A position is an approved place in your organization. It holds FTE, department, job code, work schedule, and reporting information. An assignment connects an employee to that position for a period. Keep the position when its employee changes if the approved place continues.

Before you begin

You need the View positions permission for the departments you review. Employee names require the View employees permission for each employee’s department; staffing totals remain visible when names are hidden. Changes require the Manage positions permission, and submitting a proposal also requires the Submit position requests permission.

Find a position

  1. Open Position control, then Positions.
  2. Confirm the effective date and search by position number, external ID, or name.
  3. Use Position stage to distinguish Draft, Scheduled, and Approved. Turn on Show archived positions for positions no longer active.
  4. Open the position to review its details.

If a position is missing, confirm the organization, clear filters, check its active dates, and include archived positions. Your access must cover its department on the selected date.

Browse summaries and changes

Page What you can review
Overview A current summary, the oldest vacancies, and recent approved changes
Positions Individual positions for a selected date
Departments or Job codes Position and FTE totals grouped for a selected date
Changes Approved structural changes and their effective dates
Dashboards Saved views, trends, vacancy aging, and reporting spans

Overview always uses the organization’s current date and has no date selector. Use the other views for historical or future dates. Dashboard guidance explains fixed and rolling reviews.

Review position details

Summary shows approved structure and staffing for the selected date: position FTE, assigned FTE, vacant or overassigned FTE, and current assignment count. Use Assignments for assignment dates and changes when you have employee management access, Requests for proposed work, and Notes for background information.

Compare approved FTE with active assignments. Two assignments of 0.6000 and 0.4000 fully staff a 1.0000 FTE position. If one ends next month, select that later date to review the future vacancy.

Use Activity history from the clock icon to see who recorded or decided a change. The effective date tells you when a value applies; activity history tells you when the action was recorded.

Keep protected employee pay out of position notes. Financial information belongs in Labor budget or Compensation, with its separate permissions.

Distinguish approved and proposed information

A proposal does not replace approved information before its required decision. A request submitted directly from Position control applies its changes after final approval, for the specified effective dates. A forecast-linked request can wait after approval until its review group is applied.

For example, a request approved in May to increase FTE from 0.8000 to 1.0000 on July 1 still shows 0.8000 on June 30. Approval, application, and effective date are separate steps.

What happens when position information is missing

FTE Tree blocks a change when the current form, request, or import requires a value that was not supplied. The incomplete change does not replace approved information.

If approved history has no position FTE for the selected date, Position Report Readiness identifies the missing value as action required. Position control reports leave approved and vacant FTE blank, and labor budget, actual compensation, and forecast money for that position is withheld as Needs Position setup. Do not treat a missing value as confirmation that zero FTE was intended. Correct the dated position information, wait for results to update, and run the report again.

Other missing or unavailable position choices, such as a department or job code, appear as their own readiness items. A position without a department remains visible in organization-wide financial review with its monetary amounts left blank, but it cannot appear inside a department scope. Labor budget and actual compensation do not supply missing position details. A deliberate 0.0000 FTE is different from missing FTE, and an ordinary vacancy is not missing position information.

An assignment counts toward staffing only while the employee is available and has a status that counts as active. If either value is missing or invalid, the affected labor budget and actual compensation amounts show Needs employee setup instead of zero, and Issues identifies the assignment. Check employee setup when assigned FTE changes or financial amounts are unavailable.

A position with missing or invalid lifecycle information remains visible with a warning, but its financial amounts show Needs Position setup. Check position lifecycle and employee status history when a position is unexpectedly included or an assignment is unexpectedly excluded.

Choose the right change guide

You need to Guide
Create a distinct staffing place or discard an unused draft Create a position
Change or correct department, job code, FTE, schedule, or reporting line Change position information
Suspend, reactivate, or permanently eliminate a position Suspend, reactivate, or eliminate a position
Add, change, or end an assignment Manage assignments
Resolve unexpected staffing or record an intentional vacancy Fix a staffing or assignment issue
Correct or close submitted work Change or close a request
Change budget or employee pay Budget rates or Employee pay

For a mismatch with a report, compare the same date, departments, filters, and completed result before changing records.