> For the complete documentation index, see [llms.txt](https://help.resouris.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.resouris.com/job-planning/quarterly-reconciliation.md).

# Quarterly reconciliation

## What it is

ReSouris compares each staff member's **planned** Programmed Activities (PAs) against their **delivered** PAs every quarter (per NHS *Job Planning for Healthcare Science Staff* Guidelines §5.1.5).

The reconciliation runs automatically on **1 January**, **1 April**, **1 July**, and **1 October** at 02:00 UTC. Each Trust Admin can then sign off on the quarter's snapshot to lock it for Board / CQC reporting.

## Finding the dashboard

**Platform features → Quarterly reconciliation**

The nav item opens today's quarter. To view a different quarter, edit the URL:

```
/ui/admin/job-plan-reconciliation/2026/1
/ui/admin/job-plan-reconciliation/2026/2
/ui/admin/job-plan-reconciliation/2026/3
/ui/admin/job-plan-reconciliation/2026/4
```

## Reading the traffic-light colours

Each row is colour-coded by the absolute percentage difference between planned and delivered PAs:

| Colour    | Threshold      | Meaning                                                                               |
| --------- | -------------- | ------------------------------------------------------------------------------------- |
| **Green** | ≤ 5% variance  | On plan. No further action needed.                                                    |
| **Amber** | 5–15% variance | Investigate. Convene a review with the plan-holder.                                   |
| **Red**   | > 15% variance | Escalate. Trust finance / quality should sign off with notes documenting the drivers. |

The **Summary tiles** at the top show the per-colour count and the tenant-wide planned/delivered PA totals.

## Signing off

1. Click **Sign off** (available to holders of `admin.job_plan.reconciliation.signoff` — default `tenant_admin`).
2. Review the unsigned-row count on the confirmation page.
3. Add optional signoff notes (up to 2000 characters — recorded on every row signed in the batch).
4. Click **Sign off** to lock the quarter.

Once signed, snapshots are **immutable**. The reconciler cron will preserve signed rows on subsequent runs — only unsigned rows are recomputed.

## Exporting to CSV

Every quarter dashboard has a **Export CSV** button. The CSV includes:

* Job plan ID
* Staff name
* Quarter start date
* Planned / delivered / variance PAs
* Variance percent (2 decimals)
* Traffic-light colour
* Signed timestamp (if signed)

Filename convention: `reconciliation-{year}Q{quarter}.csv` (e.g. `reconciliation-2026Q3.csv`).

## Under the hood

* **Fine-grained rows** live in `entitlement_bank` (per plan, per activity, per quarter) — populated by the reconciler cron from `job_plan_ledger` verified rows.
* **Aggregate snapshots** live in `job_plan_quarterly_reconciliation` (per plan, per quarter) — populated by the reconciler after the fine-grained rows land.
* **Signoff** writes `signed_utc + signed_by_user_id + notes` and locks the snapshot at the DB layer.

Distinct from the **per-plan approval-time triple-signoff** (Guidelines §6.2) — that runs when a plan is created / renewed; this runs quarterly against actuals.


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