Reports

Introduction

FTE Tree provides a reporting system that allows you to generate and export data from your organization. Reports can be run on demand or scheduled for automated generation, and are available in multiple output formats.

Available Report Types

The following report types are available:

Position Summary: A comprehensive report of your positions, including FTE amounts, wage rates, adjustments, and total costs. This is useful for budget planning and staffing analysis.
Vacancy / Requisition: Shows open requisitions and vacant positions, helping you track staffing gaps and approved but unfilled positions.
Employee Roster: Lists employees and their active position assignments, including base wage rates and other attributes.
Approval Workflow: Summarizes approval request activity, including request status, approvers, and workflow progression.
GL Summary: Breaks down position costs by GL segment (fund, cost center, etc.) and period, useful for financial system reconciliation and budget mapping.
Schedule Coverage: Shows schedule assignments and coverage details for positions, including paid hours, break time, and weekly hour calculations.
Self-Approval Activity: Lists approval requests where the submitter was also an approver, for compliance auditing and segregation-of-duties review.
External ID Coverage: Shows external system ID assignments across positions, useful for verifying integration mappings are complete.
Approval Statistics: Provides aggregate statistics on approval request processing, including average turnaround times and approval rates.

Reports are organized by category (Financial, Staffing, Compliance & Audit, Operational) and can be searched by name or description from the report list page.

Report Permissions

Access to the Reports module requires the Reports permission. However, the specific reports available to each user depend on their other permissions. For example, position-related reports (Position Summary, GL Summary, Schedule Coverage, External ID Coverage) require the View Positions or Edit Positions permission, while the Employee Roster requires the Employees permission.

When a report is department-scoped, the data is automatically restricted to the departments the user has access to through their domain permissions. This means a user with View Positions scoped to specific departments will only see data from those departments in position reports, regardless of any additional filters they select. Reports tied to permissions that are not department-scoped (such as Employees) always include data from all departments.

For the full mapping of report types to required permissions, see the Permissions and Roles article.

Running a Report

To run a report:

Navigate to the Reports section and select the report type you wish to generate.
Configure your report parameters:
Date Range: Select a start and end date to define the period covered by the report.
Date Grouping: Choose how the data is grouped by time: Year, Month, Week, or Day. Maximum date ranges apply based on grouping: Day (1 year), Week (2 years), Month (10 years), Year (10 years).
Output Format: Select the format for your report output.
Filters: Apply additional filters to narrow the report data to specific departments, job codes, or other criteria.
Submit the report for generation.

Output Formats

Reports can be generated in the following formats:

CSV: Comma-separated values file, suitable for opening in spreadsheet applications or importing into other systems.
Excel (.xlsx): A native Excel spreadsheet file with formatted data.
HTML (On-Screen View): View the report directly in your browser without downloading a file. HTML reports are displayed with server-side pagination and formatted columns (currency values, decimal precision, right-aligned numeric data). No file is generated for download.

Not all output formats are available for every report type. The format dropdown automatically filters to show only the formats supported by the selected report.

Report Retention

Generated reports are automatically deleted after a retention period. Reports that are pending or currently running are never deleted by this process.

Summary reports are not subject to this retention period and are retained for the lifetime of your organization's account.

Report History

All generated reports are saved in your report history, where you can:

View the details of past report runs, including the parameters used.
Download the output file for any completed report.
See the status of reports (Pending, Running, Completed, or Failed).
Review any error messages if a report failed to generate.

The report history also tracks run time statistics and row counts, giving you visibility into the scope of each report.

Summary Reports

In addition to ad-hoc reports, FTE Tree provides Summary Reports that aggregate position data into reusable, pre-configured views. Summary reports are accessible from the Summary Reports tab in the Reports section.

Creating a Summary Report

To create a summary report:

Navigate to Reports and select the Summary Reports tab.
Click Create Summary Report and configure the following:
Name: A descriptive name for the summary report.
Summary Type: Choose what data to summarize:
- Approved: Summarizes approved position values.
- Draft: Summarizes draft (pending) position values.
- Approved (Incumbent): Summarizes approved values using incumbent data.
- Draft (Incumbent): Summarizes draft values using incumbent data.
Grouper Type: Choose how the data is grouped over time: Total, Day, Week, Month, or Year. For fixed date ranges, maximum spans apply: Day (1 year), Week (2 years), Month (10 years), Year (10 years).
Date Range Type: Choose between a specific date range or a single effective date.
Start Anchor Month: For rolling date ranges, choose a month (1-12) to anchor the start of the range. The summary will always begin on the 1st of that month, rolling forward each year automatically. For example, setting the anchor month to January gives a rolling calendar year, while July gives a rolling fiscal year. Leave blank to use today's date as the rolling start.
Start Date / End Date: For fixed date ranges, define the exact period. When using an anchor month, these fields are not needed. Leave blank to default to today's date.
Save the report. The summary data will be computed automatically.

Viewing Summary Report Data

Once created, summary reports display aggregated FTE, Position Cost, Incumbent Cost, and Headcount totals broken down by department and period. The data can be refreshed on demand to reflect the latest position changes.

Summary report data is displayed in the Workforce Summary section, providing quick access to key totals alongside department-level position data. When multiple summary reports exist, you can switch between them using the tabs at the top of the summary view.

Scenario Comparisons

When a forecast scenario is active, summary reports automatically display comparison data between the Operating Budget and the active scenario. The summary view shows three sets of columns:

Operating Budget: Totals calculated from the committed position plan.
Scenario: Totals reflecting the active scenario's draft changes and assumption overrides.
Change: The difference between the scenario and Operating Budget values.

This comparison is available at all levels of the summary: the overview totals, the department breakdown, the job code breakdown within departments, and the period-by-period detail. Each level shows the full column set (FTE, Position Cost, Incumbent Cost, Headcount) for both sides of the comparison plus the change. This allows you to see the full impact of a scenario's proposed changes across your organization.

Refresh Status

Summary reports track their data freshness:

Fresh: The data is up to date.
Stale: The underlying position data has changed since the last refresh.
Refreshing: The data is currently being recalculated.

You can manually refresh a summary report at any time to ensure the data reflects the latest changes.

Need Help?

If you have questions about reporting, please contact us or email us at support@ftetree.com.