Workforce Analytics Assistant

FAQ

Getting Started

What is the QIC-WA "Analytics Assistant"?

The Analytics Assistant is a web-based platform for public child welfare agencies. It transforms workforce data into actionable insights, helping users track hiring pipelines, evaluate time-to-hire, compare departmental performance, and receive AI-driven recommendations for improvement.

How do I log in?

New users can register via the 'Register' tab and returning users can enter their email and password, and click 'Sign In.'

What happens the first time I log in?

A guided onboarding tour introduces key features including data import, dashboard navigation, KPI interpretation, and AI tools. The tour can be skipped or restarted anytime by clicking on the tour button at the top right of the app.

Who is the Analytics Assistant designed to help?

The Analytics Assistant is designed for public sector HR and recruitment teams — specifically people at public agencies who are responsible for hiring. This includes:

HR Directors and Managers who need to track overall hiring performance across departments and report results to leadership.
Recruitment Specialists who want to identify bottlenecks in the hiring pipeline (e.g., where candidates drop off) and find ways to speed up time-to-hire.
Agency Administrators who oversee workforce planning and need data-driven insights to improve recruitment outcomes.
Analysts and Program Staff who support hiring efforts and need to generate reports, compare trends across cohorts, or benchmark against targets.

The app is built with non-technical users in mind — you don't need any data science or IT background to use it. If you can work with spreadsheets and understand basic hiring steps (e.g., applied, screened, interviewed, offered, hired), you can use the Analytics Assistant to turn data into clear analysis and visuals,AI-powered recommendations, and reports for stakeholders.

Data Import & Management

What file formats can I upload?

Supported formats include CSV (.csv) and Excel (.xlsx, .xls).

How can I import data?

You can automatically generate and use demo datasets (recommended for first-time users), upload files, connect Google Sheets, manually enter data, or connect to you HR systems.

What are data levels?

Data can be imported as record-level (most detailed), applicant-level, or aggregate-level depending on structure.

How is PII handled?

The system scans uploads for personally identifiable information (PII) and blocks files containing sensitive data.

How does AI column mapping work?

AI suggests mappings between your columns and required fields with confidence scores for review.

Dashboard & Analytics

What does the dashboard show?

It displays KPIs, hiring funnel visualizations, AI insights, and an interactive AI assistant.

What are KPI cards?

They summarize metrics such as total applications, conversion rate, time-to-hire, and active stages.

How does the funnel visualization work?

A Sankey diagram shows candidate flow across stages, highlighting bottlenecks.

How do filters work?

Filters dynamically update all dashboard elements including charts, KPIs, and insights.

What are AI-powered insights?

Automated findings categorize points in hiring process as critical, warning, or informational, with recommendations.

AI Chat Assistant

How do I use the AI assistant?

Ask questions in plain language about hiring data; the AI returns contextual analysis and supports follow-ups.

Reports & Export

What reports are available?

Recruitment Funnel, Time-to-Hire, and Demographics reports.

How do I export reports?

Use the Export feature to generate PDF or PowerPoint summaries with charts and insights.

Goals & Performance Tracking

How do I set goals?

Define targets for conversion rate, time-to-hire, or application volume via the Goal Settings panel.

How is progress tracked?

Progress bars on KPI cards visualize performance relative to targets.

Files & Datasets

How do I manage datasets?

The Files page lists all datasets with metadata and quality scores.

How do I switch datasets?

Use the dataset selector; all views update automatically.

Does the app use one dataset at a time?

Yes, all features reflect the currently selected dataset.

Settings & Appearance

How do I change themes?

Toggle between Light, Dark, or System modes using the theme control.

Are colors accessible?

Yes, the interface uses colorblind-safe palettes with strong contrast.

Support & Feedback

How do I submit feedback?

Use the feedback widget to submit comments with contextual screen references (an example of the widget is below).

How do I contact support?

Submit tickets via the Support page and track their status.

Where is documentation?

Documentation (i.e., Support request form, all previous support requests, and searchable documentation to provide responses to common questions about the application) is available in the Support section.

Security & Privacy

How is data protected?

Security measures include encrypted passwords, secure sessions, CSRF protection, PII scanning, rate limiting, and audit logging. Your data is private and protected. All data you upload is tied to your individual user account and is only accessible by you. Administrators of the application cannot view, access, or download the datasets you've uploaded. The system also includes a built-in PII scanner that blocks personally identifiable information — like Social Security numbers, email addresses, and phone numbers — from being uploaded in the first place. All connections are encrypted, passwords are securely hashed, and every admin action is recorded in an audit log for accountability.

Does the built-in AI assistant have access to my data?

The built-in AI assistant only receives aggregate, summarized data — never your raw uploaded records. When generating insights or answering questions, the system sends the AI a summary of your dashboard metrics, such as: stage-level candidate counts, conversion rates, average time-to-hire figures, and department breakdowns. The AI interprets these aggregate results to provide analysis and recommendations. It does not have access to your raw data files, individual candidate records, or any personally identifiable information. Your underlying data stays within the secure application database at all times.

What is the lockout policy?

Accounts lock after 5 failed login attempts for 15 minutes. The lockout resets automatically after 15 minutes. You don’t need to do anything — just wait 15 minutes from the time of the lockout, and then you can try logging in again with the correct password. There is no manual unlock step required. If you have forgotten or lost your password, please use the “forgot your password” link on the login screen.

Accessibility

Is the application accessible?

Yes,it follows WCAG 2.1 and Section 508 standards.

What accessibility features exist?

Features include keyboard navigation, screen reader support, skip links, focus management, and semantic HTML.