Bob Maxwell - Workstation Software List



TEIS Training Schedule – LEAP Training Room

Session Two: September 28, 2006 (1:30 PM to 5:00 PM)

Capital Projects System

Introduction:

Where we left off

Version Security and Maintenance

Naming Versions:

Naming Convention: SSAAAXXX (S=session, A=Agency, X=user defined)

Examples: 07HTCv1, 06LEGFIN, 07DOT001

Assigning Version Security

Archiving and Unarchiving Versions

Exercise 1:

• Clear all selections, Select your practice version

• Edit, Version Security. What Groups are there?

• Find the HTC group and click anywhere in that cell, then click the Drill-Down button to see the members of the HTC group, click OK when done.

• Give View Access to the HTC group, Save

• Back to Main Menu: Edit, Refresh Version Lists

• Find and select another user’s practice version, go to Detail screen, try to change some data.

• Back to Main Menu: Select your own practice version, Edit Version Security

• Remove View access for the HTC group, add another student as a single user, and give that person Edit Access to your practice version.

• Back to Main Menu: Edit, Refresh the Version Lists, find and select another student’s practice version (someone who has given you Edit Access)

• Go to the Detail screen, change some data and Save.

• Back to Main Menu: File, Archive Versions. Who is the owner of the versions you see?

• Find your practice version and Archive it

• Back to Main Menu: Is your practice version available in the Version Drop-Down?

• File, Archive Versions, Find your practice version and Unarchive it

• Back to Main Menu: Now is your practice version available in the Version Drop-Down?

Lecture:

Creating and Modifying Versions

Importing and Exporting Versions

How does WSDOT import versions from CPMS?

How can Legislative staff use importing and exporting?

The Import/Export process

Exercise 2:

• Clear all selections, Select version 06LEGFIN, File, Export to Excel

• Click the SubPrograms option. What subprograms are available in the version?

• Select Z2, Z8, and Z9 subprograms and click the Export button

• Open the Capwrk sheet and look at it. Why is there more than one row for project 01F00AA? Close the Capwrk sheet and Excel

• Back to Main Menu: File, Import from Excel

• Make sure the New Version option is selected and enter 06xxxIMP as the version, where xxx are your initials

• 2007 session, Construction Mode, enter ‘Test Import’ for the description, and click the Import button.

• Click OK to go to Version Security.

• Click the Change Version Owner button, Look at the names in the Drop-Down but don’t select one, Press Escape and click Cancel. (What would happen if you clicked Save?)

• Click the Delete Version button, click the No button.

• Click the Done button to return to the Main Menu

• Select your new version. Do a Project Listing. Expand Project 01F00AA. What Phases and Fund Types do you see?

Lecture:

Copying Versions

How to Copy / Create a New Version

Appending to an Existing Version

Handling Duplicate Records

Replacing the Entire Project for Existing PINs

Add, Replace, or Skip Duplicate Phase/Fund Type Records

Copying Projects between Versions

Exercise 3:

• Clear all selections, Select the 06xxxIMP version you created in Exercise 2.

• File, Copy Version, Enter the version Code 06xxxIM2 (xxx are your initials), 2007 Session, Construction Mode, Description ‘Test Import 2’

• Click the Copy button, Exit the Version Security screen, click Prior Screen on the Copy Version screen to return to the Main Menu

• Select 06xxxIMP as version 1, 06xxxIM2 as the Compare Version

• Do a Project Listing and verify that the totals for each version are identical.

• Main menu: set the Compare version to (none)

• Do a Project Listing, File, Copy Projects…

• Verify that the Append to Version option is selected and check the Replace Entire Project for Existing PINs option

• Select the top 3 Projects from the 06xxxIMP version, select 06xxxIM2 as the Version to Append to, and click the Copy button

• Click Yes to confirm that you wish to replace the Entire project for projects already existing in 06xxxIM2

• Back to Main Menu, Select 06xxxIM2 as the compare version, and do a Project Listing. Are the totals the same? Why?

• Main menu: set the Compare version to (none)

• Do a Project Listing, File, Copy Projects…

• Verify that the Append to Version option is selected but DO NOT check the Replace Entire Project for Existing PINs option

• Select the top 3 Projects from the 06xxxIMP version, select 06xxxIM2 as the Version to Append to, and click the Copy button

• Click the Change All to Replace toolbar button. What happens?

• Click the Change All to Skip button, then the Change All to Add button. Can you also change the action for individual Phase/Fund Type records?

• Be sure you have selected to Add all duplicates and click the Save and Continue button. Click Yes to confirm you want to continue copying. Click No to skip printing a duplicate report.

• Return to the Main Menu, select 06xxxIM2 as the compare version and do a Project Listing. Are the totals the same? Why or why not?

Ad Hoc Reports and Exports

Lecture:

Ad Hoc Exports

Project Detail Exports

Project Summary Exports

Creating a new Ad Hoc Export Template

Using an Existing Template

Copying a Template to another user

Exercise 4:

• Clear all selections, Select the 06xxxIMP.

• Edit, Ad Hoc Export

• Select PIN, Project Title, and Route from the Project Info tab and click the Add Button

• Highlight Route in the Selected Info list, and click the Move Up button until Route is at the top of the list.

• Click on the Dollar Amts tab and select Prior Costs, Current Biennium, Out Bien1 through Out Bien 7, Future Costs, and Total Proj Costs. Click the Add button.

• Set Sort Order 1 to Route and Sort Order 2 to PIN

• Click the Save button, Enter a template name (use your initials in the name)

• Click the Export to Excel button, save the worksheet, view the results and close Excel

• Click the Copy Ad Hoc Template button, select your new template to Copy From and copy the template to another student

• Return to the Main Menu, Edit, Ad Hoc Export. Do you see any new templates?

Lecture:

Ad Hoc Reports

Creating a new Ad Hoc Report Template

Project Fields

Project Info Tab

Flex Grp Lists Tab

Dollar Amts Tab

Math Functions

Sort Order

Running Ad Hoc Reports: Print and Preview Options

Exercise 5:

• Clear all selections, Select the 06xxxIMP.

• Edit, Ad Hoc Reports

• Select the SYS – Legal Size: Projects with all Biennia template

• Click the New Ad Hoc Template button

• Enter a name for the new template, using your initials, and click Ok

• Remove Sub Program from the Selected Info list and move PIN to Column 1,

• Remove 16yr+Ftr from the Dollar Amts list, change Sort Order 1 to PIN, Sort Order 2 to (None), and Save the template

• Click the Set as default checkbox

• Preview your new Ad Hoc report without changing any options, view and close the report

• Select Group By 1 as Program, Group By 2 as Sub Program, Check the Show phases box, Show Fund Types, and Show Book Descriptions, and Preview again

• Click Cancel on the Ad Hoc Report Preview Options screen

• Copy Ad Hoc Template to a another student in the room

• Back to the Main Menu, then back to Ad Hoc Reports. Do you see any new templates, copied to you from another user?

Lecture:

Flexible Groups

Definition

Flexible Group Lists vs. Flexible Groups

Creating a New Flexible Group List

Setting up a new List

Setting up the Groups

Assigning Projects to the Groups

Exercise 6:

• Clear all selections, Select the 06LEGFIN.

• Edit, Flexible Groups

• Click Create New List button

• Using your initials, enter a name for your new Flexible Group List (e.g. xxx List)

• Click in the Flexible Group Name grid and enter Group Name “Earmarks and State Match” and press Enter

• Enter “Local Projects” and “Rail Projects” for the second and third Groups

• Highlight the Earmarks group and click the Add Projects button

• In the Search Projects window, select Version 06LEGFIN

• Click the Project ID column header twice to sort projects by PIN

• Select Projects 000004Q, 000005Q, 000006Q, 000007Q, and 000008Q, click the Select button, and click Close

• Click on the Local Projects group and add projects 01F00AA – 05H001Z from version 06LEGFIN

• Add projects F01001A – F02000A from version 06LEGFIN to the Rail Projects group

• Click the User List Order button, Add your new list to the User List Order, and close the Edit Flexible Group List Order window. What benefits does this provide?

• Back to Main Menu, Select your new flexible group list, click the Calculate # of Projects button. How many projects are in your list?

• Check the Include unassigned Pins button and then the Calculate # of Projects button. What does this option do? Uncheck the option again.

• Go to the standard Reports screen and Preview report LTPR001Ex, Group By Flexible Group

Lecture:

Importing and Exporting Flexible Group Lists

Copying and Deleting Flexible Group Lists

Users/Group Security

Flexible Group Reports

Exercise 7:

• Edit, Flexible Groups

• Select your new flexible group

• Export List button, Export, then Open Export File

• Add a “2” to the end of the Flexible Group List name in cell C1, so you can import the sheet into a new list (e.g. xxx List 2)

• Go to the bottom of sheet 1 and enter 2 new Projects in column A, (D300101 and D300701), Enter “Facilities Projects” in column C for both projects. (You don’t need to fill in a title in column B).

• Save the worksheet and close Excel

• Import List button, Import, close the Import panel

• Check the projects in each flexible group for the new list. Are the 2 projects you added listed in the Facilities Projects group?

• Copy List button, Copy to a New Flexible List group with the same name except add a “3” to the end.

• Delete List button, confirm to delete the third list, Select your “2” Flexible Group List (i.e. – xx List 2)

• Users/Groups Security button, Give View access to HTC and STC

• Flexible Group Detail button

• Back to Main Menu, Edit Flexible Groups. Do you see any new Flexible Group Lists?

• Reports, Preview all 3 reports, using your “2” Flexible Group List. What benefit would the “Duplicate Projects” report provide?

Lecture:

Using Flexible Groups

Exercise 8:

• Clear All Selections, select version 06LEGFIN

• Flexible Group tab, select your “2” Flexible Group list (e.g. xxx List 2). Do your Flexible Groups show up in the list box to the right?

• Calculate # of Projects button. How many projects are selected?

• Group Summary by Flexible Group button, inspect list, Prior Screen

• Select one or more Flexible Groups, click the Calculate button. What is the Project Count? Do a Project Listing, inspect list, Prior Screen

• Clear Flexible Group selections button. (Leave your “2” Flexible Group List selected).

• (Standard) Reports button

• LTPR001Ex – Legal Size: All Biennia report,

• Group By Flexible Group. Does your Current Selected Flexible Group List appear? Preview the Report, page forward and backward, check the Flexible Groups, close the report, back to Main Menu.

• Edit Ad Hoc Reports

• Select Template SYS – Legal Size with all Biennia, Preview, set Group By 1 to Flexible Group, Preview, check the Flexible Groups, close the report, back to Main Menu

Scenarios

Comparing the 06LEGFIN to 07DOT001 (DOT’s 07-09 Budget Request)

Exercise 9:

• Main Menu: Clear all selections

• Select Version 07DOT001, Compare Version 06LEGFIN

• Flexible Group tab: 07: LEAP LIST projects, Calculate # of Projects

• (Standard) Reports button

• Preview the LTPRVARG – Project Variance Report, Group By Flexible Group, with Show Group Summary Only option checked. Close the report and uncheck the Show Group Summary Only option

• Preview the LTPRVARG report again, this time Exclude Projects without Variance, Sort by Variance (Total), Use Absolute Value,

Questions and Answers

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