FTE Summary Report

FTE Summary Report (Full Time Equivalent)

The FTE Summary Report allows you to summarize employee hours in full time equivalent employee (FTE) units. The report formats FTE as a series of columns, where each column represents an interval of time, such as monthly or quarterly.

Using FTE units provides a way to measure how many full-time employees would be required to perform the work done in your organization. An FTE is the equivalent of one person working full time. Consider an employee working the following full time schedule:

8 hours / day

X 5 day / week

X 52 week / year

= 2,080 hours / year

One employee working full time would equal 1 FTE. Two people each working 4 hours per day, 5 days per week would also equal 1 FTE. The FTE Summary Report computes the FTE value by totalling the hours for each interval and dividing by the appropriate full time equivalent hours. For instance, if the total hours against a project for 1 year was 3,120, then the FTE would be computed as 3,120 / 2,080 = 1.5.

When creating or editing this report you can set the following properties:

Property	Description
Name	The report name or title, up to 80 characters (required).
Description	A description for the report, up to 255 characters.
Template	A read-only property that indicates which report was used as the template for creating this report.
Published	If checked then this report can be run by other employees. You can limit which employees can access a published report by clicking the button to the right of the check box and selecting the appropriate permission levels. Publishing a report does not allow others to edit it - only the employee who created the report can subsequently edit it.
Reporting Period	The default time period for the report. The reporting period can be overridden when running the report. Note that, depending on the Report Interval, the actual start and finish date of the report may not match the reporting period exactly. For instance, if the reporting period is set to "Today" and the report interval is "Yearly" then when the report runs it will snap the start date to Jan 1 and the finish date to Dec 31 of the current year. Due to the columnar nature of the report your date range may be restricted in order to avoid producing too many columns: large numbers of columns can adversely affect the system's performance. For instance, you won't be able to a report with a daily interval for a year as it would produce 365 columns and affect database performance adversely. You can bypass these limits by specifying a report filter, which will reduce the amount of data returned. The report will give you a clear message when you exceed a reporting period limit, and indicate to you which filter to set to increase the limit.
Report Interval	The report interval determines how the data is grouped into columns. For instance, a monthly interval for a report being run over the previous year would show 12 columns, one for each month. Possible values for the report interval are: Daily, Weekly, Monthly, Quarterly and Yearly. Note that when the report runs it will always snap the start date and finish date to encompass complete intervals, regardless of the Reporting Period chosen. For instance, if the reporting period is set to "Today" and the report interval is "Yearly" then when the report runs it will snap the start date to Jan 1 and the finish date to Dec 31 of the current year.
Report Columns	The list of data columns by which to group or summarize the report data into rows (required). You can add or remove columns, and click and drag to change the column order. The list of columns is limited to data that can be recorded with time entries, such as employee and project values, timesheet custom fields, etc. You must have at least one but no more than 10 report columns. Note that the report will automatically insert subtotal rows in the report if you select more than one type of column. For instance, if you have 2 columns, Project.Name and Employee.Name, then the report will insert a subtotal row after each group of projects. If you have 3 columns, Customer.Name, Project.Name and Employee.Name, then the report will insert a subtotal row after each group of projects and after each group of customers.
Full Time Equivalent	This is the FTE hours per week used by the report to convert total hours into FTE. Enter the number of hours per week that your organization considers to be full time. For instance, a typical value in North America would be 40. When the Report Interval is not weekly then this value is converted to an appropriate amount for the interval in the following manner: Interval FTE Per Period Example ----------------------------------------------------------------- Daily Weekly FTE / 5 8 = 40 / 5 Weekly Weekly FTE 40 = 40 Monthly (Weekly FTE * 52) / 12 173.33 = (40 * 52) / 12 Quarterly (Weekly FTE * 52) / 4 520 = (40 * 52) / 4 Yearly Weekly FTE * 52 2080 = 40 * 52 Note: If you are running this report for employees who work in different countries or regions that have different FTE hours per week, you can optionally specify an API Variable for the Full Time Equivalent. For instance, if you define an employee custom field to hold the full time equivalent weekly hours as "FTE Hours", then you could enter {User.xFTEHours} for Full Time Equivalent. When the report runs it will look up this value for each report row and use it when computing the FTE value for the given column. If {User.xFTEHours} doesn't return a value then the system default will be used (based on the System > General > Default Hours Per Day multiplied by 5). If using an API Variable make sure that the custom field is of type Number, and that you specify the API Variable name exactly (case-sensitive) enclosed in curly braces.
Entry Type Filter	Use this filter to restrict the report to only Work hours or to only Leave hours. By default all timesheet hours are included in the report.
Submitted Filter	Use this filter to restrict the report to only hours for timesheets that are Submitted (locked), or only hours for timesheets that are Open (unsubmitted). By default all timesheet data is reported on, regardless of its submission status.