The Position control category contains one-date snapshots and summaries, period trends and activity, detailed vacancy and assignment history, reporting structure, and change records. The Organization setup category contains the dated Department Hierarchy and Job Code Catalog reports.

These reports use the same approved position, FTE, staffing, vacancy, reporting-line, and change calculations as position dashboards. Reports remain separate because each run preserves its criteria and the information used when it was prepared. Reports do not include labor budget or actual compensation amounts.

Before you begin

Activity Permission and scope required
Position Control reports other than assignment history View positions for every included department
Position Assignment History View positions and View employees for every included department
Department Hierarchy Manage organization settings
Job Code Catalog Manage job catalog; financial reference columns also require View labor budgets for all departments
Download CSV or Excel Export reports in addition to the report’s viewing permission

Without all-departments labor-budget viewing access, the Job Code Catalog report remains available but its pay-grade and account-reference columns show Restricted.

Position Control report catalog

Report Shape Use it to
Position Control Snapshot One row per position at one date Review approved structure, FTE, assignments, staffing, and vacancy
Position Capacity and Staffing Trend One row per period end Compare approved, assigned, covered, open, and excess FTE over time
Position Vacancy History and Aging One row per vacancy episode Review open and closed vacancy periods, age, and FTE
Position Department Summary One row per department at one date Reconcile approved capacity and staffing by department
Position Job Code Summary One row per job code at one date Reconcile approved capacity and staffing by job code
Position Reporting Structure and Span One row per position at one date Review reporting levels, manager spans, total reports, and parents outside scope
Position Change Register One row per approved structural change Review effective-dated position additions, closures, FTE, department, job code, and reporting-line changes
Position Change Pipeline One captured row per draft or requested position Review proposed FTE and structural work that is not yet approved
Position Assignment History One row per assignment interval Review which employee filled a position, assignment FTE, dates, and readiness
Position Report Readiness One row per issue Find position information that can affect a complete or reliable report

Summary reports show totals and trends. Detail reports help you check individual positions and explain an amount. Each report offers the ordinary on-screen, CSV, and Excel choices allowed by your access.

Position Control Snapshot

Use Position Control Snapshot to review approved positions on the selected date, including department, job code, approved FTE, active assignments, staffed FTE, and vacant FTE.

Position FTE status is FTE available when approved FTE is known. If it is missing, the status shows Needs Position setup and the affected FTE values remain blank rather than appearing as zero.

Criteria and filters

Choice Required How it works
Effective date Yes Selects the approved position, department, job code, schedule, FTE, assignment, vacancy, and active-request information for that date
Departments No Blank includes all departments you can access; selected departments include the departments beneath them on the effective date
Job codes No Blank includes every job code; selected values include only those exact job codes
Active status No All includes approved positions whether Active, Suspended, or Archived; Active selects Active positions and Inactive selects Suspended or Archived positions on the effective date

Use it for questions such as:

  • How many approved positions existed on the date?
  • How much approved FTE was staffed, vacant, or overassigned?
  • Which department, job code, and work schedule applied?
  • Which positions had assigned FTE or an active request?

Example: review a department total

A department has three 1.0000 FTE positions. Two are fully staffed and one has a 0.6000 FTE assignment. The report should show 3.0000 approved FTE, 2.6000 staffed FTE, and 0.4000 vacant FTE before considering positions outside the filter.

Review the individual rows before relying only on a total. Overassignment on one position and vacancy on another can offset numerically while both conditions still need attention.

Capacity and staffing trend

Use Position Capacity and Staffing Trend when the question is how FTE balances changed. Choose a start date, end date, and daily, weekly, monthly, quarterly, or yearly grouping. Department and job code filters are optional.

Each row is a period-end balance and includes approved, assigned, covered, open, and excess FTE plus staffing counts and rates. Open and excess FTE are calculated per position before totals are combined. This prevents excess assignment FTE on one position from erasing open FTE on another.

Vacancy history and aging

Use Position Vacancy History and Aging to review vacancy episodes that overlap an inclusive start and end date. A vacancy episode continues while a position remains fully or partially open. It closes when the position becomes fully staffed or is no longer active.

The report includes vacancy start and end dates, status, age in days, current open FTE, and the maximum open FTE during the episode. Its on-screen summary groups open episodes into age bands. Department and job code filters are optional.

Department and job code staffing summaries

Use Position Department Summary or Position Job Code Summary to reconcile staffing at one effective date. Both include position count, approved, assigned, covered, open, and excess FTE, staffing status counts, coverage, vacancy rate, and missing-FTE count.

These reports summarize position results. They are different from Department Hierarchy and Job Code Catalog, which describe dated setup rather than staffing totals.

Reporting structure and span

Use Position Reporting Structure and Span to review approved reporting relationships at one effective date. The on-screen detail includes each position’s parent position, reporting level, direct reports, all reports below it, manager status, and whether its parent is outside the selected scope. CSV and Excel files also include record IDs to help match positions with other reports.

The summary shows position and manager counts, average and maximum direct reports, managers with one report, reporting layers, and parents outside scope. A parent outside scope can be valid when a department filter excludes the manager. Review the same position without the narrower filter before treating it as a broken reporting line.

Approved changes and the change pipeline

Use Position Change Register for approved, effective-dated structural changes during an inclusive start and end date. The Change column names what changed, such as Position added, FTE increase, or Reporting line change. FTE before, after, and impact values use the organization’s FTE precision.

Use Position Change Pipeline for draft and requested work captured at one effective date. It keeps the details available when the report was run, including approved FTE, requested FTE, FTE change, request label, and whether the work is Draft or Requested.

The register and pipeline answer different questions. The register shows approved history. The pipeline shows work that is not yet approved and can still change.

Position Assignment History

Use Position Assignment History to review employee assignment intervals that overlap an inclusive start and end date. It includes the position, employee, employee ID, assignment type, assignment FTE, effective date, end date, and readiness status.

This report requires both position and employee viewing access. Employee information remains limited to the permitted department intersection. Assignment FTE is an interval value and is not a period-end balance to add across repeated dates.

Department Hierarchy and Job Code Catalog

Use Department Hierarchy to review the department path that applies on a selected date. Use Job Code Catalog to review one consistent row per job code, with its job group and inherited setup shown as columns.

The hierarchy reports answer setup questions, not staffing totals.

Report Review
Department Hierarchy Each department’s place in the organization on the selected date
Job Code Catalog Each job code with its job group path, function, family, subfamily, availability, identifiers, configured fields, and permitted pay-grade and account context.

Both reports require only Effective date and have no optional filters. Department Hierarchy includes one row for each department in effect on that date. Job Code Catalog includes one row for each job code in effect on that date; it does not add separate job group rows that change the meaning of the table. A job group that contains no job code is therefore not a row in this report. Their CSV and Excel files also include all report columns, including permitted fields chosen by your organization that are not part of the shorter on-screen view.

Example: dated reorganization

Customer Operations moves from Operations to Customer Experience on July 1. A June 30 Department Hierarchy report shows the earlier path. A July 1 report shows the later path.

Use the availability column when explaining an older position that uses setup no longer offered for new work.

Position Report Readiness

Use Position Report Readiness to find position information that can prevent a complete or reliable report. Correct the underlying position, assignment, work schedule, department, or job code, then run the report again.

Criteria and filters

Choice Required How it works
Effective date Yes Reviews active position records and their report readiness on the selected date
Departments No Blank includes all departments you can access; selected departments include the departments beneath them on the effective date

The report returns one row per issue, so one position can appear several times. Action required, Review, and For information describe the attention level. Needs resolution identifies rows that should be corrected before relying on affected results.

Readiness does not mean every listed position is invalid. It identifies information that needs review for complete reporting, such as a missing required value, unavailable dated setup, or a relationship that cannot be interpreted for the report date.

When approved position FTE is missing, Position Control Snapshot shows Needs Position setup and leaves approved and vacant FTE blank. Position Report Readiness marks the missing value as Action required, and related financial amounts remain Needs Position setup. A separately entered 0.0000 FTE is a known value and appears as a complete zero plus a separate item to review.

Missing departments, job codes, approved values, and unavailable dated choices remain separate readiness checks. Optional report fields can be blank without making the report fail. Correct the owning information and run both readiness and the intended report again.

For each row:

  1. open the position;
  2. confirm the report effective date;
  3. review approved values and active assignments;
  4. correct the record only if it is wrong;
  5. correct setup only if the organization choice is wrong; and
  6. run a new readiness report after the change.

Do not enter placeholders merely to remove a readiness warning.

Use the reports together

A reliable structural review often follows this order:

  1. Run Department Hierarchy and Job Code Catalog for the date when you need to validate setup.
  2. Run Position Report Readiness and resolve genuine information problems.
  3. Use the focused position summary or detail report that matches the question.
  4. Check a position, vacancy, reporting line, change, or assignment against its details in FTE Tree.
  5. Save or download only the final reviewed result.