# US ATLAS Access System

# *ETC and Data Input Instructions*

Version 1.1, 3 June 1997

***Revised 10/1/1999***

The following document provides step by step instructions for entering
WBS and ETC information in the USAtlas MS Access system, for
verifying/modifying existing WBS records, and for obtaining a variety of
reports. Included are warnings about possible errors and hints on making
the data entry process easier.

***Summary of USATLAS MS Access System Changes for FY'00 ETC***

-   The display screens have been revised to allow a comparison of the
    current (ETC) estimates and the 97 Baseline estimate at WBS level 3
    and level 5 detail.

-   Cumulative actual costs recorded at September 30, 1999 are included
    at WBS level 3 and level 5 detail.

-   FY 00 and out year data from the 97 Baseline can be maintained or
    revised

-   Data prior to FY OO can be marked complete or revised.

-   Competed activities will have resources marked to "zero" and their
    related costs accounted for as part of the actual costs.

***Logging on to atlas2***

The easiest way to work with the database is to log on to the atlas2
server with the command (from a Unix machine):

**rsh atlas2.phy.bnl.gov wincenter -display \$DISPLAY -geom 1024x768
-depth 4 &**

supplying your userid and password. If you do not have a personal
account, there are group accounts for each of the six subsystems, which
will allow you to view the database for your subsystem. Account names
and passwords have been distributed by e-mail: contact your subsystem
manager for this information if you do not have it.

# *Data Location*

The database is currently divided by subsystem. The database files are
located in **c:\\users\\*subsystem*\\ETC**, where ***subsystem*** is one
of **Silicon, TRT, Lar, Tile, Muon** or **Trigger**.

Each of these directories contains 3 files:

**Atlas1_ETC.mdb**

**Atlas1_ETC_Data.mdb**

**Atlas1_ETC_To_Project.mdb**

Clicking on Atlas1_ETC.mdb will initialize Access for your subsystem.

***Latest Code Version***

Whenever the database code is revised, the current version will be
located in the following

directory **c:\\users\\Software\\ETC** which at any given time will
contain the latest versions of Atlas1_ETC.mdb, and Atlas1_ETC_To_Project
(see also description below). Copy these files to your subsystem
directory to ensure you are using the latest version.

Check Current version of: Atlas1_ETC.mdb is (j) as of October 1, 1999.

![](media/image1.png)

The Estimate to Complete (ETC) requires prior estimates to be updated.
Major areas that have been completed can be selected and marked using
the E.T.C. Preparation button from the Main Menu

![](media/image2.png){width="4.072916666666667in"
height="1.8958333333333333in"}**The Selection shows the following
Screen**

Zero Estimates will allow you to select and mark major areas of the WBS
complete

**The Zero Estimates Selection shows the following Screen**

![](media/image3.png){width="6.166666666666667in"
height="3.1979166666666665in"}

Zeroing parameters can be for an individual WBS element or an entire
range. Enter an (x) after "Mark Complete" will zero out prior estimates
for the selected range. Items not completed can have either prior year
resource data or all data reduced to zero.

Returning to the Main Menu and selecting you subsystem will show the
following screen

Zero Estimate Date is the same option that can be selected from the
E.T.C. Preparation Menu described above.

![](media/image4.png){width="7.5in" height="6.7in"}

FY 97 dollars The FY00-FY97 difference includes a multiplier factor to

reflect the difference in FY00 equivalent dollars.

Marking complete will also show the Zero Parameters Screen

Access Data Entry

Upon opening Atlas1_ETC.mdb, you will see an opening screen as below:

![](media/image5.png)

Clicking on your subsystem (top row) will open up the WBS Master screen,
giving you access to individual WBS elements. This is described in
detail below. Alternatively, the bottom row of buttons gives you access
to a variety of reporting, data validation and WBS editing options.
These are also described in detail below.

## ![](media/image7.png){width="7.666666666666667in" height="6.0in"}The WBS Master: Working with Individual WBS Records

Once you have selected a subsystem, the WBS Master screen with the first
record for your particular subsystem will appear as shown above.

The WBS Master record displays general information about a given WBS
element. Detailed information can be found in the manpower record and/or
the material record. If the WBS master record is empty, you can simply
begin entering data. To enter a new record simply click the new record
icon ![](media/image8.png){width="0.25in" height="0.25in"} on the
toolbar. Actually, MS Access keeps one record at the end known as the
blank record. Therefore, an alternative way to get to a new record is to
scroll in the forward direction until you land on a record that is
blank. This method is obviously more difficult than clicking the new
record icon and is only mentioned here because you may actually scroll
to it unintentionally.

## Entering Data

For a WBS element, general information is entered first including the
following:

  ------------------ ------------------------------------------------------
  WBS No             The WBS number i.e. 1.5 or 1.5.1 or 1.5.2.3.1 (Note
                     the initial '1' is hard-wired as the top-level US
                     ATLAS WBS number). This number is used to calculate
                     the level of the WBS element. Note: Make sure you use
                     1.5 and not 1.5.0 for the top subsystem level.

  Atlas PBS Number   Atlas Product Breakdown Structure number

  WBS Description    Short description of the WBS element

  WBS Dictionary     Defines what is included in this WBS element

  Funded by          Using the pull down arrow
                     (![](media/image9.png){width="0.22916666666666666in"
                     height="0.19791666666666666in"}), choose either "DOE"
                     or "NSF". If the element is funded by both
                     organizations, choose "Both". This field is required.
                     For higher level elements, this is determined by a
                     combination of lower level details. For example if
                     1.6.1 is DOE funded and 1.6.2 is NSF funded, then 1.6
                     is "Both" funded.

  Institution        Using the pull-down arrow, choose an institution from
                     the list provided. You can leave this field blank for
                     higher level elements if lower levels have different
                     institutions.

  WBS Subsystem Mgr  Using the pull-down arrow, choose a name from the list
                     provided.

  WBS Contact        Type in a contact name. Note that the contact name,
                     and associated information (the following 3 fields)
                     can automatically be fed down to all lower WBS levels
                     by clicking on the button to the right of this field.

  Contact Phone      Type in the phone number of the contact.

  Contact Fax        Type in the fax number of the contact.

  Contact E-mail     Type in the full email address.

  CORE (kCHF)        This field is optional. It is the CERN cost associated
                     with this WBS element.

  Comments           Comments of varying length can be entered. The scroll
                     bars are useful in reviewing a long entry.

  Labor and Material Each WBS element can have labor and material needs
  Classification     associated as Manufacturing and/or EDIA. For each
                     classification checked, i.e. Labor/Manufacturing,
                     there is an associated record in the Manpower
                     Estimates and or Material Estimates tables. For new
                     WBS elements, these records will be created
                     automatically and a dialog box will appear informing
                     you that the records will need further information
                     input. At anytime, you may view the associated
                     manpower estimates by simply clicking on the View
                     Manpower Estimates button
                     ![](media/image10.png){width="1.2708333333333333in"
                     height="0.3854166666666667in"}at the top of the
                     screen. Similarly, choose the View Material Estimates
                     button to see material information for this WBS
                     element.

  Contingency        Enter the risk and weight factors for this element.
  Analysis           Note the Design Risk is always assigned a weight of 1,
                     so has no corresponding Weight box. The Computed Risk
                     is automatically calculated. If the factors are the
                     same as the previously viewed WBS element, you can
                     save data entry time by clicking the *Copy Previous
                     Level Contingency* button. Also provided is a Clear
                     button to remove any contingency data. The Basis of
                     Estimate button to the right of the contingency
                     analysis boxes provides a pull-down menu of options -
                     select the appropriate category.

  Re-calculate       Clicking this button allows you to recalculate the
  Project Roll-up    roll-up from lower WBS levels to check whether any
                     changes you have made are correctly propagated by
                     Access.
  ------------------ ------------------------------------------------------

Once you have entered or modified all the data for the WBS element, you
must click the Save Record button
![](media/image11.png){width="0.4375in" height="0.3541666666666667in"}
at the top left of the form. In addition, anytime you modify a record,
make sure you click the Save Record button. If you wish to exit without
committing changes, hit ESC.

To repeat information such as subsystem manager and contact information
from one WBS element to the next, you can click the repeat basic
information button ![](media/image12.png){width="0.9479166666666666in"
height="0.4479166666666667in"} at the top of the screen.

To move to the next WBS Element, click on the Next WBS Element button
![](media/image13.png){width="0.4479166666666667in"
height="0.3333333333333333in"} at the top right of your screen. This
will set off a data checking routine and inform you if you are missing
manpower and/or material estimate information associated with this
element. The dialog box allows you to enter this information or continue
on. Note, this dialog box will continually appear whenever you move off
this WBS element until the required information is entered. If there are
no more records in this subsystem, you will be placed on a new blank
record.

To move to the previous WBS Element, click on the Previous WBS Element
button ![](media/image14.png){width="0.4479166666666667in"
height="0.375in"} at the top right of your screen. This will also set
off a data checking routine and inform you if you are missing manpower
and/or material estimate information associated with this element. The
dialog box allows you to enter this information or continue on. Note,
this dialog box will continually appear whenever you move off this WBS
element until the required information is entered. If there are no more
records in this direction, you will get an error message saying that you
are at the end of the recordset.

## Entering/Viewing Manpower Estimates

![](media/image15.png){width="7.65625in" height="6.5in"}Whenever a WBS
element has one or both Labor Type classifications selected, one or two
records have been created in the Manpower Estimates table. To see these
records, simply click on the
![](media/image16.png){width="1.2604166666666667in" height="0.375in"}
button. Only records with the same WBS element ID will be presented. For
your convenience, the WBS id and description is displayed, but it can
not be changed. A portion of the Manpower Estimates form is displayed
below. Note that you may need to use scroll bars to access the last
column on the right and more information down.

The following information is entered for a manpower record:

  --------------------- -------------------------------------------------
  Funding source        Only one choice is allowed at a time with the
                        default being "Project". If funding comes from
                        more than one source for this element, a new
                        record must be created to hold that data. To
                        create a new record for this WBS element click on
                        the new record icon
                        ![](media/image17.png){width="0.25in"
                        height="0.2604166666666667in"} .

  Manufacturing or EDIA Again, only one choice is allowed at a time.

  Man-hours             Enter the man-hours for each fiscal year. A total
                        is calculated automatically. If however, you wish
                        to enter only a total and not a breakdown per
                        fiscal year, then only enter a total at the end
                        of the row. Notice that this field appears in
                        blue**. CAUTION: DO NOT ENTER BOTH A TOTAL AND
                        FISCAL YEAR DATA**. This could result in the
                        wrong information being reported. If you want to
                        breakdown by fiscal year and have the system
                        calculate the total, make sure the blue "Entered
                        Total" field is blank.
  --------------------- -------------------------------------------------

Once you have completed entering the information necessary, click on the
Save Record button ![](media/image18.png){width="0.40625in"
height="0.375in"} . In addition, anytime you modify a record, make sure
you click the Save Record button.

To view the next manpower record for this WBS element, click on the Next
Record button ![](media/image19.png){width="0.40625in"
height="0.3229166666666667in"} You will always be able to move forward
one "extra" record. This is actually a blank record with the WBS number
and description already filled in. It is actually an alternative to
entering a new record. Note a pencil mark appears toward the left of the
record. This indicates you are editing this record. If you realize that
you don't want to edit this record, simply click the previous record
button or return to the master.

Finally, the View WBS Master button allows you to return to the WBS
Master form for the current element.

## ![](media/image20.png){width="5.96875in" height="6.208333333333333in"}Entering/Viewing Material Estimates

Whenever a WBS element has one or both Material Type classifications
selected, one or two records have been created in the Material Estimates
table. To see these records, simply click on the
![](media/image21.png){width="1.2604166666666667in"
height="0.3854166666666667in"} button. Only records with the same WBS
element ID will be presented. For your convenience, the WBS id and
description is displayed, but it can not be changed. A portion of the
Material Estimates form is displayed below. Note that you may need to
use scroll bars to access the last column on the right and more
information down.

The following information is entered for a material record:

  --------------------- -------------------------------------------------
  Funding source        Only one choice is allowed at a time with the
                        default being "Project". If funding comes from
                        more than one source for this element, a new
                        record must be created to hold that data. To
                        create a new record for this WBS element click on
                        the new record icon
                        ![](media/image17.png){width="0.25in"
                        height="0.2604166666666667in"} .

  Manufacturing or EDIA Again, only one choice is allowed at a time.

  Fiscal Year Dollars   If you enter the material estimates for each
  or a Total for each   fiscal year, a total is calculated automatically.
  category.             If however, you wish to enter only a total and
                        not a breakdown per fiscal year, then only enter
                        a total at the end of the row. Notice that this
                        field appears in blue. CAUTION: DO NOT ENTER BOTH
                        A TOTAL AND FISCAL YEAR DATA. This could result
                        in the wrong information being reported. If you
                        want to breakdown by fiscal year and have the
                        system calculate the total, make sure the blue
                        "Entered Total" field is blank.

  For Purchased         Enter a Unit Price in dollars, the quantity of
  Material              units, and a basis for your estimate by choosing
                        from the pull down arrow.

  For Travel            Enter a trip price and the number of trips.
  --------------------- -------------------------------------------------

Once you have completed entering the information necessary, click on the
Save Record button ![](media/image18.png){width="0.40625in"
height="0.375in"} . In addition, anytime you modify a record, make sure
you click the Save Record button.

To view the next material record for this WBS element, click on the Next
Record button ![](media/image19.png){width="0.40625in"
height="0.3229166666666667in"} . You will always be able to move forward
one "extra" record. This is actually a blank record with the WBS number
and description already filled in. It is actually an alternative to
entering a new record. Note a pencil mark appears toward the left of the
record. This indicates you are editing this record. If you realize that
you don't want to edit this record, simply click the previous record
button or return to the master.

Finally, the View WBS Master button allows you to return to the WBS
Master form for the current element.

## Points to Remember

  ------------------ ------------------------------------------------------
  Tab key            Moves to the next field

  Shift Tab keys     Moves to the previous field

  Scroll bars        Both vertical and horizontal allow you to see
                     different parts of the form.

  Maximize button    ![](media/image22.png){width="0.19791666666666666in"
                     height="0.17708333333333334in"} in the upper right
                     corner will maximize the amount of screen space the
                     form uses. It is recommended you maximize the form for
                     ease of use.

  Gray field boxes   These boxes on the form are not modifiable, for
                     example the level field is calculated when you enter a
                     WBS element id.

  F2                 The F2 function key allows you to select an entire
                     field entry of any length.

  DELETE key         Deletes the selection. For example, to delete a field
                     entry either move to the field with the TAB key or
                     press F2 while in the field and then press the DELETE
                     key.
  ------------------ ------------------------------------------------------

## Common Error Messages

  -------------------------- --------------------------------------------
  Invalid Use of Null        This message appears if you try to move to a
                             next or previous record that does not exist.
                             After you click OK, a dialog box appears
                             explaining the situation and that you will
                             be placed on the first record of the group.

  You can't go to the        You have chosen either to go to the next
  specified record           record or to go to the previous record and
                             there are no more records in that direction
                             to view. You will remain on the same record.

  First Save the Current     This message appears if you try to view
  Record                     manpower or material estimates for a new WBS
                             element without saving the master record
                             first. Simply save the record using the Save
                             Record icon
                             ![](media/image18.png){width="0.40625in"
                             height="0.375in"}.
  -------------------------- --------------------------------------------

## Finding a Particular Record

To access a particular WBS record, follow these steps:

1.  Make sure you are in the WBS No field by clicking in this field.

2.  On the toolbar click the Find button
    ![](media/image23.png){width="0.2708333333333333in"
    height="0.2604166666666667in"}.

3.  The Find Dialog box appears:
    ![](media/image24.png){width="4.71875in" height="1.40625in"}

4.  In the Find What text area, type the WBS number you wish to find.

5.  Click on Find First and then Close. The desired record will be
    displayed.

If a record for that WBS number does not exist, an error message will
appear indicating the record can't be found.

***Reports***

![](media/image25.png){width="6.072916666666667in"
height="3.5in"}Selecting the Reports button on the Main menu will open a
Report Menu, as shown below:

These are described in turn below.

***Cost Summary***

Selecting Cost Summary will give you the menu shown below. You can
select any level of WBS element (note, as always, if you want say the
whole of WBS level 1.3.1, you should enter the start element as 1.3.1
and the end element as 1.3.2), institution, funding source and type.

![](media/image26.png){width="5.96875in" height="4.09375in"}

***The same Report Parameter Menu Screen will appear after selecting any
of the referenced desired reports. Note certain selections on the menu
screen are blanked out, depending on the report selected.***

***Obtaining Hard Copies***

Remote users wishing to have hard copies of the Access data/reports,
should select the 'Print to File' option in the File/Print panel and
'psfile' as the desired 'printer', and then ftp the file to their local
site. You may wish to change the default portrait format to landscape
for certain report types when you print to file, to make reading the
hardcopy easier. The file can be viewed with G(host)S(cript)view, and
should be printable with any standard Postscript driver. Users at BNL
have a choice of local network printers under the Print menu.