Overview

Reports help you review Position control, staffing, costs, account-coded labor cost, approval activity, access, and report readiness. Use Reports to choose a report, select its dates and filters, review completed history, and download available results.

Each completed report keeps one consistent set of results. Later workforce changes do not rewrite a completed report. Run a new report when you need later approved or proposed changes included.

  1. Choose a reportStart with the report that answers your review question.
  2. Choose what to includeConfirm dates, Departments, Job codes, and the report-specific choices.
  3. Run and monitorUse report history to review progress while larger results are prepared.
  4. Review or downloadOpen the on-screen result or download CSV or Excel when available.

Access needed

Activity Access needed
Open Reports, run reports, and view on-screen results The view access required for that report’s information
Download a report file The report’s view access plus Export reports
See employee identities View employees for each included Department
See pay or pay-derived costs View sensitive workforce data for every Department included in the calculation
Access setup See Permissions and roles.

Current report catalog

Report What it answers
Access review Review each member’s name, Job title, email, access roles, sources, permission codes, and Department access.
Workforce summary Summarize Position FTE and cost plus distinct active Employees by reporting period.
Workforce by Department Report approved Position FTE and cost plus distinct active Employees by period and owning Department.
Position control status Review Position status, fill coverage, active requests, and control issues.
Position calculation components Reconcile each effective Position version from base FTE, annualized pay, and annualized cost through every Adjustment and calculation rule.
Position report readiness Review Position records that may affect report results.
Labor cost by GL Review approved or draft position and assigned labor cost by period and full account code.
Position movement Track position FTE, position holder, and cost changes by Position over time.
Self-approval activity Find changes approved without independent review, including requester approvals and import bypasses.

See Labor cost by account code (GL) for approved and draft plan results, account codes, and guidance on using exported data in your financial process.

Reconcile Position calculation components

Use Position calculation components when you need to trace how Position FTE and cost totals were built. Each row is one additive base, Adjustment, or calculation-rule contribution for one effective slice of a Position.

For one Position and effective slice, add Effective-slice FTE contribution to reconcile the slice’s final FTE. Add Effective-slice annualized cost contribution to reconcile its annualized Position cost. For the complete selected report period, add Report-period average FTE contribution or Report-period cost contribution instead. Do not add effective-slice and report-period columns together; they answer different questions.

Use Component type, Component, Source, and Calculation type to identify where each contribution came from. A Position that changes during the selected dates can have several effective slices, so group by Position and slice dates before comparing annualized values. See Reconcile Position costs for the full investigation sequence and Report period allocation and rounding for date-range allocation and rounding.

Choose dates and filters

The report form shows only the choices supported by the selected report. Period reports can ask for a start date, end date, grouping, cost allocation method, Department, or Job code.

Department and Job code filters can include values that are currently unavailable when your access permits them. These choices are labeled Unavailable so you can isolate historical activity without making them available for new Positions.

Use matching dates, filters, calculation state, and allocation method when comparing two reports.

Operating Budget and Draft choices

Reports that support calculation-state choices can use:

  • Operating Budget for canonical approved Position values.
  • Draft for the complete current proposed workforce.
  • Operating Budget and Draft for both states in one report while retaining separate rows and amounts.

Draft includes unchanged approved Positions, approved Positions with proposed changes, and eligible proposal-only Positions. It is not limited to changed Positions. Approved and Draft values are not blended together.

Report history

Report history shows reports you requested and are allowed to review. Open a report from History to check status, view results, or download its file.

You can cancel a report while it is still waiting to start. Once preparation has started, it cannot be cancelled from the report page. A cancelled or incomplete report does not produce a result.

If a completed report predates a retroactive or later approved change, run the report again for the same dates and filters.

View and download formats

Supported report output is:

  • On-screen summary for a paginated view of the essential columns in FTE Tree. An on-screen summary cannot be downloaded later.
  • CSV for a plain-text table with all report columns.
  • Excel (.xlsx) for an Excel workbook with all report columns.

On-screen money uses $, grouping commas, and two decimals. CSV and Excel money cells contain plain decimal values without currency symbols or commas, such as 50000.00.

Downloaded CSV and Excel filenames include the report name and a compact date and time in your organization’s time zone. For example, workforce_summary_20260808_1452.xlsx was prepared on August 8, 2026 at 2:52 PM.

Downloading a report requires Export reports and never adds information you could not view in the report. See Report period allocation and rounding before changing exported money cells, and use Reconcile position costs when comparing results across tools.

If a result is unexpected

Check:

  1. The report name and calculation state.
  2. The selected date or date range.
  3. Department and Job code filters.
  4. Cost allocation method.
  5. Whether any values changed during the period.
  6. Whether your access covers every included Department and sensitive amount.
  7. Whether the report was completed before a later change.

For more help, see Position costs in reports or Report totals do not match.