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1 CNS41 INSTRUCTIONS FOR THE PROJECT STRUCTURE REPORT.

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Presentation on theme: "1 CNS41 INSTRUCTIONS FOR THE PROJECT STRUCTURE REPORT."— Presentation transcript:

1 1 CNS41 INSTRUCTIONS FOR THE PROJECT STRUCTURE REPORT

2 2 Description of report powerful 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 3 Selection vs display criteria Whats 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 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 5 Example reports using selection criteria List a certain PIs sponsored projects –Selection criteria (sponsored projects, PI ID #) List a departments gift accounts for scholarships –Selection criteria (gifts, scholarship function) List a certain PIs sponsored projects that started after 1/1/2003 – Selection criteria (sponsored projects, PI ID #, start date)

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

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

8 8 Selection screen

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

10 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 11 How to use the attributes limit your selection You can limit your selection –For example, you want the population to only include Dr. Johnsons accounts display your selection You can display your selection –For example, include all PIs accounts, then display the PI and sort the report so that Dr. Johnsons accounts are identified and grouped.

12 12 Example # 1 List of Dr. Smiths sponsored projects –WBS element selection R0110* will encompass all of this PIs projects. If you arent sure that is true, expand to R01*. –What are the selection criteria? 1. 1.Sponsored projects 2. 2.PIs HR ID number

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

14 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 15 Example # 1 – steps 4 & 5 Step 4 – Select Proj type by clicking on it. Step 5 – Press Adopt selected items button.

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

17 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 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 19 Example # 1 – step 9 Step 9 – Enter the HR personnel ID number (PERNR) for the specific PI. Then press the Save icon.

20 20 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 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 doesnt show any columns of attributes, such as PI PERNR which was a selection criteria.

22 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 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 24 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 25 Example # 1 – step 16 You are ready to either print the report or download the data to a spreadsheet for further manipulation, to PI, etc.

26 26 Report in Excel 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 27 Advanced features Variant –Saves your selection and display criteria for future ease of use Filter –Allows you to narrow your selection for those attributes that arent available as selection criteria Example – status (created, released, locked)

28 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 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 30 Example # 2 – step 2 Menu path: –Goto > Variants > Save as variant You will get this question. Press the Yes button.

31 31 Example # 2 – step 3 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 dont need it, please dont set it up! Variant short name Variant long name

32 32 Finding & using your variant 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. Enter all or part of the variant name using * as wildcards. NOTE: Your name will default into the Created by line.

33 33 Why use a filter? A filter allows you to narrow your selection for certain attributes that arent available as selection criteria –Example – status (created, released, locked) A filter allows you to refine your selection criteria after the report has executed. You dont have to start over. –See Example # 3.

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

35 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 36 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 37 Success! Here are the results of using the filter. –Note that the list only contains the three WBSE with settlement.

38 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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