Employee Retention Analytics

Overview

Turning high turnover into a data driven retention strategy.

Led the analysis and redesign of employee retention processes for a retail organisation experiencing high turnover across warehouse and customer service operations.

The work included stakeholder analysis, process modelling, root cause analysis, requirements documentation, user story development, workforce dashboard design, KPI framework creation and implementation planning.

The Problem

High turnover with limited visibility into why.

The organisation faced high employee turnover across operational departments, resulting in increased recruitment costs, onboarding effort, productivity loss and workforce instability. Analysis identified recurring issues across onboarding, recognition, career progression, communication, scheduling and management visibility.

High employee turnover across operations

Limited employee feedback visibility

Inconsistent onboarding processes

Lack of retention analytics

Weak recognition and engagement practices

Limited career development pathways

Reactive workforce management

Absence of retention focused KPIs

Root Cause Analysis

Six categories, one core outcome: high employee turnover.

Fishbone analysis across Management, Processes, Tools and Systems, Career and Growth, Environment and Culture surfaced the contributing factors across each dimension.

Fishbone root cause analysis for high employee turnover — **Fishbone analysis.** Six cause categories mapped: Management (recognition, communication, career clarity), Processes (exit interviews, onboarding, scheduling), Tools and Systems (no integrated dashboard, manual scheduling), Career and Growth (limited pathways, low mobility), Environment (long and rigid shifts, stress) and Culture (reactive strategies, low morale, overlooked employees).

Root cause analysis informed a future state retention framework incorporating structured feedback, recognition initiatives, career development pathways, workforce analytics dashboards and KPI monitoring.

Solution Scope

Use case model and AS IS process flows.

LuxeMart use case diagram showing actors and retention system interactions — **Use case diagram.** Five actors mapped across 14 use cases including recruitment management, onboarding, peer recognition, career development, feedback capture, shift visibility, training access and leadership oversight dashboards.

AS IS process flows for Employee, HR and Warehouse Luxemart — **AS IS process flows.** Three perspectives: Employee journey (application to resignation or stay decision), HR process (posting through onboarding and resignation letter) and Warehouse operations (staffing gap identification through onboarding feedback and capacity management). The three flows surface where the retention breakdown occurs.

Workforce Analytics

Two dashboards, built from the workforce dataset.

Staff feedback scores and reasons for leaving, mapped alongside staffing demand, resignation turnover and department attrition rates across all operational functions.

Staff Feedback Analysis dashboard showing feedback scores and reasons for leaving — **Staff Feedback Analysis.** Average scores by department (IT 3.6, Customer Support 3.4, Warehouse 3.2, HR 3.1, Management 3.0) with reasons for leaving dominated by career growth, manager support and pay in Customer Support and Warehouse.

Staffing and Turnover Analysis dashboard showing attrition rates and staffing needs — **Staffing & Turnover Analysis.** Customer Support and Warehouse show the highest staffing need (26 and 18 respectively), account for 71% of all resignations and have the highest attrition rates (35% and 30%), confirming the priority areas for the retention strategy.

Requirements

10 user stories, fully validated.

Each user story was written from the perspective of its actor (HR user, employee, department head, senior leader, IT user, compliance user) with acceptance criteria defined in Given When Then format and test scenarios specified for each.

User story and acceptance criteria table covering US1 to US10 — **10 user stories with acceptance criteria.** Spanning recruitment and onboarding (US1), anonymous feedback (US2), scheduling and shift swaps (US3), recognition (US4), career development (US5), real time dashboards (US6), leadership alerts (US7), role based access (US8), exit interview capture (US9) and data retention compliance (US10).

Impact & Outcomes

A structured workforce retention framework.

37%

Customer service attrition identified

30%

Warehouse attrition identified

10

User stories with acceptance criteria

14

Use cases modelled across 5 actors

6

Root cause categories analysed

5

Departments profiled in workforce analytics

✓Workforce retention framework designed covering feedback, recognition and career development

✓Root cause analysis identified the key attrition drivers across Management, Process and Culture

✓Retention KPI model established for ongoing performance monitoring

✓Two Power BI dashboards built from the workforce dataset

✓10 user stories produced with Given When Then acceptance criteria and test scenarios

✓Implementation roadmap delivered with phased recommendations for automation and self service

Deliverables

The full artefact set.

Analysis

Stakeholder analysis
Root cause analysis
Fishbone diagram
Gap analysis
Business requirements
AS IS process maps
Use case diagram
Retention framework

Product & Requirements

User stories (10)
Acceptance criteria
Functional requirements
Non functional requirements
TO BE process maps

Analytics & Planning

Workforce dashboard
KPI framework
Attrition analysis
Performance reporting model
Implementation roadmap
Recommendations report

Business analysisWorkforce analyticsHR transformationFishbone analysisPower BIProcess modellingUse case modellingUser story writingKPI frameworkStakeholder analysisRoot cause analysisAttrition analysis