Yale University
School of Medicine
333 Cedar Street
New Haven, CT
06510 USA
Directory
Assistance
(203) 432-4771
Office of
Public Affairs
(203) 432-1333
FMT TIPS
- Orgs in FP and GC Workbooks
In GC and Financial workbooks, you can only plan to that workbook's ORG. Please do not mix orgs in these workbooks.
-
Log out Every Night
For optimal performance, please be sure to log out of FMT every night. PLAN>>Exit>>Desktop
- ERRORS ON SAVE
If any of the following pop-up box error messages appear when attempting to save a workbook:
Invalid {Dimension} Codes - a project, org, award etc that is missing or incorrect
Select QUIT rather than CONTINUE and call the system administrator for assistance. 737-4056
Error in a Coded Column - #NA or #REF appearing in a cell because the cell formula can't properly reference a lookup
Key Codes Must Be Unique - there is a duplicate PTAEO row for a particular employee. All rows must be unique.
Click OK and call the system administrator for assistance.
737-4056.
Your work will be saved, but not sent to the database.
- Adjustments to IDC Rates in GC Workbook
Please be sure to use exptype 964499 when adding a row for indirect cost adjustment. Please DO NOT USE 964400. - Adjustments to IDC Rates in GC Workbook
- After Hours Users:
Saving your workbooks during after regular business hours may conflict with ITS system maintenance operations. You might find that the save does not complete (persistant hourglass). Use the Task Manager to end the session. This will result in losing your work.
We recommend that you do an EXCEL save first (diskette icon on the Excel Standard toolbar) followed by a Plan save to avoid planning data loss.
- Salary Expense Types in Financial Workbooks??
Please do not use salary exptypes in your financial workbooks. All salary expenses must be planned in your salary workbooks! - Fringe and Burden Adjustments Must be Made after Changing Copied Column Amounts in SalPlan
When you use a copy utility in the Salary Workbook to copy Current Year Plan to Q1, Q2, etc. the utility also copies fringe and burden in the columns way out to the right on the Home Dept Tab.
If you later decide to adjust the salary amount for an employee in one of the copied columns on the Home Dept tab, you will need to change the fringe and burden manually in columns GI-GP (fringe) and GT-GX (burden) because these columns will not change automatically. - Autocalc in Regular Excel
If you notice that your regular Excel worksheets (time sheets, ER's, etc.) suddenly do not calculate automatically, it was probably opened inadvertently in FMT. FMT will shut off the autocalc feature on the regular excel worksheet. To turn it back on again, open the worksheet in regular Excel. Go to Tools>>Options>>Calculation. You will notice that Manual is checked. Check automatic.
- Error Flags in Excel XP
Worksheet error checking is a feature introduced in Excel XP. When using Excel XP with FMT you may wish to adjust the default settings to avoid seeing unnecessary error flags in your workbook cells. These flags are often triggered because Excel does not recognize FMT formulas.
To turn off these error flags, perform the following steps:
1. Choose Options from the Tools menu.
2. Click on the Error Checking tab.
3. Uncheck the options Enable Background Error Checking and Inconsistent formula in region. This should eliminate the majority of the error flags while using FMT. - Quarter 3 Projection
Quarter Three Projections are just around the corner! Be sure to use Budget Office reports fresh from the SRC Library. These reports have just been created with the latest functionality. It is always a good idea to replace your older reports with new library reports from time to time, to take advantage of any upgrades the reports have received. If your reports are customized, ask your system administrator to check the ones you use most! - Saving FMT
FMT must be saved using the Save option available from the Plan menu ("Plan>>Save"). If you save via the File menu using "File>>Save As" you might inadvertently save your workbook to a different drive. If this happens, some of your workbook functionality will become password protected and must be repaired by the system administrator. Please be mindful of this when you save FMT, especially if you are in a hurry to shut down your computer at the end of the day!! - Cut and Paste
FMT offers users the ability to modify workbooks using standard Excel functionality. This includes copying in data from regular Excel worksheets.
Generally, Excel Copy/Paste key strokes (i.e. Ctrl-C, Ctrl-V) will work; however, this is not reliable 100% of the time. We have noticed instances when Copy/Pasting between workbooks in different sessions of Excel causes page faults or General Protection Faults (GPF).
The best way to prevent this from occurring is to Copy/Paste data between workbooks within the same Excel session. To open another workbook within your FMT session, open a workbook so that you can see the standard Excel menus and toolbars, then use File/Open and select the outside file. Note: Copy/PasteSpecial also operates normally when using workbooks within the same Excel session. - Getting Help
If you need help with FMT you may contact your system administrator via phone or email. If you need to leave a message or are inquiring via email, please be sure to state whether your question pertains to a Plan workbook (Salary, Financial, GC) or a Report. If it is a Plan workbook, please state which worksheet ( salsum, homedept, grantbud, budget, etc.)and a row number or other identifier, if applicable. If you are calling about a Report, please state the name of the report or reports and where the report is located (SRC Library or your folder), and the PTAEO that applies. It is especially helpful, if you are comparing an FMT report with a DWH report, to name the DWH report and the parameters you used. This will enable me to research the problem before I call you back.
- Running Reports
As you know, you may open more than one report in an FMT instance. However, when you use F9 or Prepare Current to calculate, it will calculate every open report. This may significantly increase the time it takes to run the report, especially the "slower" ones that draw from more than one data source. If your reports seem to be running slowly, close all but the one you are currently running. - Excel Toolbars
FMT opens in your version of Excel. Therefore, the toolbars you have selected to open in Excel will be visible when you open FMT. In FMT, you may use View to open toolbars, but these selections will not reappear the next time you open FMT. We recommend that you can always see Formula Bar above (so that in any cell you can reference a formula, if one exists) and Status Bar below (so that you know when your worksheet is calculating). Standard and Formatting are also useful toolbars. - Excel
When FMT is open, you can avoid opening a regular Excel sheet in FMT (if, for example, you open an Excel email attachment), by always opening regular Excel AFTER you have opened all instances of FMT. In other words, the last instance of Excel that is opened and remains open on your desktop will be the one in which your email attachments open. - Quick Find
To quickly find a PTAEO block in a workbook, highlight the award or project_task column by clicking on the column letter at the top of the column. Then do CTRL F which opens the FIND window. Type in the award or project_task and hit Find Next. This works in all workbooks (Salary, Financial, GC). You can also use it with employee name, empid, etc. - Open Two Instances of FMT
Every time you you log into FMT, open another session at the same time. Use one session to work in your plan workbooks, and the other to run reports.
- Open Workbook
Alt X opens your plan workbook faster than double clicking because it eliminates a full calculation. - SRC Save
Ctrl S is a shortcut for SRC Save.
- Saving your Workbook
If you see a message when you save your workbook that indicates that you have:
- an invalid org, project, or award
- that you have an error in a coded column
- that your key codes are not unique
- Power F9
If, on occasion, F9 doesn't start the calculate function of a workbook, try CTL+SHIFT+ALT+F9!! - Utility Freeze
If you use any of the Utilities to copy to Department Plan, Q1, Q2, etc. you need to be aware of the following: Once you have done a Utility copy and freeze, you cannot go back at any time and change any segment of a PTAEO on any row. If you need to change the charging for a row, you must add a new split for the new PTAEO. - Award Format
Please be sure to use ALL CAPS for the letters when entering awards. Example: Use 0061AM, not 0061Am or 0061am. - Note to Grant Budgeters
Only Grant Budgets for "valid" installments are received by the DWH. If you don't see start and end dates in an account block of your grant worksheet, the installment has not been activated in OGM. You may enter the budget using dummy project_task and awards, if desired.
Remember to notify us when your department would like to terminate a user's access. Please fax a copy of the user's access form with the word Cancel written across the form to the attention of Candice @ 785-5397.
Last modified: February 21, 2007. (chs)
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