TEIS Capital Projects Training -II
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 PINsoption
- Select the top 3 Projects from the 06xxxIMP version, select 06xxxIM2 as the Version to Append to, and click the Copy button
- Click Yesto 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 SubProgram, 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, checkthe 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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