Overview

Two totals match only when they use the same population, time period, status, calculation basis, precision, and access. Capture those settings before investigating individual rows.

Keep the original report download and its run details. Rerunning later can use newer data.

Compare report definitions

For each result, record:

Setting Questions
Report type Are both results measuring position cost, assigned cost, FTE, or headcount?
Date basis Is each result as of one date or across a period?
Dates Are start, end, and effective dates identical?
Data state Is each approved, proposed, or a combination?
Population Are departments, statuses, job codes, and other filters the same?
Access Could either user see fewer departments, employees, or compensation values?
Precision Are you comparing detailed values or rounded display totals?

Resolve any difference here before comparing records.

Check the report run

Open the completed report and confirm:

  • The filter summary.
  • Start and end dates.
  • Organization.
  • Completion time.
  • Download selected.

A saved download represents that run. A new run can differ after dated changes, approvals, imports, or access changes.

Check missing and extra rows

Compare identifiers, not only names. Then classify each difference:

  • Department access.
  • Archived or inactive status.
  • Effective date outside the period.
  • Approved versus proposed position.
  • Vacant position versus employee assignment.
  • Employee owning department.
  • A current record in another source that has not yet been added to FTE Tree.

Investigate one item from each class before checking every row.

Check amount differences

For a position difference:

  1. Open the position.
  2. Select a date within the report period.
  3. Open Calculations.
  4. Compare FTE, pay, annual hours, adjustments, and status.
  5. Review any change date inside the period.

For Assigned cost, also check assignment dates, assignment FTE, Employee status, and the Position Base pay rate.

Compare with payroll or finance

Document differences in purpose:

  • Payroll may reflect actual paid amounts.
  • A finance ledger may post on accounting dates.
  • FTE Tree position cost represents the staffing plan.
  • FTE Tree assigned cost uses eligible active assignments.
  • Budget systems may include vacancy factors or manual reserves.

Create a crosswalk for intentional differences before labeling the remaining amount a variance.

Use Reconcile position costs for a repeatable process.

Check recent changes

Review:

  • Approved requests.
  • Corrections that begin on a selected date.
  • Imports and reversals.
  • Archived or restored positions.
  • Assignment starts and ends.
  • Compensation and adjustment setup.
  • Access changes.

Match change times to the report’s completion time.

When to rerun

Rerun after correcting a filter, completing a source-data correction, or confirming that the comparison should use current data.

Do not overwrite the original evidence. Keep both runs and record why the second was needed.

When to contact Support

Include the report number, run time, date range, filter summary, one example identifier, the first differing calculation line, and whether you are comparing FTE Tree with another source. Share protected downloads only through an approved secure method.