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Presentation on theme: "INSTRUCTIONS FOR THE PROJECT STRUCTURE REPORT"— Presentation transcript:


2 Description of report This is a powerful master data and structure report for WBS elements (especially restricted funds) Use selection and display criteria to customize the report for ad hoc reporting To monitor certain attributes or projects of interest To answer ad hoc administrative questions

3 Selection vs display criteria
What’s the difference between selection & display criteria? Use the selection criteria to Limit the population included on the report to only those projects with certain attributes Use the display criteria to Customize the report layout to include attributes of interest

4 Advanced topics CNS41 may be used in conjunction with other IRIS reports, such as Combine PS attributes with the FM report “S_ALR_ Assignments to WBS Elements” for accounts assigned to a particular funds center. Combine PS attributes with the PS report “CJI3 - Actual Costs/Revenues” for detailed or summarized financial activity reports. Combine PS attributes with the FM report “Y_DEV_ Available Overall Budget - No Structure” for summarized budget vs actual with attributes.

5 Example reports using selection criteria
List a certain PI’s sponsored projects Selection criteria (sponsored projects, PI ID #) List a department’s gift accounts for scholarships Selection criteria (gifts, scholarship function) List a certain PI’s sponsored projects that started after 1/1/2003 Selection criteria (sponsored projects, PI ID #, start date)

6 Navigation This transaction is being added to the IRIS menu
Type “CNS41” on the Command line of the SAP standard menu

7 Enter profile number How many zeros ?
Enter the PS Info Profile number which is always this same value on all PS reports How many zeros ?

8 Selection screen

9 Strategy for designing reports
tip: Spend an extra moment thinking about strategy – it will save time and give you better results! Important decisions: How to select WBS elements How to best use the attributes

10 WBS element selection Options Enter a single value or range
Use “Multiple selection” icon Use “Import from text file” for easier list entry Asterisks are wild cards

11 How to use the attributes
You can limit your selection For example, you want the population to only include Dr. Johnson’s accounts You can display your selection For example, include all PI’s accounts, then display the PI and sort the report so that Dr. Johnson’s accounts are identified and grouped.

12 Example # 1 Hint: List of Dr. Smith’s sponsored projects
WBS element selection R0110* will encompass all of this PI’s projects. If you aren’t sure that is true, expand to R01*. What are the selection criteria? Hint: Sponsored projects PI’s HR ID number

13 Example # 1 – steps 1 & 2 Step 2 – Press the Dynamic Selections icon
Step 1 – Complete the WBS element selection

14 Example # 1 – step 3 Step 3 – Open the folder “Master data WBS element”. The project attributes from CJ20N that are attached to the WBS element are listed here.

15 Example # 1 – steps 4 & 5 Step 4 – Select “Proj type” by clicking on it. Step 5 – Press “Adopt selected items” button.

16 Example # 1 – step 6 Step 6 – Several project types comprise “Sponsored Projects”. To enter these values, press the “Multiple selection” button.

17 Example # 1 – step 7 Step 7 – Select the “Range” tab. Enter the range “11” to “20” to obtain all Sponsored projects. Then press the “Copy” button.

18 Example # 1 – step 8 Note – the “Multiple selections” button is green which indicates that more than one selection has been entered. Step 8 – Scroll down the list of attributes until you reach “Principal Investigator PERNR”. Select it by clicking on it. Then press the “Adopt selected items” button.

19 Example # 1 – step 9 Step 9 – Enter the HR personnel ID number (PERNR) for the specific PI. Then press the “Save” icon.

20 Step 10 – Press the “Execute” icon.
Example # 1 – step 10 Note – the “Dynamic selections” icon is showing “2 active” which represents the Project type and PI PERNR selections saved. Step 10 – Press the “Execute” icon.

21 Note – Yellow highlighted lines are the Project Definition, blue highlighted lines are WBS elements, PS Text, and Internal Orders, if applicable. Note – the default display doesn’t show any columns of attributes, such as PI PERNR which was a selection criteria.

22 Example # 1 – steps 11,12, & 13 Step 11 – To only show the WBS elements, select “View” on the menu. Then press “Select object types”. You will receive the following question: Step 12 – Click off “Project definition”, “PS text”, and “Order” and press “Enter”. Step 13 – Press “Enter”.

23 Example # 1 – step 14 Note – The list only contains WBS elements now.
Step 14 – Press the “Select Fields” icon. You will then see this box.

24 later in this tutorial for
Example # 1 – step 15 Step 15 – Choose desired display attributes by highlighting the attribute on the right side and then pressing the arrow in the center to move it to the left side. Press enter when complete. Note: See example # 2 later in this tutorial for setting up a variant

25 Example # 1 – step 16 Congratulations!
You are ready to either print the report or download the data to a spreadsheet for further manipulation, to PI, etc.

26 Report in Excel Tip: If the report will be distributed to a Dept Head or PI, the data can be downloaded to Excel and cleaned up as shown above.

27 Advanced features Variant Filter
Saves your selection and display criteria for future ease of use Filter Allows you to narrow your selection for those attributes that aren’t available as selection criteria Example – status (created, released, locked)

28 Variant Unlike other IRIS reports, CNS41 allows you to save selection and display criteria in a single variant Using a variant saves time in the future if the report is expected to be needed again. See Example # 2 of variant setup.

29 Example # 2 – step 1 Press the “Back” icon to exit from the report.
You will get this message. Press the “No” button and exit to the selection screen.

30 Example # 2 – step 2 Menu path: You will get this question.
Goto > Variants > Save as variant You will get this question. Press the “Yes” button.

31 Example # 2 – step 3 Variant short name On the Variant setup screen, please enter a short name and a long name that are unique and descriptive. Remember, everyone else has to scroll past your variant to get to theirs! If you don’t need it, please don’t set it up! Variant long name

32 Finding & using your variant
Enter all or part of the variant name using * as wildcards. Menu path: Goto > Variant > Get Variant You will get this selection box. Press the “Execute” icon. Your selection & display criteria are now loaded. Just press “Execute” for your report. NOTE: Your name will default into the “Created by” line.

33 Why use a filter? See Example # 3.
A filter allows you to narrow your selection for certain attributes that aren’t available as selection criteria Example – status (created, released, locked) A filter allows you to refine your selection criteria after the report has executed. You don’t have to start over. See Example # 3.

34 Example # 3 – step 1 Press the “Filter” icon.
You will then see this screen. Press the “General” button.

35 Example # 3 – step 2 You will get the following screen with various tabs and attributes. Designing your filter involves choosing attributes and setting limiting values.

36 NOTE: There are only 4 spaces available.
Example # 3 – step 3 Set a filter on status to display only those projects with settlement (SETC). Commonly desired status filters included released (REL), created (CRTD), and locked (LKD). In the future, we will also use closing-in-process (CIP). NOTE: There are only 4 spaces available.

37 Success! Here are the results of using the filter.
Note that the list only contains the three WBSE with settlement.

38 Status Selection Profile (upcoming feature)
The Selection screen for CNS41 has an icon called, “Status Selection Profile”, that is currently unused. In the future, this method will be developed as an important selection criteria. For example, select only open WBSE (exclude WBSE that are created, locked, or closing-in-process).


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