managing your portfolio with idis reports

1

MANAGING YOUR PORTFOLIO MANAGING YOUR PORTFOLIO WITH IDIS REPORTSWITH IDIS REPORTS

2

The Acquisition and Analysis of Formula The Acquisition and Analysis of Formula Grantee Performance and Financial DataGrantee Performance and Financial Data

This self-paced training is designed for new CPD employees and those not so new who have yet to explore the full potential of IDIS Reports; BOSMAC07; and spreadsheets. An important note: The deeper your knowledge of the Entitlement programs the greater the reward to be realized from these tools.

The presentation consists of some 85+ slides. You may not get through the presentation in one session. Or, you may want to review some of the slides more than once. In such cases there is no need to start again at the beginning. Simply right click on the slide – any slide – and you will be given a choice as to which slide you want to start with or review again. Some of the slides are linked – (underlined, different font color) e.g., slide 25 - to other slides. To return to the hyperlinked slide click “return.”

Welcome to training on IDIS, BOSMAC07, Spreadsheets, and EXCEL filters. This training will show how to bring IDIS data to the desktop and use EXCEL filters and BOSMAC07’ s powerful advancedplus filters to make the data more useful.

3

Before we begin…

A little reminder…


4

RESPONSIVERESPONSIVECOURTEOUSCOURTEOUSPROFESSIONALPROFESSIONALTHESE ARE THE QUALITIES WE ALWAYS THESE ARE THE QUALITIES WE ALWAYS

BRING TO OUR GRANTEE/PARTNER BRING TO OUR GRANTEE/PARTNER RELATIONSHIPSRELATIONSHIPS

HELPFULHELPFUL

5


THIS TRAINING WILL FOCUS ON THREE AREAS:

•IDIS – CPD’s Integrated Disbursement and Information System – interwoven throughout the training; (Slides 7 – 15)

•CPD’s BOSMAC07 – an EXCEL based program containing powerful advancedplus filters to analyze Grantee performance and financial data; (Slides 17 – 51)

•Understanding spreadsheets and EXCEL filters – how to use the three EXCEL filters to analyze spreadsheet data. (Slides 59 – 87)

6

As a CPD Representative you will learn the contents of some of the key IDIS Reports and how they can be used with EXCEL filters and BOSMAC07 to allow you to more efficiently and effectively monitor the performance of your assigned grantees.

As a CPD Manager you will learn how to use BOSMAC07 as a powerful management tool.


We begin with now with how HUD acquires Grantee performance and financial data

7

IDIS (Integrated Disbursement and Information System).

DataData AcquisitionAcquisition


IDIS is used to acquire the data.

8

IDIS (Integrated Disbursement and Information System)

IDIS is a mainframe computer system located in HUD Headquarters. See: http://www.hud.gov/offices/cpd/communitydevelopment/training/CDBGTrainingManual.pdf

http://lms.learningevolution.com/IDIS/loginhtml.asp?v=IDIS


Grantees remotely enter information about their program and performance. Among many other things, they describe activities they are funding; beneficiaries of those activities; funding amounts; accomplishment information and so forth. A few of the 40 IDIS reports are described in subsequent slides. To see all the IDIS Reports click the All IDIS REPORTS button here and on the BOSMAC07 main menu.

http://www.hud.gov/offices/cpd/communitydevelopment/training/CDBGTrainingManual.pdf

http://www.hud.gov/offices/cpd/communitydevelopment/training/CDBGTrainingManual.pdf

http://lms.learningevolution.com/user/mycourse.asp?outline=undefined&canseeoutline=undefined&p=&r0=-117-123&wp=&E=&profile=undefined&t=&cidpt=0&showfirst=undefined&screenkey=0&cf=0&testtype=undefined&signupeci=0&f=0&idp=&onprofile=0&mode=L&onoutline=1&r1=&wf=&withdraweci=0&withdrawyes=0&cgs=&tn=&o=-117&egs=&CI=0&RegE=0&DG=0&navnext=&CG=0&DI=0&DE=0&navprevmin=&DA=0&RegI=0&DF=0&navprev=&navnextmax=

9

DataData AnalysisAnalysis


BOSMAC07, developed by the Boston Office of CPD, is an EXCEL program using Visual Basic coding to get IDIS Reports into an EXCEL format. More importantly, its VB coding contains many advancedplus filters for data analysis. [To see an example of what BOSMAC07 can do for you see slide 88.]

BOSMAC07 can be used to analyze the data.

BOSMAC07 (Boston Macro)

10

IDIS is used to acquire the data

BOSMAC07 can be used to analyze the data.


To summarize:

We now turn to downloading IDIS Reports – and then examine some of the key reports for CAPER analysis – what they contain and how they can be used

11

To download reports from IDIS :IDIS OnLine: http://www.hud.gov/offices/cpd/systems/idis/reengineering/index.cfm

IDIS legacy system:

Open IDIS and sign in.Press F4 Enter E 01 (this takes you to the report selection screen)Press F1; type (grantee name)Select your grantee from list (put an “X” next to the name and press ENTER)Select (up to 10 on a single screen) the report you want to download (e.g. PR02,PR03, etc.), mark priority as immediate “I”, and which year you want to receive.Press ENTER, then F9, then F6, and finally F8.Next, download your report. Type “D” and press ENTER.When your report is listed as ONMAINFRAME, click the Start Menu button (bottom left hand corner of your computer screen) and choose Run….Type the following:“C:\IDISDATA\xpidis space (yourHnumber) space (yourIDISpassword) space p” – Click OK.

Note: grantees type the following:

C:\IDISDOWN\RPTDOWN USERID P [no password needed]

IDIS ReportsIDIS Reports

http://www.hud.gov/offices/cpd/systems/idis/reengineering/idis_reports_guide_1_4.pdf

Notice types of money

Notice types of money

12

• PR01: Displays all CPD grants (EN) and Program Income (PI) to entitlements and states, and the subfunds and subgrants grantees have created from these grants. (BOSMAC07 uses this report to perform the timeliness test and the ratio of PI to EN test. It

is critical that you make sure grantees timely report all PI.)

Some Important IDIS Reports and the Information they contain

http://www.hud.gov/offices/cpd/systems/idis/library/refmanual/ref_man_13.pdf

13

• PR02: List of Activities and real-time financial data by Program Year and project. Contains all CDBG, HOME & ESG activities for years selected in IDIS Report. The Project ID is copied to all activities.

NOTENOTE

Some Important IDIS Reports and the Information they contain

• PR03: CDBG Activity Summary Report (GPR)for the year selected. This is the

Grantee’s performance report. (BOSMAC07 uses this report to perform the CAPER [PR03a] completeness test)

• PR06: Summary of Consolidated Plan Projects for Report Year xxxx Report. Gives

project level information only. Individual activities are not listed

• PR07: Drawdown Report by Voucher Number. Gives activity level detailed real-time drawdown financial information only.

• PR08: Grantee Summary Activity Report. Has all all activities for all years activities for all years for all funding sources.

Funding sources are not identified. Has IDIS matrix code for each Project ID & name, Activity# & name, Committed, Drawn and date of last drawdown

NOTE for the PR03: activities that are open for several years have accomplishment data reported in a separate IDIS screen for each year. The process for enabling this is described in IDIS Ref Manual Section 4 pg 17.

NOTE for the PR03: activities that are open for several years have accomplishment data reported in a separate IDIS screen for each year. The process for enabling this is described in IDIS Ref Manual Section 4 pg 17.

14

IDIS Reports IDIS Reports Cont’Cont’

• PR22:, This HOME Activities Report has all HOME activities for all years. Activity#, Street address, # of HOME assisted units, Commit

Date, Committed, Drawn, Status and date of final draw. (BOSMAC07

uses this report to perform the 120 day final draw test.)If you want to see commitments, draws and status for all activities click on the tab

at bottom of spreadsheet

• PR27: This report contains financial information on HOME grants, subgrants, and subfunds, including commitments, program income, disbursements, project commitments / disbursements, administrative funds, CHDO operating funds, CHDO reservations and projects,

CHDO loans, CHDO capacity building, reservations to State recipients and subrecipients, and total program . Useful in measuring whether the program requirement for committing and disbursing HOME grant funds are being met. 15

• PR14: Provides information on activities carried out by CDBG Community Development Financial Institutions (CDFI) and Neighborhood Revitalization Strategy Areas(NRSA). This report is

important for the Public Service Cap Test because funds expended for such activities in the NRSA are excluded from the Public Service Cap calculation.(BOSMAC07 uses this report along with the PR01 and PRO3 to perform the PS cap test.)


16


IDIS Reports must be downloaded from the mainframe to a CPD Rep’s desktop/laptop computer and converted by BOSMAC07.

At this time these IDIS reports, downloaded in a text format (.rpt), are not easily converted to a useable format like EXCEL. However, the new IDIS OnLine will, by September 09, export IDIS Reports in EXCEL or PDF formats.

However, BOSMAC07 will continue to work with Legacy IDIS and will continue to be of great value to both because it does much more than convert Legacy IDIS reports. (An attempt will be made to produce a BOSMAC09 that will work seamlessly with the new IDIS OnLine.)

The remainder of this presentation will be devoted to BOSMAC07; what can be done with its powerful advancedplus filters; spreadsheets; and EXCEL filters.

17

And nowAnd now…

… DOES DOWNLOAD REPORTS FROM IDIS…

… DOES DOWNLOAD REPORTS FROM IDIS…

NOTNOTNOTNOT

18

BOSMAC07

!AND HAS NOTHING TO DO WITH

DOWNLOADING REPORTS

So … what does it do?

And how does it work?

BOSMAC IS NOT IDIS!!

BOSMAC IS NOT IDIS!!DATADATA

IDISDATA\IDISDATA

(IDIS)

IDISDATA\IDISDATA

(IDIS)

BOSMACBOSMAC

HOW DOES HOW DOES BOSMACBOSMAC WORK? WORK?

Creates powerful tools for management to efficiently oversee grantees and staff (see slide #53).

20

BOSMAC07

Creates a Data and Program Analytic Tool

Converts .rpt IDIS files to EXCEL

Creates a Reports Management Tool

We will learn about each of these functions as we proceed

21

What can CPD Rep use it for?What can CPD Rep use it for?

• To learn morelearn more about grantee programs.

• To better performbetter perform Remote Monitoring.

• To better prepare for on-site monitoring..

• To perform better CAPER reviews.

• To achieve substantial improvements in Grantee Reporting – data “clean up.”

BOSMAC07

22

QUESTIONS ABOUT a GRANTEE’S PERFORMANCE?

• How many and which Prior Years’ Activities are NOT Complete?

• How many and which Prior Years’ Activities have NO Accomp Narr.?

• How many and which Current Pr03 Year Activities have NO Accomplishment Narrative?

• How many and which Prior years’ Activities have 0 Expenditures?

• How many and which Current Year Activities have 0 Expenditures?

• Are there any Job Activities (all years) with 0 Accomplishment or > $35,000/Job?

HOME activities with # units and FD > 120 days – by address –

Public service andand Administration cap test –

BOSMAC07

ONE CLICK

ONE CLICK

ALLALL OF ABOVE AT A SINGLE GLANCE WITH ONE MOUSE CLICKFrom the PR03a button

Return

Curiosity is helpful…Curiosity is helpful…You have to want to know something; you have to have questions, otherwise the spreadsheet is of little value to you. Asking questions is what is meant when we say “database query.” We use EXCEL filters to do this. More about filters later.

23

WHY ANALYSISWHY ANALYSIS

ANALYTICANALYTIC

To be effective and To be effective and efficientefficient in this taskin this task

KNOWLEDGE?

SKILLS?

ABILITIES?

we must combine:we must combine:

To Make meaningful assessments about a To Make meaningful assessments about a grantee’s performancegrantee’s performance

Obtain and objectively evaluate qualitative and quantitative information related to the grants management process

CPD PROGRAMS

IDIS

CPD PROGRAMS

IDIS

EXCEL

ACCESS

EXCEL

ACCESS

WORD

24

Now let’s look at Now let’s look at BOSMAC07 …

NOTE:Some of the features shown will be modified if and when BOSMAC09 is created to work seamlessly with the new IDIS OnLine

25

InstructionsInstructions

Reports Reports ManagementManagement

AnalysisAnalysis

MAIN MENUMAIN MENU - THREE PARTSTHREE PARTS

This floating button (can be moved) appears on all screens. Click to get back to the main menu

Return

26

Instructions

Much more detailed information can be found in the HELP button on the main menu

27

Reports Management

28

Reports Management

Rolling the mouse pointer (w/o clicking) over this button tells you what it does

IDIS

CONVERTED

FILES SAVED TO

Reports must first be downloaded from IDIS

download todownload to

29

Converting Reports (e.g. PR03)

IDIS

SAVES TO

Converts IDIS .rpt file (e.g., PR03) to a

Spreadsheet – Spreadsheet – ((BOSMAC07 creates the grantee name, name of report and date report downloaded)creates the grantee name, name of report and date report downloaded)

downloaddownload

We will take a closer look at spreadsheets in subsequent slides.

30

Text and spreadsheet views open at same time for PR01, 02, 03, 06, 07, 08, 14, and 22

The “CONVERT” button automatically saves its output data file to your BOSMACFILES folder as a text file. Every IDIS Report is converted to a text file. Note that the PR01, 02, 03, 06, 07, 08, 14, and 22 reports are saved as spreadsheets as well. For these reports, both the text view and spreadsheet view are opened at the same time. Shifting between the two views is a matter of clicking on their respective tabs. To access these files simply click the “CONVERTED REPORTS” or the “ALL IDIS REPORTS” button ( if file has been converted).

Converting Reports

Now let’s take a look a the conversion process and spreadsheets. We will use the PR03 IDIS Report. [Even though this BOSMAC07 conversion may no longer be necessary with IDIS OnLine it is still helpful to understand the process.]

31

ANATOMY OF A SPREADSHEET

PR03PR03

One row of spreadsheet contains an entire page of a PR03 Report.

One row of spreadsheet contains an entire page of a PR03 Report.

BOSMAC07 extracts all fields from the PR03 IDIS report. The extracted fields include Project ID/Name, Activity#/Name, Address, Description, Status, Eligibility citation, IDIS Matrix Code, national objective, budget

data, income categories, racial data, and Accomplishment Narrative.

ColumnsColumns contain information about the activityactivity

ColumnsColumns contain information about the activityactivity

32


Each rowrow is one record (activity)(activity)Each rowrow is one record (activity)(activity)

Cells are Cells are called data called data fields.fields.

Cells are Cells are called data called data fields.fields.

Drop down arrows activate “filtersfilters” [Please also see slide 56.]

Drop down arrows activate “filtersfilters” [Please also see slide 56.]

What do filters do?What do filters do?

These simple filters will show all completed 1997 activities with a low-mod job objective. [Filter in sequence left to right]

You have to want to know something; you have to have questions, otherwise the spreadsheet is of little value to you. And to have good questions you need a good command of program knowledge. Asking questions is what is meant when we say “database query.” We use filters to do this..

33


It is very helpful and efficient when working with BOSMAC07 and IDIS to have the below reference material handily accessible on your desktop so you can quickly look up the IDIS Matrix Codes definitions; more complete descriptions of what each report contains and so forth. These materials can be found in the BOSMAC07 Installation Kit or click on picture below. [Save pdf files to your desktop or other conveniently accessible location.]

34

We will now return to the BOSMAC07 presentation. We will explore EXCEL and the use of filters in more detail in later slides. (See slides 43, 46, 49, and 59-87)


35

We’ve covered the first of the three buttons in the Reports Management section of the Main Menu and will now continue with the CONVERTED REPORTS and All IDIS Reports buttons.

36

Reports Management

Rolling the mouse pointer over this button tells you what it does

?

Where does the Converted Reports button get the list

from?

Clicking on a grantee will show all the reports converted for that grantee.- by report name and date downloaded.

37

Reports Management

Rolling the mouse pointer over this button tells you what it does

This button shows every report in IDIS – by report number, name and .rpt name

Return

38

Reports Management

What is the relationship among these buttons?What is the relationship among these buttons?

When you click the CONVERT button BOSMAC07 “looks” in the BOSMACFILES folder and if it sees that it has already converted the file you will get a message “no new files in your Idisdata folder”

39

Reports Management

?

The CONVERT Button saves converted IDIS Reports files to the BOSMACFILES folder and all other buttons go to BOSMACFILES folder to get the reports to perform the advanced filter functions - and they in turn also save their output files to BOSMACFILES folder

40

Analysis Buttons

This is the most powerful feature of BOSMAC07!

41

You can run these buttons only after you have downloaded and converted the PR01, 02, 03, 06, 07, 08, 14, and 22 IDIS Reports.

The output files are always saved to your BOSMACFILES folder.

BOSMAC07’s ADVANCEDPLUS FILTERS

We will now briefly explore the PR03a, PR03b, PR01a, PR08a, and PR22a advancedplus filters.

42

The CAPER PR03a button (filter) identifies activities with problems or “missing” data

BOSMAC07’s ADVANCEDPLUS FILTERS [CAPER [PR03a] COMPLETENESS TEST]

43

When you select “ALL”

Used to compare grantees – returns the first six data points shown on slide # 22. and gives a quick summary of all grantees in your BOSMACFILES folder.- you can easily spot a grantee that needs further scrutiny, e.g., Lowell re Column N - Jobs not produced. In that case you need to run the filter on that grantee alone. We need to return to the Main menu.


Return to Main Menu

If you select "ALL":The CDBG PR03 Completeness Test first converts the sumactvt.rpt (PR03) in your C:\IDISDATA\IDISDATA folder then compiles a list of all PR03 files in your BOSMACFILES folder. Each PR03.xls file then has ten "filters" applied to it and the 'count' of each filter is entered into columns D thru M of the above table in 'Caper' tab at bottom of screen.

44

MAIN MENU

Click again on PR03a

button

45

This time we will select a single PR03


If you select a single grantee (your options are “All” or any “one”) the report will contain a spreadsheet for each column of the “Single Grantee” report. That is, 10 additional tabs, one for each column in the spreadsheet named Caper tab, are also added to the PR03 workbook as tabs 'Cpr-D' thru 'Cpr-M.' These tabs contains all records (activities) that make up the 'count' for each column in the 'Caper' tab summary report. These spreadsheets can be displayed by clicking on the appropriate tab at bottom of the spreadsheet. For example to see a list of all the job creation activities with 0 jobs or >$35,000/job click one the Cpr-N tab. After you open one of these tabs you can see activities that comprise the summary data, e.g., the previous years activities that are not complete and have no accomplishment narrative, and so on.

46


When you select a single file – this will produce the data points on slide 88

Bottom of spreadsheet

[return to 14]

47

The PR03b button will automatically perform a public service cap test using the PR01, PR03, and PR14 Reports; and the Admin Cap using PRO3 and PR01 Reports. The logic for the PS CAP is as follows:

We just saw how the PR03a button works. Here is a brief explanation of how the PR03b button works.

BOSMAC07’s ADVANCEDPLUS FILTERS [PR03b]

[Return]

48

Return

BOSMAC07’s ADVANCEDPLUS FILTERS [PR01a]

Timeliness and Ratio of PI to EN Report produced by the PR01a filter [See Columns K and M]

49

The PR08a button produces a graph that shows the % distribution by category for all formula funds for a selected period. You may select a single year or a range of years. Notice at the bottom of the screen there are tabs that correspond to the use categories. Clicking on a tab will reveal a spreadsheet containing all activities and associated data for that category. This can be seen on the next slide.

BOSMAC07’s ADVANCEDPLUS FILTERS [PR08]

50

This is the spreadsheet that shows all the housing activities from all entitlement sources for the selected period. This spreadsheet can be manipulated as any other using filters described in slides 53 – 81. The PR08 Report does not identify the funding source of the activities.

Return to Main Menu

BOSMAC07’s ADVANCEDPLUS FILTERS [PR08]

51

Return

BOSMAC07’s ADVANCEDPLUS FILTERS [PR22a]

HOME Final Draw > 120 day Report produced by the PR22a filter

52

MAIN MENU

53

Powerful Management Tool

BOSMAC07 provides management with powerful tools to efficiently oversee management of grantees and staff. For example, a manager may ask staff to send their converted PR03, PR01, PR14, and PR 22 reports to a folder on the J drive named bosmacfiles. The manager, using the copy of BOSMAC07 in that folder, can run the filters – PR03a, b, c , etc - on all the files in that folder and compare performance of grantees – and reps. [Alternatively, the converted files can be moved to a BOSMACFILES folder on the manager’s C or G drive , and filters run from that location.]

For example, [see next two slides] running the PR03a button (selecting “ALL”) will result in a spreadsheet showing- for all the grantees in the bosmacfiles folder – data counts that provides answers to all of the questions listed on slides 22and 86. Selecting a single report will reveal all the activities that comprise the column count. The manager can e-mail the rep and request follow-up action on any noted discrepancies . This is especially helpful around CAPER review time. [return]

If you select a single grantee (your options are “All” or any “one”) the report will contain a spreadsheet for each column of the “Single Grantee” report. That is, 10 additional tabs, one for each column in the spreadsheet named Caper tab, are also added to the PR03 workbook as tabs 'Cpr-D' thru 'Cpr-M.' These tabs contains all records (activities) that make up the 'count' for each column in the 'Caper' tab summary report. These spreadsheets can be displayed by clicking on the appropriate tab at bottom of the spreadsheet. For example to see a list of all the job creation activities with 0 jobs or >$35,000/job click one the Cpr-N tab. After you open one of these tabs you can see activities that comprise the summary data, e.g., the previous years activities that are not complete and have no accomplishment narrative, and so on.

54


When you select a single file – this will produce the data points on slide 88

Continued on next slide

Bottom of spreadsheet

55


In this case the manager would send an e-mail to the CPD rep and request a follow-up to find out what is going on.

Ideally, the rep would have already noted this discrepancy and ascertained from the grantee whether this is a failure on the grantee’s part to enter the current information (data clean up issue) or that there is a real performance problem. [Reps should review the PR03 report on a quarterly basis.]

We can see from the previous slide that the grantee has not produced - as of the end of their 2008 program year - the 10 jobs proposed (funded from 2002 to 2004) and there is no narrative to explain the status of progress on this activity. See Column CA:

Let’s take a further look at the Accomplishment Narrative field.

56

Column G for example, shows a count and % of previous year’s activities that are not complete and have no accomplishment narrative. If you want to see the specific activities that comprise this count simply click the CprG tab at the bottom of the screen. You will then see all the activities that comprise the count - as shown in the bottom part of the slide. Now you might say why are we concerned that there are not accomplishment narratives in activities that are not complete. Don’t they fill that in when the activity is completed? NO. We – the public - want to know what is going on or NOT going on during the program year. The accomplishment narrative should be distinguished from the status of the activity which is reported in a different column and only by category. i.e., Underway , complete or cancelled. It should also be distinguished from accomplishment data, e.g., units completed. Again we want to know what is happening with the activity during the program year. We want detail sufficient to know whether adequate progress is being made. For example, “contract signed (date) construction begun (date) construction 40% complete as of (data) and so on. Finally, click on the floating “MAIN MENU” BUTTON.

CAPER PR03a COMPLETENESS TEST

57

RECAP

IDIS contains program and financial data entered by grantees

This data (reports) can be analyzed by BOSMAC07 once it is downloaded to the Rep’s C:\IDISDATA/IDISDATA folder and converted (saved in the bosmacfiles folder ) by BOSMAC07 . Once converted, these files can be copied or moved to any drive to a bosmacfiles folder with its own copy of BOSMAC07 . This can provide management with a powerful and efficient oversight tool.BOSMAC07 must be located in a folder named bosmacfiles. All reports generated by BOSMAC07 are automatically saved into the bosmacfiles folder

Curiosity is helpful…Curiosity is helpful…You have to want to know something; you have to have questions, otherwise the spreadsheet is of little value to you. Asking questions is what is meant when we say “database query.” We use EXCEL filters to do this.

We will now explore EXCEL filters in more detail..58

ANALYTICANALYTIC

KNOWLEDGE?

SKILLS?

ABILITIES?

Obtain and objectively evaluate qualitative and quantitative information related to the grants management process

CPD PROGRAMS

IDIS

CPD PROGRAMS

IDIS

EXCEL

ACCESS

EXCEL

ACCESS

RECAP

In order to make optimal use of these In order to make optimal use of these tools the user must have:tools the user must have:

EXCEL FILTERS

• For example, if you want to see all activities that meet the Low/Mod Area Benefit National Objective, you can use a filter to hide all the activities that do not meet that criteria.

• “Hiding” a row does not delete it… all the data is still there but not visible

Excel Filters allow you to hide information you do not need.

60

ACTIVATING FILTERSTo activate filters go to the EXCEL menu bar, click the DATA tab, then the filter icon.

Filters on –dropdown

arrows appear

Filters off

To deactivate filters (restore the spreadsheet) go to the EXCEL menu bar, click the DATA tab, then click clear or click the filter icon again.

Return

61

There are three types of filters in EXCEL:

Simple filters – used to isolate one criterion in one or more spreadsheet data columns – for example in a “YEAR” column showing multiple years you may want to see only the data associated with a particular year;

Custom filters – used to isolate only two criteria in a one or more spreadsheet columns: say we want to see only public services. [Two mtx codes, in the same column, are required to capture all Public Services.]

Advanced filters – used to isolate more than two criteria in a single column. [BOSMAC07’s advancedplus filters go well beyond this]

FILTERS

• Custom filters are used when we are trying to isolate

only two criteria in one or more columns.

• Advanced filters are used when we are trying to include more than two criteria in a single column.

USING FILTERS IN EXCEL

• Simple filters are used when we are trying to isolate only one criterion in one or more columns.

CRITERIA RANGE

CRITERIA RANGE

Notice the drop down arrows display all the criteria (data) in the column. You select the one(s) you want to see.

Notice the drop down arrows display all the criteria (data) in the column. You select the one(s) you want to see.

Selecting “1997”will show all1997 activities and nothing more.

Simple Simple filtersfilters (alone (alone / in combination)Let’s see how these filters work.Let’s see how these filters work.Note the drop down arrowsdrop down arrows at top of each columnthese activate the activate the “filters.” Basically, they show all the types of data in that column and allow you to select the one type or types you want to see – they “filter out” the rest.


Say we want to see all 1997 Low-Mod Housing activities still underway in the grantee’s 2008 performance year. You would use the simple filter in combination as shown. Apply the filters in sequence as shown.

Custom filters (alone / in combination)


Both codes are required to capture all PS activities and both are in the same column (J).

151 activities totaling

$6,813,293.71


$6,813,293.71

Robert L PaquinRobert L Paquin

ALL PUBLIC SERVICES

ALL PUBLIC SERVICES

Custom filters (alone / in combination)


ALL PUBLIC SERVICES DONE

FROM 2000 TO END OF 2002

ALL PUBLIC SERVICES DONE

FROM 2000 TO END OF 2002

ALL PUBLIC SERVICES (see previous slide).

ALL PUBLIC SERVICES (see previous slide).

• Filter Column H to display only area benefit act.

• Select all area benefit activities (LMA) in 2002We now have on the spreadsheet only and all activities associated with the year 2002.We now have on the spreadsheet only and all activities associated with the year 2002.

EXAMPLES OF SIMPLE FILTERS IN EXCEL

• Filter “Year” Column to display only 2002

Simple filters (alone / in combination)• Select all activities in 2002

We now have on the spreadsheet only and all low-mod area benefit activities associated with the year 2002.

We now have on the spreadsheet only and all low-mod area benefit activities associated with the year 2002.

• Select all public service activitiesFilter Matrix Code (J) for Public Services

2) Custom filters (alone / in combination)Because capturing all PS requires two Matrix codes - located in the same column.

Because capturing all PS requires two Matrix codes - located in the same column.

EXAMPLES OF CUSTOM FILTERS IN EXCEL

Why do we need to use a custom filter?Why do we need to use a custom filter?

Custom filters (alone / in combination)• Select all public service activities between

2000 – 2002

Robert L PaquinRobert L Paquin

EXAMPLES OF CUSTOM FILTERS IN EXCEL

• Filter the Year column for this time period

We just filtered for all the Public Services (first custom filter previous slide ) – now we want only those PS done thru the period 2000 and 2002 . (second custom filter).

We just filtered for all the Public Services (first custom filter previous slide ) – now we want only those PS done thru the period 2000 and 2002 . (second custom filter).

We are going to use the We are going to use the Matrix Code Column Matrix Code Column (J)(J) to find all Public Services to find all Public Services and the Year Column and the Year Column (A)(A) to find those between to find those between 2000 and 20012000 and 2001

USING FILTERS IN EXCELCustom filters (Summary)

ALL PUBLIC SERVICES DONE BETWEEN 2000

AND 2001

ALL PUBLIC SERVICES DONE BETWEEN 2000

AND 2001


$6,813,293.71


$6,813,293.71

ALL PUBLIC SERVICES

ALL PUBLIC SERVICES

We previously performed the PS Cap test for a particular grantee for the 2002 annual performance period using the PR03 and PR01.

Advanced Filters

To do this we need to use the PR02 Report to look at current, real-time financial data for those same ’02 PS activities (Identified in the ’02 PR03 Report).

Let’s take a look at the PR02 Report

Let’s take a look at the PR02 Report

We now want to determine whether that grantee has increased obligations for any 2002 Public Services after the closeout date of the 2002 performance period. [The PR03 is “frozen” as of the date of the end of the grantee’s performance period.]Let’s say we are now six

months later… 6 months after the close of the

program year

Let’s say we are now six months later… 6 months

after the close of the program year

PR02

NOTENOTE

1. Open the 2002 PR03 report for the selected city, [We are looking for all the 2002 PS Activities.]

We need to select and copy all the activity numbers of the 2002 PS activities from the PR03 Report and bring them into the PR02 Report so we can filter for them in the PR02 Report which shows real-time drawdowns up to the date the report is downloaded.

[Remember – the PR02 Report contains all activities for all years.]

2. Open the PR02 Report

Advanced Filter Steps

Again, we want to see if any additional obligations were made to these activities after the close of the performance period.

Again, we want to see if any additional obligations were made to these activities after the close of the performance period.

STEP2 – PR02

Select CDBG

STEP3

3. “Insert” a new worksheet on the PR02 Report

4. Go to PR03 Report and select and copy the activity numbers in column D (include the column name).

STEP4

Tip: - to select and copy • Click in “Act#” heading• Use scroll bar to scroll to end • To Select column press Shift key

and click on last activity #• To copy column right mouse click

and select copy.

5. Paste Column D from the PR03 to cell A1 on the PR02 sheet1 – the sheet we inserted in step #3.

STEP5

STEP6

6. Click on PR02 Temp Tab

STEP7

7. Click on PR02 Data

Select advanced

filter

STEP8

8. Click in Criteria

Range Field

Remember this click – if you forget this click the

filter will not work.

Remember this click – if you forget this click the

filter will not work.

STEPS9&10

9. Select Column A1 of PR02 sheet 1

10. Click OK

Notice that Column A1 is

inserted into the Criteria Range

field

Notice that Column A1 is

inserted into the Criteria Range

field

STEPS Cont’

The amount obligated for the Public Services identified in the PR03 Report as of the date the PR02 was downloaded is shown in Column H of thePR02

STEP11

11. Compare this figure

PR03PR02

with that on the PR03

Result

Screen shot is for illustrative purposes only – the numbers are not reflective of the results of previous slide.

Note that we are comparing the same activities

• Is the PR03 adequate to test the PS Cap?

• Advanced filters are used when we are trying to include more than two criteria in a single column.

• Custom filters are used when we are trying to isolate only two criteria in one or more columns.

• Simple filters are used when we are trying to isolate only one criterion in one or more columns.

RECAPRECAP

CRITERIA RANGE

CRITERIA RANGE

The drop down arrows display all the criteria (data) in the column. You select the one you want to see. In this case we want all 2002 projects.

The drop down arrows display all the criteria (data) in the column. You select the one you want to see. In this case we want all 2002 projects.

• Custom filters are used when we are trying to isolate only two criteria in one or more columns.

RECAPRECAP

This is the second criterion. Enter 03t in MTX field

This is the second criterion. Enter 03t in MTX field

These are 0ne Criterion. We want all “05” projects. Enter 05 in MTX field.

These are 0ne Criterion. We want all “05” projects. Enter 05 in MTX field.

• Simple filters are used when we are only trying to

isolate one criterion in one or more columns.

87

That concludes the fundamentals of the use of EXCEL spreadsheet filters.

It is important to master this skill and you might want to practice using them. [Using the advanced filters appears complicated but once you use it a few times it becomes quite easy.]

The good news is while important to know how to use these filters you do not need this skill in order to use BOSMAC07 which has even more powerful filters that can be used with a simple click of the mouse button. These filters provide answers to such questions as we listed in slide #22 and are repeated on the next slide.

End of Filters Lesson

88

• How many and which Prior Years’ Activities are NOT Complete?

• How many and which Prior Years’ Activities have NO Accomp Narr.?

• How many and which Current Pr03 Year Activities have NO Accomplishment Narrative?

• How many and which Prior years’ Activities have 0 Expenditures?

• How many and which Current Year Activities have 0 Expenditures?

• Is the grantee spending timely? (From the PR01 button)

• Are there any Job Activities (all years) with 0 Accomplishment or > $35,000/Job?

HOME activities with 0 units and FD > 120 days – by address –

Public service andand Administration cap test –

[return to 9] [return to 46]

BOSMAC07

ONE CLICK

ONE CLICK

ALLALL OF ABOVE AT A SINGLE GLANCE WITH ONE MOUSE CLICK

From the PR03a button

QUESTIONS ABOUT a GRANTEE’S PERFORMANCE?

89

• How grantee data is acquired

• How BOSMAC07 works

• The value of spreadsheet filters and how to use them

YOU HAVE LEARNED:

• How BOSMAC07 can be used as a management tool ( see slide #51)

• How grantee data can be analyzed

managing your portfolio with idis reports

Documents

idis data

financial data slides

excel filters

data analysisthe acquisition

spreadsheet data

training slides

financial datathis training

financial databosmac07