Calculating Time to Fill with Multiple Opening Slots

@jcsireporting asked me how to calculate time to fill when you’re dealing with many openings on 1 requisition.  Here’s a quick way to work that out:

  1. The one requisition will have an approved “open” date of some sort. I usually like using  the date that a recruiter can actually start recruiting for the job. Try not to use the time between request of  req and the approval of the req – that time is helpful for segmented time to fill, but not a simple time to fill.
  2. When you’re working out time to fill, treat each hire as 1 row in a time to fill report. So, if you have 3 openings on 1 req, then your report will have 3 rows.
  3. Take the hire date – open req date for each requisition.
  4. Repeat for each row

Without making a table… take this example:

Req date open = 1/1/2009

Date of first hire  = 1/31/2009

Date of Second hire = 2/1/2009

Date of Third hire = 2/2/2009

TTF (1) = 1/31/2009 – 1/1/2009 = 30 days

TTF(2) = 2/1/2009 – 1/1/2009 = 31 days

TTF(3) = 2/2/2009 – 1/1/2009 = 32 days

Then take the average of all of your rows, including these 3 rows…

Hope that helps!

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Jeremy Shapiro is an executive in HR at a leading financial services firm, working on talent analytics. Formerly a Senior Vice President of the Hodes iQ Talent Management Suite at Bernard Hodes Group and is a co-author of the HR metrics book Ultimate Performance. Jeremy has coached hundreds of companies in recruiting and HR technology solutions across industries and sizes. Jeremy is a frequent speaker and author on HR technology topics and HR Business Intelligence topics, such as SHRM, IHRIM, the Human Capital Institute, HR.com and more. He is a frequent contributor to articles and whitepapers on HR Business Intelligence. Jeremy holds a Masters of Science in Information Systems from NYU and a B.A in Economics from Rutgers University. Specific topics of research include HR metrics, talent management technology, and next generation recruiting technologies.

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2 comments on “Calculating Time to Fill with Multiple Opening Slots
  1. TB says:

    Thanks! That’s kind of what I was thinking. The only difficulty is when you have a multiple-opening req that is ongoing for an extended period of time. You’re sourcing, screening, reviewing and submitting candidates over a period of maybe several months, as part of the process laid out with the client. If you’re taking an average of TTF figures calculated as start to date of hire over the course of a year-long project, it’s not going to accurately reflect the reality of the project and work done on it. Any thoughts on this?

    • measuringtalent says:

      No problem. Yes, the year long project issue is a frequent problem (knowing that you’re a BI person. I figured you’d ask…). Here’s the thing: if recruiting work begins on 1/1/2009, then that’s when work begins. Keeping a req open for a year is not the best practice for HR, which turns into a process problem , not a data problem (I hate kicking the can, but this one needs to be kicked). What we’re really trying to track is the efficiency of a recruiter. If they intend for the req to be filled in a reasonable time, then 1 year wouldn’t ever be considered reasonable 🙂 They probably should have multiple reqs open, or leave the project off their grid.

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