Positions

Overview

Positions are the central records in FTE Tree. Each position represents a staffing slot with a position number, name, department, job code, FTE, wage source, funding allocation, reporting relationship, custom details, and optional assigned employee information.

The position page is designed around live position control: review approved values, prepare proposed changes, compare impact, request approval, and keep an audit trail of what changed.

Access needed

Position count and subscription limits

Your subscription position count applies to active approved positions. A position counts against your paid position count when it has not been deactivated and its current approved status is configured to count as active.

The following do not count against your paid position count:

• Deactivated positions.
• Positions whose current approved status does not count as active.
• Proposed new positions that have not yet been approved.

Direct actions that create or restore active approved positions require an available paid position slot. Approval requests for new active positions hold a position slot while the request is pending.

Active calculation readiness

An active position needs enough information to calculate FTE and cost. For a new position, FTE Tree checks that the position has the required department, job code, FTE, and compensation source by the first date the position counts as active. For position changes, existing approved values can satisfy details that are not being changed.

If a requested change would make a position active before required information is available, the request is blocked. This prevents newly approved active periods from calculating as zero or partial values because required information starts later than the active date.

For worked examples of FTE, wage-source priority, assigned cost, adjustments, funding allocation, headcount, and report math, see Position cost math and examples.

Position list

The position list provides a table of positions in your organization. From this view, you can create new positions, search and filter positions, and open individual position detail pages.

Positions remain visible when their assigned department is no longer available for new position assignments, as long as you have access to that department. To remove a position from active staffing and paid position counts, deactivate the position or use a status that does not count as active. Department availability only controls whether new positions can be assigned to that department.

Position detail

Each position has a detail page showing approved values, proposed values where they exist, cost math, assignments, request history, comments, and Activity history.

The summary page shows the selected effective date and the position values that apply on that date. When proposed changes exist, the page shows the approved value and proposed value side by side so users can review the difference before requesting approval.

In the Staffing section, Operating Budget FTE is the approved FTE for the selected effective date. Proposed FTE can appear elsewhere on the page, but it does not change the staffing comparison until the proposal is approved.

The effective-date navigation lists dates where the position changes. Select a date to review the values, cost math, funding allocation, and pay-range comparison for that date.

Proposed changes

Use proposed changes when a position should be reviewed before the approved staffing plan changes. Proposed values are saved separately from approved values until they are submitted and approved.

Each proposed value has its own effective date. A single request can include more than one proposed line when the position has changes on multiple dates. FTE Tree uses the first requested effective date to choose the approval path, and the request detail displays every requested line with its own effective date.

While a position has an active approval request, conflicting edits to the requested position data are locked. If approved data changes while a request is pending, the request may become stale and require refresh before final approval.

Department totals

Department totals are based on approved position values for the selected date or report period. They include FTE, annualized position cost, assigned cost where assignment data is available, and headcount. Department access controls which positions a user can see.

Cost values on summary views may use compact display for readability. Detailed calculation breakdowns and exports show the precision needed for audit review.

Org chart

The org chart provides a visual, hierarchical view of your position reporting structure. It displays positions as a tree, with parent-child relationships forming the hierarchy.

Each position node can show the position name, position number, assigned employee names or vacancy status, job code, and department. Use the effective date control to view the hierarchy for a selected date.

Position parent changes can be submitted through approval as position detail changes. FTE Tree validates that a parent change will not create a circular reporting relationship.

Assignments and employees

Positions can have one or more employee assignments. Assignment rows show who fills the position and can contribute assigned-cost details when employee wage information is available and the user has permission to view it.

Position cost and assigned cost are separate. Position cost reflects the approved position plan. Assigned cost reflects active employee assignments. A vacant position can still carry position cost.

Funding sources

Positions can be assigned one or more funding sources to show how position cost is allocated across budgets, grants, funds, or accounts. If funding rows are entered, the percentages must total exactly 100.00%.

For fractional splits, use Ratio mode when editing in FTE Tree. For example, enter 1 for General fund and 2 for Grant to split the position one-third and two-thirds. FTE Tree converts the portions into percentages.

External position ID

The external position ID is an optional cross-reference detail that links each position to an identifier in your HRIS, payroll, or another external system. Your organization can rename this label to match local terminology.

If a new position will not receive its external identifier until after approval, leave the value blank during request preparation and update it after the external record exists.

Position comments

Each position detail page includes a Comments tab for conversations about the position. Comments are separate from approval decision notes and Activity history.