USPS Reports Guide –
USPS Reports by Number –
Report 165 Staffing Forecast Report
This report displays your agency's filled, vacant, and closed positions for the requested fiscal year. The budget information includes budgeted annual salary, expenditures-to-date, projected expenditures, and projected lapse. The report lists the position records assigned to each organization code, followed by activity, program, and division totals. Agency totals are also provided.
Report 165 should be run after Report 911, and before data entry for the next month that could affect position records in order to capture the most accurate data.
Report 165 can be requested at other times of the month. Your interpretation of its output will always require an understanding of which posting reports have run and timing of data entry.
Report Criteria
| Category | Position Control | ||||
|---|---|---|---|---|---|
| Distribution | Agency | ||||
| Frequency | Upon Request – Recommended monthly, after month-end clears. | ||||
| Form | 111 | ||||
| Sort Sequence |
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| Page Break |
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| Parameters | HNKPC – FY START DATE, FY END DATE | ||||
| Databases Used | HNP, HMP, HID, H0M, H7O, H0C, HNK, HNO, HNH, H10 | ||||
| Selection Criteria | All positions with an effective date greater than or equal to FY START DATE and less than or equal to FY END DATE. | ||||
| Produce Output? | Yes | ||||
| Request Screen | HSRPT | ||||
| Posting Report? | No | ||||
| Additional Notes |
Report Headings
- START DT/END DATE HNK.PCFYSDT/HNK.PCFYEDT
- Displays the start and end dates of the requested fiscal year.
- ORG CODE HNP.ORGCODE, HNO.ORGNAME
- Displays the organization code and name.
- POS NO HNP.POSITION
- Displays the position number.
- NAME/VACANT/CLOSED HID.RPTNAME/DERIVED
- Displays one of the following:
- The name of the employee who holds the position (a position vacated on the end date of the report will have the employee's name)
- Vacant (if the actual FTE and the inactive date = 0)
- Closed (if the actual FTE = 0 and the inactive date is earlier than the report end date)
- SSN HNH.EMPLOYEENO
- Displays the employee's SSN.
- BUD CLASS HNP.JOBCLASS
- Displays the position's budgeted job class code.
- BUDGETED JOB TITLE HML.FCTITLE , H7O.JCTITLE
- Displays the budgeted functional job class title. If no budgeted functional job class code was assigned, the job class title will display.
- ACT CLASS HNP.ACTJOBCLAS
- Displays the actual job class code assigned to the employee.
- ACTUAL JOB TITLE HML.FCTITLE, H7O.JCTITLE
- Displays the actual functional job class title. If no actual functional job class code was assigned, the job class title will display.
- EFFECT DT HNH.HISTORYDT
- Displays the date of the latest reason code transaction for the employee in this position. If the position is currently vacant or closed, but previously filled, the date of the latest transaction for the last employee assigned will display.
- HRIS CODE HNH.HRISREASCD
- Displays the reason code for the latest transaction, referenced in the EFFECT DT field.
- AUT FTE HNP.PCAUTFTE
- Displays the position's budgeted, full-time equivalent (FTE). For example, 20 hours per week is an FTE of 0.500 and 40 hours per week is an FTE of 1.000.
- BUD GR/ST HNP.PAYGROUP/HNP.PAYSTEP
- Displays the budgeted pay group and step (if applicable) associated with the budgeted job class code.
- BUD MO SAL HNP.SALARYBGT
- Displays the position's budgeted monthly salary.
- BUDGETED ANN SAL HNP.BUDGAMT
- Displays the amount of base salary budgeted during the fiscal year. The budgeted annual salary is calculated from the position's effective date to either the inactive date or the fiscal year end date (August 31). This amount is recalculated when certain changes are made to the position record.
- EXPENDITURES FISCAL YTD HNP.FYXPNAMT
- Displays the fiscal year-to-date base salary paid to an employee, either currently or historically assigned to the position. Report 153 updates this amount from payroll history after each final payroll (regular and supplemental).
- EXPENDITURES PROJECTED HNP.FYXPNPROJ
- Displays the projected salary based on the actual salary if filled or the budgeted salary if vacant, and the duration of the position. This amount is recalculated by Report 911 at month-end. It is also recalculated when certain changes are made to the position (HNP) or assignment (HMP) records.
- PROJECTED LAPSE HNP.FYLPSPROJ
- Displays the difference between the budgeted annual salary and the sum of the actual expenditures plus projected expenditures. This amount is recalculated by Report 911 at month-end.
Projected Lapse = Budgeted Ann Salary – (Exp. Fiscal YTD + Exp. Projected)
It is also recalculated when certain changes are made to the position (HNP) or assignment (HMP) records. - ACT FTE HNH.ASSIGNFTE
- Displays the employee's FTE assigned to the position.
- ACT GR/ST HNH.POSPAYGRP/HNH.ACTUALSTEP
- Displays the actual pay group and step (if applicable) assigned to the employee.
- ACT MO SAL HNH.SALARY
- Displays the actual monthly salary assigned to the employee. This amount may or may not equal budgeted monthly salary.
- HIST DATE HNP.HISTORYDT
- Displays the effective date of the position record.
- INACT DATE HNP.PCDLTDTE
- Displays the inactive date of the position record.
- PRIM CD HNP.PRIMLABCD
- Displays the employee's primary labor code.
- PRIM PCT HNP.PRIMLABPCT
- Displays the employee's primary labor percent. If not 100.0, then secondary labor codes exist (HO2U1).
- LG/HD H10.APAYAMT(06/05)
- Displays the monthly amount the employee is expected to earn in longevity or hazardous duty pay. This figure is not included in the employee's base salary amount.
Totals for Activity, Program, Division and Agency
Note: Report 165 prints totals in the following fields for each level of the organization code (activity, program, and division) as well as the agency.
- BUD MO SAL DERIVED FROM HNP.SALARYBGT
- Displays the total monthly salary for the positions.
- BUDGETED ANN SAL DERIVED FROM HNP.BUDGAMT
- Displays the total amount of base salary budgeted for the positions. The budgeted annual salary is calculated from the position's effective date to either the inactive date or the fiscal year end date (August 31). This amount is recalculated when certain changes are made to the position records.
- EXPENDITURES: FISCAL YTD DERIVED FROM HNP.FYXPNAMT
- Displays the total fiscal year-to-date base salary paid to the employees. Report 153 updates this amount from payroll history after each final payroll (regular and supplemental).
- EXPENDITURES: PROJECTED DERIVED FROM HNP.FYXPNPROJ
- Displays the total amount of projected salary based on the actual salary if filled or the budgeted salary if vacant. This amount is recalculated by Report 911 at month-end. It is also recalculated when certain changes are made to the position (HNP) or assignment (HMP) records.
- PROJECTED LAPSE DERIVED FROM HNP.FYLPSPROJ
- Displays the difference between the budgeted annual salary and the sum of the actual expenditures, plus projected. This amount is recalculated by Report 911 at month-end.
Projected Lapse = Budgeted Ann Salary – (Exp. Fiscal YTD + Exp. Projected)
It is also recalculated when certain changes are made to the position (HNP) or assignment (HMP) records. - ACT MO SAL DERIVED FROM HNH.HSALARY
- Displays the total of monthly salaries assigned to the employees.
- POSITIONS: FILLED, VACANT AND CLOSED DERIVED
- Displays the total number of filled, vacant and closed positions.
- AUTHORIZED FTE: FILLED AND VACANT DERIVED
- Displays the sum of the FTEs for all filled and vacant, budgeted positions.
- ACTUAL FTE: FILLED DERIVED
- Displays the sum of the FTEs for all employees assigned to the positions.
- FULL-TIME: BUD, STD, TEMP, SEAS, EMER, PROV, COOP, AND IAC DERIVED
- Displays the total number of full-time (filled and vacant) budgeted, standard, temporary, seasonal, emergency, provisional, co-op and interagency contract positions.
- PART-TIME: BUD, STD, TEMP, SEAS, EMER, PROV, COOP, AND IAC DERIVED
- Displays the total number of part-time (filled and vacant) budgeted, standard, temporary, seasonal, emergency, provisional, co-op, and interagency contract positions.
- LONG FYTD HNP.FYLNGVTY
- Displays the fiscal year-to-date total of longevity pay. This amount is updated by Report 153 after each final payroll.
- MERIT FYTD HNP.FYMERTPAY
- Displays the fiscal year-to-date total of merit pay. This amount is updated by Report 153 after each final payroll.
- LONG MON H10.APAYAMT(06)
- Displays the total monthly amount of longevity pay that employees are currently expected to receive.
- OT FYTD HNP.FYOTIME
- Displays the fiscal year-to-date total of overtime pay. This amount is updated by Report 153 after each final payroll.
- HAZAR FYTD HNP.FYHAZDTY
- Displays the fiscal year-to-date total of hazardous duty pay. This amount is updated by Report 153 after each final payroll.
- LS TRM PMT HNP.FYLUMPSUM
- Displays the total of the lump sum payments. This amount is updated by Report 153 after each final payroll.
- HAZAR MON H10.APAYAMT(05)
- Displays the total monthly amount of hazardous duty pay that employees are currently expected to receive. This monthly total can be used to project expenditures for the remainder of the fiscal year.
- BONUS HNP.FYBONSPAY
- Displays fiscal year-to-date total of bonus pay.
- MISC HNP.FYADDLPAY
- Displays the total of other payments posted back to position records by Report 153 (BRP, per diems, etc.).
Note: All of the fields from Full-Time: Bud through Part Time: IAC represent a count of positions as designated by the Position Type field on HNPU1.
Sample Report
REPORT: 165 UNIFORM STATEWIDE PAYROLL/PERSONNEL SYSTEM PAGE: 25
AGENCY: XXX XXXXX XXXXX XXXXXXXXXX RUN DATE: XX/XX/20XX
STAFFING FORECAST REPORT RUN TIME: 21:06:04
START DT 09/01/20XX END DT 08/31/20XX
ORG CODE: XXXXXXXXXXX XXXX XXXXXXXXXX XXXXXXXXXX XXXXXXX
POS NO NAME/VACANT/CLOSED SSN
BUD CLASS BUDGETED JOB TITLE HRIS AUT FTE BUD GR/ST BUD MO SAL BUDGETED ----EXPENDITURES---- PROJECTED
ACT CLASS ACTUAL JOB TITLE EFFECT DT CODE ACT FTE ACT GR/ST ACT MO SAL ANN SAL FISCALYTD PROJECTED LAPSE
HIST DATE INACT DATE PRIM CD PRIM PCT LG/HD
00000370 XXXXX, XXXXXXX XX XXX-XX-XXXX ---- ------- --------- ---------- -------- --------- --------- --------
1620 DIRECTOR I 1.000 17/ 5407.14 64885.68 32626.68 39136.86 -1286.8
1620 DIRECTOR I 02/01/20XX 025 1.000 17/ 5590.98
09/01/20XX XX/XX/20XX P12011 100.0 180.00/
00000386 XXXXXX, XXXXXXX XXX-XX-XXXX ---- ------- --------- ---------- -------- --------- --------- --------
0156 ADMINISTRATIVE ASST IV 1.000 15/ 2994.39 35932.68 18068.14 21673.33 -712.6
0156 ADMINISTRATIVE ASST IV 02/01/20XX 025 1.000 15/ 3096.19
09/01/20XX XX/XX/20XX P12011 100.0 120.00/
ORG CODE: XXXXXXXXXXX
BUD MO SAL BUDGETED -----------EXPENDITURES------------ PROJECTED
ACT MO SAL ANNSAL FISCALYTD PROJECTED LAPSE
------------ TOTALS FOR ACTIVITY ------------ ----------- ----------- ----------- ----------- -----------
8,401.53 100,818.36 50,694.82 60,810.19 -1,999.4
FILLED VACANT CLOSED 8,687.17
POSITIONS: 2 0 0
AUTHORIZED FTE: 2.000 0.000
ACTUAL FTE: 2.000 LONG FYTD: 1740.00 MERIT FYTD: 0.00
LONG MON: 300.00 OT FYTD: 0.00
BUD STD TEMP SEAS EMER PROV COOP IAC
FULL-TIME: 2 2 0 0 0 0 0 0 HAZAR FYTD: 0.00 LS TRM PMT: 0.00
PART-TIME: 0 0 0 0 0 0 0 0 HAZAR MON: 0.00 BONUS: 0.00
MISC: 0.00