Reports

Overview

Reports help you review position control, costs, approval activity, access, imports, and data quality. You can use the report catalog to choose a report, save frequently used report settings as saved views, review completed report history, and download output for spreadsheet or analytics work.

Reports use the same position information shown on position detail pages and department totals. Totals stay consistent when the same date range, filters, cost allocation method, and access are used. If your organization has renamed labels such as Department, Employee, Job code, Pay grade, or External position ID, reports show your organization's wording.

Access needed

Report catalog

The report catalog lists the reports available to you. Reports are grouped by purpose and can be searched by name or description.

Common report groups include:

• Position and workforce review: Position summaries, position movement, period detail extracts, external ID completeness, and readiness checks.
• Finance and reconciliation: Ledger-ready exports, GL summaries, adjustment impact, funding allocation, and cost detail.
• Approvals: Approval impact, request status, workflow progress, request statistics, and approval history.
• Employees and access review: Employee rosters and access review output.

Select a report to open its run form. The form shows the filters, dates, layouts, and output formats available for that report.

Saved views

Saved views let you keep a reusable set of report options. Use them for reports that your team runs repeatedly, such as a monthly position summary, a GL export, or an approval activity review.

When you run a saved view, FTE Tree uses the saved options and your current access. If your access changes later, the saved view does not expand what you can see.

Report History

Report History shows reports you have requested and are allowed to review. Open a report from History to check status, preview results when available, or download the file.

Reports may be queued before they finish. If a report is still running, return to History later or open the status page from the report detail.

Cost allocation method

Planning reports start with annualized position and assigned costs. The report's cost allocation method controls how those annualized costs become period amounts.

Actual calendar days is the default.

• Actual calendar days uses actual calendar-year weighting. February 2024 uses 29/366 of annualized cost, February 2025 uses 28/365, and a full leap year still equals one annualized amount.
• Even monthly smooths each full month to 1/12 of annualized cost. Partial months use (included days / days in month) x 1/12, so a mid-month effective change splits that month's share by included days.

Both methods round report amounts to cents and reconcile period rows back to the selected date-range total after rounding. The position cost audit detail report uses the same selected method, so audit rows should match the report's period allocation.

Output layouts

Some reports support more than one output layout:

• Summary: A grouped view for department, job code, or GL review.
• Normalized rows: Analysis-friendly rows that are easier to filter, pivot, and use in other tools.
• Detail extract: Detailed output for audit and troubleshooting.

Use normalized rows when you want a clean dataset for reporting. Use detail extracts when you need to explain how a number was calculated.

Output formats

Reports can be generated in these formats:

• CSV: Plain-text tabular output for spreadsheets and imports into other tools.
• Excel (.xlsx): Spreadsheet output for users who want an Excel workbook.
• Parquet: Analytics-ready columnar output for data tools and larger extracts.
• On-screen view: Browser preview with formatted columns and pagination.

Not every report supports every layout or format. The report form shows the options available for the report you selected.

Permissions and security

Your access to reports depends on both report permissions and the type of data in the report:

• Run reports controls report generation.
• Export reports controls report downloads.
• Position reports require View positions and respect department access.
• Employee reports require View employees.
• Approval reports require the relevant approval or request permission.
• Reports that include wage or sensitive data require the matching sensitive-data access.

When you run a report, FTE Tree uses your access at the time you requested it. Later permission changes do not expand the data in a report that was already requested.

Reports that include wage or sensitive data are audited, including report runs, previews, downloads, and sensitive wage reads.

Limits and retention

FTE Tree applies organization and user limits to protect performance. Limits can apply to active reports, row counts, detail export size, retained files, and export frequency. If a report is too large, narrow the filters or use a summary layout.

Generated report files are kept according to your organization's report retention setting. Pending and running reports are not deleted until they finish.