one, instead of sitting unapproved with nobody able to action them.

Data tables

• DataChangeAudit - The Data Change Audit - one row per field-level change to employee data (changed field, old value, new value, who changed it, and when). The primary event source for mining what changed on employee records over time.
• DataChangeRequest - A MyCascade self-service change request - the case record for an ongoing employee-record change. One per requested change; carries the employee, change type, requested field/values, status, authoriser, and the submitted/approved/applied dates. For screens updated by requests, the data-change workflow only starts when the request is accepted.
• Employee - Master record for an employee; the central HR record
• Position - A defined position/role within the organisation
• BankDetails - Employee bank account details for payroll payment. Verified BankDetails resource fields.
• Benefit - Employee benefits and benefit-in-kind records, including P11D values. Verified Benefit resource fields.
• Department - Organisational unit / department in the org structure
• Document - Documents stored against an employee record (contracts, certificates, letters). Confirmed by the document management capability; fields inferred.
• EmergencyContact - Employee emergency contact details. Verified EmergencyContact resource (Primary flag).
• EmploymentContract - Contractual terms for an employee
• Qualification - Employee qualifications, skills and certifications. Confirmed by HR System Guide (qualifications/certifications) and recruitment skills-matching; fields inferred.
• RightToWork - Right-to-work / visa and immigration status record. Cascade integrates with Right to Work verification providers (recruitment) and stores work authorisation status. Fields inferred from product description.
• SalaryHistory - Historical record of salary/pay changes over time. Each Job change with a ChangeReason and SalaryWithCurrency effectively forms salary history in Cascade; modelled as a distinct entity. Largely inferred from Job change-tracking.
• Hierarchy - Organisation hierarchy node used to model the org structure (departments, divisions, locations). Verified Hierarchy resource in API.
• WorkingPattern - Defines an employee's working pattern (days/hours worked), used to validate absence against working days. Verified WorkingPattern resource.
• WorkingPatternComponent - Per-day component of a working pattern (hours/segments for a given day). Verified WorkingPatternComponent resource.

Expense-to-Reimburse (E2R)

Employee expense management from submission to reimbursement. Includes receipt capture, policy compliance, approval routing, and payment.

Activities

• Create Expense Claim - Employee starts a claim in MyCascade self-service - ExpenseClaim row created with Status=Created (ClaimId, EmployeeId, ClaimDate).
• Add Expense Lines - Employee adds claim line items - ExpenseLine rows carrying ExpenseCategory (an Expense Code), Amount, Mileage, ExpenseDate and VAT.
• Attach Receipt - Employee attaches receipts to lines - ExpenseLine.ReceiptDocumentId set (Document); the receipt validation service checks HMRC compliance.
• Submit Expense Claim - Employee submits the claim for approval by request - ExpenseClaim.Status=Submitted; the claim enters its authorisation route.
• Authorise Expense Claim - Authoriser (line manager on the authorisation route) approves the submitted claim - ExpenseClaim.Status=Approved (ApproverId set).
• Return Expense Claim to Employee - Correction path - the authoriser rejects/returns the claim to the employee for amendment; the claim leaves Submitted without becoming Approved.
• Resubmit Expense Claim - Employee amends a returned claim and resubmits it - ExpenseClaim.Status back to Submitted (rework loop).
• Check Expense Claim - Processor/finance checks the approved claim in Admin > Expenses > Financial Control - ExpenseClaim.Status=Checked before payment.
• Assign Claim to Expense Period - Checked claim is placed in an open Expense Period for payment - ExpensePeriod (period with Open status and a cut-off date).
• Pay via Payroll Pay Element - Reimbursement route A - the claim is included in a Cascade Payroll run and posted as a PayElement on the employee's payslip.
• Create BACS Payment for Claim - Reimbursement route B - the claim is paid separately; a BACS payment file is produced outside the payroll run (BacsPaymentFile).
• Mark Expense Claim Paid - Payment completed - ExpenseClaim.Status=Paid; the claim is closed for the expense period.
• Post Expense to GL - Expense value posted to the general ledger via the GL Code / GL Mileage Code configured on the Expense Codes (GL export).

Case attributes

• Company (string) - Payroll/HR company the claim belongs to.
• Currency (string) - Currency of the claim.
• Department (string) - Department the claiming employee belongs to.
• Expense Period (string) - Financial-control expense period the claim is paid in.
• Reimbursement Method (string) - How the approved claim is paid.
• Authoriser ID (string) - Line manager / authoriser who approves the claim.
• Employee ID (string) - Claiming employee the expense belongs to.
• Expense Claim ID (string) - System identifier of the expense claim (the case id).
• Line Count (integer) - Number of expense lines on the claim.
• Mileage Total (decimal) - Total mileage claimed across mileage lines.
• Returned Count (integer) - Number of times the claim was returned for amendment.
• Total Amount (decimal) - Total value of the claim.
• VAT Total (decimal) - Total VAT claimed across the lines.
• Claim Status (string) - Expense claim lifecycle state.
• Receipt Attached (string) - Whether receipts are attached to the claim lines.
• Approved Date (datetime) - Date the claim was authorised.
• Checked Date (datetime) - Date finance checked the claim in Financial Control.
• Claim Date (datetime) - Date the claim was created.
• Paid Date (datetime) - Date the claim was reimbursed.
• Submitted Date (datetime) - Date the claim was submitted for approval.

Process-mining benefits (historical)

• How long claims wait for approval [Efficiency]: Measure the time each claim sits between submit and authorise, broken down by approver and team. What feels like the odd slow manager becomes a ranked list of where claims queue longest, so you know exactly whose sign-off holds up reimbursement.
• Where claims get returned and reworked [Efficiency]: Count how often a claim is returned to the employee and resubmitted before it is approved, and which expense types drive it. The categories that keep bouncing back are the ones to tighten guidance on or validate at entry.
• Claims approved without a receipt [Compliance]: Find the claims that reached Approved or Paid with no receipt attached to their lines. What auditors sample for by hand becomes a complete, counted population, showing which teams and expense codes skip receipts most.
• End-to-end time from claim to reimbursement [Cash]: Trace the full elapsed time from Created to Paid across the whole population and see how it varies by period, department and reimbursement method. You learn where the cycle is genuinely slow rather than relying on the loudest complaints.
• Claims and lines over policy limits [Compliance]: Surface the lines whose amount or expense code sits outside your permitted limits, and whether they were still approved. Policy breaches that used to slip through one claim at a time become a pattern you can quantify by code and by approver.
• How the checked-to-paid gap tracks the pay calendar [Cash]: Compare when claims are checked in Financial Control against when they are paid, per expense period. Claims that miss a period cut-off and roll to the next one become visible, showing where reimbursement is delayed a full cycle.

Process-mining benefits (action)

• Chase approvals before they age out [Service]: Produce a live worklist of submitted claims waiting for authorisation past your threshold, sorted by how long they have waited, so a manager clears the sign-off before the employee is left out of pocket.
• Flag missing receipts before approval [Compliance]: While a claim is still Submitted, alert on lines with no receipt attached so the authoriser requests it before approving, rather than a compliance gap being discovered after the money has been paid.
• Stop out-of-policy lines at the approver [Compliance]: As claims arrive for authorisation, highlight lines whose amount or expense code exceeds the permitted limit, so the approver challenges them up front instead of paying first and clawing back later.
• Clear checked claims before the period cut-off [Cash]: Show finance a live list of approved-but-unpaid claims with the current expense period's cut-off approaching, so they are checked and assigned in time to be reimbursed this cycle rather than the next.
• Route reimbursement the right way, every time [Efficiency]: For each checked claim, surface whether it is set to pay through a payroll pay element or a separate BACS file so payroll and finance handle it on the correct run and no claim is paid twice or missed between the two routes.
• Rescue claims stuck in a return loop [Service]: List claims that have been returned to the employee and not yet resubmitted, so a coordinator nudges the employee before the claim goes stale and the person quietly gives up on being reimbursed.

Data tables

• Employee - Master record for an employee; the central HR record
• ExpenseClaim - An employee expense claim submitted for reimbursement
• BacsPaymentFile - The employee payment file for a payroll run - built from net pay and employee bank details and submitted to the bank/BACS to pay employees.
• Document - Documents stored against an employee record (contracts, certificates, letters). Confirmed by the document management capability; fields inferred.
• ExpenseLine - An individual line item on an expense claim (category, amount, mileage, receipt). Confirmed via 'claim line items', categories, mileage and receipts; fields inferred.
• PayElement - An individual earning or deduction line on a payslip
• ExpenseCode - An expense type an employee can claim, configured in Expense Maintenance. Carries the code, description, GL Code for the finance export and an In Use flag. Referenced by expense lines to classify a claim.
• ExpensePeriod - An expense period claims are grouped into for payment, managed in Admin > Expenses > Financial Control. Carries the period start/end and cut-off dates and an Open status controlling whether claims can be added.
• VatCode - A VAT rate that can be applied to an expense line, configured under VAT Codes. Carries the code, rate, description, a default flag and an in-use flag; VAT can be auto-calculated on the line.

Hire-to-Retire (H2R)

The complete employee lifecycle from recruitment through retirement. Includes hiring, onboarding, performance management, and offboarding.

Activities

• Create Employee Record - The employee's central HR record is created - typically from Convert Applicants (hire handoff from Recruitment) or a new-starter creation. Extractable from a new Employee row (EmployeeId, DisplayId) with StartDate set. This opens the case.
• Complete Onboarding - The New Starter workflow finishes and the employee goes live as an active worker. Extractable from NewStarterWorkflow.Status=Complete and Employee.EmploymentStatus=Active. Cross-references the ONBOARD cell (OnboardingTask completions).
• Confirm End of Probation - The Probation workflow (Cascade workflow type Probation, tasks linked to the probation end date) completes with the probationer confirmed in post. Extractable from ProbationWorkflow.Status=Complete with Outcome=Confirmed and ConfirmedDate.
• Exit During Probation - Probation is not passed - the employee leaves before confirmation. Extractable from ProbationWorkflow.Outcome=Failed followed by a LeaverRecord with an early LeftDate. Probation-fail branch into the leaver path.
• Record Data Change - An ongoing change to the employee's personal or organisational data during active service (address, contact, department, manager). Extractable from a DataChangeAudit row (changed field, old value, new value, changed by, changed date). Cross-references CORE_HR.
• Record Job or Salary Change - A change of job, position, or pay written to history during active service. Extractable from a SalaryHistory row (SalaryWithCurrency, EffectiveDate, ChangeReason) or an EmploymentContract.ChangeReason update, logged in DataChangeAudit. Cross-references CORE_HR.
• Record Absence Spell - A leave or sickness spell taken during active service. Extractable from an AbsenceRecord (StartDate/EndDate, AbsenceReason) against the employee. Cross-references the ABSENCE cell.
• Submit Timesheet - A timesheet submitted for a worked period during active service. Extractable from a Timesheet row (PeriodStart/PeriodEnd, Status=Submitted). Cross-references the TIMESHEET cell.
• Record Period Pay - The employee is paid in a pay run for a period. Extractable from a Payslip row (NetPay) on a PayrollRun for the employee. Cross-references the PAYROLL cell.
• Complete Annual Appraisal - An appraisal / review cycle is completed for the employee. Extractable from PerformanceReview.Status=Complete with CompletedDate and an OverallRating. Cross-references the PERF cell.
• Complete Mandatory Training - A required course is completed / a qualification awarded during service. Extractable from TrainingRecord.DevelopmentStatus=Completed (CompletedDate) or a Qualification row (DateAchieved). Cross-references the LEARNING cell.
• Record Internal Move - The employee moves internally (transfer or promotion) rather than leaving, keeping the same EmployeeId and continuous service. Extractable from an Employee.PositionId / DepartmentId / ManagerId change (EmploymentContract change) logged in DataChangeAudit. Internal-move branch that loops the case back into active service.
• Record Long-Service Milestone - A length-of-service anniversary is reached. Derived from Employee.ContinuousServiceDate (Cascade calculates length of service from the Continuous Service Date on the Main screen). Extractable as an elapsed-service threshold on the live record.
• Record Leaver - The employee resigns / is terminated / retires. Extractable from a LeaverRecord (Leaver=Yes, LeaverReason, LastWorkingDay) and Employee.LeftDate set on the Leaver screen. Cross-references the OFFBOARD cell (LeaverWorkflow).
• Process Final Pay - The leaver's final payment is calculated and paid, and a P45 produced. Extractable from the final Payslip / PayrollRun for the employee and a Document of type P45. Cross-references OFFBOARD / PAYROLL.
• Archive Employee Record - The employee record is closed out - status set to Left / leaver-inactive and documents retained. Extractable from Employee.EmploymentStatus=Left (WorkingStatus=Leaver) and retained Document rows. Closes the case.

Case attributes

• Contract Type (string)
• Department (string)
• Job Title (string)
• Leaver Reason (string)
• Line Manager (string)
• Location (string)
• Employee Name (string)
• Employee Number (string)
• Payroll ID (string)
• Current Salary (number)
• Full Time Equivalent (number)
• Length of Service (integer)
• Employment Status (string)
• Working Status (string)
• Continuous Service Date (datetime)
• Left Date (datetime)
• Probation End Date (datetime)
• Start Date (datetime)

Process-mining benefits (historical)

• See the whole working life as one process [Efficiency]: Lay every employee's journey end to end - hire, onboard, probation, job and pay changes, appraisals, training, long service, leave - and measure how long each stage takes. You find where careers stall: long gaps to a first job or salary change, or to a first appraisal.
• Probation confirmations that slipped [Compliance]: See how often Confirm End of Probation lands after the probation end date, or is skipped entirely so an employee is never formally confirmed. Both leave you carrying unmanaged risk on the record.
• Appraisals and mandatory training that were missed [Service]: Trace employees whose active years passed without a completed annual appraisal, or with mandatory training and qualifications left to lapse, and see whether particular departments or managers drift more than others.
• Who churns, and how fast [Cost]: Measure real tenure from Start Date to Left Date and surface early attrition - people leaving soon after hire or failing probation - broken down by department, manager and leaver reason, so retention effort lands where the loss actually is.
• Final pay and P45 that trailed the leave date [Cash]: See how often Process Final Pay and the P45 complete after a leaver's Left Date, which risks a wrong or late final payment and an HMRC filing that no longer matches the record.
• Records left open after someone leaves [Compliance]: Find leavers whose Employee record never moved to Left or was never archived, so access, data and cost allocations linger against someone who has already gone.

Process-mining benefits (action)

• A probation-confirmation worklist [Compliance]: Each day, surface employees whose probation end date is imminent but whose Confirm End of Probation is not yet done, so a line manager makes the confirm, extend or exit decision before the date lapses.
• Chase overdue appraisals and expiring training [Service]: Produce a live list of active employees with no appraisal completed this cycle, or with mandatory training and qualifications about to expire, so HR and managers act before people fall out of date.
• Flag stalled new starters before day one [Efficiency]: Alert HR to new hires whose Complete Onboarding is still outstanding as their Start Date approaches, so laptops, accounts and day-one readiness are sorted before the employee walks in.
• Retention alerts on at-risk employees [Cost]: Flag active employees passing risky points - short tenure, repeated absence spells, no recent pay or job change - so HR intervenes before a valued person becomes a leaver you have to replace.
• A long-service recognition board [Service]: Show upcoming length-of-service anniversaries derived from each employee's continuous service date, so milestones are recognised on time rather than noticed after they have passed.
• Final-pay readiness for this month's leavers [Cash]: Keep a live list of leavers approaching their last payroll cutoff whose Process Final Pay, P45 and record archive are not yet done, so nobody is paid late, twice, or filed wrongly to HMRC.

Data tables

• AbsenceRecord - A recorded absence (holiday, sickness, other leave) against an employee
• Applicant - An applicant/application against a vacancy - the primary case record of the recruitment process. Carries the vacancy link, candidate details, stage, status, source, recruiting manager, and the application/shortlist/interview/offer/hire dates.
• DataChangeAudit - The Data Change Audit - one row per field-level change to employee data (changed field, old value, new value, who changed it, and when). The primary event source for mining what changed on employee records over time.
• Employee - Master record for an employee; the central HR record
• LeaverRecord - Offboarding / leaver record for an employee exiting the organisation - the leaver case record. Carries the Leaver flag, Leaver Reason, Notice Given Date, Last Working Day, Left Date (the payroll-integrating key field), Re-employ and Notes. Captured on the Cascade employee Leaver screen.
• LeaverWorkflow - The Leaver workflow instance - the offboarding case record from the Cascade workflow engine. One per leaver; carries the employee, employee group, status, and the triggered/completion dates. A Cascade workflow of type Leaver.
• NewStarterWorkflow - The New Starter workflow instance - the onboarding case record. One per new starter; carries the employee, applicant reference, employee group, status, and the offer/start/completion dates. A Cascade workflow of type 'New Starter'.
• PayrollRun - A payroll processing run that groups payslips and produces RTI submissions to HMRC. Confirmed via 'payroll runs' and 'RTI reports to HMRC'; fields inferred.
• Payslip - A payslip produced for an employee for a pay period
• PerformanceReview - An appraisal/review cycle record for an employee
• Position - A defined position/role within the organisation
• Timesheet - Hours worked recorded by an employee for a period
• TrainingRecord - The employee training record / Training Attendance entry - one row per course an employee attended, carrying the Development status (Booked, Attended, Completed, Passed, Failed), the start/end/completed dates, the cost against the training budget, and the provider. The primary completion/result event source for LEARNING mining.
• Department - Organisational unit / department in the org structure
• Document - Documents stored against an employee record (contracts, certificates, letters). Confirmed by the document management capability; fields inferred.
• EmploymentContract - Contractual terms for an employee
• ProbationWorkflow - The Probation workflow instance for an employee (Cascade workflow type Probation). Carries the probation end date and confirmation outcome, linked to the employee record.
• Qualification - Employee qualifications, skills and certifications. Confirmed by HR System Guide (qualifications/certifications) and recruitment skills-matching; fields inferred.
• SalaryHistory - Historical record of salary/pay changes over time. Each Job change with a ChangeReason and SalaryWithCurrency effectively forms salary history in Cascade; modelled as a distinct entity. Largely inferred from Job change-tracking.

Learning Management (LEARNING)

Training and development administration. Covers course enrollment, completion tracking, certifications, and compliance training.

Activities

• Create Employee Training Plan - Training need captured on the employee Training and Development plan (Plan Name, Target Date). Extractable from an EmployeeTrainingPlan record.
• Add Course to Training Plan - A course from a profile/catalogue added to the employee's plan as a required item. Extractable from an EmployeeTrainingPlan line referencing TrainingCourse.CourseId.
• Submit Course Request - Employee raises a self-service request to attend a course - a Training Enquiry (Enquiry Date, Training Course, Scheduled Date). Extractable from TrainingEnquiry.EnquiryStatus=OPEN (the case id).
• Raise Manager Training Request - Line manager raises a request to attend on an employee's behalf. Extractable from a TrainingEnquiry where Requested By = Line Manager.
• Route Course Request for Approval - Training Enquiry sent to the training administrator / line manager for a decision. Extractable from TrainingEnquiry routed to an approver (EnquiryStatus updated).
• Approve Course Request - Request to attend approved; an entry is created on the Training tab. Extractable from the approved TrainingEnquiry (Approver, Approved Date).
• Reject Course Request - Request to attend rejected; no place is booked. Extractable from TrainingEnquiry with a rejected status.
• Schedule Course - Course scheduled to a delivery date (Training > Schedule) with a maximum number of delegates. Extractable from a TrainingSchedule record (ScheduledDate, MaxDelegates).
• Add Delegate to Course - Employee added as a delegate on the schedule (Internal using planning / quick add / External). Extractable from a CourseDelegate row (ScheduleId, EmployeeId).
• Invite Delegate - Self-service delegate sent an email + task invitation they can accept or reject. Extractable from CourseDelegate.DelegateStatus=Invited.
• Confirm Delegate Place - Place on the course confirmed (auto-confirm or the delegate accepts); a record is added to Training Attendance. Extractable from CourseDelegate.DelegateStatus=Confirmed.
• Add Delegate to Reserve List - Over-max delegate placed on the reserve list. Extractable from CourseDelegate.DelegateStatus=Reserve.
• Cancel Delegate Place - Delegate cancels their place; a reserve can replace them. Extractable from CourseDelegate.DelegateStatus=Cancelled.
• Record Course Attendance - Attendance at the delivered course recorded on the Training Attendance page. Extractable from a TrainingRecord row (StartDate/EndDate present).
• Record Course Completion - Development status marked Completed on the Training tab. Extractable from TrainingRecord.DevelopmentStatus=Completed (CompletedDate).
• Record Course Result - Pass/Fail recorded for courses configured with the Pass/Fail recording option. Extractable from TrainingRecord.DevelopmentStatus in Passed/Failed.
• Record Training Cost - Course cost assigned against the employee training budget. Extractable from TrainingRecord.Cost.
• Record Qualification - Qualification/certification awarded by the course recorded on the employee record with an award date. Extractable from a Qualification row (DateAchieved, AwardingBody).
• Set Certification Expiry Date - Expiry/renewal date set from the course expiry period (months). Extractable from Qualification.ExpiryDate against TrainingCourse.ExpiryPeriodMonths.
• Trigger Expiry Reminder Workflow - Expiry-reminder workflow fires ahead of a course/qualification expiry. Extractable from the reminder workflow instance keyed on Qualification.ExpiryDate.
• Re-enrol for Renewal - Employee re-booked before expiry to keep compliance/mandatory training current. Extractable from a new TrainingEnquiry/CourseDelegate referencing the expiring course.

Case attributes

• Approver (string) - Line manager / training administrator that approved or rejected.
• Course Type (string) - Reporting category of the course (TrainingCourse.CourseType).
• Mandatory (string) - Whether the course is compliance/mandatory training or optional/elective.
• Requested By (string) - Who raised the request to attend.
• Cost (number) - Cost of the course assigned against the training budget (TrainingRecord.Cost).
• Course Title (string) - Course name (TrainingCourse.CourseTitle).
• Provider (string) - Training provider that delivered the course (TrainingRecord.Provider).
• Qualification Name (string) - Qualification/certification awarded (Qualification.QualificationName).
• Course Code (string) - Unique course code from the course catalogue (TrainingCourse.CourseCode).
• Employee Name (string) - Name of the employee being trained (Employee record).
• Payroll ID (string) - Payroll/display identifier of the employee (Employee.PayrollId).
• Training Enquiry ID (string) - System id of the MyCascade self-service course request (the case id).
• Delegate Status (string) - State of the delegate's place on the scheduled course.
• Development Status (string) - Result/completion state on the Training tab.
• Enquiry Status (string) - Lifecycle state of the training enquiry.
• Requires Approval (string) - Whether the request needed sign-off or was booked directly.
• Completed Date (datetime) - Date completion/result was recorded (TrainingRecord.CompletedDate).
• Enquiry Date (datetime) - Date the training enquiry was raised (TrainingEnquiry.EnquiryDate).
• Expiry Date (datetime) - Date the qualification/certification expires (Qualification.ExpiryDate).
• Scheduled Date (datetime) - Delivery date of the scheduled course (TrainingSchedule.ScheduledDate).

Process-mining benefits (historical)

• Compliance training that lapsed before it was renewed [Compliance]: Trace mandatory courses where the qualification's expiry date passed with no renewal booked, and see which teams and course types keep going out of date. These lapses are the gaps that turn into audit findings and cover risk.
• How long course requests wait for approval [Efficiency]: Measure the time from a self-service request to attend being raised to it being approved or rejected, and see which approvers and course types sit longest. The approvals that stall become the first place to set reminders or move the sign-off.
• Approved courses that were never actually attended [Service]: Follow requests that were approved and booked but where no completion was ever recorded on the Training tab. You see how much approved training quietly evaporates between the booking and the classroom, by course and by team.
• No-shows, cancellations and reserve-list churn [Efficiency]: Find the scheduled courses with the most cancelled places and reserve-list movement, and how often a confirmed delegate dropped out late. High churn shows which courses are over-booked, badly timed, or scheduled faster than people can attend.
• Where the training budget actually goes [Cost]: Total the recorded cost of completed courses by course type, provider, and team, and compare it against pass rates. You learn which providers and courses give real return and which spend keeps repeating without a result.
• Training plans that never turned into completed courses [Service]: Compare the courses put on employee training plans against the courses that were actually requested, booked and completed. The plan items that never move show where development commitments are made but never delivered.

Process-mining benefits (action)

• Renewal worklist before certifications expire [Compliance]: Every day, surface qualifications whose expiry date falls inside your renewal window with no re-enrolment yet booked, so L&D re-books mandatory training before people fall out of compliance rather than after.
• A daily queue of course requests awaiting approval [Efficiency]: Surface the training enquiries sitting in Pending Approval, sorted by how long they have waited, so approvers clear the queue and employees are booked onto the next schedule instead of missing it while a request goes quiet.
• Chase completion results that were never marked up [Service]: Produce a live list of confirmed delegates whose course date has passed but whose Development status is still Booked or Attended, so the trainer records the pass, fail or completion while it is fresh and the record stays accurate.
• Fill empty seats from the reserve list [Efficiency]: When a confirmed delegate cancels, flag the scheduled course and its reserve list so a reserve is promoted into the free place, keeping the course full instead of running part-empty and needing to be re-run.
• Flag new joiners missing mandatory training [Compliance]: Cross-check each employee's required mandatory courses against completed training records and raise anyone with an outstanding compliance course, so induction and health-and-safety training is booked before it is overdue.
• Book failed courses in for a resit before the deadline [Cost]: Produce a live list of delegates who failed a Pass/Fail course, so a resit is booked in time and the training spend already made is not wasted on a qualification that never gets awarded.

Data tables

• CourseDelegate - A delegate's place on a scheduled course. One per employee per schedule; carries the delegate status (Invited on email+task invitation, Confirmed on accept/auto-confirm, Reserve when over the maximum, Cancelled when the place is given up) and the invited / confirmed timestamps - the enrolment event source.
• TrainingEnquiry - A MyCascade self-service request to attend a course - the case record for a training lifecycle. One per requested course; carries the employee, course, requested schedule date, who raised it, the approval decision, and status. Raised OPEN and sent to the training administrator; on approval an entry is created on the employee Training tab.
• TrainingRecord - The employee training record / Training Attendance entry - one row per course an employee attended, carrying the Development status (Booked, Attended, Completed, Passed, Failed), the start/end/completed dates, the cost against the training budget, and the provider. The primary completion/result event source for LEARNING mining.
• EmployeeTrainingPlan - The employee Training and Development plan (PDP) - one per plan, carrying the Plan Name, Target Date, and the required courses. Where a training need is captured before a course is requested.
• Qualification - Employee qualifications, skills and certifications. Confirmed by HR System Guide (qualifications/certifications) and recruitment skills-matching; fields inferred.
• TrainingSchedule - A scheduled delivery of a course. Carries the course, the delivery/scheduled date, the location, and the maximum number of delegates. Delegates are added against a schedule.
• TrainingCourse - The course catalogue - one row per configured course. Carries the Course Code, Course Title, Course Type, Internal flag, Duration, the Course expiry period (months) that drives certification renewal, CPD hours, the In Use flag, and whether the course records Pass/Fail. Reference master for LEARNING.

Offboarding (OFFBOARD)

Termination, exit process, knowledge transfer

Activities

• Record Resignation or Termination - Leaver flag set from No to Yes on the employee Leaver screen (Update Record), with Notice Given Date captured. First recorded leaver event.
• Create Leaver Record - Leaver record persisted for the employee on the Leaver screen. From the LeaverRecord table row (Leaver = Yes).
• Record Leaver Reason - Leaver Reason chosen from the dropdown (Admin > System Lists), e.g. Resignation, Redundancy, Dismissal, Retirement, End of Contract, TUPE. From LeaverRecord.LeaverReason.
• Set Last Working Day - Last Working Day entered on the Leaver screen. From LeaverRecord.LastWorkingDay.
• Set Left Date - Left Date entered on the Leaver screen - the key field that integrates with Payroll and drives pro-rata calculations. From LeaverRecord.LeftDate.
• Trigger Leaver Workflow - A Cascade workflow of type Leaver is triggered for the leaver. From the LeaverWorkflow instance (TriggeredDate).
• Assign Offboarding Tasks - Offboarding checklist tasks/forms assigned on the Leaver workflow. From OffboardingTask rows created against the workflow.
• Serve Notice Period - Elapsed time between Notice Given Date and Last Working Day, derived from the LeaverRecord dates. Bounds the offboarding window.
• Return Company Equipment - Return-of-equipment task completed; assets marked returned. From OffboardingTask completion and EquipmentAsset return status.
• Complete Knowledge Transfer - Knowledge-transfer / handover task completed by the leaver and line manager. From OffboardingTask completion.
• Conduct Exit Interview - Exit interview task/form completed for the leaver. From OffboardingTask completion (Exit Interview task).
• Revoke System Access - Email-IT task to delete/disable the leaver's user account and application access. From OffboardingTask completion (Email IT task).
• Notify Payroll of Leave Date - Email-payroll task passing the leaving date. From OffboardingTask completion (Email Payroll task).
• Notify Company of Leaver - Email-company task announcing the leaver. From OffboardingTask completion (Email Company task).
• Calculate Final Holiday Balance - Final annual-leave balance calculated pro-rata to the Left Date. From HolidayEntitlement / AbsenceRecord against the leaver.
• Process Final Pay - Final pay variations saved and calculated, payroll and BACS run for the leaver's last payment. From Payslip / PayrollRun.
• Produce P45 - P45 (parts 1a, 2, 3) produced via Print P45 on the Starter / Leaver tab, with recalculation. From Document (P45) generation.
• Submit FPS with Leaver - Leaver flagged on the RTI Full Payment Submission with the final payment (leaver marked after payroll/BACS, before the FPS). From PayrollRun / FPS.
• Complete Leaver Dependency Check - All outstanding leaver actions on the Leaver Dependency Check screen cleared. From OffboardingTask completions reaching zero outstanding.
• Complete Leaver Workflow - Leaver workflow reaches Complete. From LeaverWorkflow.Status = Complete (CompletedDate).
• Update Employee Record to Left - Employee record status set to Left / leaver-inactive. From Employee status change.
• Archive Employee Documents - Leaver documents retained/archived against the employee record. From Document rows attached to the leaver.
• Close Leaver Workflow - Leaver workflow closed. From LeaverWorkflow lifecycle close.

Case attributes

• Department (string) - Department the leaver belonged to.
• Employee Group (string) - Employee group / category that selects the leaver workflow.
• Job Title (string) - Job title the leaver held.
• Leaver Reason (string) - Reason for leaving chosen on the Leaver screen dropdown.
• Location (string) - Work location / site of the leaver.
• Re-employ (string) - Whether the organisation would consider re-hiring the leaver.
• Employee Name (string) - Name of the leaver (the employee record being offboarded).
• Employee Number (string) - Employee number / payroll number of the leaver.
• Leaver Workflow ID (string) - System identifier of the Leaver workflow instance (the offboarding case id).
• Tasks Assigned (integer) - Count of offboarding tasks assigned on the workflow.
• Tasks Completed (integer) - Count of offboarding tasks completed.
• Exit Interview Status (string) - State of the exit interview task.
• Final Pay Status (string) - State of the leaver's final payroll payment.
• P45 Status (string) - State of the P45 for the leaver.
• Workflow Status (string) - Leaver workflow lifecycle state.
• Completed Date (datetime) - Timestamp the leaver workflow reached Complete.
• Last Working Day (datetime) - Final day the leaver actually works.
• Left Date (datetime) - Leaving date - key field integrating with payroll (drives pro-rata pay).
• Notice Given Date (datetime) - Date the employee gave (or was given) notice.
• Triggered Date (datetime) - Timestamp the Leaver workflow was triggered.

Process-mining benefits (historical)

• Where system access is revoked late [Compliance]: See how long it takes from a leaver's last working day to their user account and application access actually being revoked, and which teams let the gap open. Turning 'we usually get to it' into a counted, ranked pattern shows where former employees keep live access after they have gone.
• Final pay that misses the payroll cutoff [Cash]: Trace how often final pay is still being calculated after the leaver's last payroll cutoff, and how often the leaver is flagged on the FPS after payroll and BACS have already run. A late or mis-sequenced final payment is a fixable problem you can now quantify by leave month and team.
• Offboarding tasks that stall the checklist [Efficiency]: Measure how long each Leaver Dependency Check action sits open - equipment return, knowledge transfer, notify payroll - and which ones hold the whole leaver process. The tasks that pause offboarding the longest become the first ones to reassign, automate, or start earlier in the notice period.
• Equipment that never comes back [Cost]: See how often the return-equipment task is closed without the asset actually marked returned, and which leavers, teams, or asset types account for the shortfall. Unreturned laptops and phones are a recoverable cost you can now count instead of writing off.
• Holiday and P45 settlement gaps [Compliance]: Trace how often the final holiday balance is calculated after the last payment is run, or the P45 is produced late, so pro-rata leave and the tax document slip out of sequence. Seeing which leave reasons and departments drive the gap tells you where the settlement steps need tightening.
• Exit interviews you meant to do but didn't [Service]: Find the leavers whose workflow completed with the exit interview task still not done, and see whether particular leave reasons, managers, or locations consistently skip it. The feedback you are missing is the feedback that would explain why people leave.

Process-mining benefits (action)

• A daily worklist of access still to revoke [Compliance]: Every day, surface leavers whose last working day has passed or is imminent but whose access-revocation task is not yet complete, sorted by how overdue they are, so IT and HR close the account before a former employee keeps working access.
• Flag leavers at risk of a wrong final payment [Cash]: Produce a live list of leavers whose final pay is not yet calculated as their last payroll cutoff approaches, and whose Left Date lands after payroll has run, so payroll sequences the leaver onto the right FPS and nobody is over- or under-paid on exit.
• An equipment-return board for this month's leavers [Cost]: Show every upcoming last working day with its return-equipment task still open, so line managers collect laptops, phones, and passes before the person leaves rather than chasing assets once they are gone.
• Chase leaver workflows stuck In Progress [Efficiency]: Produce a live list of Leaver workflows sitting In Progress past your threshold with outstanding dependency-check actions and no recent task completion, so a coordinator unblocks them before the leave date passes and the paperwork is left half-finished.
• Prompt the exit interview before they leave [Service]: Alert HR to leavers approaching their last working day whose exit interview is still not scheduled or completed, so the conversation happens while the person is still around and the feedback is captured rather than lost.
• Confirm P45 and holiday settlement are issued [Compliance]: Flag leavers who have reached their Left Date without a P45 produced or a final holiday balance calculated, so HR closes the statutory document and the leave settlement instead of leaving the leaver record half-complete.

Data tables

• Employee - Master record for an employee; the central HR record
• LeaverRecord - Offboarding / leaver record for an employee exiting the organisation - the leaver case record. Carries the Leaver flag, Leaver Reason, Notice Given Date, Last Working Day, Left Date (the payroll-integrating key field), Re-employ and Notes. Captured on the Cascade employee Leaver screen.
• LeaverWorkflow - The Leaver workflow instance - the offboarding case record from the Cascade workflow engine. One per leaver; carries the employee, employee group, status, and the triggered/completion dates. A Cascade workflow of type Leaver.
• OffboardingTask - One row per task/form on a Leaver workflow, with owner, type, due date, status and completion timestamp. Task completions are the primary event source for mining the offboarding flow (return equipment, revoke access, knowledge transfer, exit interview, notify payroll/company).
• PayrollRun - A payroll processing run that groups payslips and produces RTI submissions to HMRC. Confirmed via 'payroll runs' and 'RTI reports to HMRC'; fields inferred.
• Payslip - A payslip produced for an employee for a pay period
• Document - Documents stored against an employee record (contracts, certificates, letters). Confirmed by the document management capability; fields inferred.
• HolidayEntitlement - Annual leave entitlement and balance for an employee per leave year
• EquipmentAsset - Company equipment/assets assigned to an employee. Confirmed by HR System Guide (equipment assignment and tracking); fields inferred.

Onboarding (ONBOARD)

New hire process, documentation, training

Activities

• Accept Offer
• Create New Starter Record
• Transfer Applicant Data to Employee Record
• Trigger New Starter Workflow
• Set Workflow Status In Progress
• Assign Onboarding Tasks
• Send Onboarding Portal Invitation
• Email Start Date to IT
• New Starter Logs into Self-Service Portal
• Complete Personal Details
• Provide National Insurance Number
• Capture Bank Details
• Add Emergency Contacts
• Complete New Starter Declaration
• Upload P45
• Sign Employment Contract
• Acknowledge Employee Handbook
• Upload Identity Documents
• Verify Right to Work
• Record Right to Work Documents
• Assess Pension Auto-Enrolment
• Enrol in Workplace Pension
• Email Bank Details to Payroll
• Order Equipment
• Provision Laptop
• Create System Accounts
• Grant Application Access
• Schedule Induction
• Reach Day-One Readiness
• Complete Induction
• Start Probation Period
• Complete Onboarding Workflow
• Update HR Record to Active
• Mark New Starter No Show
• Close Onboarding Workflow

Case attributes

• Department (string) - Department transferred from the appointment.
• Employee Group (string) - New-starter category / employee group that selects the onboarding workflow.
• Employment Type (string) - Contract basis of the new starter.
• Job Title (string) - Job title the new starter is being onboarded into.
• Location (string) - Work location / site of the new starter.
• Applicant Reference (string) - Recruitment applicant reference the new starter was appointed from.
• Employee Name (string) - Name of the new starter (the employee record created from the appointment).
• Workflow ID (string) - System identifier of the New Starter workflow instance (the onboarding case id).
• Tasks Assigned (integer) - Count of onboarding tasks assigned on the workflow.
• Tasks Completed (integer) - Count of onboarding tasks completed.
• New Starter Declaration (string) - UK tax starter declaration outcome.
• Pension Auto-Enrolment Status (string) - Auto-enrolment assessment outcome for the new starter.
• Right to Work Status (string) - State of the Right to Work check.
• Workflow Status (string) - New Starter workflow lifecycle state.
• Completed Date (datetime) - Timestamp the onboarding workflow reached Complete.
• Offer Accepted Date (datetime) - Date the offer was accepted (workflow trigger point).
• Start Date (datetime) - New starter start date used to schedule task due dates.
• Triggered Date (datetime) - Timestamp the New Starter workflow was triggered.

Process-mining benefits (historical)

• Where Right to Work checks run late [Compliance]: See how often the Right to Work check is still open as the start date arrives, and how long it takes from the new starter uploading documents to HR verifying them. Turning 'we usually catch it' into a counted, ranked pattern shows which sites and coordinators let a legal check drift past day one.
• Self-service tasks new starters stall on [Efficiency]: Measure how long new starters sit before logging into MyCascade and finishing their assigned tasks, and which forms they get stuck on. The tasks that pause onboarding the longest become the first ones to simplify, pre-fill, or chase earlier.
• Payroll readiness before the first cutoff [Cash]: Trace how often bank details and the New Starter Declaration are captured after the payroll cutoff for that starter's first pay run. A new starter paid late or on the wrong tax code is a fixable problem you can now quantify by start week and team.
• Provisioning that misses the start date [Efficiency]: See how often equipment, laptops, and system access are still open when the start date arrives, and which teams cause the gap. A new starter who shows up to no laptop is a day-one experience problem you can now count by team and location.
• No-shows and where they drop off [Service]: Find the workflows that ended in No Show and see how far onboarding got before the starter disappeared. Whether they never logged into self-service or went quiet after the contract tells you which point in the journey is losing people.
• End-to-end onboarding time by employee group [Efficiency]: Compare how long onboarding takes from offer accepted to Complete across permanent, fixed-term, part-time, and contractor groups. You learn which groups flow cleanly and which drag, so the slow ones get the process attention.

Process-mining benefits (action)

• A daily worklist of Right to Work checks still open [Compliance]: Every day, surface the new starters whose Right to Work check is not yet verified with the start date approaching, sorted by how little time is left, so HR closes the check before someone starts work without it.
• Nudge new starters who haven't started their tasks [Efficiency]: Alert on new starters who were invited to the portal but have not logged in or started their forms as the start date nears, so a coordinator reaches out while there is still time to finish the paperwork before day one.
• A provisioning readiness board for this week's starts [Efficiency]: Show every start date in the coming week with its equipment, laptop, and access tasks still open, so IT and line managers clear the list before anyone arrives rather than scrambling on the first morning.
• Flag starters missing payroll details before cutoff [Cash]: Produce a live list of new starters without captured bank details or a completed New Starter Declaration as their first payroll cutoff approaches, so payroll gets clean data in time and nobody is paid late or on an emergency tax code.
• Catch pension auto-enrolment that wasn't assessed [Compliance]: Flag new starters who have reached their start date without an auto-enrolment assessment recorded, so eligible workers are assessed and enrolled inside the statutory window instead of being missed.
• Chase workflows stuck In Progress [Service]: Produce a live list of New Starter workflows sitting In Progress past your threshold with no recent task completion, so a coordinator unblocks them before the starter loses momentum or drops out.

Data tables

• Employee - Master record for an employee; the central HR record
• NewStarterWorkflow - The New Starter workflow instance - the onboarding case record. One per new starter; carries the employee, applicant reference, employee group, status, and the offer/start/completion dates. A Cascade workflow of type 'New Starter'.
• OnboardingTask - One row per task/form on a New Starter workflow, with owner, type, due date, status, and completion timestamp. Task completions are the primary event source for mining the onboarding flow.
• BankDetails - Employee bank account details for payroll payment. Verified BankDetails resource fields.
• Document - Documents stored against an employee record (contracts, certificates, letters). Confirmed by the document management capability; fields inferred.
• EmergencyContact - Employee emergency contact details. Verified EmergencyContact resource (Primary flag).
• EmploymentContract - Contractual terms for an employee
• RightToWork - Right-to-work / visa and immigration status record. Cascade integrates with Right to Work verification providers (recruitment) and stores work authorisation status. Fields inferred from product description.
• EquipmentAsset - Company equipment/assets assigned to an employee. Confirmed by HR System Guide (equipment assignment and tracking); fields inferred.

Payroll (PAYROLL)

Pay processing, deductions, tax withholding

Activities

• Open Pay Run - New PayrollRun row created for the period; PayrollRun.Status=Open with PeriodStart/PeriodEnd/PayDate set. Opens the payroll run (guide step 5).
• Check HMRC Coding Notices - Tax-code / student-loan notices downloaded from HMRC and applied - Employee.TaxCode updated from RTI coding notices (guide step 6).
• Import Timesheet Hours - Approved hours released to payroll - Timesheet.Status=Approved/Released, HoursWorked fed to pay elements for the run.
• Import Absence and Statutory Leave - Statutory payments and leave recorded - AbsenceRecord (SSP/SMP/SPP etc.) drives statutory pay elements (guide step 8).
• Import Expense Claims - Approved expenses paid through payroll - ExpenseClaim.Status=Approved posted as a PayElement on the run.
• Enter Temporary Pay Adjustments - One-off / temporary changes for the period - PayElement input rows (bonus, arrears, one-time deduction) against the run (guide step 7).
• Calculate Pay - Run calculation produces Payslip rows - GrossPay, TaxDeducted (PAYE), NationalInsurance, NetPay per employee for the PayrollRun.
• Assess Pension Auto-Enrolment - Auto-enrolment assessment against the pay reference period - PensionContribution.AEStatus set (Eligible/Non-Eligible/Entitled).
• Calculate Pension Contributions - Employee and employer pension amounts computed - PensionContribution.EmployeeAmount/EmployerAmount for the run.
• Review Payroll Warnings - Payroll warnings raised at calculation are reviewed and cleared (guide step 9).
• Reconcile Payroll - Payslips and the Summary and Gross to Net reports checked before finalising - reconciliation checkpoint (guide step 10).
• Approve Pay Run - Payroll manager signs off the reconciled run - PayrollRun.Status=Approved (approver decision before finalise).
• Finalise Pay Run - Payroll finalised and the period closed for edits - PayrollRun.Status=Finalised (guide step 11).
• Create BACS Payment File - Employee payment file built from Payslip.NetPay and BankDetails - BacsPaymentFile row created (guide step 14).
• Submit BACS Payment - Payment file submitted to the bank/BACS - BacsPaymentFile.FileStatus=Submitted (external payment).
• Publish Payslips - Payslips published to employees via MyCascade / PDF - Payslip made available for the period (guide step 12).
• Send P45 to Leavers - P45 produced for leavers in the run - Document (type P45) generated (guide step 13).
• Produce Pension Contribution File - Pension contribution file/report produced for the provider - PensionContribution export (guide steps 15-17).
• Submit FPS to HMRC - Full Payment Submission sent on/before payday - RTISubmission (SubmissionType=FPS, Live) Status=Submitted (guide step 19).
• Receive HMRC Submission Confirmation - HMRC acknowledgement returned - RTISubmission.SubmissionStatus=Accepted with HmrcCorrelationId (external).
• Submit EPS to HMRC - Employer Payment Summary sent where adjustments / Employment Allowance apply - RTISubmission (SubmissionType=EPS) (guide step 20).
• Post Payroll Journal to GL - Payroll journal produced and posted to the general ledger - journal output per PayrollRun (guide step 21).
• Close Pay Period - Period moved on - PayrollRun.Status=Closed; next period opened.
• Produce P60 - Year-end P60 produced per employee - Document (type P60) at final period of the tax year.
• Reopen Pay Run - Correction path - a finalised run reopened / rolled back for a fix, PayrollRun.Status returned to Open.

Case attributes

• Pay Frequency (string) - Frequency of the pay run.
• Payroll Company (string) - Payroll company the run belongs to.
• Period Number (integer) - Pay period number within the tax year.
• Tax Year (string) - UK tax year the run falls in.
• Pay Reference (string) - Pay-period reference for the run.
• Payroll Run ID (string) - System identifier of the payroll run (the pay-run case id).
• Employee Count (integer) - Number of employees paid in the run.
• Gross Pay Total (decimal) - Total gross pay for the run.
• National Insurance Total (decimal) - Total National Insurance deducted.
• Net Pay Total (decimal) - Total net pay paid for the run.
• PAYE Tax Total (decimal) - Total PAYE income tax deducted.
• Pension Contribution Total (decimal) - Total employee + employer pension contributions.
• BACS Payment Status (string) - State of the BACS payment file.
• EPS Required (string) - Whether an Employer Payment Summary is needed this period.
• FPS Status (string) - State of the Full Payment Submission to HMRC.
• Late PAYE Reporting Reason (string) - HMRC late-reporting reason code where the FPS is sent after the pay date.
• Run Status (string) - Payroll run lifecycle state.
• Pay Date (datetime) - Date employees are paid for the run.
• Pay Period End (datetime) - End date of the pay period.
• Pay Period Start (datetime) - Start date of the pay period.

Process-mining benefits (historical)

• How often FPS is sent after payday [Compliance]: See every run where the Full Payment Submission went to HMRC on or after the pay date rather than before it, and which late-reporting reason was used. What felt like the odd exception becomes a counted, ranked pattern that shows which pay groups repeatedly risk an RTI penalty.
• Where the pay run gets reworked [Efficiency]: Measure how often a run loops back from reconciliation or approval to fix inputs and recalculate, and which pay elements trigger it. The adjustments that keep sending the run backwards are the first ones to standardise or validate earlier.
• Late variable inputs squeezing the calendar [Cash]: Trace how long after the run opens the timesheets, absence, and expense inputs actually land before calculation. Runs where inputs arrive close to the pay date are where errors and BACS delays cluster, and you can now quantify it by team and period.
• Pension auto-enrolment gaps at run time [Compliance]: Find the runs where employees reached calculation without an auto-enrolment assessment recorded for the pay reference period, or where contributions were not calculated. Missed assessments are a statutory exposure you can now count instead of discover at audit.
• How long approval and finalisation take [Efficiency]: Compare the time from reconciliation to approval to finalise across pay groups and approvers. You learn which sign-off queues stall the cycle and which run cleanly, so the slow approvals get the attention rather than the whole team chasing every run.
• BACS files created but not paid on time [Cost]: See how often the payment file is built but submitted late relative to the pay date, and on which runs. A file that misses the bank cut-off means employees paid late; turning that into a counted pattern shows where the payment step needs a firmer deadline.

Process-mining benefits (action)

• A live checklist that FPS goes before payday [Compliance]: For every finalised run, surface whether its FPS has been submitted and accepted with the pay date approaching, sorted by how little time is left, so payroll sends the submission on time and never files late without a reason.
• Chase missing inputs before calculation [Efficiency]: While a run is open, flag the teams whose timesheets, absence, or expense inputs are still outstanding as the calculation deadline nears, so a coordinator collects them before pay is calculated rather than after an error is found.
• Unblock runs stuck before approval [Service]: Produce a live list of runs sitting at reconciliation or waiting for sign-off past your threshold, so a manager clears the approval before it threatens the pay date instead of finding out on payday morning.
• Catch employees not AE-assessed this period [Compliance]: Before calculation completes, flag employees in the run with no auto-enrolment assessment for the pay reference period, so eligible workers are assessed and enrolled inside the statutory window instead of being missed.
• Confirm the BACS file is submitted before cut-off [Cash]: Once a run is finalised, alert if the payment file has not been created and submitted with the bank cut-off approaching, so payroll clears it in time and no employee is paid late.
• Flag runs that still owe an EPS [Compliance]: Surface finalised periods where an Employer Payment Summary is needed - statutory recovery, apprenticeship levy, or Employment Allowance - but has not yet been sent, so the EPS reaches HMRC inside the reporting window.

Data tables

• AbsenceRecord - A recorded absence (holiday, sickness, other leave) against an employee
• Employee - Master record for an employee; the central HR record
• ExpenseClaim - An employee expense claim submitted for reimbursement
• PayrollRun - A payroll processing run that groups payslips and produces RTI submissions to HMRC. Confirmed via 'payroll runs' and 'RTI reports to HMRC'; fields inferred.
• Payslip - A payslip produced for an employee for a pay period
• RTISubmission - A Real Time Information submission to HMRC for a payroll run - a Full Payment Submission (FPS) sent on/before payday or an Employer Payment Summary (EPS). Carries submission type, status and the HMRC acknowledgement. The primary compliance event source for the pay run.
• Timesheet - Hours worked recorded by an employee for a period
• BacsPaymentFile - The employee payment file for a payroll run - built from net pay and employee bank details and submitted to the bank/BACS to pay employees.
• BankDetails - Employee bank account details for payroll payment. Verified BankDetails resource fields.
• Benefit - Employee benefits and benefit-in-kind records, including P11D values. Verified Benefit resource fields.
• Document - Documents stored against an employee record (contracts, certificates, letters). Confirmed by the document management capability; fields inferred.
• PayElement - An individual earning or deduction line on a payslip
• PensionContribution - Auto-enrolment assessment and pension contributions for an employee in a pay reference period - AE status plus employee and employer amounts. Produced during the payroll run and exported to the pension provider.

Performance Management (PERF)

Reviews, goals, feedback

Activities

• Open Review Cycle - An Appraisal/Review workflow instance is started for the review period and an appraisal record is created. Extractable from PerformanceReview.Status=In Progress with StartDate and ReviewPeriod set.
• Set Objectives - Objectives / goals are agreed and recorded for the period. Extractable from Objective rows linked to the review (Status=Open, TargetDate set).
• Assign Competencies - Competencies / review items are attached from the appraisal template. Extractable from ReviewItem rows on the review where ItemType=Competency.
• Record Check-in - An ongoing 1:1 / check-in is recorded against the objectives. Extractable from an interim Appraisal/Review Form task completion (ReviewFormTask Status=Complete).
• Update Objective Progress - Objective progress / status is updated during the period. Extractable from Objective.Status change (In Progress) and Objective.ProgressPercent.
• Issue Self-Review Form - The self-assessment Form task is issued to the employee in MyCascade. Extractable from ReviewFormTask (TaskType=Form, TaskOwner=Employee) Status=Not Started/In Progress.
• Complete Employee Self-Review - The employee submits the self-assessment form. Extractable from the self-review ReviewFormTask Status=Complete with CompletedDate, and PerformanceReview.EmployeeRating captured.
• Return Self-Review for Rework - The line manager returns the self-review for changes before accepting it. Extractable from the self-review ReviewFormTask reopened (Status back to In Progress / Returned).
• Complete Manager Review - The line manager completes the manager review form and rating. Extractable from the manager-review ReviewFormTask Status=Complete and PerformanceReview.ManagerRating.
• Hold Appraisal Meeting - The appraisal / review meeting is held between employee and manager. Extractable from the meeting ReviewFormTask (Form / User Decision) completion and PerformanceReview.ReviewDate.
• Rate Objectives - Each objective is rated against its target. Extractable from Objective.Rating compared to Objective.RequiredRating.
• Rate Competencies - Competencies are rated on the appraisal form. Extractable from ReviewItem.EmployeeRating / ReviewItem.ManagerRating (ItemType=Competency).
• Agree Overall Rating - The overall rating is agreed against the Required Rating. Extractable from PerformanceReview.OverallRating (compared to PerformanceReview.RequiredRating).
• Sign Off Appraisal - The appraisal is signed off by employee and manager. Extractable from the sign-off ReviewFormTask (TaskType=User Decision) Status=Complete with CompletedDate.
• Record Development Actions - Development / training actions agreed at the review are recorded. Extractable from TrainingRecord rows created from the appraisal (development plan).
• Complete Review - The appraisal record is closed. Extractable from PerformanceReview.Status=Complete with CompletedDate.
• Carry Objectives to Next Period - Open objectives are carried forward into the next cycle. Extractable from Objective.CarriedForward and new Objective rows referencing the prior review.

Case attributes

• Department (string) - Department the employee sits in (Employee.DepartmentId / Department).
• Position (string) - Position / job title the review relates to (Position.JobTitle).
• Review Period (string) - Period covered by the appraisal (PerformanceReview.ReviewPeriod).
• Review Type (string) - Kind of appraisal.
• Reviewing Manager (string) - Line manager conducting the review (PerformanceReview.ReviewerId).
• Employee Rating (string) - Rating the employee gave in the self-review (PerformanceReview.EmployeeRating).
• Manager Rating (string) - Rating the manager gave (PerformanceReview.ManagerRating).
• Overall Rating (string) - Agreed overall rating (PerformanceReview.OverallRating).
• Required Rating (string) - Target rating the appraisal is measured against (PerformanceReview.RequiredRating).
• Employee Name (string) - Name of the employee being reviewed (Employee record).
• Payroll ID (string) - Payroll/display identifier of the employee (Employee.PayrollId).
• Review ID (string) - System id of the appraisal record (PerformanceReview.ReviewId) - the case id.
• Objective Count (number) - Number of objectives set for the period (Objective rows on the review).
• Review Status (string) - Lifecycle state of the appraisal record.
• Self-Review Status (string) - State of the employee self-assessment Form task.
• Completed Date (datetime) - Timestamp the appraisal record was completed (PerformanceReview.CompletedDate).
• Cycle Start Date (datetime) - Date the review cycle opened (PerformanceReview.StartDate).
• Manager Review Completed Date (datetime) - Timestamp the manager review was submitted (ReviewFormTask.CompletedDate).
• Self-Review Completed Date (datetime) - Timestamp the self-review was submitted (ReviewFormTask.CompletedDate).
• Sign-Off Date (datetime) - Timestamp the appraisal was signed off (ReviewFormTask.CompletedDate).

Process-mining benefits (historical)

• Where appraisals stall in the cycle [Efficiency]: Measure how long each appraisal sits between opening the cycle, the self-review, the manager review, and sign-off. The stages that consistently drag - usually the manager review - show where the whole cycle loses time and who needs a nudge.
• Appraisals that were never completed [Compliance]: Find the review cycles that opened but never reached a completed record, and see which teams and managers they cluster under. Half-finished appraisals are the gap that shows up when someone asks whether everyone actually got a review this year.
• Self-reviews sent back for rework [Efficiency]: Count how often a self-review is returned to the employee before the manager accepts it, and how many rounds it takes. Repeated returns point to unclear forms or expectations that could be fixed once for everyone.
• Objectives that were set but never rated [Service]: Trace objectives from being set at the start of the cycle through to being rated at appraisal. Objectives that were agreed but never scored show where goal-setting became a paper exercise rather than something the review actually closed out.
• Rating patterns and how far self and manager ratings diverge [Compliance]: Compare the employee, manager, and overall ratings against the required rating across teams and managers. Consistent gaps - a manager who never rates below the target, or large employee-versus-manager differences - are where calibration and fairness need a closer look.
• Reviews that ended without development actions [Service]: See which completed appraisals recorded no training or development actions afterwards. Reviews that close with nothing to act on are where the conversation happened but the follow-through - the reason people value the process - quietly went missing.

Process-mining benefits (action)

• A live worklist of self-reviews and manager reviews due [Efficiency]: Each week, surface the appraisal tasks sitting in Not Started or In Progress, sorted by how close they are to the cycle deadline, so employees and managers clear their own forms before the whole review period runs late.
• Chase self-reviews that have gone quiet [Service]: Produce a live list of self-review forms issued more than your threshold ago with no submission, so a manager or HR nudges the employee before the manager review and sign-off get squeezed at the end of the cycle.
• Flag appraisals waiting on sign-off [Compliance]: Watch for appraisals where the manager review is done and the overall rating agreed but the sign-off task is still open, and raise them, so a completed conversation actually closes on the record instead of drifting past the deadline unsigned.
• Catch reviews signed off but not closed [Efficiency]: Flag appraisals that were signed off but whose record was never completed, so HR closes them off rather than leaving a signed appraisal that still counts as outstanding in every completion report.
• Turn agreed development actions into a tracked list [Service]: As appraisals sign off, produce a live list of the development and training actions agreed, so they are booked and followed up instead of being forgotten until the next review reopens the same conversation.
• Make sure open objectives carry into the next cycle [Compliance]: When a review closes, surface any objectives left open that were not carried forward, so they are moved into the next period rather than lost when the new cycle opens with a blank set of goals.

Data tables

• Employee - Master record for an employee; the central HR record
• PerformanceReview - An appraisal/review cycle record for an employee
• Position - A defined position/role within the organisation
• ReviewFormTask - A task within the Appraisal/Review workflow - the self-review Form, the manager-review Form, the appraisal-meeting task, and the sign-off User Decision. One row per task; carries the task name, type, owner, due date, status, and completed date. The primary event source for mining how an appraisal progresses.
• TrainingRecord - The employee training record / Training Attendance entry - one row per course an employee attended, carrying the Development status (Booked, Attended, Completed, Passed, Failed), the start/end/completed dates, the cost against the training budget, and the provider. The primary completion/result event source for LEARNING mining.
• Department - Organisational unit / department in the org structure
• Objective - A goal/objective set for an employee
• ReviewItem - An item on the appraisal form built from the appraisal template - a competency or an objective within a group, with the employee and manager responses and ratings against a required rating. The source for what was assessed and how it was scored.

Recruitment (RECRUIT)

Job postings, applications, hiring workflow

Activities

• Raise Vacancy Request - A vacancy/requisition is raised in Cascade Recruitment; captured as a Vacancy row (VacancyId, the vacancy case id) with OpenDate and job/department/position. Where the Authorisation module is enabled it starts as a vacancy request pending authorisation. Extractable from a new Vacancy record.
• Authorise Vacancy - An Authoriser accepts the vacancy request (requires the Authorisation module). On approval the vacancy opens for advertising. Extractable from the vacancy authorisation outcome and Vacancy.Status=Open. Prerequisite: Authorisation module enabled.
• Advertise Vacancy - The vacancy is advertised internally and/or externally (job boards, agencies, social). Extractable from an Advert record and Vacancy.DatePosted.
• Post Vacancy Externally - The vacancy is pushed to external channels / job boards via the recruitment portal or agency feed. Extractable from an Advert record with an external channel.
• Register on Recruitment Portal - Candidate completes Create Account on the recruitment portal (data-storage consent captured). Extractable from the portal applicant account creation.
• Submit Application - Candidate submits the application (Personal Details, Questionnaire, CV & Supporting Documents, Submit; confirmed by the Submission Text). Extractable from an Applicant row (ApplicantId, the application case id) with ApplicationDate and Stage=Applied.
• Upload CV and Supporting Documents - Candidate uploads a CV and supporting documents on the CV & Supporting Documents tab. Extractable from Applicant.CvDocumentId and the linked Document record.
• Complete Screening Questionnaire - Candidate answers the vacancy's screening questions on the Questionnaire tab. Extractable from the questionnaire responses attached to the Applicant.
• Forward Applicant to Recruiting Manager - Recruiter forwards applicants to the hiring manager using the Outstanding Actions bulk action 'Forward to Recruiting Manager'. Extractable from an ApplicantAction row of type Forward to Recruiting Manager.
• Screen Applicant - Recruiter/manager reviews the application against role criteria using the filtering and CV-search tools. Extractable from an ApplicantAction screening entry / Stage change.
• Shortlist Applicant - Applicant is shortlisted for interview. Extractable from Applicant.Stage=Shortlisted (the shortlist action outcome).
• Reject Applicant - Applicant is rejected and notified via the Message Centre. Extractable from Applicant.Status=Rejected and the reject ApplicantAction.
• Arrange Interview - An interview is scheduled - self-selection booking, a Microsoft Teams online meeting, or face-to-face. Extractable from an Interview record and Applicant.Stage=Interview.
• Conduct Interview - The interview is held. Extractable from Interview.Held and the interview date.
• Record Interview Outcome - The interviewer records the interview result against the applicant. Extractable from Interview.Outcome and the interview outcome ApplicantAction.
• Make Offer - An offer is made to the successful applicant. Extractable from Applicant.Stage=Offer and OfferDate (the offer ApplicantAction).
• Accept Offer - The candidate accepts the offer. Extractable from the offer-accepted ApplicantAction and OfferAcceptedDate.
• Decline Offer - The candidate declines the offer. Extractable from the offer-declined ApplicantAction and Applicant.Status.
• Withdraw Application - The candidate withdraws from the process. Extractable from Applicant.Status=Withdrawn and the withdraw ApplicantAction.
• Mark Applicant Hired - The successful applicant is marked Hired. Extractable from Applicant.Status=Hired and HiredDate.
• Convert Applicant to Employee - The hired applicant appears on the Convert Applicants screen and is converted to an Employee record (handoff to onboarding / New Starter). Extractable from the Convert Applicants conversion event and the new Employee linked to ApplicantId.

Case attributes

• Application Source (string) - Channel the application came through (equal-ops / source reporting).
• Authoriser (string) - User who authorised the vacancy request (Authorisation module).
• Department (string) - Hiring department (Vacancy.DepartmentId / Department).
• Location (string) - Work location of the vacancy (Vacancy.Location).
• Recruiting Manager (string) - Hiring manager the applicant was forwarded to.
• Vacancy Title (string) - Job title of the vacancy (Vacancy.JobTitle).
• Rejection Reason (string) - Reason an applicant was rejected.
• Applicant Name (string) - Name of the candidate (Applicant record).
• Applicant Reference (string) - System id of the applicant/application (the case id).
• Vacancy Reference (string) - Vacancy the application is against (Applicant.VacancyId).
• Applications Received (integer) - Count of applications received against the vacancy.
• Applicant Stage (string) - Recruitment stage the application has reached.
• Applicant Status (string) - Overall application outcome state.
• Vacancy Status (string) - Lifecycle state of the vacancy.
• Advertised Date (datetime) - Date the vacancy was advertised (Vacancy.DatePosted).
• Application Date (datetime) - Date the application was submitted (Applicant.ApplicationDate).
• Hired Date (datetime) - Date the applicant was marked Hired.
• Interview Date (datetime) - Date the interview was scheduled/held (Interview.InterviewDate).
• Offer Accepted Date (datetime) - Date the candidate accepted the offer.
• Offer Date (datetime) - Date the offer was made.
• Opened Date (datetime) - Date the vacancy was opened (Vacancy.OpenDate).
• Shortlisted Date (datetime) - Date the applicant was shortlisted.

Process-mining benefits (historical)

• Time to hire, stage by stage [Efficiency]: Measure how long each vacancy takes from advertised to hired, and break it into the gaps between application, shortlist, interview, offer, and hire. The stages that consistently eat the most calendar time are where your hiring really slows down.
• Where applicants sit waiting for a decision [Efficiency]: Follow the Outstanding Actions log and see how long applicants wait between one action and the next - forwarded but not screened, shortlisted but not booked, interviewed but not offered. The longest queues show where recruiters and managers fall behind.
• Which advertising channels actually produce hires [Cost]: Compare applications and hires back to the channel each vacancy was advertised on - internal, job board, agency, or social. You learn which sources are worth paying for and which fill your pipeline with applicants who never get hired.
• Where candidates drop out of the process [Service]: See the stage at which applicants withdraw or decline - after applying, after interview, or at offer. A cluster of withdrawals at one stage points to a slow response, a poor interview experience, or an uncompetitive offer you can address.
• Vacancies advertised without proper authorisation [Compliance]: Check the vacancies that were advertised against the ones that were actually authorised. Vacancies that reached advertising with no recorded authoriser show where the sign-off step was skipped and hiring ran ahead of approval.
• Offers that were declined and re-run vacancies [Efficiency]: Find the vacancies where an offer was made but declined, and how often that sent the vacancy back to advertising or a second-choice candidate. Repeated declines on a role signal a pay, timing, or expectation gap worth fixing before the next round.

Process-mining benefits (action)

• A daily worklist of applicants awaiting action [Efficiency]: Every day, surface the applicants sitting in Outstanding Actions - forwarded, screened, or shortlisted but not yet moved on - sorted by how long they have waited, so recruiters and managers clear the queue before good candidates go cold.
• Chase stale applications before candidates give up [Service]: Produce a live list of applications submitted more than your threshold ago with no decision recorded, so a recruiter responds before the candidate assumes they were rejected and drops out or accepts elsewhere.
• Interviews held but outcome not recorded [Efficiency]: Flag interviews that were arranged and have passed their date but have no outcome logged, so the interviewer records the result and the applicant moves to offer or rejection instead of stalling after the interview.
• Offers made but not yet accepted [Service]: Show the offers that have been made but not accepted or declined after your chase window, so a recruiter follows up while the candidate is still warm rather than losing them to a competing offer.
• Hired applicants not yet converted to an employee [Efficiency]: List applicants marked Hired that have not been converted on the Convert Applicants screen, so the new-starter record is created and onboarding can begin instead of the hire sitting in limbo between recruitment and their first day.
• Stop advertising running ahead of authorisation [Compliance]: Watch for vacancies that reach advertising while still pending authorisation, and raise them for review, so a vacancy is not promoted externally before the required sign-off is actually recorded.

Data tables

• Applicant - An applicant/application against a vacancy - the primary case record of the recruitment process. Carries the vacancy link, candidate details, stage, status, source, recruiting manager, and the application/shortlist/interview/offer/hire dates.
• ApplicantAction - One row per action processed against an applicant in the Outstanding Actions workflow (forward to recruiting manager, screen, shortlist, arrange interview, make offer, accept/decline, reject, hire). Carries the action type, outcome, actioned-by, and timestamp - the primary event source for mining the recruitment flow.
• Employee - Master record for an employee; the central HR record
• Position - A defined position/role within the organisation
• Vacancy - An open vacancy/requisition being recruited for - the upstream case record of the recruitment process. Carries the job, department, position, status, and the open/advertise/close dates, plus the vacancy-request authorisation.
• Advert - An advert placed for a vacancy - the channel (internal, external job board, agency, social) and the advertise/expiry dates. Used to attribute applications to a source.
• Department - Organisational unit / department in the org structure
• Document - Documents stored against an employee record (contracts, certificates, letters). Confirmed by the document management capability; fields inferred.
• Interview - An interview scheduled against an applicant - the booking method (self-selection, Microsoft Teams online meeting, or face-to-face), the date, whether it was held, and the outcome.
• RecruitmentPortalApplication - The online applicant submission captured on the recruitment portal - Create Account (consent), Personal Details, Questionnaire (screening questions), CV & Supporting Documents, and Submit, with the Submission Text confirmation and Message Centre correspondence. Feeds the Applicant record.

Time and Attendance (TIMESHEET)

Employee time tracking and validation. Includes clock-in/out, overtime approval, and timesheet submission.

Activities

• Open Timesheet Period - A timesheet for the new period is generated from the Sheet Periods config (Week / 4 Week / Month / Custom) - Timesheet row created with PeriodStart/PeriodEnd and Status=Open/Draft in MyTimesheet.
• Record Hours Worked - Employee enters daily time in the MyTimesheet time-entry columns (24h) and Saves each row - Timesheet.HoursWorked / TotalHours and the per-day TimesheetEntry rows are written.
• Record Overtime - Hours worked outside the timesheet ruleset are entered in the Extra Work column - TimesheetEntry.ExtraWorkHours / Timesheet.OvertimeHours; salary multipliers apply for overtime/weekends.
• Submit Timesheet for Approval - Employee selects Submit for Approval - Timesheet.Status=Submitted and a TimesheetAuthorisation request is routed to the line manager/approver via the authorisation route.
• Submit Group Timesheet - A manager submits a timesheet on behalf of a team member (Group Timesheets, e.g. for an absent employee) - Timesheet.Status=Submitted with SubmittedBy = the manager rather than the employee.
• Review Timesheet - Approver opens the submitted timesheet from My Requests (For Approval) - a TimesheetAuthorisation row in Pending state for the approver.
• Approve Timesheet - Approver selects Approve Timesheet - Timesheet.Status=Approved and TimesheetAuthorisation.Decision=Approved with the decision timestamp.
• Reject Timesheet - Approver selects Reject Timesheet - Timesheet.Status=Rejected and the timesheet is returned to the employee to correct and resubmit (TimesheetAuthorisation.Decision=Rejected). Rework path.
• Release Approved Hours to Payroll - Approved hours are released to Cascade Payroll as pay input for the pay run - Timesheet.Status=Released; feeds the PAYROLL cell's Import Timesheet Hours step (pay elements).
• Reopen Timesheet - Correction path - a submitted/approved timesheet is reopened or withdrawn for a fix, Timesheet.Status returned to Open/Draft before it is resubmitted.

Case attributes

• Department (string) - Department the employee sits in.
• Period Basis (string) - Basis the period is generated on.
• Submitted By (string) - Who submitted the timesheet - the employee (Self) or a manager (Group).
• Timesheet Ruleset (string) - Timesheet ruleset applied to the employee.
• Work Location (string) - Work location recorded on the timesheet.
• Approver (string) - Line manager/approver the timesheet was routed to.
• Employee ID (string) - Employee the timesheet belongs to.
• Employee Name (string) - Name of the employee.
• Timesheet ID (string) - System identifier of the timesheet (the case id).
• Timesheet Period (string) - Name of the timesheet period.
• Balance Hours (decimal) - Flexi balance for the period (excess or deficit vs contract).
• Contract Hours (decimal) - Contracted hours for the period (from the working calendar).
• Hours Worked (decimal) - Total hours worked recorded on the timesheet.
• Overtime Hours (decimal) - Extra Work hours (worked outside the ruleset).
• Approval Decision (string) - The approver's decision on the timesheet.
• Rejection Reason (string) - Reason recorded when a timesheet is rejected/returned.
• Released To Payroll (string) - Whether the approved hours have been released to the pay run.
• Timesheet Status (string) - Timesheet lifecycle state.
• Approval Date (datetime) - Date/time the timesheet was approved or rejected.
• Period End (datetime) - End date of the timesheet period.
• Period Start (datetime) - Start date of the timesheet period.
• Submitted Date (datetime) - Date/time the timesheet was submitted for approval.

Process-mining benefits (historical)

• Where timesheets get rejected and redone [Efficiency]: See how often a timesheet is rejected and sent back for the employee to correct and resubmit, and which teams and reasons drive it. The reject loop that quietly repeats every period becomes a counted, ranked pattern you can fix at source rather than re-checking by hand.
• How long approvals actually take [Service]: Measure the time from Submit for Approval to the manager's decision across approvers and teams. You learn which authorisation routes clear quickly and which sit for days, so the slow approvers get attention instead of every timesheet being chased.
• Late submissions against the period [Service]: Trace how long after a period opens the timesheet is actually submitted, and how many land after period end. The teams that always submit late are the ones squeezing the payroll deadline, and now you can see them by name instead of guessing.
• Where overtime concentrates [Cost]: Add up Extra Work (overtime) hours by team, ruleset and period to see where overtime really lands and how it trends. Concentrations that never showed on a single timesheet become an evidenced picture of where cover or resourcing needs to change.
• How often managers submit on employees' behalf [Compliance]: Count the timesheets submitted by a manager as a Group Timesheet rather than by the employee themselves. A high or rising share is worth understanding - it can be legitimate cover for absence, or a control gap where staff never confirm their own hours.
• Approved hours that never reached payroll [Cash]: Find the periods where timesheets were approved but the hours were never released to the pay run. Every one is pay that missed the cycle; turning them into a counted list shows where the hand-off from timesheets to payroll leaks.

Process-mining benefits (action)

• Chase timesheets not yet submitted [Service]: As period end approaches, surface the open timesheets that have not been submitted, sorted by team, so a coordinator nudges those employees before the deadline instead of discovering missing hours during the pay run.
• Clear approvals waiting too long [Efficiency]: Give managers a live worklist of submitted timesheets waiting for their decision past a set threshold, so approvals are cleared before they threaten the payroll cut-off rather than piling up on the last day.
• Release approved hours before the pay cut-off [Cash]: Flag approved timesheets whose hours have not yet been released to the pay run with the cut-off approaching, so payroll pulls them in on time and no one is paid short for hours they actually worked.
• Flag overtime spikes as they happen [Cost]: Alert when Extra Work hours on open timesheets run above what the ruleset expects for a team or individual, so a manager reviews the overtime while it can still be questioned rather than after it is paid.
• Follow up rejected timesheets [Service]: Produce a live list of timesheets that were rejected and returned but not yet resubmitted, so the employee corrects and re-sends them before the period closes instead of the hours falling out of the run.
• Review manager-submitted timesheets [Compliance]: Surface timesheets submitted by a manager on the employee's behalf so they get a second look where policy expects the employee to confirm their own hours, keeping the on-behalf route to genuine absence cover.

Data tables

• Employee - Master record for an employee; the central HR record
• Timesheet - Hours worked recorded by an employee for a period
• TimesheetAuthorisation - The approval-route request for a submitted timesheet - the approver, the decision (Approved/Rejected) and the decision timestamp. Appears on the approver's My Requests (For Approval) queue. The primary approval event source for the timesheet cycle.
• TimesheetEntry - A per-day time entry line within a timesheet - the hours worked and any Extra Work (overtime) for a single day, entered in the MyTimesheet time-entry columns. The daily detail behind a timesheet's totals.
• TimesheetPeriod - A timesheet period definition from the Sheet Periods configuration - the period basis (Week / 4 Week / Month / Custom), name and start/end dates. Generating a period is what opens a timesheet for employees.
• TimesheetRuleset - The timesheet ruleset assigned to an employee - contracted hours, excess and deficit (flexi) rules, Extra Work rules and the salary multipliers used to pay overtime and weekend work correctly.

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