Plain-language questions
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KPI · HR
FTE (full-time equivalent): formula and example.
An FTE (full-time equivalent) is a unit for the size of a job: 1.0 FTE is one full working week. You divide an employee's contracted hours by the hours of a full-time week and add this up across all employees. FTE is the basis for workforce planning, budgeting and per-employee ratios.
FTE (full-time equivalent) formula
Contracted hours per week ÷ hours in a full-time week, summed across all employees
Worked example
At Acme Groothandel a full-time week is 40 hours. Of its 150 employees, 96 work full time (96 FTE), 36 work 32 hours (36 × 0.8 = 28.8 FTE) and 18 work 20 hours (18 × 0.5 = 9 FTE). In total that is 96 + 28.8 + 9 = 133.8 FTE.
Fictitious figures for Acme Groothandel, a sample wholesaler.
How to read this KPI
The FTE total shows how much capacity you have, regardless of how many people provide it. Set FTE against headcount: a large gap means a lot of part-time work, which adds flexibility but also more coordination and fixed costs per person. Use FTE as the denominator for ratios such as personnel cost per FTE and revenue per FTE.
Pitfalls with FTE (full-time equivalent)
- Mixing different full-time standards, for example 36 and 40 hours under different collective agreements.
- Counting flexible or zero-hours staff on their contracted hours when in practice they work many more.
- Using FTE on a single date for an annual ratio when you need the average across the year.
SQL & DAX
Calculating FTE (full-time equivalent) in SQL and DAX
Two examples on a fictitious data warehouse for Acme Groothandel: a PostgreSQL query and a measure for a Power BI model. Adjust table and column names to your own model.
SELECT department,
COUNT(*) AS headcount,
ROUND(SUM(fte), 1) AS fte,
ROUND(SUM(fte) / NULLIF(COUNT(*), 0), 2) AS avg_fte_per_employee
FROM employees
WHERE hire_date <= CURRENT_DATE
AND (termination_date IS NULL OR termination_date > CURRENT_DATE)
GROUP BY ROLLUP (department)
ORDER BY department NULLS LAST;FTE =
VAR d = MAX ( 'Date'[Date] )
RETURN SUMX ( FILTER ( ALL ( Employees ), Employees[HireDate] <= d && ( ISBLANK ( Employees[TerminationDate] ) || Employees[TerminationDate] > d ) ), Employees[FTE] )
FTE per Employee =
VAR d = MAX ( 'Date'[Date] )
RETURN DIVIDE ( [FTE], COUNTROWS ( FILTER ( ALL ( Employees ), Employees[HireDate] <= d && ( ISBLANK ( Employees[TerminationDate] ) || Employees[TerminationDate] > d ) ) ) )In ENABLE
Tracking this KPI in ENABLE
In your Power BI dashboard
Define the KPI as a measure in your Power BI model and show it in the portal, with "Last refreshed" next to it. Access profiles and optional row-level security decide who sees which figures.
Custom dashboards (pilot)
Add the KPI as a tile to a custom dashboard, compared with last year. The Dashboard Builder is a pilot and can be switched on per client.
Monthly targets
With the built-in Targets app you set a target for the KPI per month, so you see actuals and target side by side.
FAQ
Frequently asked questions
How do you calculate FTE?
Divide an employee's contracted weekly hours by the hours in a full-time week at your organisation. Someone working 32 hours in a 40-hour week is 0.8 FTE. Add up the FTE of all employees for the total.
How many hours is 1 FTE?
It depends on the full-time standard in your organisation, often 36, 37.5 or 40 hours a week. 1 FTE always equals that full working week. Record the standard, especially if different contracts apply within the organisation.
What is the difference between FTE and headcount?
Headcount counts people; FTE counts capacity in full working weeks. Two employees working 20 hours each are 2 people but 1.0 FTE in a 40-hour week. You need both figures, for different questions.
Further reading
- KPI libraryHR KPIs: formulas and examplesHR KPIs cover staffing, absence, turnover and recruitment. This is sensitive data: show it only to people who are allowed to see it, and do not report on groups so small that individuals can be identified.Read more
- ResourcesHow to build a KPI dashboard: steps and examplesA KPI dashboard is an overview of the key figures you use to steer towards your goals, such as revenue, margin, on-time delivery or absenteeism. A good KPI dashboard does not start with the software, but with the decisions it needs to support. You then choose a limited number of KPIs, define them, sketch the dashboard and only then build it.Read more
- SolutionPower BI dashboard portal: share dashboards securelyShare your Power BI dashboards securely in your own portal, with role-based access.Read more
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