Overview

Change position information when an approved staffing plan needs a new value, a future change, or a correction. Depending on the field and your organization’s approval settings, FTE Tree either applies the change directly or saves it as a proposed value for a request.

Use the effective date to say when a business change begins. Use the same existing effective date only when correcting what was recorded for that date.

Access needed

You need Manage positions for the position’s department. Submitting approval-controlled changes also requires Submit position requests. Exact pay and pay-derived cost information requires View sensitive workforce data.

Choose the right date

Before editing, decide whether the change is:

  • A new business change: Add a value on the date it should begin.
  • A scheduled future change: Use its future start date.
  • A correction: Update the value at the effective date that is already wrong.
  • The end of an optional value: Save an explicit blank beginning on the date it should stop.

Do not replace a historical date with today’s date simply to correct it. That would leave the earlier period wrong.

See Schedule changes by date for examples involving backdated, current, and future values.

Change a field

  1. Open the position and select Details.
  2. Find the standard or custom field.
  3. Select the edit action.
  4. Enter the effective date.
  5. Enter or select the new value.
  6. Review whether FTE Tree will apply the change or save it as proposed.
  7. Save.
  8. If the value is proposed, review the impact and submit a request when ready.

Changing the department or job code can change the valid choices. Enter the effective date first, choose the department next, and then choose a job code available there.

Proposed changes

Proposed values are separate from approved values until approval. A position can have proposed changes on more than one date, and one request can include those dated changes for that position.

While a request is active, conflicting edits are locked. If approved information changes through another valid action while the request is pending, FTE Tree invalidates the request so outdated information cannot be applied. The retained request remains available as history. If the change is still needed, enter the complete current values normally and create a new request.

Use Discard draft value only when an unsubmitted proposed value should no longer be considered. The proposal remains in history; approved information is not deleted.

Base pay rate

Every active position needs a Base pay rate of zero or greater and a Pay rate basis of Hourly or Annual. The assigned job code or a higher-level job code can provide a suggested amount and basis, but the suggestion does not replace the position value.

A Base pay rate or basis change always follows the configured approval control. Request review shows both the requested value and any available Job code suggestion.

If pay or cost amounts are hidden, your View sensitive workforce data does not cover all departments included in the calculation.

Funding sources

Funding sources divide position cost across budgets, grants, funds, or accounts. Percentages must total exactly 100.00%.

When editing in FTE Tree, Ratio mode can simplify fractional splits. For example, enter 1 for General fund and 2 for Grant to produce one-third and two-thirds.

External position ID

The external position ID matches a position with its identifier in your human resources information system (HRIS), payroll service, or another source your organization uses. It identifies the position across all effective dates, so editing it corrects the identifier rather than creating a dated staffing-plan change.

External IDs must be unique when filled in. Copy to new draft does not copy the value.

Before submitting

Review:

  • Every requested value and effective date.
  • Whether the position will have required information when it becomes active.
  • The impact summary and cost calculation.
  • The approval stage and available approvers.
  • Whether unrelated draft values should be submitted separately.

Then follow Submit a position request.

Common questions

Why did my change save as proposed?

The field or request type requires approval under the organization’s current approval settings.

Why can I not edit a field?

The field may be in an active request, your role may not cover the department, the selected date may make the choice unavailable, or the position may be archived.

Can I remove an approved historical value?

No. Approved history is retained. Add a later value, save an explicit blank for an optional field, or correct the value at the same date.