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close this book Helping small project from the distance
close this folder 3. Using the KPFM software
View the document 3.1 Installing and starting KPFM
View the document 3.2 General KPFM program routines
View the document 3.3 Going through KPFM-menus

3.2 General KPFM program routines

3.2.1 Selecting projects with the "click box"

3.2.2 Printing reports with the "V-E-P menu"

3.2.3 Using KPFM reports in other files

Many KPFM sub-routines involve project selection and report printing. These are general program features which you should know before dealing with specific menus.


3.2.1 Selecting projects with the "click box"

A project sample can be easily selected from the database for processing, through the general KPFM sub-routine which first permits access to 25 pre-set selection criteria. The first three criteria shown (i.e. ALL REGISTERED PROJECTS, NO PROJECT and ALL COMPLETED PROJECTS) require no further definition, but the others do. For instance:

- COUNTRY must be followed by a name

- RECALL must be followed by (Y)es or (N)o

- etc.

Answering the extra definition line is sometimes a little tricky because when you specify a selection criterion for which codes have been previously defined, you must use exactly the same codes in your answer. For instance:

- the program recognizes the continent Africa only as "AF": therefore, in order to select this continent you must answer with the same 2-digit-code, otherwise the selection routine will not find the African projects in the database;

- if you happen to have German liaison officers with the letters Ž, ™ or s in her/his name the automatic conversion into capital letters will not work (due to an incapability of the compiler). Therefore, whereas you may normally enter your answer in lower or upper case, the "Umlauts" Ž, ™ or s must be specifically entered in upper case;

- the program selection works by string function. This means that when you specify "IND" for COUNTRY you not only get projects from India but also from Indonesia (and any other country with IND somewhere in its name). Using a string function is often more convenient, for instance when a three letter input "BRA" will select all projects located in Brazil, Brasilia or Brasilien, whatever the spelling may be.

After a selection criteria has been properly specified and confirmed by <RETURN> the so-called "click box" is shown. In this box all registered projects are shown either

- by their number or

- by "---" for aborted projects or

- by "+++" for projects still underway.

Selected projects are highlighted, others not.5) With the click box you are able to check the project selection and correct it if needed. Should the selection not be that required, simply move the cursor over the project(s) which you want to de-select or add to your selection and press the <PLUS> key on the numeric key pad. Note that in some applications of the click box, aborted projects cannot be included in the project selection for reasons of program logic.

Note: To select a single project by its project number, it is best to use the "No Project"-filter which gives you an empty click box and allows a quick selection of one or several specific projects not belonging to a pre-defined group.

3.2.2 Printing reports with the "V-E-P menu"

The so-called "V-E-P menu" for Viewing, Editing and Printing precedes the printing of every report generated by KPFM. It works as follows:

- VIEW displays the report on screen;

- EDIT transfers REPORT.DOC (holding the new report) to MS-WORD for editing and external printing;6)

- PRINT will print the report with or without the use of the printer configuration (see menu 7.3 below).

With the V-E-P Menu you can manually set the printing direction (portrait or landscape), the font (normal or bold) and the line spacing (1 or 1.5). Most of the time, however, the automatic settings will be sufficient. <RETURN> will start the selected action immediately.

3.2.3 Using KPFM reports in other files

The KPFM-program enables quick, comprehensive and detailed reporting on almost all aspects of your particular funding program. Both individual project support and overall fund performance may be analysed. The management thus receives considerable help both in making project support successful and at the same time perfecting its procedures and instruments. Technically, KKPFM facilitates reporting by writing every newly generated report into a special text file. It is called REPORT.DOC and can be loaded into a standard text processor for editing. In this way, the KPFM-generated report may be integrated into any other reports required regularly or on an ad-hoc basis.

REPORT:DOC is continuously over-typed and, therefore, only the last report generated by KPFM is available for processing. To save the report, you must copy it into another file or directory before generating a new KPFM-report. A simple copying procedure is available with the V-E-P menu, to bridge into MS-WORD for editing the last generated report. Use the WORD-option to save the report under a different name (see the MS-WORD manual for details). Another method, working on DOS-level without the help of a word processor, is:

1. After having generated the required KPFM report press <ESCAPE> until the KPFMPROG directory appears on DOS level.

2.Type <copy REPORT.DOC X:\Y\Z>, whereby

X = drive to which you want to send the report

Y = directory in which you want to put the report

Z = file under which you want to save the report

3. When copying is complete, type <KPFM> to return to the MAIN MENU of the program.

This procedure ensures that when generating another KPFM-report, the previous one is still saved in X:\Y\Z.