PeopleSoft Enterprise Human Resources 9.1 PeopleBook: Manage Commitment Accounting

Managing Full Time Equivalent Budgets

This chapter provides an overview of full time equivalent (FTE) management and discusses how to:

Track full time equivalent data.
Run FTE reports.

Understanding Full Time Equivalent Management

PeopleSoft Enterprise Human Resources features easy-to-use tools to establish Full Time Equivalent (FTE) counts and maximums for departments in your organization. Once you set up your FTE budget for a department by classification (Classified, Unclassified, Temporary, or All), the system balances your budgeted FTE against your actual FTE as you maintain positions, hire workers, or maintain worker information. The system then lets you know if you've exceeded your budgeted FTE.

On the Departments - Comm. Acctg. And EG page (DEPARTMENT_TBL_CA), you can set up each department to produce either a warning or an error message when you exceed the department's FTE maximum. You can also indicate if you don't want the system to perform an FTE edit for a particular department.

If you select Error or Warning, the system compares the actual FTE count to the appropriate FTE maximum in the following circumstances:

A position is created or changed.
A person is hired or moved into a new position/department.
An FTE is changed manually at the job level or the position level.
The FTE maximums are modified.

When a position, job, or FTE cap record with an effective date prior to the current system date is added, modified, or deleted, the system performs the FTE edit as of the current system date. When a future-dated record is added, modified, or deleted, the system performs the FTE edit as of the future date.

Tracking Full Time Equivalent Data

To track full time equivalent data, use the Department Budget FTE CAN component (DEPT_BUDGET_FTE_CN) or Department Budget FTE USA component (DEPT_BUDGET_FTE).

This section provides an overview of job code and position FTE values and describes how to track full time equivalent data.

Understanding Job Code and Position FTE Values

If you are using Position Management , full time equivalent (FTE) and Add to FTE Actual information is specified on the Position Data component (POSITION_DATA). Enter a free-form FTE value or enable the system to calculate the FTE based on the position's standard hours. The FTE value you enter on the Position Data component rolls down to the Job Data component (JOB_DATA). The only way you can override the FTE values on the Position Data component is by selecting the Position Override check box on the Job Data - Work Location page (JOB_DATA1).

If you aren't using Position Management to steer your system, specify FTE and Add to FTE Actual information on the Job Data component.

Page Used to Track FTE Data

Page Name	Definition Name	Navigation	Usage
Department Budget FTE (department budget full time equivalent)	DEPT_BUDGET_FTE	Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Department Budget FTE CAN, Department Budget FTE Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Department Budget FTE USA, Department Budget FTE	Track FTE (full time equivalent) data. Specify how FTEs are allotted in each department and track FTE counts against a budgeted FTE amount.

Tracking Full Time Equivalent Data

Access the Department Budget FTE (department budget full time equivalent) page (Set Up HRMS, Product Related, Commitment Accounting, Budget Information, Department Budget FTE USA, Department Budget FTE).

Budget Begin Date, Budget End Date, and Offset Group

The budget begin date, budget end date, and offset group associated with this department.

While you can use these fields to add a new fiscal year budget on this page, it won't be reflected in the Departments component (DEPARTMENT_TBL). Changes you make to existing fiscal year budgets when you enter the Department Budget FTE page in Correction mode are reflected on the Dept Budget Date page (DEPT_BUDGET_DATE). Create new fiscal year budgets only in the Department Budget Table component (DEPT_BUDGET/DEPT_BUDGET_CN).

Classification

Select the FTE classification:

All: An overall maximum.

Classified: A classified maximum.

Temporary: A temporary maximum.

Unclassified: An unclassified maximum.

FTE Maximum (full time equivalent maximum)

Enter the FTE maximum for the department for each classification.

Each department can designate whether they want to have an error, a warning, or no edit when the system compares the FTE actuals to the FTE maximums. Set up FTE warning messages on the Departments component by selecting the appropriate value for the FTE Edit Indicator. Select an Error, Warning, or No Edit.

Total Actual FTE (total actual full time equivalent)

The total actual full time equivalent counts based on information that you maintain on the Position Data and Job Data component for each FTE maximum and classification.

Running FTE Reports

This section explains how to

Run the Department FTE report.
Run the Full Time Equivalent Roll-up report.

Pages Used to Run the FTE Reports

Page Name	Definition Name	Navigation	Usage
Department FTE Report	RUNCTL_FRMTHRU_DPT	Set Up HRMS, Product Related, Commitment Accounting, Reports, Department FTE, Department FTE Report	Run a Department FTE (department full time equivalent) report (BUD001), which captures the difference between full time equivalent caps and FTE actuals for each department.
Full Time Equivalent Roll-Up	RUNCTL_BUD012	Set Up HRMS, Product Related, Commitment Accounting, Reports, Full Time Equivalent Roll-Up, Full Time Equivalent Roll-Up	Run an FTE Rollup report (BUD012), which provides a detailed listing of total filled and vacant FTE (full time equivalent) counts by department.

Running the Department FTE Report

Access the Department FTE Report page (Set Up HRMS, Product Related, Commitment Accounting, Reports, Department FTE, Department FTE Report).

Output File

Enter the file name you want the system to write the FTE budget data to.

Running the FTE Rollup Report

Access the Full Time Equivalent Roll-Up page (Set Up HRMS, Product Related, Commitment Accounting, Reports, Full Time Equivalent Roll-Up, Full Time Equivalent Roll-Up).

Sum FTE of lower level departments

Select if you want the system to roll up the FTE counts of the departments that are part of the Department you selected.

List Details or Summary

Select if you want the FTE Rollup report to list Summary or Details information.

Budget Begin Date, Budget End Date, and Offset Group	The budget begin date, budget end date, and offset group associated with this department. While you can use these fields to add a new fiscal year budget on this page, it won't be reflected in the Departments component (DEPARTMENT_TBL). Changes you make to existing fiscal year budgets when you enter the Department Budget FTE page in Correction mode are reflected on the Dept Budget Date page (DEPT_BUDGET_DATE). Create new fiscal year budgets only in the Department Budget Table component (DEPT_BUDGET/DEPT_BUDGET_CN).
Classification	Select the FTE classification: All: An overall maximum. Classified: A classified maximum. Temporary: A temporary maximum. Unclassified: An unclassified maximum.
FTE Maximum (full time equivalent maximum)	Enter the FTE maximum for the department for each classification. Each department can designate whether they want to have an error, a warning, or no edit when the system compares the FTE actuals to the FTE maximums. Set up FTE warning messages on the Departments component by selecting the appropriate value for the FTE Edit Indicator. Select an Error, Warning, or No Edit.
Total Actual FTE (total actual full time equivalent)	The total actual full time equivalent counts based on information that you maintain on the Position Data and Job Data component for each FTE maximum and classification.

Sum FTE of lower level departments	Select if you want the system to roll up the FTE counts of the departments that are part of the Department you selected.
List Details or Summary	Select if you want the FTE Rollup report to list Summary or Details information.