This communication is being sent to HR Administrators and HR Directors at Cardinal HCM agencies.

An issue was recently uncovered related to Cardinal Full-Time Equivalent (FTE) data that will require a system and data change. Currently, when creating a new position in Cardinal, the system automatically sets the FTE value on the position record to zero. If the FTE value is not updated by the user before the position is filled, the corresponding FTE value on the job hire row automatically defaults to a value of zero based on the position record. As a result, tools like the EPR tool misinterpret these positions as having no FTE, causing inaccuracies in data and reporting across various programs and reports.

Example

FTE on Position set to 0

FTE on Job Data defaulted to 0, despite Standard Hours equaling 40

To address this issue, Cardinal will implement the following changes on Tuesday, November 26, 2024:

Default FTE of 1 for New Positions

• For newly created positions, the FTE on Position Data will automatically default to 1.
  • Agencies should not adjust FTE on salaried positions.
  • For quasi and part-time positions, agencies should update Standard Hours and FTE on job data as needed.
  • For wage/hourly positions, adjustments to Standard Hours and FTE are at the agency’s discretion to align with the use of the role.
• Refer to the HR351_Managing Position Data job aid for guidance on adjusting the default FTE value.

FTE Correction for Existing Data

• All existing Position and Job Data rows where Standard Hours = 40 and FTE = 0 will be updated to an FTE value of 1.
• Agencies can identify affected data using the V_HR_JOB_DATA Query, filtering for rows with FTE = 0.
• These updates will not impact any position or jobs where Standard Hours are less than 40 (i.e., quasi or part-time).

After the corrections are made to the data in the system, the inaccurate data shown in the example above will be resolved.

Agency Reminders

Adjusting Standard Hours

When modifying employee status (i.e., full-time, quasi, part-time):

1. Update the Full/Part Time field on Position Data page, keeping Standard Hours on Position = 40.
2. Verify the change is reflected in the Full/Part field on the Job Data page.
3. Add a new row in Job Data, update Standard Hours to the expected weekly amount and Save.
4. The FTE on Job will update automatically.

For detailed instructions on adjusting standard hours, refer to the HR351_Process a Change in Full/Part/Quasi Status job aid.

Data Accuracy

The FTE on Job Data impacts reporting and tool functionality, particularly the EPR Tool. To maintain data integrity and verify your FTE counts, utilize the following queries:

• Job Data Query: V_HR_JOB_QUERY
• Position Data Query: V_HR_POSITION_DATA

Regularly reviewing and verifying data from these queries will help ensure your agency’s reporting and FTE count is accurate, providing more reliable staffing insights.

Regards,

The Cardinal Team

Questions

If you have technical or functional questions, submit a help desk ticket by emailing vccc@vita.virginia.gov and include the following information:

Subject: Cardinal – <brief summary for routing>

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