Choose a position report for the question you want to answer: what is staffed, what is vacant, who reports to whom, or what changed. Choose Department Hierarchy or Job Code Catalog for setup information. The guide below explains what each report shows and which dates to choose.

The position reports use the same approved position, FTE, staffing, vacancy, reporting-line, and change calculations as position dashboards. Each report run preserves its criteria and the information used when it was prepared.

Before you begin

To do this You need
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 departments
Job Code Catalog Manage job catalog; financial reference columns also require View labor budgets for all departments
Download CSV or Excel the matching export permissions 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 Check approved capacity and staffing by department
Position Job Code Summary One row per job code at one date Check approved capacity and staffing by job code
Position Reporting Structure and Span One row per position at one date See who reports to each position and whether its manager was left out by the report filters
Position Change Register One row per approved position change See when positions were added or ended, and when FTE, department, job code, or reporting lines changed
Position Change Pipeline One captured row per draft or requested position Review proposed FTE and position changes that are not yet approved
Position Assignment History One row for each assignment period See who filled a position, their FTE, start and end dates, and any missing information
Position Report Readiness One row per issue Find position information that can affect a complete or reliable report
Workforce Rules Evaluation One row per saved rule result or interval Review the requirements, targets, measured values and status from one saved evaluation
Workforce Rules Catalog One row per configured rule at a selected date Export requirements, targets, scope, dated version and action settings, including future and inactive rules
Workforce Rules Compliance Summary One row per department Summarize the distinct rules and result statuses in one saved evaluation
Workforce Rule Change Register One row per changed field Review recorded policy changes, previous and new values, effective dates and who made the change
Workforce Rules Evaluation Comparison One row per aligned result interval Compare two saved evaluations and identify changed policies, resolved or introduced breaches and results that cannot be compared

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.

Workforce rule results

Workforce rule reports require View workforce rules and View positions for each included department and date. The Workforce Rule Change Register also requires Manage workforce rules. Financial results require the matching labor budget or actual compensation access.

Open Workforce rules > Check rules, save a named evaluation, then open it from Saved results. Choose Create report to open Workforce Rules Evaluation with that evaluation selected. You can also choose this report from Reports > Catalog. Choose the offered on-screen, CSV or Excel format; file downloads require the export permissions for every kind of information included.

The saved evaluation keeps the requirements, information checked, measured amounts, and results together. Missing or incomplete information remains identified in the export. Later corrections require another evaluation. See Check workforce rules for setup, calculations and workforce plan comparisons.

Use Rules and Rule scope to narrow the results. Choose a department scope or an organization-wide rule. In Workforce Rules Evaluation, choose Exceptions only to include unmet targets and unknown results, or select one result status.

Export the configured rules

Choose Workforce Rules Catalog, select an Effective date, and optionally filter by rule, scope or Rule activity. The catalog shows the version in force on that date. For a future rule, it shows its next dated version. Rules without a dated version are identified separately. Available for selection does not determine whether a dated rule is enforced. The catalog includes the condition, target, Budget designation, job-code restrictions and action settings.

Summarize compliance

Choose Workforce Rules Compliance Summary, select a saved evaluation, and group by Department. Each rule is counted once in Rules evaluated. A rule can have a breach in one interval and a missed target or unknown result in another, so the attention counts can overlap. Do not add those counts together. Rules met throughout counts only rules whose saved results are all Met. An empty report does not establish compliance.

Open View saved evidence or Create detailed evaluation report from Report details to examine the supporting results. A summary and detail report using the same saved evaluation use the same measurements, even if the reports run at different times.

Review policy changes

Workforce Rule Change Register requires Manage workforce rules as well as access to the included rules. Its start and end dates select when changes were recorded, including both dates in the organization’s time zone. The report shows each changed field’s previous and new values, effective date and the person making the change. It includes new rules, dated versions, corrections and deactivations. Its contents follow the organization’s activity-history retention.

Compare saved evaluations

Choose two different saved evaluations with the same From and Until dates. The first is the starting point and the second is the comparison. You can compare Approved with workforce plan results or compare evaluations before and after a correction. Matching intervals show both requirements, measurements, variances and statuses. The report distinguishes a policy change from a resolved breach. Missing results, changed scopes or incompatible measures are Not comparable. An unknown result never counts as a resolved breach. Period totals retain their complete original windows.

Each report keeps the information selected for that run. Catalog and change-register reports use information saved when you request the report. Evaluation reports use the selected saved results. If you need matching summary and detail reports, select the same saved evaluation for both. Viewing and downloading still require access to the included departments and any budget, compensation or workforce plan information.

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 Eliminated; Active selects Active positions and Inactive selects Suspended or Eliminated 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 full-time positions. Two are filled full time and one is filled half time. The report shows 3 approved FTEs, 2.5 assigned FTEs, and 0.5 open FTE. The open 0.5 FTE means half of one full-time position remains unfilled.

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 compare staffing totals with the individual positions for one date. Both show position count, approved, assigned, covered, open, and excess FTE, plus staffing statuses, the filled/vacant percentages, and any missing FTE. Use FTE and vacancy if you need help telling those quantities apart.

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 see the approved reporting lines on one date. For each position, the report shows its manager position, level in the chart, positions reporting directly or indirectly to it, and whether its manager was left out by the filters. Position references identify the same positions on screen and in downloaded files.

Hierarchy level starts at 1 for each top position included in the report. Its direct reports are level 2, and their direct reports are level 3. Levels are counted within the positions you can view and the filters you choose. If a position’s manager is outside that scope, the position starts at level 1 and is marked Parent outside scope. The same levels appear on screen and in CSV and Excel downloads.

The summary shows how many positions and managers are included, how many positions report directly to each manager, and how many reporting levels there are. Parents outside scope means a reporting parent is outside the positions selected for the report. That can be correct when a department filter leaves the manager out. Broaden the filter, if your access allows it, before treating the reporting line as broken.

Approved changes and the change pipeline

Use Position Change Register for approved, effective-dated position 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 see assignments that were active during any part of your selected period. Both report dates are included. Each row gives the position, employee, employee ID, assignment purpose, FTE, start and end dates, and whether required information is missing.

You need permission to view both the position and the employee in the relevant departments. Each row shows the assignment FTE for its listed dates. Do not add repeated rows as though they represent additional staff.

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

On a separate Evergreen Health practice department, record a parent change from Outpatient Services to Inpatient Services beginning July 1. A June 30 Department Hierarchy report shows the earlier parent. A July 1 report shows the new parent.

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, Requests, and For information describe the attention level. Needs resolution identifies rows that should be corrected before relying on affected results.

An item in Position Report Readiness means there is something to review before relying on the report. The whole position is not necessarily wrong. Read the stated problem: it might be a missing required value, a choice unavailable on that date, or a relationship that cannot be used for the selected 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 FTE is a known value and appears as a complete zero plus a separate item to review.

The report lists missing departments, job codes, approved values, and choices unavailable on the selected date as separate problems. Optional fields can be blank without stopping the report. Correct the relevant record, then run this report and the report you wanted 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

To review positions and staffing, try the reports in 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.

Optional practice: choose the report that answers your question

Use prepared practice records for this exercise. Follow its setup instructions before making changes.

Use the walkthrough’s position from January 1, 2027. Use separate practice positions for unfinished requests or missing information.

Report Try this
Position Control Snapshot Find Patient Services Coordinator: 1.0 approved FTE, 1.0 assigned, and no open FTE after Avery is assigned.
Position Capacity and Staffing Trend Choose a date grouping and dates during 2027. The position and Avery remain full-time throughout the example. Each result shows the amount at that period’s end.
Position Vacancy History and Aging Open a separate practice vacancy that was later filled. Read when it opened, how long it lasted, and when it ended.
Position Department Summary Choose Outpatient Services and compare its total with the individual positions included.
Position Job Code Summary Choose Patient Services Coordinator and see which positions contribute to its total.
Position Reporting Structure and Span Compare the reporting parent before and after a separate practice reporting-line change.
Position Change Register Find the approved creation of Patient Services Coordinator from January 1.
Position Change Pipeline Find a separate pending request. Its proposal is still waiting to become approved information.
Position Assignment History Find Avery’s full-time assignment and its January 1 start. A position with several assignments can have several rows.
Position Report Readiness Find a separate position with missing information, correct it, and run the report again. No listed problems can be the correct result.
Department Hierarchy Check where Outpatient Services sits in the organization on the chosen date.
Job Code Catalog Check Patient Services Coordinator’s group, availability, identifiers, and reference information.

Read what each row represents before counting or adding rows. A position, an assignment, and a change are different things.

Practice each position and setup report

Continue the report lesson using the separate staffing practice organization. Check the position, assignment, or setup record behind each result. Match its effective date to the report, and compare any permitted download with the preview before keeping it for later review.

1. Position Control Snapshot

Question: How much of the course position is filled?

Access: View positions. Downloading also requires Export positions.

Prepare: Use the main course position after Avery is assigned. Each row is one included position.

Run: Open Reports, choose Position Control Snapshot, and enter these filters: effective date January 1, 2027; department Outpatient Services; job code Patient Services Coordinator. Leave Active status unrestricted unless you are deliberately comparing status choices. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find 1 approved FTE, 1 assigned FTE, and 0 open FTE. Compare the same position and date on its position page.

2. Position Capacity and Staffing Trend

Question: How did active capacity change during a pause?

Access: View positions. Downloading also requires Export positions.

Prepare: Prepare a separate approved full-time position, suspended July 1 and reactivated September 1. Use no assignment so this exercise isolates capacity. Each row represents a reporting period.

Run: Open Reports, choose Position Capacity and Staffing Trend, and enter these filters: Date grouping Day; Start date June 30, 2028; End date September 2, 2028; select the separate practice department and job code. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: The June 30 daily row has 1 approved active FTE and 0 assigned. July and August daily rows have 0 active capacity; September 1 returns to 1. Repeat with Week, Month, Quarter, and Year. Read each row’s period dates and compare its stated date with the position; do not add repeated FTE balances.

3. Position Vacancy History and Aging

Question: How long was a position vacant?

Access: View positions. Downloading also requires Export positions.

Prepare: Prepare a full-time position active and vacant from January 1 through January 31. Each row identifies a vacancy episode, which can span several report dates.

Run: Open Reports, choose Position Vacancy History and Aging, and enter these filters: Start date January 1, 2028; End date January 31, 2028; select the separate practice department and job code. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find an opening date of January 1 and an age of 31 days on January 31: January 31 − January 1 + 1. Fill it on February 1 in the separate exercise and rerun through February 2. The completed vacancy covers January 1 through January 31 and still has 31 days.

4. Position Department Summary

Question: What is the department’s staffing total?

Access: View positions. Downloading also requires Export positions.

Prepare: Use the main position. Each row groups included positions by department. If other positions match, inspect them separately before expecting the one-position total.

Run: Open Reports, choose Position Department Summary, and enter these filters: effective date January 1, 2027; department Outpatient Services; job code Patient Services Coordinator. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: For only the course position, find 1 position, 1 approved FTE, 1 assigned FTE, and 0 open FTE. Compare with Position Control Snapshot using the same filters.

5. Position Job Code Summary

Question: How much staffing uses this job code?

Access: View positions. Downloading also requires Export positions.

Prepare: Use the main position. Each row groups included positions by job code.

Run: Open Reports, choose Position Job Code Summary, and enter these filters: effective date January 1, 2027; department Outpatient Services; job code Patient Services Coordinator. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: With only the course position included, find 1 approved FTE, 1 assigned FTE, and 0 open FTE. Compare the contributing position with Position Control Snapshot rather than adding the two reports together.

6. Position Reporting Structure and Span

Question: Who reports to whom?

Access: View positions. Downloading also requires Export positions.

Prepare: Prepare three approved positions: Team lead, Coordinator A, and Coordinator B. Both coordinators report directly to Team lead. Each row describes a position’s reporting relationships.

Run: Open Reports, choose Position Reporting Structure and Span, and enter these filters: effective date January 1, 2028; use the separate practice department and leave job code blank so all three prepared positions remain included. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find two direct reports under Team lead and no reports beneath either coordinator. Compare the paths with Org chart. If the report also shows all reports beneath a position, Team lead has two in this small example.

7. Position Change Register

Question: Which approved changes took effect?

Access: View positions. Downloading also requires Export positions.

Prepare: On a practice position, approve a title change starting July 1 and an FTE change from 1 to 0.5 starting July 15. Each row describes a dated approved change.

Run: Open Reports, choose Position Change Register, and enter these filters: Start date July 1, 2028; End date July 31, 2028; select the separate practice department. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find both changes and their dates. The FTE change is −0.5, but the title change does not create another position. Compare each changed value with the position history.

8. Position Change Pipeline

Question: What position work is planned or waiting?

Access: View positions. Downloading also requires Export positions.

Prepare: Prepare one submitted position-change request awaiting review and one approved future change beginning July 1. Each row identifies included position work and its progress as of the report date.

Run: Open Reports, choose Position Change Pipeline, and enter these filters: effective date June 15, 2028; select the separate practice department. This report offers department and job code filters, not a request-stage filter. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Distinguish the proposed request from the approved future action by the reported progress and date. Open both records. The future approved change does not become a June 15 position value merely because it appears in the pipeline.

9. Position Assignment History

Question: Who filled the position over time?

Access: View positions, View employees. Downloading also requires Export positions and Export employees.

Prepare: Prepare a half-time assignment from January 1 with end date July 1, followed by a full-time assignment from July 1. Each row covers an assignment and its applicable dates.

Run: Open Reports, choose Position Assignment History, and enter these filters: Start date January 1, 2028; End date July 31, 2028; select the separate practice department. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Read 0.5 FTE through June 30 and 1 FTE from July 1. The same-day end/start does not double count July 1. Compare with the position’s assignments. Do not add the two rows and call the position 1.5 FTEs on every date.

10. Position Report Readiness

Question: Which positions need structural information?

Access: View positions. Downloading also requires Export positions.

Prepare: Use one complete position and an instructor-prepared approved position with a known missing required structural value, such as a missing job code. Each row identifies readiness and missing information for a position.

Run: Open Reports, choose Position Report Readiness, and enter these filters: effective date January 1, 2028; select the separate practice department. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: The incomplete position should identify the missing value; an intentionally vacant but fully configured position should not be treated as missing setup. Correct the named value through its supported workflow, rerun, and compare the two reports. If the normal form prevents creating incomplete approved data, use a prepared demonstration rather than trying to bypass it.

29. Department Hierarchy

Question: Which department is above the practice department?

Access: Manage departments. Downloading also requires Export organization information.

Prepare: Prepare a practice department moving from Outpatient Services to Inpatient Services on July 1. Each row describes one department’s place in the organization.

Run: Open Reports, choose Department Hierarchy, and enter these filters: effective date June 30, 2028, then July 1, 2028. This report does not take a department filter. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find the earlier parent on June 30 and the new parent on July 1. Other departments should retain their established relationships. Compare with department setup on those dates.

30. Job Code Catalog

Question: Which group contains each job code?

Access: Manage job catalog. Downloading also requires Export organization information.

Prepare: Prepare a Patient services job group with Patient Services Coordinator and Scheduling Coordinator job codes. Each row is one job code, with group information in its columns.

Run: Open Reports, choose Job Code Catalog, and enter these filters: effective date January 1, 2028. This report does not take a department filter. Choose CSV, Excel (.xlsx), or On-screen summary, run the report, and wait for it to finish.

Check: Find both codes under the expected group and check their availability. A job group is not another position or job-code row to add to workforce totals. Compare the code records with the report.