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Run: Minimum FTE Commitment Compliance Check

Use this Minimum FTE Commitment Compliance Check template to verify that a client program’s dedicated certified headcount stayed at or above the contracted m...

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Inspection Scope and Contract Requirement

Client program and inspection period are identified

Record the client program name, site or team, and the date range being reviewed.

Contracted minimum FTE commitment is documented critical (required)

Enter the contracted minimum dedicated certified headcount required for the program.

Source document for staffing commitment is attached or referenced critical (required)

Reference the contract, statement of work, amendment, or client-approved staffing baseline used for this check.

Dedicated Certified Headcount Verification

Current dedicated certified headcount meets or exceeds the contracted minimum critical (required)

Enter the current verified headcount assigned to the program.

All counted staff are dedicated to the client program critical (required)

Confirm the headcount counted for compliance is dedicated to the client program and not shared against another commitment.

Yes No N/A

All counted staff hold the required certification or qualification critical (required)

Confirm each counted team member meets the program's required certification, licensing, or qualification criteria.

Yes No N/A

Headcount calculation method is documented

Describe how FTE was calculated, including rounding rules, inclusion/exclusion criteria, and whether part-time staff were prorated.

Roster, Schedule, and Attendance Evidence

Approved roster matches the verified headcount critical (required)

Confirm the roster or staffing list aligns with the headcount used for compliance.

Yes No N/A

Schedule coverage supports the minimum FTE for the full review period critical (required)

Confirm published schedules show the contracted minimum was planned across all required operating hours.

Yes No N/A

Attendance or timekeeping records support actual coverage critical (required)

Confirm attendance, timekeeping, or workforce management records support the actual staffed hours for the period reviewed.

Yes No N/A

Any absences, attrition, or leave events affecting coverage are documented

Record any leave, resignation, no-show, or other staffing event that reduced coverage below the planned level, if applicable.

Exceptions and Coverage Gaps

No coverage gap below the contracted minimum occurred during the review period critical (required)

Confirm there were no periods where the dedicated certified headcount fell below the contracted minimum.

Yes No N/A

Any temporary shortfall was approved by the client or contract owner critical (required)

If a shortfall occurred, confirm there is documented approval, waiver, or amendment covering the exception.

Yes No N/A

Duration and impact of each exception are recorded

Document the date, start and end time, number of FTE short, and operational impact for each exception.

Root cause for any staffing deficiency is identified

Describe the cause of any deficiency, such as attrition, training delay, leave coverage, or scheduling error.

Corrective Actions and Sign-Off

Corrective action plan is documented for any deficiency critical (required)

Record the corrective action, owner, and due date for restoring and maintaining the contracted minimum FTE commitment.

Preventive controls are in place to monitor ongoing compliance

Select the controls used to prevent future staffing shortfalls.

Note (optional)

Inspector sign-off completed critical (required)

Inspector confirms the findings are accurate and complete.

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