Configuring a Full Time Equivalent (FTE) in Budgeting

Use the Full Time Equivalent configuration screen in Budgeting to create budget FTE types and configure monthly values for those FTE types in your budget. The default value is Weekly 40, but you can add others as necessary.

Note: Your configured Budgeting FTE types are available only in the Budgeting module. The Labor FTE is configured in the Property Labor/Scheduler Setup screen.

FTE is the ratio of budgeted hours during a financial period to the number of working hours in the financial period. Based on the number of hours that you have projected in a financial period, an FTE determines how many full-time employees you would need to complete the work. One FTE is equivalent to the full-time work of one employee. To calculate the FTE value, divide the monthly hours by the projected hours for the period; the quotient is the number of FTEs required. For example, if you have 320 hours budgeted for the (28-day) month of February, and you have 160 as your 28-day FTE configuration, you would require two FTEs—that is, you would need two full-time employees for the job throughout February.

Note: When working with FTEs, you are not limited by the result of the calculation. The FTE can be viewed as a goal or a guide. For example, in an ideal environment, you might have the equivalent of 26 full-time employees. You can decide the best way to fill those FTEs. You might select 40 employees to fill your 26 FTEs if many of those employees are part-time.

FTEs are used for performance measures in Unifocus Budgeting software and in some Percent of Base calculations. For example, when editing a job line in the Budget Tree, there is a performance measure field where you can choose a productivity number or an FTE. In Budgeting, you might want to examine what you are budgeting from a productivity standpoint and compare it to your actuals to determine if you are achieving your financial goals. This information can be used for planning. You can review each period in the year and make staffing decisions based on FTE.

  1. In the upper-left corner of the screen, select Access your applications ( main menu icon ).
    The menu expands.

  2. Select Financial > Budgeting.
    The Budgeting Dashboard screen appears.

  1. In the Budgeting menu pane, select Budget Configuration (  icon ) > Full Time Equivalent.
    The Budget Configuration – Full Time Equivalent screen opens.

annotated image of Full Time Equivalent configuration screen

Fields on the Full-Time Equivalent configuration screen

# Field Description Notes

Buttons

1

Add Period Length

Adds a new period length line at the bottom of the table.

The value must be between 1 and 50 characters.

2

Remove Selected

Removes the selected line from the table.

This button is available only if a row is selected.

Table

3

Weekly Type Name

Name of the week type. 

Weekly 40 refers to a workweek that includes 40 hours. You can configure week types based on your employee schedule types. For example, you might have a Weekly 37.5 week type to accommodate a schedule for specific union members. 

Double-click the field to edit the name.

Default: Weekly 40.

4

Hours in configured financial periods

Number of hours in a configured financial period. Options include:

  • Hours in 28 Days

  • Hours in 29 Days

  • Hours in 30 Days

  • Hours in 31 Days

  • Hours in 35 Days

Double-click a field to enter or edit the value.

If you are entering a value for the first time, the values for the other period cells in the week type automatically update.

If you are editing a cell, enter a new value in the cell. The other period cells in the week type are not affected. For example, after values are automatically updated from an initial entry, you might want to round certain period values up or down. Overriding the specific values does not change all other values.

For initial configuration, entering a value for the Hours in 28 Days cell automatically calculates the values for other period cells in the week type.

The five lengths of financial periods are available to all users. If you do not use a certain length of period, you can ignore those cells.

Buttons

5

Discard Changes

Discards your most recent changes to the screen.

6

Save Changes

Saves your changes to the screen.

On the FTE Budget Configuration screen, you can perform the following tasks:

Adding a period length

By default, a Weekly 40 is configured for you. Also configured by default are the five types of financial periods that are available to all users: 28 days, 29 days, 30 days, 31 days, and 35 days. (If you do not use a certain type of period, you can ignore those cells.) 

  1. Select Add Period Length.
    A new row appears at the bottom of the table.

  2. In the cell under Week Type Name column, enter the name for the period length that you are adding.

    Example: If you are setting up a period that accounts for employees who work 37.5 hours per week, you might name the period length Weekly 37.5.
    period length name

  3. In the Hours in 28 Days cell, enter a calculated value.

    Calculation: (Number of hours in the configured workweek) × (Number of weeks in the financial period) = Hours in the financial period.

    Example: If you are configuring a 37.5-hour workweek and want to enter the value to the Hours in 28 Days field, the calculation is as follows:

    37.5 × 4 = 150

    Example:

    Example
    The rest of the Hours in ... Days cells update based on your entry. 

    Note: Although the software calculates the remaining entries, you can override any of the values. For more information, see Editing values for a period length .

    Example:
    Example

  4. Do one of the following:

    • To save your changes, select Save Changes.

    • To add another period, select Add Period Length and repeat the steps above.

    • To discard your changes, select Discard Changes.

      Warning: Discarding changes deletes all changes made after your last save.

Removing a period length

  1. Select the row that you want to remove.

  2. Select Remove Selected.
    The row is removed.

    Note: You must save your changes before exiting the screen.

Editing values for a period length

When you first enter an Hours in 28 Days value for a newly configured period, the rest of the Hours in... Days values are automatically calculated. However, there are times when you might need to override the calculated values. For example, if you set up a Weekly 37.5 period and entered 150 in the Hours in 28 Days cell, the value in the Hours in 29 Days field is automatically calculated to 155.36. If you want to round the value to 155, you can do so without affecting the other values.

  1. In the table, double-click the cell of the value that you want to edit.

  2. Enter the new value.

  3. Either press the Enter key or select outside of the cell.
    Your entry is applied without affecting the other values. 

    Note: You must save your changes before exiting the screen.