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User Guide For the 2009 Funding – E-Form.xls Application Form.

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Presentation on theme: "User Guide For the 2009 Funding – E-Form.xls Application Form."— Presentation transcript:

1 User Guide For the 2009 Funding – E-Form.xls Application Form

2 Disclaimer  This guide is not designed for printing  This guide is intended for people with little or no Excel experience  This guide may produce unwanted results when viewed with older versions of PowerPoint. It should be viewed with PowerPoint 2003 or later  This guide only covers areas that pertain to the use of the E-Funding Application. For more in-depth use of Excel, please consult an Excel guide  This guide will take around 20 to 25 minutes to view in its entirety  The mouse instructions are based on a standard right-handed mouse  Many of the slides have pop-ups that highlight important points. Therefore, repeatedly clicking on the mouse or the down arrow will skip over these and the presentation may lose coherence

3 Points to Remember  The “view” of the spreadsheet, depends on a number of things: Your screen resolution Your screen resolution The size of your VDU (video display unit) The size of your VDU (video display unit) The computer type PC, Laptop, Mac, etc The computer type PC, Laptop, Mac, etc For example, if your screen resolution settings are 800 x 600 pixels, then a maximized form would look like …

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5 Points to Remember  On the other hand, if your screen resolution settings are 1280 x 1024 pixels then a maximized form would look like …

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7 Points to Remember  Therefore, the bigger your screen resolution, the larger the visible working area.  Another way of improving on the amount of information displayed is by clicking on the “View Menu Item” then and selecting “Zoom...” and then typing in the desired % size as follows:

8 View Menu Item Then click on Zoom...Then you can select your percentage or type in a desired number...Of course don’t forget to click OK when you are finished! The draw back is... that whilst the visible area increases, the letters become proportionately smaller! This view, 60% of the original is barely legible! A view of 25% is meaningless...

9 Points to Remember  Another consideration is to maximize the form so it uses all the available space on your screen Please make sure you maximize ALL windows as sometimes the workbook is maximized but the sheet is not as shown in the following examples...

10 Not Maximized!Not Maximized Either!To Maximize. Click Here. Then...

11 ...Click Here

12 This is a Much Better View! I.e. All windows maximized.

13 Points to Remember  Sometimes, the combination of “Zoom” and a fully maximized window is not enough...  What can you do? 1. Use the Horizontal and/or Vertical Slide Bars 2. Resize the column width and/or the row height Horizontal Scroll Bar The bar slides... So does the visible area... Vertical Scroll Bar The barslides... So does the visible area...

14 How to Resize Rows and Columns?  To manually resize the width of a column, hover the mouse pointer on the line between the column letters, then left-click and hold the button down whilst moving the mouse either left of right. For example, between columns A and B until the pointer changes to a cross with arrows as follows:

15 How to Resize Rows and Columns?  To manually resize the height of a row, hover the mouse pointer on the line between the row numbers, then left- click and hold the button down whilst moving the mouse up or down. For example, between rows 4 and 5 until the pointer changes to a cross with arrows as follows:

16 Using the Application Form  The E-Form has been designed to try and improve the application tendering process  In order to make the process as simple as possible it is important to “know” how to use it Cells have been given different colours in order to highlight their differences…

17 Cell Colours - Yellow  Yellow cells are restricted cells. These cells will only allow specific values to be entered. For example, integers (1,2,3, etc) or valid postcodes.  Most of these have drop-down menus that contain the full list of correct values.  Values maybe typed in or they can be pasted in. However, these must meet the requirements of the cell. If the value that is typed in or pasted in does not meet all the validation criteria an error will be generated and the value will be rejected

18 Cell Colours - Yellow Drop-down list of available values Notice the help prompt area...

19 Cell Colours - Green  Green cells behave very much like yellow cells, except that there are no restrictions on the values that can be recorded. Except in the case of cells where a $ amount is expected and therefore typing in letters would be rejected  Most of these have drop-down menus that contain the full list of correct values  Values maybe typed in or they can be pasted in as well  Some will put in a value automatically based on the entry on another cell. For example, if BSB10101 is recorded as the Course/Qualification ID, the value “Certificate I in Business” will appear in the cell to its right

20 Cell Colours - Green Drop-down list of available values Notice the help prompt area... BSB10101 selected “Certificate I in Business” appears automatically on the next cell

21 Cell Colours - Pink  Pink cells are restricted cells. These calculate automatically and do not permit data to be modified or entered. Values are calculated automatically here......and Here

22 Navigation  The application form has been designed with ‘Hyperlinks’ interconnecting worksheets  The ‘Hyperlinks have been designed to lead to the ‘correct’ starting cell or to the next relevant step. For example, clicking on the “Click Here to Go to the '2 Cover Sheet' Worksheet” hyperlink on the “1 Index – Start Here’ worksheet. Will relocate the cursor to the ‘Provider Name’ cell on the ‘2 Cover Sheet’ worksheet. Then clicking on the “Click Here to go Back to the Index Page” hyperlink relocates the cursor back to the “Click Here to Go to the ‘3a LLN - Criteria’ Worksheet” on the “1 Index – Start Here’ worksheet...

23 Clicking Here...

24 ...Relocates the cursor to this cell Basically moved from this worksheet...To this worksheet Then clicking here...

25 ...Relocates the cursor to this cell I.e. the next step Notice the colour change on this cell …and the fact that the view has shifted up!

26 Guided Example  The next few slides show how to complete the form  In this example ‘My Imaginary Community College’ is applying for funding in the LLN program, the SM program and is applying for the Cluster program on behalf of its cluster the ‘Imaginary Cluster’ 1. After opening the spreadsheet, the first step is to click on the “Click Here to Go to the '2 Cover Sheet' Worksheet” hyperlink on the “1 Index – Start Here’ worksheet. In order to fill in the details relevant to the college on the ‘2 Cover Sheet’ worksheet. Then clicking on the “Click Here to go Back to the Index Page” hyperlink relocates the cursor back to the “Click Here to Go to the ‘3a LLN - Criteria’ Worksheet” on the “1 Index – Start Here’ worksheet...

27 Click Here...

28 ...Relocates the cursor to this cell Then click here to go back to the Index Page... Then click here to open the drop-down menu Then scroll down until the required CC is visible. Then click on it to select it Repeat the previous steps to select the contact name Type in the phone no. Include area code. No spaces or formatting. Eg Type in the contact’s

29 ...This brings you back here. Since the College intends to apply for LLN. Then Click on this cell to continue..

30 ...This brings you here. Type in the information as required..

31 ...Then click here to go back to the Index page..

32 ...This brings you back here. Notice, that the cursor is on the next cell. The next step is the LLN proposed. Click on this cell to continue..

33 This positions the cursor in this cell. Here type in a priority number from 1 to 1000 Here either select a valid Target group from the drop-down menu or type or paste in a value. If typed in or pasted in, it must match one of the values in the drop down list. E.g. Youth Here either select a valid Postcode from the drop-down menu or type or paste in a value. If typed in or pasted in, it must match one of the values in the drop down list. E.g Note that PO Box postcodes are invalid. E.g Here either select a valid Accredited Course from the drop-down menu or type or paste in a value. E.g NSW Notice that if the code is a Nationally recognized code, the Course Name is filled in automatically Here type in the total no of nominal hours. For example if you plan two deliver two modules from 91420NSW, and all modules are 75 hours, then the total would be 150 i.e. 75 x 2 Here type in the total no of participants Notice that the SCH are calculated automatically Here either type in a value or select it from the drop-down menu Here type in a description of the additional resources

34 Here type in the cost of the additional resources Repeat these steps as needed

35 Notice that there are no gaps. I.e. The rows are contiguous. The additional resources was only included for two projects. Also note that the pink cells calculate automatically. When finished scroll right to view all totals

36 These cells show the totals for all the inputted projects...Finally click here to go back to the Index page..

37 ...This brings you back here. Notice, that the cursor is on the next cell. I.e. the Community Program However, as this college is not applying for either the Community Program or the Equity Program, it is necessary to scroll down to the Skilled Migrant Program...

38 Click on this cell to continue. I.e. to go to the Skilled Migrant Criteria worksheet.

39 ...This brings you here. Type in the information as required..

40 ...Then click here to go back to the Index page..

41 ...This brings you back here. Notice, that the cursor is on the next cell. I.e. the Skilled Migrant Proposal. Click on this cell to continue...

42 Here either select a valid Project Type from the drop-down menu or type or paste in a value. If typed in or pasted in, it must match one of the values in the drop down list. E.g. Metropolitan

43 Notice that when Metropolitan is selected, the next cell i.e. Project Number or Response Project converts to a drop down list. “Please select a project no from the drop-down list”. Click on the cell to display the drop-down list Please note that for metropolitan projects the total no of participants is 75 and this is assigned automatically Note that for metropolitan training outcome is not available. If you attempt to enter a value an error message will be displayed Repeat these steps as needed. There are 9 Metropolitan projects available

44 For Rural/Regional type projects, the application form behaves differently…

45 For ‘Project Number or Response Project’ the cell changes to “Please Enter the name of the proposed response project” and the drop-down menu is not available Also, the total participants cell does not fill in automatically Training outcome participants must not be more than 25% of the total participants. Therefore, if the total participants is 3 or less it is not possible to have any training outcome participants.

46 1 is 33% of 3 and therefore it fails the test. In this case no training outcome is possible

47 Notice that there are no gaps. I.e. The rows are contiguous. Also note that the pink cells calculate automatically....Finally click here to go back to the Index page..

48 ...This brings you back here. Notice, that the cursor is on the next cell. I.e. the Cluster Details worksheet. Click on this cell to continue...

49 Here either select a valid Cluster Name from the drop-down menu or type or paste in a value. If typed in or pasted in, it must match one of the values in the drop down list. E.g. Metropolitan

50 Once a value is selected...

51 The rest of the cells are filled in automatically. Scroll right to view all details

52 If any of the details in the green cells are incorrect, simply type in the correct value When finished scroll left back to the starting point

53 ...Finally click here to go back to the Index page..

54 Completing the Form  The next two worksheets are: 7b Cluster – Criteria and 7c Cluster – 2009 Plan  Once these are completed, simply rename and the form to the ACE unit

55 Viewing a Summary of the Application  To see a summary of the total amounts applied, simply go back to the ‘2 Cover Sheet’ worksheet and scroll right to expose the pink cells... These cells show the totals for all the inputted projects

56 Summary  To navigate use scroll bar and hyperlinks  For yellow cells only valid entries are allowed  For green cells if a drop-down menu is available a value can be selected or a new value maybe pasted in or typed in  Pink cells cannot be overwritten  Finally, please note that some green cells will auto complete based on the information on adjacent cells. For example “Course/Qualification Name…” in some of the ‘…Proposed’ worksheets will be automatically filled in when a value is selected from the drop-down menu in the ‘ID for the Course/ Qualification from...’ to its left. However, if a value is 1 st typed in the “Course/Qualification Name…” and then an appropriate value is selected in the ‘ID for the Course/ Qualification from...’ cell to its left. The value that was typed in the “Course/Qualification Name…” will not change. The following example illustrates this

57 A value is typed in here. I.e. My imaginary course

58 Then a correct value I.e NSW is typed in here... But...there is no change here! I.e. The Qualification Name does not match the Qualification ID! I.e. ‘My Imaginary course’ is not the correct Qualification Name for 91417NSW

59 Help  For further information and assistance with the use of the application form, please contact: Jorge Luis Trujillo Field Officer, Data and Communications Phone: (02) Fax: (02)


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