A position update import can change approved structure while a request for the same position is still active. FTE Tree warns you because reviewers may otherwise be considering an earlier approved starting point.

Before you begin

You need the Run batch imports and Manage positions permissions with all-department coverage. The active request keeps its own requester and reviewer access.

Review the warning

Before applying the import, identify each affected position and request. Decide whether the import must proceed now or whether the request should finish first. Record the business reason for the chosen sequence.

For each warning, compare:

  • the position’s current approved values;
  • the values the import will approve and their effective dates;
  • the request’s submitted proposal and effective dates;
  • the review step that is ready and its reviewers; and
  • whether the proposal still makes sense from the new approved starting point.

Choose the safest sequence

Situation Safer approach
The active request should decide first and the import can wait Complete or close the request before preparing a new import preview
The import must establish the approved starting point first Apply only after acknowledging the warning, then review the request immediately
The import and request propose conflicting outcomes Stop, decide which business action is correct, and cancel or replace the other action
The same correction is already represented in the request Avoid applying both and creating an unintended second change

Do not rely on reviewers to notice the imported change later. The submitted request keeps the values and files that were included at submission.

Example: FTE request and department import

A request proposes increasing a position from 0.8000 to 1.0000 FTE on July 1. While it is under review, a position import moves the approved position from Operations to Finance on June 1.

The request still contains the department and approval steps submitted with it. After the import, reviewers must compare the request with the newly approved Finance position. If the department or reviewers should now differ, close the request and submit a new proposal from the current approved position.

The import does not silently reroute or approve the request.

After the import

Open every affected request and compare the proposed structural values with the newly approved position information. If the request no longer represents the intended change, close it and submit a new request from the current approved starting point.

An import does not silently approve or rewrite the active request.

Also review:

  1. the position on the import effective date;
  2. assignment and reporting-line effects;
  3. the request’s current reviewers and protected files;
  4. labor budget or forecast results after updating completes; and
  5. Activity for the import and request sequence.

Communicate with reviewers

Use the request’s Discussion to explain that approved position information changed and what reviewers should compare. Do not paste protected compensation or unnecessary sensitive information into the request.

If the request is no longer valid, do not ask reviewers to approve it merely to keep work moving. Close it and submit a corrected request.