This article explains how staff factors work in Access Education Budgets, how to identify which contracts are using a staff factor, and how to create a replacement factor if the existing one cannot be changed.
⚠️Important: Once a staff factor is in use on one or more staff contracts, it cannot be edited or deleted. To make changes, you must first remove that staff factor from every contract that uses it, or create a new factor and move staff onto that instead.
Why You Cannot Edit or Delete a Staff Factor
A staff factor becomes locked when it is linked to any staff contract.
This means:
You cannot edit the factor.
You cannot delete the factor.
until it is no longer assigned to any contracts.
To unlock it, you must remove it directly from each affected contract.
Remove a Staff Factor from a Staff Contract
In the Scenario menu, click Staffing.
Find the member of staff who is using the staff factor.
Click the head and shoulders icon to the left of the staffing line to open the contract.
In the contract, go to Scale Details.
Find the FTE Code field.
Use the drop-down list to select a different staff factor.
Save the contract.
Repeat this for every contract that uses the factor.
Once the factor is no longer linked to any contracts, it can be edited or deleted.
Find Which Staff Contracts Are Using a Staff Factor
If you do not know which staff members are on the factor, run a report to identify them.
In the Scenario menu, click Reports.
Click the Pupil/Staff Reports tab.
Select either:
Teaching Staff Details Report.
Support Staff Detailed Report.
depending on which type of staff use the factor.
Click Launch.
Click the Contract tab (click the tab itself, not the drop-down arrow).
Select:
FTE Code.
FTE Description.
Click Update.
The report will show which staff contracts are linked to each FTE/staff factor so you can identify who needs to be updated.
Create a New Staff Factor
If it is easier to replace the old factor rather than remove and edit it, create a new one and move staff onto that instead.
In the Scenario menu, click Staff Factors.
Click the blue plus icon in the top-left corner.
Enter the required details for the new staff factor.
Click Save.
You can then return to the relevant staff contracts and update the FTE Code field to use the new factor.