Each month, we assess whether and how much an employee is active in their role, based on their employment dates, status, and working pattern. The output is a monthly FTE value that represents their contribution in that month. Here’s how it’s determined:
1️⃣ If the person is seconded or transferred out
We calculate how much of the month they were still active before being seconded:
- If they started the position mid-month and stayed beyond the month, we calculate the days worked from the start date to the month-end.
- If they ended their position mid-month, we calculate the days worked from the start of the month to their end date.
- In some scenarios, they’re counted for the full month, or excluded entirely.
2️⃣ If the person is on a leave type (e.g. Maternity, Sick)
Their FTE is set to zero for the month.
3️⃣ If the person is currently employed (i.e. not on leave or secondment)
We look at whether their employment or position overlaps with the current month:
- If they were fully employed during the month, they count for the full FTE.
- If they joined or left part-way through, we pro-rate their FTE based on the number of active days.
- If they left before the month or hadn’t started yet, they are excluded.
- If they are a joiner and leaver in the same period, we only include the relevant portion.
- If the role is vacant, or it’s a future leaver, the logic accounts for those specific cases too.
4️⃣ FTE Calculation
All calculations are:
(Number of active days in the month / Total days in the month) × Contracted FTE
This ensures part-months are accurately represented in planning and forecasting.