Workforce rule examples

Use these examples to choose targets, conditions, and action responses that match your organization’s policy.

Fixed FTE minimum

A department needs at least 5.0 Position FTEs. Choose Position FTE, At least, and Target 5.

Set On submission to Warn and allow and On approval to Block action. At 4.5 FTEs, someone can submit with a warning, but final approval is blocked. Choose the application response separately. Position FTE includes vacancies; use Assigned FTE for filled staffing.

If the preferred staffing level is 6 FTEs, add a separate At least 6 rule with Information only responses. If staffing must also remain within 8 FTEs, add an At most 8 rule. Each rule has one target and its own responses.

Job-code staffing target

A department needs at least 6 Assigned FTEs in its Registered Nurse job code. Choose the department, Assigned FTE, the Registered Nurse job code, At least, and Target 6. Assignments in other job codes do not count toward that target. Review the requirement dates and action responses before saving.

Budget-period cap

A department has a $1,000,000 budget for position capacity from July 1, 2026 until July 1, 2027. Select Budget, choose Budget capacity cost, Total for rule period, At most, and Target 1,000,000. Its first requirement starts July 1, 2026.

A complete-period cost of $980,000 meets the target with $20,000 remaining. A cost of $1,020,000 exceeds it by $20,000. The check totals the full period’s costs; it does not compare the budget with each day’s annualized rate.

Choose Staffed budget cost for assigned capacity at budget rates or Calculated compensation for calculated employee compensation. Keep the measure and period consistent with the target. Use another rule for the next fiscal year.

FTE and dollar budgets together

Create one At most 25 Position FTE rule and another At most $2,500,000 Budget capacity cost rule for the fiscal year. Select Budget on both. A model with 24 FTEs and a cost of $2,600,000 meets its FTE budget but exceeds its dollar budget by $100,000. Each rule keeps its own responses.

Allow a change that improves staffing

A department has a 25 FTE target but currently has 27 FTEs. With Allow with warning if improving on approval, a proposed reduction to 26 FTEs can be approved with a warning: it remains 1 FTE over target, but the excess decreases. A change to 27 or 28 FTEs does not qualify. A change to 25 meets the target normally.

For a minimum of 6 FTEs, increasing staffing from 4 to 5 reduces the shortfall and can qualify in the same way. Across multiple intervals, none may become worse and at least one must improve. Missing before-or-after information cannot establish improvement. Another rule can still block the action.

Practice with the school demo

Check rules for Help Desk Heroes on the demo’s setup date. Review Help Desk minimum position FTE (target 3), Help Desk FTE budget (target 6), and Help Desk FTE recovery (target 4.5). Approved capacity is 5 FTEs, so the first two conditions are met and the recovery target is exceeded by 0.5 FTE.

Open the saved result School workforce rules: improving an FTE budget. It compares the approved 5 FTEs with proposed staffing of 4.75 FTEs. Approval is allowed with a warning because the excess decreases from 0.5 to 0.25 FTE. The example does not change approved staffing.

In the financial demo, review Cedar Grove annual budget limit and Help Desk staffed budget limit. These examples compare annualized rates on the selected date. Use the budget-period example above when entering a full fiscal-year allocation.

School demo dashboards

The superintendent’s Help Desk staffing targets dashboard explains that two budgets match Workforce summary. Review the FTE budget, recovery target, and all Help Desk requirements in Rules and budgets. In the financial demonstration, Help Desk budget targets and Cedar Grove budget targets show the staffed-cost and capacity-cost examples. Each dashboard opens the department and setup date used by its rules. Follow the dashboard practice to compare the rows and open the full results through Check rules.