Understand WTE and workforce capacity

The WTE area compares your home's contracted staff capacity with the capacity implied by your shift requirements for a chosen week.

Instead of comparing lists of names or raw hours, WTE puts both sides on the same scale: full-time equivalents.

WTE answers the question: if one full-time person equals our full-time week, how many full-time people do we have available, and how many does this week's cover need?

Only administrators and managers with the WTE permission can open these pages.

WTE stands for whole-time equivalent. It expresses staffing in full-time units rather than headcount:

• 1.0 WTE is one person working a full week as defined in Configuration, for example 39 hours.
• Someone contracted for half of that week is about 0.5 WTE.
• Two full-time people are about 2.0 WTE.

It is useful because staff have different contract hours and shifts have different lengths and unpaid breaks. WTE in ÁitFoirne is for planning and oversight. It is not payroll, holiday balance or attendance.

• Analysis — weekly Available, Required and Gap figures, filters and trends.
• Daily — day-by-day required hours, and whether each day is under, OK or over filled.
• Exports — Excel or PDF summaries using the same rules as Analysis.
• Configuration — the home's full-time weekly hours and an optional target.

Available WTE is contracted capacity:

1. Take the active employees in scope, either all departments or one department if you filter.
2. Add up their maximum hours per week.
3. Divide by your full-time weekly hours.
4. Placeholder profiles such as Worker Missing and agency placeholders are excluded.

Required WTE is the cover your requirements ask for:

1. Look at the shift requirements for the selected Monday to Sunday week.
2. For each requirement, take the shift type's paid hours, which is the shift length minus unpaid break minutes, and multiply by the number of workers required.
3. Add those paid hours for the week.
4. Divide by your full-time weekly hours.

Gap is Available WTE minus Required WTE.

• Zero or above — spare capacity, shown in green. Contracts meet or exceed this week's requirements.
• Between zero and minus 0.5 — a slight shortfall, shown in amber. Watch it and plan.
• Worse than minus 0.5 — understaffed, shown in red. There is a clear shortfall against requirements.

The Daily tab uses different words. Under, OK and Over describe whether the number of people scheduled matches the requirement for that day.

1. Open WTE, then Configuration.
2. Confirm the nursing home name used on reports.
3. Set Full-time hours per week. This defines 1.0 WTE for your home.
4. Optionally set a Target number of WTE as a planning goal.
5. Select Save Changes.
6. Return to Analysis and refresh the week you care about.

Lowering the full-time hours converts the same contracted hours into a higher Available WTE and the same requirement hours into a higher Required WTE. Both move, so review the Gap again after any baseline change.

• Configuration does not set required WTE per department. Required WTE comes from Requirements and shift types in the Schedule area.
• It does not change employee contract hours, which live on the employee record as maximum hours per week.
• Target WTE is a planning reference only. It does not change Required WTE or the Gap.
• If your home pays all breaks, set the unpaid break minutes on those shift types to zero so paid hours equal the full shift length.