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The City of Portland, Oregon

Office of Management & Finance

Bureau of Human Resources

Knowledgeable | Helpful | Responsive

Phone: 503-823-3572

Benefits Line: 503-823-6031

111 SW Columbia St., Ste 550, Portland, OR 97201

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Dashboard Overview and Features

 Dashboard Overview and Features

Welcome to the Bureau of Human Resources Dashboard in Tableau!  We’d like to highlight some of the features of the dashboard and provide you with some tips for how to navigate it successfully.

Features include:

  • Versions of the dashboard for use externally by the general public and internally by bureau stakeholders
  • Ability to view metrics at the bureau and classification level with the public version, and also the requisition level with the internal version
  • Data from FY16 to the present for most visualizations to allow for year-over-year comparison
  • Tabular organization to allow viewing of related metrics in the same screen

Data for the Public Safety bureaus is included in a separate dashboard from data for other City bureaus.  This is due some differences between recruitments conducted by the Public Safety bureaus that tend to lead to a longer recruitment process relative to recruitments conducted by other bureaus.

Dashboard Navigation Tips

The Bureau of Human Resources Dashboard is highly interactive.  You can drill down to a more detailed view, highlight specific data or types of data, and view additional information about various types of data.  Here are some tips to help you navigate the dashboard. Many of the tips reference the internal version of the dashboard, but the same principles apply to the public version.

Viewing Dashboard Tabs

The dashboard has multiple tabs.  Tabs are displayed at the top of the dashboard.  You can move from one tab to the next by clicking on the tab, or by clicking on the dropdown menu to the left of the tabs and selecting the section of the dashboard you want to visit. 

Each tab contains a set of related data visualizations.  A visualization is the presentation of data in a graphical format that enables you to see and understand trends, outliers, and patterns in the data.

Using Filters

The right sidebar of most tabs of the dashboard has four filters: Fiscal Year, Bureau, Class Title, and Requisition #.  The Filters in Tableau allow you to interact with the data by limiting your view to a subset of the overall data.  For example, the Fiscal Year filter allows you to view only data for a specific fiscal year, and the Bureau filter allows you to view data only for a specific bureau.

Filter Presets

When you first open the dashboard, the Fiscal Year filter will be preset to the current fiscal year. 

If you’d like to compare the data for two fiscal years, you can open one copy of the dashboard in one window and set the filter to show data for one fiscal year and open another copy of the dashboard in a second window and set the fiscal year filter to show data for the other fiscal year.

How to Select and Clear Filters

Click the down arrow to open the dropdown menu for a filter so you can make a selection.  Note that you must click the down arrow again if you wish to close the dropdown menu.  This is important since the values in the menu may cover up a filter or legend you want to see below.

To make a selection in a filter, first uncheck All.  This will temporarily result in no data being displayed in the dashboard.  All four of the filters must have something selected in order for data to display.  When you make a selection for the filter (for example, when you select a specific bureau in the Bureau filter), data will be displayed for that selection.

You can clear a filter by selecting All.  A short cut to clearing a filter is to hover over the dropdown menu for that filter until you see a funnel icon that you can click that will return the setting for that filter to All.  Note:  The Bureau filter does not have a short cut; you must select All in order to clear the Bureau filter.

Additional Notes about Filters

When you select a filter on one tab of the dashboard, the filter is applied to all of the tabs of the dashboard.  For example, if you select your bureau from the Bureau filter, and move from tab to tab, you will see metrics only for your bureau until you select a different bureau. 

The dashboard filters are cascading, which means the selection on the first filter causes the second filter to be limited to only those values that are now relevant.  If you have selected your bureau from the Bureau filter, only classifications that exist in your bureau and have data in the dashboard for the fiscal year you have selected will be available for you to choose from the Class Title filter.  If you choose your bureau and then a specific classification, only the requisitions from that classification within your bureau will be available for you to choose from the Requisition # filter.  Note:  If you only use the Requisition # filter to select a requisition, without selecting a bureau or class title first, the class title of the requisition will display but the bureau name will not.

If you would like to view data for a specific classification for all bureaus, leave All checked in the Bureau filter, and then select a classification using the Class Title filter.  If you would like to view data for a specific classification in a specific bureau, first select the bureau and then select the classification.  Likewise, if there were several requisitions for that classification, you can view them individually by unchecking All in the Requisition # filter and then selecting the specific requisition you’d like to view.

If any metric on a particular tab does not have data displayed, that means that for the specific filters you have selected, there is no data for that metric.  For example, if you select FY19, your bureau, and a specific classification, and there is data displayed for Time to Fill but no data displayed for Time to Post, that means that a vacancy was filled in FY19 for that classification, but no new jobs in that classification were posted during FY19.

When you select a fiscal year, bureau, class, or requisition number, the headings for each visualization do not change to tell you which year, bureau, class, or requisition number you are viewing, but you can refer to the filter to remind yourself what data you are viewing.  The figures in the subheadings (e.g., Average Time to Fill, Average Time to Post, etc.) do change to reflect the accurate figure for the fiscal year, bureau, classification, or requisition you have chosen.

Highlighting Data

Highlighting allows you to focus your attention on a particular segment of data or a data type of interest by coloring the segment of data or data type and dimming all others.

You can click on one specific section of a bar chart or pie chart to highlight it. To un-highlight the section, click on it again or click anywhere in the white space for the visualization.

You can also click on the color-coded legend in the right sidebar to highlight a specific type of data (e.g., a specific List Type, a specific Gender, etc.).  To un-highlight that data type, click on the data type in the legend again or click anywhere in the white space for the visualization.

Viewing Data Labels and Tooltips

Many dashboard elements have data labels that display numerical information about a particular segment of a chart (e.g., number of requisitions, number of days, numbers and percentages of applicants and hires, etc.).

A tooltip is a small box of information that displays additional data when you hover your pointer over a specific segment of a bar chart or pie chart. 

If a segment of a bar chart or pie chart does not have a visible label, that is because it would overlap with other labels in the chart, making it difficult to read.  You can see the same information that would have shown in the label by hovering over the segment and viewing the tooltip.

Understanding Dates in the Dashboard

To learn more about the date parameters for a particular metric, take a look at the tooltip for any portion of its associated bar chart.  For example, for the Time to Fill metric, if you hover over a segment of the bar chart you will see that the data is based on the month an offer was made.  Time to Post is calculated based on the month the requisition was received.  And the Closing to List calculation is based on the month a recruitment closed.

Notes about Specific Dashboard Elements

Qualified Applicant and Hire Diversity and Sourcing Metrics

If the recruitment was initiated by one requisition, but the hire was made from another requisition, and you select the requisition that was used to initiate the recruitment, you’ll only see the Qualified Applicant or Sourcing data.  If you select the requisition that was used to make the hire, you will only see the Hire Diversity data.  To see the diversity of the Qualified Applicant pool or Sourcing data for a hire made from an existing list, resurrected list, or comparable list requisition, you will need to know the exam number for the original recruitment.

If you have selected a specific bureau, and there is hire data but no applicant data, it is possible that the recruitment was a multi-bureau recruitment and another bureau submitted the requisition to initiate the recruitment.  In order to display the applicant data, unselect the bureau from the Bureau filter so that data from all bureaus can be displayed.

If you have selected a specific requisition and there is qualified applicant data but no hire data, it is possible that the vacancy for that requisition was never filled (and as a result, the requisition was cancelled), or the selection process is not complete, so no hire has been made from that requisition yet.

If the recruitment was initiated by one requisition, but the hire was made from another requisition, and you select the requisition that was used to initiate the recruitment, you’ll only see the qualified applicant data.  If you select the requisition that was used to make the hire, you will only see the hire data. 

Hire Attrition 

Hire attrition data includes both new hires and rehires who left City employment during the first year after they were hired or rehired.

Hire and Attrition Disability and Veteran Status

The public and internal versions of the dashboard do not include charts for the disability and veteran status for hires, or the disability and veteran status of employees who left City employment during their first year of employment.  This is to protect the privacy of the small number of individuals that would be included in these charts.

Time to Post and Closing to List

If you select a requisition number for an Existing List, there won’t be data for Time to Post or Closing to List since these metrics only apply to requisitions submitted to initiate recruitments. 

Quality of Hire, Employee Movement, and Recruitment Event Metrics

If you select a specific requisition number, no Quality of Hire, Employee Movement, or Recruitment Event metrics will be displayed, since data for these visualizations is not associated with a requisition number.

Recruitment Event Metrics

Data for Recruitment Event Metrics is only included in the dashboard for the current fiscal year.  If you select a fiscal year other than the current one, no events will display.

Training Metrics

Training Metrics also includes a Course filter, which no other dashboard tab contains.  As a result, if you select a Course while on the Training Metrics tab, and then navigate to another tab, no metrics will be displayed until you return to the Training Metrics tab and select All for the Course filter once again.

Questions?  Please contact Carol Cruzan at carol.cruzan@portlandoregon.gov.