When dealing with large amounts of information, it is often useful to have some way of ignoring anything which isn’t currently relevant. Kildrummy® CostMANAGER (KCM) supports user-defined filters, which, when activated, apply to all KCM screens. Conditional filtering is a powerful feature of filters which allows you to filter your data using Project, Budget Item, and Function values. This allows the creation of reports which, for example, list the Budget Items for which the Cost Performance Index is greater than a threshold value of your choosing.
This post will describe the filtering of data using Project attributes. Part 2 will examine filtering by Budget Item column values, and Part 3 will look at filtering by Function values.
Creating a new filter
As a demonstration, we will create an increasingly complex filter using Project Constraints. Our first step is to create a new filter. Access the Filters screen via the Reporting Setups node, under the Reporting node, or by using the Reports menu.
Right-click on the pane and select New from the pop-up menu. A new Filter will be created, which you can rename using the right-click menu. Double-click on the Filter to edit it, then select the Project Constraints tab.
Filtering by the project’s code and approval reference
We will now modify our new filter so that it only displays projects whose code begins with “ABC”. This means projects with codes “ABC1” and “ABC2” would be included in the filter, but a project with a code of “QABC” would not.
Select Project Code in the available items box, then click the right arrow to move it into the used items box. Then select the “Partial Match at Start” option, and enter “ABC” (without quotes) into the textbox below.
We can now refine our filter so that only projects whose code begins with “ABC” and whose Approval Reference has been set to “Sandy” are included..
First move Approval Ref into the used items box. Click on Approval Ref to select it, select the Full Match option, then enter “Sandy” (without quotes) into the textbox.
Applying our Filter
To use our new filter, we can navigate to an input screen which lists Projects, then select our new filter from the Filters menu. The displayed Projects will be filtered according to the conditions we specified in our filter.
Filtering by Project Currency or Project Site
We can further refine our filter by only displaying projects which use a particular currency or are based at a particular site. Imagine we now wish to further refine our filter by only displaying Projects with currencies set to Euros. Returning to our filter, we simply need to select “Euros” from the Project Currency drop-down. Similarly, to extend our filter criteria to only display projects based at Site B, we select “Site B” from the Project Site drop-down.
Filtering by Date Values
We can also filter by the project start and end dates. To extend our filter to only display projects with start dates later than October 1, 2010, we first check the Start Date Minimum, then set the calendar control to October 1, 2010. Similarly, to refine our filter to also only display projects with end dates before March 31, 2014, check the End Date Maximum checkbox, and select March 31, 2014 from the calendar control.
Filtering by Active and Approved Values
Finally, we can filter on the projects’ active and approved values by selecting the desired options from the Active Value and Approved Value controls. For example, our filter could be modified to only display active projects that are also approved.
We have now built up a complex filter which displays projects with the following properties:
- Codes begin with “ABC”
- Approval references are “Sandy”
- Currencies are Euros
- Sites are “Site B”
- Start after October 1, 2010
- End before March 31, 2013
- Are approved
- Are active
Part 2 will examine how filtering can be performed using Budget Item column values.