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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. Using the KPFM software

KPFM (german/ Kleine Projekte Fond Monitoring) = Small Project Fund Monitoring in English

This chapter is your USER MANUAL for KPFM. It is meant as a reference guide to look up when in doubt about the functioning or meaning of certain KPFM sub-routines. To fully understand these sub-routines it might be advisable to read chapter 2 first. Should you only want to acquaint yourself with KPFM superficially, reading the first section of this chapter which deals with installing KPFM on your hard disk and starting it is sufficient. Then run the program alongside chapter 2.

3.1 Installing and starting KPFM

3.1 Installing and starting KPFM

3.1.1 Making a Master Copy.

3.1.2 Installing KPFM on a hard disk

3.1.3 Language switch

3.1.4 Trying out KPFM

3.1.5 Restarting from DOS

3.1.1 Making a Master Copy

We recommend that you first make a master copy of the program disk accompanying this book. Please proceed as follows:

- start the computer

- insert the ORIGINAL KPFM disk into the floppy disk drive A

- type: Diskcopy A: A:

- press <RETURN>

The DOS "DISKCOPY"-command will first read the original program disk and then request you to exchange it for a blank target disk. Once the copying procedure is completed the target disk will be an exact twin of the original. We recommend that you store the original program disk in a safe place outside the office.

3.1.2 Installing KPFM onto a hard disk

To install KPFM on your hard disk please proceed as follows:

- start the computer

- insert the original or master KPFM disk into the floppy disk drive

- log the floppy disk drive

- type: CD KPFMPROG to enter the KPFM program directory

- type KPFM to start the program

Since KPFM is quite a large dBASE-program, starting it from the disk (as you have done with the above instructions) will take a while.1) Please be patient. Eventually, the MAIN MENU will appear. Refrain from exploring what you can do at this stage. First complete the program installation as follows:

- select menu 7.1 called "Installation on Hard Disk"

- indicate on which drive(s) you want the data and program files to be copied

- press <RETURN>

KPFM will now be copied into two directories KPFMPROG (for all programs) and KPFMDATA (for all data) onto the drive(s) you have specified. Once done, you will be in the MAIN MENU of your fast-running hard-disk installation of KPFM.2)

3.1.3 Language switch

After successfully completing the installation procedure remove the program disk from the floppy drive and then start-up the program, to find out what KPFM can do. Since the installation procedure always gives you a German language version of KPFM, the first thing you will probably want is to transfer KPFM into English. This can be done by simply pressing function key <F 10> when one of the double-framed KPFM menus is on screen.3)

3.1.4 Trying out KPFM

When experimenting with the demonstration version of KPFM you can try out anything you like. Nothing can go wrong. You will find your way back from each sub-menu by pressing the <ESCAPE>-key a number of times until the MAIN MENU reappears on your screen. If you made data changes which you do not want but have forgotten what the original looked like, just repeat the above installation procedures to return KPFM to its original format.

3.1.5 Restarting from DOS

If you are in the MAIN MENU and press <ESCAPE> once more, you will exit the program into the KPFMPROG directory. KPFM restarts from this directory by simply typing <KPFM>+<RETURN>4)

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.

3.3 Going through KPFM-menus

The reference guide on the following pages goes through all KPFM menus, explaining how to use them and what they can do. We suggest that you use the folded menu sheet at the end of the book to obtain an overview. Each menu has a number containing 1 to 3 digits. If you are in the MAIN MENU of KPFM and press these numbers in succession, the respective sub-menu will appear on screen immediately. The same numbers are used below to structure the KPFM reference guide.7)

After KPFM has been started, the first screen to appear is the MAIN MENU which provides access to every part of the program.8) It offers the following 7 options:


1 = Enter and correct data



2 = Letters



3 = Administrative reports



4 = Monitoring reports



5 = Distributions



6 = Changes



7 = System Services


The word "MENU" on the right hand side of the frame indicates that the respective option will itself lead to another menu with more options to choose from. If "MENU" is missing you are at the bottom of the particular branch of menus and selecting the option will start the program function. Beneath the top level of the MAIN MENU there are three more levels with sub-menus. An example of the four-level hierarchy is as follows:

1. The MAIN MENU is on the first level of the hierarchy;

2. From the first level, option 1 takes you to the sub-menu "Enter and correct data" on the second level;

3. From the second level, option 3 takes you to the sub-menu "Edit control codes" on the third level;

4. From the third level, option 5 takes you to the sub-menu "Problem types" on the fourth and bottom level of KPFM.

When you are in the MAIN MENU simply press numbers 1-3-5 in succession (this can be done at any speed with no need to wait for the intermediate screens to show up) in order to reach a fourth level sub-menu whose full title is "ENTER AND CORRECT DATA - EDIT CONTROL CODES - PROBLEM TYPES".

Each program function is described on the following pages for reference purposes. When you work with KPFM and need help for a particular function, first find its menu location number in the menu hierarchy plan. Then use the same number for locating the corresponding information in the reference guide below.


Enter data into KPFM in the first branch of the menu tree. With a host of different sub-menus you may

- register a new application

- edit all three screens of the data entry mask

- define and edit all of the control codes which you want to use

- register and edit the address of liaison officers

- evaluate a finished project

All other branches of the MAIN MENU (2-7) select program functions which, in one way or another, process the data entered here.