📌Note: The maximum FTE that can apply against a post is 999. If approaching this limit, a new post will need to be created in the portal or the back office.
Portal guidance
The Post FTE value is used to capture the sanctioned or budgeted headcount for a specific position in the organisation i.e. sign off has been provided for 2 IT Support Analysts for the IT Security department this year.
As such, the field may not be directly overwritten on the Post Profile and any updates to this FTE are maintained on the system to provide a history of when an update was made and by whom.
There are 2 options available when updating an FTE:
Transfer FTE: The FTE for the chosen Post Profile may be updated by taking from another existing Post Profile i.e. increase Post A by 1 by directly taking 1 FTE from Post B.
Update FTE: This is a straightforward addition or subtraction from the current FTE value without any further impact on another Post Profile's FTE.
To update the Post FTE:
For the required Post Profile, go to the Post Profile Maintenance screen.
In the Select Option list, select 09 - Maintain FTE.
Select option Update. The Post Number will auto populate with the current Post Profile details.
Enter an Effective Date. This is mandatory and cannot be earlier than the Post Profile Effective Date.
Enter the amount that the FTE should be amended by:
1: (i.e. a positive value) will increase the current FTE by 1.
-1: (i.e. a negative value) will decrease the current FTE by 1.
Enter an Approved By name and role (mandatory free text field).
If required (optional), type Comments.
Click Save.
Back Office guidance
To amend the post FTE against a post profile record
Click CorePersonnel, Maintenance, Post Management, Post Profile Maintenance.
In the Select Details list, select Maintain FTE. Selecting this will allow you to update the FTE value as of a given Effective Date.
Select the Update FTE option. Post Number will default to the selected Post Profile.
In the Effective Date field, type the date of FTE Change.
To increase FTE, enter value that you want to increase by i.e. 1 means you want to add 1 to existing FTE.
To reduce FTE, enter negative value that you want to reduce by i.e. -1 means you want to reduce existing FTE by 1 In the Approved by field, type the Person who approved Post FTE change.
If required, type in Comments.